How to Audit a Medical Practice’s Phone Bill Before Renewal

Are You Paying for Phone Services Your Practice No Longer Needs?

Running a medical practice comes with enough challenges. Managing patient care, staffing, scheduling, and operating expenses, reviewing your monthly phone bill probably isn’t at the top of your priority list. But here’s a question worth asking:

When was the last time someone thoroughly reviewed your practice phone bill? Many medical practices continue paying for services they no longer use, outdated technology, or features that may already be included in their existing phone system.

At Liberty Bell Telco, we help healthcare practices evaluate their telecommunications services, identify opportunities for cost savings, and ensure their technology supports the way their practice operates. Before signing for your next phone service renewal, here are five areas worth reviewing.

1Identify Unused Phone Lines and Extensions

Medical practices evolve. Employees leave, departments change, offices relocate, and technology gets upgraded. Unfortunately, phone bills don’t always reflect those changes. Your practice may still be paying for:

• Phone lines assigned to former employees
• Extensions that are no longer active
• Fax lines that are rarely used
• Additional lines originally installed for equipment that has since been replaced
• Services associated with former office locations

Don’t cancel unfamiliar numbers without verifying their purpose. Some may support fax services, alarm systems, elevators, or other critical equipment.

2Look for Duplicate Services

One of the most common opportunities for savings is identifying overlapping services. For example, your practice may be paying for conference calling, voicemail, or other features separately, even though those capabilities are already included in your current phone system. You may also discover that you’re paying for services from multiple providers that accomplish the same thing. Common areas to review include:

• Separate conferencing subscriptions
• Multiple fax services
• Voicemail services billed independently
• Redundant calling features
• Legacy telephone services that were never disconnected after an upgrade

3Review Your Contract Terms Before Renewal

This is where a little preparation can make a significant difference. Telecom agreements often contain provisions that can affect your flexibility and operating costs. Before renewing, review:

• Contract expiration dateWhen does your current agreement end?
• Automatic renewal provisionsWill the agreement renew unless you provide advance notice?
• Cancellation requirementsHow much notice is required to terminate or change services?
• Early termination feesWhat would it cost to make a change before the contract expires?
• Pricing changesAre promotional rates expiring or scheduled increases approaching?
• Equipment obligationsAre you leasing, renting, or purchasing your phone equipment?

A contract that made sense three or five years ago may not be the best fit for your practice today.

4Evaluate How Well Your Phone System Supports Patient Access

Reducing expenses is important, but a medical practice’s phone system does much more than make and receive calls. It’s often the first point of contact between patients and your practice. Consider these questions:

• Are patients experiencing long hold times?
• Are calls being routed to the appropriate departments?
• Can staff efficiently manage calls between multiple locations?
• Does your system support voicemail-to-email and mobile applications?
• Do you have a backup plan if your primary internet connection fails?
• Can your current system grow with your practice?

An outdated phone system can create inefficiencies for your staff and frustration for patients.

5Compare Your Current Services Against Today’s Options

Telecommunications technology continues to evolve, and the options available today may look very different from those available when you originally signed your agreement. Modern cloud-based phone systems can offer features such as:

• Flexible call routing and auto attendants
• Voicemail-to-email
• Mobile and desktop applications
• Multi-location connectivity
• Business continuity and failover options
• Simplified administration and reporting

Depending on your existing services, upgrading your technology may also provide an opportunity to reduce monthly expenses. However, not every practice needs a new phone system. Sometimes, reviewing your existing services, correcting billing issues, or renegotiating your agreement is all that’s necessary.

Why an Independent Telecom Review Matters

Telecommunications providers naturally focus on the services and products they offer. An independent telecom agency has a different approach. At Liberty Bell Telco, we work on behalf of our clients, not the carriers. Our role is to help medical practices understand their current services, evaluate available options, and make informed decisions about their telecommunications investments. We assist with everything from reviewing existing phone bills and contract terms to evaluating new technology, coordinating transitions, and providing ongoing support. And perhaps most importantly, our clients have a dedicated resource to contact when they need assistance, rather than navigating provider support channels on their own.

Before You Sign That Renewal, Ask One More Question

Is my medical practice getting the best value from its current phone and internet services? If you’re not certain, it may be time for a review.

A phone bill audit doesn’t necessarily mean changing providers. It means understanding what you’re paying for, identifying unnecessary expenses, and making sure your communications technology supports your practice’s needs.

Let Liberty Bell Telco Help

Liberty Bell Telco offers complimentary telecom reviews for medical practices looking to evaluate their phone and internet services before renewal. Whether your goal is to reduce costs, improve patient communications, or simply confirm you’re getting the best value, we’re here to help. Let’s review your services before you renew. Visit www.libertybelltelco.com to connect with Liberty Bell Telco.

Request a complimentary reviewCall (480) 212-5102

Liberty Bell Telco — Independent Telecom Advocacy. Personalized Service. One Accountable Partner.