> ## Documentation Index
> Fetch the complete documentation index at: https://www.practiceownersguide.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Front desk stack

> Phones, scheduling, reminders, intake, and payments: the software the front desk lives in, and how to keep it HIPAA-safe.

The front desk runs on five systems. The goal is the fewest vendors that
cover all five and write back into your PM/EHR, every system that doesn't
integrate becomes a re-typing job.

| Layer              | What to look for                                                                                                               |
| ------------------ | ------------------------------------------------------------------------------------------------------------------------------ |
| Phones             | VoIP with call recording, text-enabled main number, after-hours routing. BAA required if voicemails contain PHI.               |
| Scheduling         | Online booking that writes to the real schedule with rules (visit types, provider blocks), not a request form someone re-keys. |
| Reminders & recall | Automated text/email confirmations cut no-shows 30%+; recall campaigns refill hygiene and follow-up slots.                     |
| Digital intake     | Forms completed at home, mapped into the chart, with consents and the Notice of Privacy Practices e-signed.                    |
| Payments           | Card-on-file and text-to-pay tied to the ledger ([Choose your POS](/guides/choose-your-pos)).                                  |

## Buying it

Start from your EHR's marketplace: suite tools (Weave, Solutionreach,
NexHealth and peers) cover phones through payments in one contract, best-of-
breed wins only when a suite's weak module hurts daily. Every vendor here
touches PHI, so every one signs a BAA
([HIPAA program](/guides/hipaa-in-one-week)), and texting patients requires
consent captured at intake.

Measure it monthly: no-show rate, answer rate on the phones, and online-booking
share go on the [KPI sheet](/guides/practice-kpis).

## Related

* [Choose your EHR and practice management system](/guides/choose-your-ehr)
* [Choose your POS system](/guides/choose-your-pos)
* [Your HIPAA program in one week](/guides/hipaa-in-one-week)
* [Patient responsibility](/guides/patient-responsibility)