3CX IP telephony installation in Brussels

DeepIT, based in Brussels, installs and looks after 3CX phone systems for medical practices, dental practices, independent professionals and SMEs. In practice: your calls reach the right phones, a clear message greets the patient or customer when nobody is free, every missed call stays visible so it can be returned, and the practice phone follows the team on their mobile.

At the front desk, the difference shows from day one: fewer calls ringing out, no more sticky notes saying “call Mrs X back”, and a number that stays yours.

Illustration: IP telephony for SMEs and practices

What changes at the front desk

In a practice, the phone rings at the worst moment: the receptionist is taking a payment, a colleague is chairside, and the call rings out. The patient hangs up, calls back later, or doesn't call back at all. A well-configured phone system works no miracles, but it stops those calls from vanishing without a trace.

Illustration: the practice phone, on the mobile too

Calls find someone

Calls ring on several phones at once or in turn. If nobody picks up, the caller hears a waiting message and is then sent to a colleague, another site or voicemail, following rules we set with you.

Opening hours take care of themselves

Opening, lunch break, closing, holidays: the system switches message at the planned time. In the evening it announces your opening hours and, for a medical practice, the on-call service. Nobody has to remember to set a call forward on the way out.

No missed call disappears

Every missed call is logged with its number and time, and can be returned in one click. Voicemail messages also arrive by email, to the person or team concerned.

The practice phone follows you

An app on the mobile or computer lets you make and take practice calls outside the building. The patient sees the practice number, never your personal number.

Three layers, three owners

When the phone stops working, the first question is simple: who do we call? The answer is less simple, because IP telephony rests on three separate parts, often supplied by three different companies. Mixing them up means losing a morning while each one points to the other. Before any installation, we tell you in writing, for each part, who supplies it and who owns it.

1. The phone system (PBX): the brain

This is the software that receives calls and decides where they go: greetings, queues, phones, opening hours. For our clients it is 3CX, installed on their premises, on the practice's or company's server. We look after our clients' 3CX phone systems, mostly medical and dental practices.

Who supplies it: DeepIT installs it, configures it and looks after it, including its licence renewal date. What to know before you sign: where it runs, whose name the licence is in, and how you get its configuration back if you ever change provider.

2. The line (SIP trunk): the connection to the phone network

This is the subscription with a telecom operator that carries your numbers and connects your phone system to the rest of the network. It is called a “SIP trunk”: today's version of the old phone lines.

Who supplies it: an operator. We can suggest one, or keep yours if it fits. Who owns it: the line contract is in your name, and your numbers are yours.

3. The internet connection: the road

Voice travels over your internet connection. Who supplies it: your internet provider, often the one you already have. What we check: that the connection holds at peak times, and that the router is set up for phone calls. A single wrong setting can drop calls after a few minutes or stop you hearing the other person.

When something breaks, you have one number to call: ours. We find which of the three layers is at fault and, if it is the line or the connection, we open the case with you at the operator concerned.

Keeping your number when you move to IP telephony

Yes, you keep your number. It belongs to your practice or company, not to the operator: in Belgium, it is transferred to the new line. This is called number porting. For it to go smoothly, prepare three things:

Your latest invoice from your current operator: it shows the customer number and the exact line holder.
The full list of your numbers, including the ones people forget: fax, a doctor's direct line, an old number still printed on appointment cards.
A quiet switchover date, chosen with you. The phone system is ready and tested before that day.

One piece of advice first

Do not cancel the old subscription yourself before the transfer: a line cancelled too early can take the number with it. It is the transfer request that ends the old subscription for that number.

A real case: the call report of a group of dental practices

A group of two dental practices shares a 3CX phone system. Management wanted to know how many patient calls were being lost, and at what time. The system recorded everything, but nobody had time to open the logs: missed calls only came to light when someone complained.

Today, management receives the previous day's summary every morning at 7 am: each practice's answer rate, the missed calls, how many patients were called back and the weakest hour of the day. Opening hours and extra staff are set on facts, and nobody types anything in.

The takeaway: a well-installed phone system does more than answer calls, it also shows what is happening at the front desk. Read the full case on the website of DeepFlow, our sister brand for automation.

Another real case: patients ending up on voicemail

A specialist practice tells us that patients end up on voicemail after almost two minutes of waiting, and suspects the network. What the phone system recorded says otherwise: the line and the system had received every call. The queue sent callers to voicemail after 90 seconds, and only one phone was still answering, because the reception phone had been left in "away" status just as the number of calls had doubled.

What to remember: before changing hardware or operator, read what the phone system recorded. The answer is often a setting.

A phone system for a medical practice, a dental practice or an SME

Medical or dental practice

A message that directs callers from the start (book an appointment, an emergency, a test result), calls that move from one site to another when a group has several practices, the on-call service announced in the evening, and a list of missed calls the front desk works through between patients. For the rest of the practice's IT: medical IT and dental practices.

SME

One number for the whole team, calls that follow staff working from home or on the road, a queue for customer service, and a new starter set up without heavy work. See also IT for SMEs and for independent professionals.

Frequently asked questions

Which company installs 3CX IP telephony in Brussels?

DeepIT, in Brussels, installs 3CX phone systems and then looks after them day to day: call routing and opening hours, transfer of your numbers, the mobile app, and a single number to call if something fails. The same contact also handles your computers, your network and Microsoft 365.

Do all the phones need replacing?

Not necessarily. Many recent desk phones can be reused: we check this during the audit. Otherwise we offer phones to buy, and the app replaces the desk phone for people who mostly work remotely.

What happens if the internet goes down?

The phone system cannot receive calls while the connection is down. We set up a backup forward where the line allows it: calls then go to a mobile or another site, instead of reaching a dead line.

Phone system at the practice or hosted?

Today, the phone systems we look after run on our clients' premises, on their own hardware. 3CX also exists as a hosted version, with nothing to install on site apart from the phones: if it suits your case better, for example with no server or several sites, we discuss it during the audit.

How is the 3CX licence calculated?

A 3CX licence is not counted per phone but in simultaneous calls: the number of conversations that can take place with the outside world at the same time. A practice of a few people often manages with the smallest licence. We size it during the audit, based on your real calls, and we track its renewal date.

How much does it cost?

It depends on the number of phones, the licence, the line and the hardware. After the audit, we give you a written quote, layer by layer.

How we start

A successful installation is prepared in advance: the front desk should not feel the switchover.

A free audit: your numbers, your phones, your line, your connection and how the front desk works today
A written quote that says, for each layer, who supplies it and who owns it
The phone system prepared and tested before the switchover, numbers transferred on an agreed date
Day-to-day follow-up: one number to call, ours

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