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Secure, HIPAA-compliant call handling for healthcare providers

Ruby keeps the privacy in private practice.

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How it works

1

Our award-winning Health Insurance Portability and Accountability Act (HIPAA) compliant virtual receptionists handle and route calls on your behalf.

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We collect intake information, answer non-medical questions, and more—24/7/365.

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You’ll stay up-to-date while knowing we protect the privacy of your most valuable asset: your patients.

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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.

Care for your patients with Ruby’s live HIPAA compliant virtual receptionist services.

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Your patients deserve more than a rushed voicemail prompt or a busy signal. Ruby helps healthcare providers answer calls with warmth, privacy, and professionalism, so patients feel cared for before they ever step into your office.

With Ruby, you get:

  • Live, U.S.-based virtual receptionists available 24/7/365
  • Secure access to messages, voicemails, and call details through the Ruby app and online portal
  • HIPAA-compliant call handling designed to support patient privacy and reduce front-desk overload

What is a HIPAA-compliant answering service?

A HIPAA-compliant answering service helps healthcare providers manage incoming calls while protecting patient information. Instead of sending sensitive details through standard text or email, a HIPAA-conscious provider uses secure systems, trained teams, and clear access controls to help keep patient communication private.

Ruby’s HIPAA answering service is built for healthcare practices that require real people answering calls, gathering intake details, routing important messages, and helping patients feel heard. It’s not just about picking up the phone. It’s about creating a calmer, more secure first touchpoint for patients who may be calling with something personal, urgent, or stressful.

How Ruby’s HIPAA-compliant answering service works

Ruby’s HIPAA-compliant virtual receptionists answer and route calls on your behalf, collect intake information, answer non-medical questions, and keep you updated through secure channels. For customers who require HIPAA-compliant service, Ruby provides a Business Associate Agreement and uses the Ruby app and online portal for messages, voicemails, and call details.

Who benefits from HIPAA-compliant answering?

Healthcare providers who receive patient calls can benefit from a HIPAA-compliant phone service, especially when their team is busy with appointments, procedures, paperwork, or in-office patient care.

Ruby can support doctors, dentists, chiropractors, therapists, solo practitioners, clinics, specialty practices, and other healthcare businesses that want to stay responsive without asking their staff to live at the front desk. Patients may be calling to schedule, ask a non-medical question, follow up, or find out what to do next. Ruby helps ensure those calls are handled with care.

What’s the Ruby difference?

Ruby brings together people, process, and technology in a way that feels personal without being casual about privacy. Our receptionists are trained to ask the right questions, follow your call-handling preferences, and help patients feel cared for from the first hello.

When your front desk is helping the patient in front of them, someone still needs to be there for the patient calling in. Ruby helps bridge that gap with warm, professional call handling that keeps patients informed while giving your team the space to focus on care.

Healthcare communication doesn’t pause when your office gets busy. A missed call can mean a missed appointment, a worried patient, or a delayed next step. Ruby helps keep those moments from slipping through the cracks.

Key features of Ruby’s HIPAA-compliant virtual receptionist services

Ruby’s HIPAA-compliant virtual receptionist services are designed to help healthcare providers stay available, organized, and patient-focused.

Live virtual receptionists available 24/7

Ruby’s live virtual receptionists are available 24/7/365 to help ensure patients reach a real person instead of a busy signal, auto-hold system, or voicemail. That coverage can support after-hours calls, overflow during busy days, and patient communication when your in-office team needs to focus on care.

Secure messaging and HIPAA-compliant patient communication

With Ruby’s HIPAA-compliant service, messages and caller details are available through secure methods, including the Ruby app and online portal. That helps keep sensitive patient information out of standard email and text messages while still giving your team timely notifications.

End-to-end data encryption and role-based access controls

A strong HIPAA-compliant phone service should protect information both in transit and at rest. Ruby supports secure access to call details through approved systems, helping your team see the information they require while reducing unnecessary exposure of patient details.

Live chat for your practice website

Patients do not always start with a phone call. Some arrive on your website with a quick question before they are ready to book or call. Ruby’s live chat can help your practice engage website visitors with friendly, real-person support, giving patients another convenient way to connect.

Integration and technology compatibility

Ruby helps organize call details through the Ruby app and online portal. Depending on your workflow and approved tools, Ruby can also support scheduling processes that fit your practice. The goal is simple: fewer scattered notes, fewer missed messages, and clearer next steps.

Pricing and plans for healthcare providers

Ruby does not charge extra for customers who require HIPAA-compliant service. Regular plan charges apply, and your best fit depends on your call volume, coverage requirements, and the level of support your team requires during and after business hours.

That means healthcare providers don’t have to choose between a warm patient experience and privacy-conscious communication. Ruby helps you build both into your call handling.

Built for busy healthcare practices

Healthcare clinicians often ask for the same thing: more time with patients and fewer interruptions that pull their teams in every direction. Ruby helps by answering calls, collecting key details, routing messages, and creating a more reassuring experience for patients.

For a small practice, that can mean fewer front-desk bottlenecks. For a growing clinic, it can mean more consistent coverage. For a solo provider, it can mean finally stepping away from the phone without worrying that every missed ring is a missed patient.

Does your business require HIPAA-compliant answering?

Your business may require a HIPAA answering service if your calls include protected health information or if patients share personal details when they contact you. Even basic scheduling calls can include sensitive context, so healthcare providers should take patient communication seriously from the start.

If your team regularly misses calls, struggles with after-hours coverage, or spends too much time sorting voicemail, a HIPAA-compliant answering service can help protect patient trust and give your staff more breathing room.

Live virtual receptionists

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24/7 live chat

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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 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.call-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.call-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.call-ruby.com and/or the Ruby App, both of which provide 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.call-ruby.com.

Ruby is currently only able to schedule appointments via a third-party scheduling platform called Calendly, which unfortunately does not offer HIPAA compliant service at this time. We do have some other options for scheduling that may work for you and we’re happy to discuss them to find a good solution!

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

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