HIPAA Compliant Virtual Receptionists

Ruby keeps the “privacy” in private practice.

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How it works.

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Our award-winning, receptionist service handles and routes calls on your behalf, all based on your unique preferences.

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If you aren’t available, we collect intake information, answer non-medical questions, and take messages—24/7/365.

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You’ll stay up-to-date through our mobile and desktop apps, while knowing we protect the privacy of every patient.

Real Ruby Receptionists

Here for you, and your patients.

Our 100% US-based virtual receptionists ensure your patients never deal with busy signals, auto-holds, and please-leave-a-message systems. All around, we provide a great experience—and great experiences help turn callers into patients. With Ruby, you can put down the phone and focus on what you do best. We’ll take care of the rest.

Dialed in on empathy.

At Ruby, engaging people is our specialty. Our virtual receptionists undergo extensive training to ensure we ask the right questions at the right times, prioritizing callers who need immediate attention, and making patients feel cared for.

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Calling all practitioners.

Learn more about Ruby’s award-winning virtual receptionists in our guide.

You’ll the Ruby app.

Send calls to Ruby, straight to you, or any other number you choose with Call Forwarding. Have us hold calls with one tap, or set Ruby as backup—we’ll answer only if you don’t.

Update receptionists on your preferred call answering instructions with the status function, sync your day’s schedule with your call handling using Ruby’s calendar integration, and provide messages you’d like relayed to your callers.

Read receptionist messages and voicemail transcriptions, set follow-up reminders, and track usage and call volume throughout the month.

Show your business number as your caller ID when you make calls from the app, send and receive text messages, and keep your personal number private.

Work from anywhere, never miss an opportunity, and make a great impression.

Ruby mobile app dashboard showing options to hold calls, change call handling instructions, check activity, and more
Ruby mobile app screen showing call, text, and voicemail activity
Ruby mobile app screen showing text conversation with client
Ruby mobile app screen showing usage and billing activity

Try Ruby Today!

Call and talk to a live Virtual Receptionist. Hear why 13,000+ companies love Ruby.

Live Chat with Ruby

Engage your website visitors with Ruby’s HIPAA compliant live chat services.

HIPAA FAQs

Simply complete the online service agreement to get started. A friendly expert member of our team will contact you to provide a Business Associate Agreement (BAA) and get you up and running. Or just give us a ring at 844-311-7829! Our team is available Monday to Friday, 6am to 5pm Pacific / 9am to 8pm Eastern.

No way! There are no additional charges for customers who need HIPAA compliant service. Regular receptionist service and/or chat service charges apply.

The primary difference is that with HIPAA compliant service, messages and caller information will not be emailed and/or texted to you, but rather will be available via a secure method. More specifically:

  • Your messages, voicemails, and call details will be available in the Ruby App (which sends notifications) and on our online portal at my.ruby.com.
  • Outbound call assist requests will be placed through the Ruby App – and the confirmation messages from our outbound call team will be available in the Ruby App and on my.ruby.com.
  • If you have a HIPAA compliant scheduling tool, that our Receptionists can access without a login, they can make appointments for your callers.

You will access your messages, voicemails, and call details via our online portal at my.ruby.com and/or the Ruby App (which can provide push notifications). This allows the sensitive information collected from your callers to remain secure.

You may submit an outbound call assist request securely through the Ruby app. The confirmation messages from our team after the outbound call is complete are available in the call assist logs in the Ruby app and on my.ruby.com.

Yes. If you have a HIPAA compliant scheduling tool, that our Receptionists can access without a login, they can make appointments for your callers.

For more information view our Terms of Use and you can always reach us by email at hello@callruby.com or by phone at 866-611-7829.

Support

Already a Ruby customer?

Let’s get started.

Ready to turn more callers into customers?

Missed connections translate to lost revenue. With Ruby, you have a partner in gaining and retaining customers. Plus, we’re so confident you’ll love our service, we offer a 21 day money-back guarantee*.

*Ruby is delighted to offer a money-back guarantee to first time users of both our virtual receptionist service and our chat service. To cancel your service and obtain a full refund for the canceled service (less any multi-service discount), please notify us of the service you wish to cancel either within 21 days of your purchase of that service or before your usage exceeds 500 receptionist minutes/50 billable chats, as applicable, whichever occurs sooner. Some restrictions may apply.