Netexem is a business phone, SMS, and voicemail platform for dental offices nationwide with a BAA available on day one. You get a softphone on every front-desk and operatory device, business-line recall and reminder texting covered by the BAA, voicemail with audit logs, insurance-line routing, and after-hours overflow to a real human — without paying for features your office will not use.
Built on the same business VoIP platform we run for every customer — cloud PBX, SIP trunking, native SMS, and E911 — with recall texting, audit logs, role-based access, and a BAA for offices that handle PHI.
Netexem signs Business Associate Agreements for dental offices and dental groups handling Protected Health Information. The BAA covers business phone, voicemail, SMS, audit logs, and call recording. It does not cover voicemail-to-personal-email forwarding or third-party integrations the office wires in on its own. Encryption runs in transit using TLS 1.2 or higher and at rest in our infrastructure. Role-based access controls keep front-desk staff out of provider voicemails, and audit logs capture every call, text, and voicemail action.
We sign the BAA before go-live. The process takes days, not months. You get an executed BAA in hand before your first PHI-adjacent call routes through the platform.
TLS 1.2 or higher for signaling. Encryption at rest for voicemail, recordings, and message history. Call recording and voicemail transcription require server-side processing — and every hop the office controls is encrypted.
Who accessed which voicemail, who replied to which SMS thread, who pulled which recording. Filtered by user, role, and date. Exportable for internal review or response to a patient access request.
Front-desk staff see scheduling threads. Hygienists see operatory routing. Provider voicemails stay restricted. The office sets the policy; the platform enforces it.
HIPAA compliance is a shared responsibility. Netexem provides the BAA and the encrypted infrastructure. Your covered entity is responsible for your own end-to-end compliance practices, policies, and procedures. Talk to us about your specific requirements.
Here is what makes phones hard for a dental office. The front desk answers, schedules, verifies insurance, runs recall, takes broken-bracket calls, and triages emergencies — usually on a system that was bought ten years ago. Staff text patients from personal phones because the office line will not send SMS. Recall reminders go out from a third-party tool that does not talk to the phone system. Voicemails sit unread because no one owns them. And when a new-patient call hits during lunch, it rolls to a generic voicemail box that 80% of first-time callers will never use. You need a phone system that gives the front desk one place to pick up, route, text, and document — with a BAA and an audit log so the office actually has a defensible answer when a patient asks who saw what.
Front-desk staff texting patients from personal phones is the most-cited risk in small practices. Your phone system should not make compliance harder.
Over 80% of first-time callers will not leave a voicemail. The recall-text patient, the broken-crown patient, and the new-mover — they call the next office on Google instead.
Reminders that name procedures, treatment plans, or specific operatories expose PHI to whoever picks up the patient's phone. The phone system should keep recall short, scheduled, and inside the BAA.
Most phone vendors ship 60 features and forget the six dental offices actually need. We start with the ones that move new-patient calls, recall rates, and front-desk sanity.
Send appointment reminders, recall texts, and broken-appointment follow-ups from the office number — under the BAA, with audit logs, and without naming procedures or treatment plans in the message body. Two-way replies land in a shared front-desk inbox.
Front-desk Mac, hygienist iPad, doctor's iPhone, and the lobby workstation all ring on the same office number. Personal cell numbers stay private. The office owns the patient relationship, not the staffer who answers.
New-patient calls reach a real human, even when the front desk is back-to-back with check-ins and insurance verifications. After-hours overflow routes to a real receptionist queue, not a generic voicemail.
Insurance verifications route to the verification line. Hygiene scheduling routes to the hygiene coordinator. Emergency and broken-appointment calls jump the queue. Returning patients skip the menu by caller-ID match.
Voicemails encrypted at rest with role-based access. Front-desk staff only see what they are allowed to. Voicemail-to-email is available, but only to addresses inside the BAA — never to personal Gmail accounts.
Route by location, provider, and procedure type across two operatories or twenty offices. Shared inboxes, shared SMS threads, shared audit trail. Same per-seat price whether the group has one location or twenty.
The softphone runs on every front-desk and operatory device the office already owns — see the softphone page for the per-platform breakdown, or browse desk-phone hardware for the front desk.
Not hypotheticals. These are the day-to-day patterns we see across single-doctor offices, specialty groups, and multi-location DSOs coast to coast.
Recall texts go out from the office number under the BAA, with reminder copy that names the date and time without naming the procedure. Replies land in the front-desk inbox, and the audit log shows who confirmed and when.
New-patient calls route to the front desk. Insurance verifications route to the verification line. Broken-bracket calls jump the queue. Returning families skip the phone menu through caller-ID match.
After-hours overflow turns on at 6 p.m. A real receptionist answers the new-mover call, captures the consult details under the BAA, and the matter shows up in the office inbox by morning instead of going to the next ortho on Google.
Referring offices call a direct line. The specialist's voicemail is restricted to the doctor and the case coordinator. Audit logs show who pulled which referral message and when, so the office has a defensible answer if a patient asks.
Twelve locations, one shared front-desk team. Each office has its own published number, but inbound calls route to the central team with location context. SMS threads, voicemails, and audit logs are scoped per location and per role.
Per-seat pricing with no contract, no per-minute charges on US calls, and no surprise add-ons for the features dental offices actually need. Business-line SMS, recall texting, voicemail with audit logs, after-hours routing, and the BAA are included — not paywalled. See full pricing on the pricing page, then port your office number when you are ready. If your current provider is locking you in, we will help you exit cleanly.
More from the same product: business VoIP platform, softphone for every device, desk-phone hardware, or talk to a real human.
Eight questions we hear from dental offices and DSO operators every week — BAA, recall texting, voicemail, routing, porting, and multi-location setup.
Business phone for your dental office
Talk to a real human about the BAA, the routing rules, and the recall-text setup that fits your practice. We will execute the BAA before go-live and walk your front desk through the softphone before the first call routes through.
