# Medical Practice Phone System: BAA Available | VanceTel Source: https://vancetel.com/industries/medical Medical practice phone system with SMS and voicemail, nationwide. BAA available, encrypted in transit and at rest. Patient routing and audit logs. ## TL;DR VanceTel is a medical practice phone system: phone, SMS, and voicemail built for practices that handle Protected Health Information. We sign the BAA on day one. You get a softphone on every device with the practice number, after-hours on-call routing with audit trails, voicemail encrypted in transit and at rest, role-based access for staff, and audit logs on every call, text, and voicemail. We pick up when you call us, and we help you port your existing number without missing a patient call. ## FAQ ### Does VanceTel sign a BAA? Yes. VanceTel signs a Business Associate Agreement with covered entities. The process is straightforward: talk to us, we send the BAA for signature, and you sign before you migrate or before any PHI flows through the platform. The BAA covers the in-scope products listed below, and you will have a counter-signed copy on file for your compliance records. HIPAA compliance is a shared responsibility: VanceTel provides the BAA and the encrypted infrastructure; your practice is responsible for your own end-to-end compliance practices, policies, and procedures. ### Is business-line SMS covered by the BAA? Yes, on the practice plan with a BAA in place. SMS runs on registered 10DLC numbers and is covered by the BAA, so the practice can text patients about appointments, reminders, recalls, and follow-up. Threads belong to the practice, not the staff member who happens to be on shift, so when someone leaves, the message history stays with the practice. You are still responsible for the content of the messages: keep PHI to what is minimum necessary, and train staff on what belongs in a text. ### What about voicemail? Is patient PHI safe in a voicemail? Voicemails are encrypted in transit and at rest, and you control delivery. You can keep voicemail inside the softphone, route it to a shared front-desk inbox, restrict provider voicemails to the provider, or turn off voicemail-to-personal-email entirely. The right setup depends on your practice; talk to us during onboarding and we will configure it before you go live. ### What is covered by the BAA, and what is not? Covered by our BAA: business phone calls, voicemail, SMS on 10DLC numbers, call recording, audit logs, and role-based access controls. Not covered: voicemail-to-personal-email forwarding the customer wires up, third-party integrations the customer connects on their own, and any PHI the customer routes to a non-BAA-covered system. The full in-scope list is on the contact page; request it with your BAA. ### How does after-hours on-call routing work for a small practice? You configure simultaneous ring to the on-call provider, with a fallback to a real receptionist queue if the provider does not pick up. Every after-hours call is logged with caller, timestamp, and routing, so the on-call shift has an audit trail. Patients reach a human instead of voicemail, the on-call provider knows the call was answered, and the practice has a paper record if it ever comes up. ### Can patients text the practice for appointments without our staff using personal phones? Yes. Business-line SMS lets patients text the practice number for scheduling, reminders, and follow-up. The front desk replies from the softphone on a desktop or tablet, with no personal cell phones, no screenshots, no copy-and-paste between systems. Threads stay with the practice, and audit logs cover every message. ### Will we lose our published main number when we switch? No. Number porting from your existing carrier runs with no downtime and no porting fee. Your published main number, your Google Business Profile number, and any department lines all come with you. We coordinate the cutover so the practice does not miss a patient call during the switch, and we sign the BAA before any traffic moves. ### What does it cost for a small practice under 10 providers? Pricing is per extension: Voice at $24 or Voice + Text at $34 per extension per month on a 3-year contract, or month-to-month at a higher rate, with no per-minute charges on US calls and no paywalls on the features small practices actually need. Every price is all-in, so the price you see is the price on the invoice. Voicemail, after-hours routing, audit logs, and role-based access are included, and patient texting comes with Voice + Text. Enterprise contracts include custom terms for larger groups. Talk to us. Full pricing is on the pricing page, and you can port your existing number whenever you are ready. ## Get started - Call: (888) 753-5463 - Text: (714) 621-5353 - Email: support@vancetel.com - Build your bill: https://vancetel.com/pricing VanceTel is a business phone system (cloud VoIP with desk phones, a mobile app, and a desktop app) for teams of any size, built and supported from Tustin, CA.