Healthcare & Regulated Industries
HIPAA-Compliant PBX & Secure Faxing for Chicagoland Healthcare Offices
When your practice handles protected health information, you need communications that respect HIPAA from end to end, without the headaches of big national carriers. VoIP Heroes delivers secure, encrypted PBX calling and HIPAA-compliant faxing, backed by a 100 percent U.S. based support team that understands how real Chicagoland dental offices, and behavioral health practices operate.
Outsourcing is our kryptonite!
Why Healthcare Teams Trust VoIP Heroes
A unified, HIPAA-ready PBX built for real clinical workflows secure, encrypted, scalable, and designed around how your healthcare teams operate every day.
Strict Security Controls (SSC)
Designed to safeguard access, protect PHI, and maintain compliance across all communication channels.
Business Associate Agreements (BAA)
We execute BAA's on request, ensuring your organization meets HIPAA requirements with verified accountability.
Encrypted Fax Transmission (EFT)
All fax traffic is encrypted in transit, keeping patient documents protected from interception or unauthorized viewing.
Multi-Location & Remote Support
Clinics, satellite offices, and remote teams all share the same secure PBX for seamless communication across sites.
Advanced Auto Attendants (AAA)
Smart routing reduces hold times, cuts down misdirected calls, and improves patient experience from the first ring.
Local On-Site Installation (LSI)
Hands-on setup and training available throughout Chicagoland to help teams adopt the system quickly and confidently.
HIPAA-Compliant Call Recording
Securely capture, store, and access calls while maintaining strict compliance. Provides a verified audit trail for QA.
Customizable Stats & Reporting
Gain actionable insights into call volume, performance, and trends. Use detailed reports to optimize staffing and boost efficiency.
See It in Action
Schedule a personalized demonstration to see our secure platform handle your specific workflows. Get immediate answers and watch how we transform communication for your team!
HIPAA-Compliant Faxing Options for Modern Healthcare
Faxing is still mission-critical for healthcare. VoIP Heroes gives you two secure fax options to fit where your practice is today.
HIPAA Fax Portal – Secure Cloud Fax for Clinics
A fully encrypted, cloud-based fax platform designed for healthcare
practices that need a modern, compliant alternative to legacy fax lines.
Instant Fax & Instant Fax ATA
Instant Fax is a streamlined digital fax solution
with reliable delivery for administrative offices and non-clinical
departments that still exchange sensitive documents every day.
Instant Fax ATA lets you keep the workflows your team knows while upgrading the backend to a HIPAA-compliant, encrypted fax platform.
Keep Familiar Hardware, Gain Modern Security
Many practices still rely on all-in-one copiers or legacy fax machines for day-to-day operations. Instant Fax ATA preserves that familiar workflow for your staff while giving your IT and compliance teams the confidence that comes from encrypted, cloud-based faxing. Instead of replacing equipment or retraining your team, the ATA bridges your existing hardware to a secure modern platform, ensuring every document is transmitted safely.
Security, Compliance & Peace of Mind Built In
With VoIP Heroes, compliance is not a checkbox. It is the foundation of how we design your phone and fax system.
Healthcare Call Handling That Matches Real-World Workflows
We design call flows the way your practice operates, so phones support patient care instead of getting in the way.
Smarter Call Journeys For Patients and Staff
Your team spends less time chasing calls and more time serving patients.
Built For Your Business
VoIP Heroes is a strong fit for any organization that handles PHI or sensitive client data:
Your phones and faxing should never be the weakest link in your compliance story.
Download the Healthcare Communications Checklist
Get a clear starting point for improving your clinic’s phone and fax systems. This free resource helps you quickly audit your current communications setup, highlight potential HIPAA risks, and uncover weak spots in call routing, security, and reliability. It also shows where encrypted faxing and secure voicemail can make the biggest impact in protecting patient information. Use the checklist to better understand your existing infrastructure and prepare smart, informed questions to ask any VoIP or fax vendor before making a decision.
Fax and Business VoIP Plans
Mix and match voice and fax plans to fit your practice size, departments, and locations. Our team will help you right-size your configuration so you only pay for what you actually use.
Instant Fax ATA
$29.99/month
HIPAA-compliant, plus physical copier connectivity and encrypted transport.
Schedule Your HIPAA PBX & Fax Demo
Ready to see how a local, healthcare-focused VoIP provider can simplify your communications? Get a live demo of HIPAA-ready PBX features, a walkthrough of our encrypted fax portal and Instant Fax ATA, and a clear, no-pressure quote for your clinic or group practice.
Local Businesses Trust VoIP Heroes
"VoIP Heroes has been amazing for our home service business! The voicemail-to-email integration makes sure we never miss a call from customers while we’re out of the office. We’re grateful to support another local businss, and their customer service is truly top tier. Anytime we have a question, the owners respond right away and are always willing to help. If you're a business owner looking for reliable VoIP services for your office, these are your guys!"
Reed Electrical Services
"Switching to VoIP Heroes was one of the easiest upgrades we have made as a growing dental practice. We needed HIPAA compliant phone and fax service, and their team handled everything from the BAA to secure fax setup. The biggest difference is U.S. based support that actually knows our account and delivers clear, reliable calls."
Family Dental Care
"Denny and Jay are great. They answered all my questions, ported our existing number, set up an automated voice system, and even set specific business hours. The call recording is awesome too; I've already went back a couple of times to get correct phone numbers and other specific details. Overall, the processes could not have been easier on my end. Thanks again for bringing our shop to the next level!"
Legion Detailing
Join The Hero Alliance
Earn rewards when you refer other businesses that move their phones and fax to VoIP Heroes. Help fellow local teams upgrade their communications and everyone wins.
Superpowered VoIP for Chicagoland Businesses
Based in Westmont, Illinois, VoIP Heroes proudly serves businesses across Naperville, Oak Brook, Downers Grove, Hinsdale, Chicago, and neighboring communities. We deliver modern, reliable business communications built for local companies that want responsive support and a partner they can trust.
HIPAA-Compliant PBX & Secure Faxing FAQ
Q: I run a small clinic in Naperville. Do we really need a HIPAA-compliant phone system if we are not a big hospital?
A: Absolutely. Even a solo practice in Naperville handles private patient information every day, so your phones and faxes must protect that data. A HIPAA compliant PBX keeps calls encrypted and voicemails secured so you stay aligned with privacy rules. It is not overkill for a small office, it is peace of mind. We see many DuPage County clinics use the same protections as large Chicago healthcare groups, just scaled to their size.
Q: Will VoIP Heroes sign a BAA for our practice? We are a healthcare office in Downers Grove and need a Business Associate Agreement.
A: Yes, we will. We work with healthcare offices throughout Downers Grove and nearby areas, so signing a BAA is part of our normal process. A BAA is your assurance that we handle patient data responsibly and according to HIPAA requirements. We provide a clear, signed agreement that covers both phone and fax services so your compliance boxes are checked from day one.
Q: Our office still uses a physical fax machine. Can we keep it and still use your HIPAA compliant fax service at our Oak Brook clinic?
A: Yes, you can keep your existing fax machine. Many Oak Brook medical offices prefer not to change daily workflows, and we respect that. We connect your fax machine to a secure adapter that sends faxes through an encrypted cloud connection. Your staff uses the same machine, but the transmission is far more secure and reliable.
Q: How do you keep phone calls and e-faxes secure and private? I am worried about patient information traveling over the internet.
A: That concern is very common, and it is a smart one. Our VoIP calls are encrypted end to end, similar to online banking, so intercepted data is unreadable. Faxes are transmitted through a secure, encrypted portal with controlled access. Whether you are sending records within Westmont or across Illinois, patient information stays protected throughout the process.
Q: We are not very tech-savvy. Will switching to your VoIP system be difficult for our staff?
A: We make the transition simple and stress-free. Our local team handles setup, configuration, and testing so your staff does not have to figure things out on their own. If needed, we can come onsite anywhere in Chicagoland, including Oak Brook or Naperville, to walk your team through the phones. Most offices feel comfortable using the system within the first day.
Q: What happens if our internet or power goes out during bad weather, like a heavy Chicago snowstorm?
A: We plan for those situations. If your office in Downers Grove loses power or internet, calls can automatically route to mobile phones or another location. Many clients use our mobile app as a backup, so staff can answer calls from home if needed. This keeps patient communication running even during Midwest weather disruptions.
Q: Can we keep our current phone number if we switch to VoIP Heroes? Our patients recognize our 630 number.
A: Yes, you can keep your existing number. We handle number transfers regularly for businesses throughout Naperville, Oak Brook, and Chicago. From your patients’ perspective, nothing changes because they dial the same number as always. We manage the transition behind the scenes to avoid downtime or confusion.
Q: We have two offices, one in Oak Brook and one in Naperville. Can one phone system handle both locations?
A: Yes, a cloud PBX is ideal for multi location practices. Your Oak Brook and Naperville offices can operate on one unified system with easy call transfers and shared extensions. Staff can move calls between locations without patients needing to hang up and redial. It helps your practice feel connected and professional across all sites.
Q: Do you offer local support? We are in Downers Grove and want help from someone nearby if there is an issue.
A: We are based in Westmont, so local support is a big part of what we do. If remote help is not enough, we can come onsite to your Downers Grove office quickly. When you call for support, you speak with a US based team that knows your setup and your area. That local knowledge often makes issues faster and easier to resolve.
Q: Why should we choose a local provider like VoIP Heroes instead of a big national VoIP company?
A: Many Chicagoland businesses tell us they want real support and flexibility, not long contracts and call centers. As a local provider, we customize systems based on how your office actually works. We can make changes quickly and explain things in plain language. You get modern technology backed by people who understand local businesses and care about long term relationships.
WHY VOIP HEROES?
VoIP Heroes is a truly local Midwest telecom provider built for small and midsize businesses that want real support from real people. Unlike the global giants, you get direct access to our local U.S. based team that knows the local business landscape and responds quickly. We deliver fully customizable VoIP systems, HIPAA-compliant faxing for healthcare groups, transparent pricing with no hidden fees, and hands-on onboarding, including on-site installations when needed. With 25 years of combined IT and telecom experience, we make business communications reliable, secure, and simple. That's The Heroes Way!