Cloud Phone System For Modern Businesses

Yeastar Connects Up TASK Clinical Research Center with Significant Savings

Yeastar Connects Up TASK Clinical Research Center with Significant Savings

When businesses grow beyond a single location or require physical sites in multiple places, it becomes more important than ever to effectively coordinate dispersed resources. A powerful multisite VoIP system is vital to realizing seamless inter-branch connectivity and enabling easy real-time exchange of information for business to perform business core tasks.

In this case of TASK Clinical Research Center in South Africa, Yeastar helps to liaise 6 medical sites dispersed throughout the region and deliver a complete range of call functionalities that empower intelligent inter-office call handling and nimble healthcare communications. With Yeastar’s easy-to-use, all-inclusive VoIP solution, the organization has risen to new levels of multibranch collaboration, business efficiency, and slashed telephony costs.

Background

Found in 2005, TASK Applied Science (TASK) is a clinical research center in Cape Town, South Africa with a focus on performing clinical trials in tuberculosis (TB). TASK now employs over 180 staff members, has invested in state-of-the-art bio-safety level 3 laboratory capacity as well as 6 dispersed clinical sites in Cape Town.

Objective and Challenges

TASK’s biggest driver was to engineer a comprehensive multisite communication system and cut costs on inter-branch communications. The organization’s existing traditional telephony lines was too costly to handle a large volume of daily calls. And the existing outdated phone system barely met their need of automatic call distribution and lacked the ability to allow direct call from one branch to another.

The clinical research center was in urgent need of a new telephone system that was competitively priced with rich standard features to suffice its healthcare and research facilities. Also, for the system management, it should be easy to deploy, simple to maintain, and require no extra IT investment on administration and maintenance.

Solution

Considering the state-of-the-art architecture of Yeastar Solution, TASK decided on the deployment of the Yeastar S-Series VOIP PBXs at its head office and branches to accommodate their telecommunication requirements. With the help of uThetha Telecoms, one of Yeastar’s value-added partner in South Africa, the solution was deployed fast and easily.

In total, one S300 IP PBX, two S20 IP PBX, and four S50 IP PBX were deployed in the organization’s 6 dispersed sites. These S-Series IP PBX have coordinated with the existing telephony infrastructure seamlessly. They helped build a corporate communications network that interconnects multiple sites with the advanced Multisite Interconnect feature and slashed the organization’s telephony costs via free inter-branch calls. In addition, S-Series’s rich telephony features like auto attendant, call recording and Linkus mobile clients greatly streamlined the organization workflow without extra costs.

Solution Highlights, Results, and Benefits

“We particularly liked the Yeastar’s robust features and its straightforward fit with the company’s business needs. The system provided significant cost savings by not requiring the purchase of expensive licenses to activate advanced features. The cost-effectiveness combined with free inter-branch calls and the PBX capabilities like Web-based administration and Automatic call distribution made the decision to deploy Yeastar a solid one.”

– Werner Ackermann, Information Technology Manager of TASK.

Connect 6 Remote Sites with Ease and Allow Free Inter-branch Calls

TASK’s 6 clinical sites were seamlessly interconnected by multiple S-Series VoIP PBXs deployed. The whole multisite VoIP interconnecting process was a breeze. Thanks to the S-Series’s advanced Multisite Interconnection feature, no Static Public IP address or port forwarding configuration was required on the branch office. And the chore of creating sophisticated inter-branch trunks or call routes was also eliminated to massively save time and efforts.

After setting up the multisite communication network, 7 PBX systems in 6 sites were united as a single entity. As a result, staffs can now call other offices or clinics easily at no cost, as they simply dial in the extension rather than an external number. And inter-branch call conference and call transfer are also seamless that breaks the boundaries separating TASK’s remote teams. Clinicians and researchers in the organization now can share information across the various offices far quicker and with greater ease than before. More benefits brought by Yeastar multisite interconnect can be learned here.

“The Yeastar implementation at TASK’s corporate sites and the migration was seamless. ” – Werner Ackermann, Information Technology Manager of TASK.

Rich Features That Suffice Healthcare Function and Business Efficiency

Yeastar S-Series VOIP PBX comes packed with robust built-in telephony features to streamline the clinical research center’s workflow and improve business efficiency, for example:

Auto Attendant. To manage a large volume of incoming calls, the organization was provided with an auto attendant function, which now facilitates their requirement of managing call queues and then directs callers of different needs effectively by choosing keypad options relative to them.

Mobility. With Yeastar Linkus unified communications softphone to coordinate with S-Series VoIP PBX, researchers and clinicians can remain in the constant touch with each other regardless of their locations. This ensures incoming calls be received and answered promptly, which can be crucial when it comes to an emergency.

Call Recording. Call recording has helped as a reference for queries and complaints whilst complying with some legal obligation to record calls. Automatic recording and one-touch recording features are offered to support flexible call recording and easy fetch of recording files.

Easy to Use System without Extra Administrative Burdens

Reliable, secure, and easy to use, Yeastar S-Series VoIP PBX arrives plug and play ready. It supports mainstream IP phone auto-provisioning and is easy to manage with an intuitive Web GUI. With graphical interfaces, adding users or make system changes can be finished with simple point-and-click configuration. There’s no need to hire a telecom expert or to divert IT resources from more strategic tasks for the administration of the system.

In this case, the centralized management of multiple systems is possible. Technicians in headquarter will be able to manage all S-Series VoIP PBXs deployed in the branches. They will be able to define the number ranges of extensions within all IPPBX systems, making full use of technician resources in the central office.

In additions, the robust PBX and Resource Monitor feature allows you to check the status of trunks, extensions, network and storage usage in real time. Also, the built-in event notification feature ensures that administrator gets instant alerts via email, SMS, and phone call when specific system events or errors occur, greatly reducing administrative burdens.

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User Login

Instantaneously receive user login credentials via email once the extension has been deployed by the adminstrator.

Log in conveniently via any web browser for access to the user portal.

Event Center

Determine what events and logs are to be recorded and/or have notifications sent.

Specify particular notifications to be sent to respective authorized personnel.

User Login

Access and manage user settings for softphone application and voicemail.

Manage call routing and presence status for your individual extension.

Retrieve or download your personal call logs and recordings.

User Login

Receive your log-in credentials and set-up guide via email, sent by your admin.

Log-in on any web-browser to get started with PBX set-up.

Configure contacts and personal settings from the web portal.

Auto Provision

Add, remove, or modify IP phone settings from your web interface.

Upgrade IP phone firmware conveniently from your PBX.

Upload various default setting parameters specific to respective IP phone models for greater convenience during set-up.

Contacts

Store, retrieve, and share company contact details easily on your PBX.

Have detailed contact information for your vendors and clients conveniently stored .

Bulk add a list of contacts instead of having to key details in individually.

PBX Monitor

Monitor the status extensions, whether they aren idle, in use, or unavailable.

Know whether your SIP Trunk running properly, or experiencing problems.

Monitor the number of call conferences currently running on your PBX, and their individual durations.

Maintenance

Check for and download firmware upgrades to ensure that your PBX is always up-to-date.

Perform back-ups to prevent data and settings from getting lost.

Perform troubleshooting on your own to debug.

Call Detailed Report

All call log activities are stored, with the option of having audio conversations recorded by default or for specific extensions.

Filter by date, time, or extension number to retrieve specific call logs or recordings

Playback call recordings directly from the PBX or download to store externally.

User Permission

Set up vaious groups of users for allocation to certain sets of access rules.

Determine what features a certain group of extensions can or cannot access.

Determine if users can access, play-back, or download call logs and recordings from the pbx.

Portal Login Page

Receive your administrator log-in credentials and set-up guide via email.

Log-in on any web-browser to get started with PBX set-up.

Installation Wizard will guide you through basic configurations.

Security

Restrict a general group or specific IP addresses to prevent unauthorized access to your PBX.

Determine specific the range of SIP ports for connection between your PBX and endpoints.

Restrict country codes for outbound calls either company-wide or on certain extensions.

Voice Prompt

Upload and designate customised audio recordings at multiple levels of a call journey.

Upload recorded music to fill the silence that would be heard by callers on hold.

Upload customised voice prompts to create a professional call experience.

General

Customize general call preferences either company-wide or for individual extensions.

Set-up feature dial codes for convenient user navigation to specific call features.

Determine how voicemails are retrieved, and also upload custom voicemail recordings.

Call Features

Add multiple automated responses to be played at different phases of a call journey.

Designate specific extensions to ring concurrently based on an external caller's dial pattern.

Customize messages and waiting times to keep external callers engaged when put on hold.

Call Control

Have calls received on specific SIP trunks routed to designated extensions within the PBX.

Set-up dial patterns so that outbound calls are routed to their intended destinations.

Determine how calls are routed and received at different times of a day.

Trunks

Register multiple SIP trunks on a single PBX as needed.

Provision SIP trunk settings and dedicate them to particular extensions.

Bulk add DDIs on each SIP trunk, for allocation to an individual or groups of extensions.

Extensions

View, deploy, add, and remove user extensions within your PBX system.

Allocate and deploy specific extension numbers to respective users via email.

Set-up default ring and presence status settings for individual users.

User Login

Access all company contacts made available to you by the administrator.

Create your own personal contacts list for easy reference and dialing.

Bulk import contact details for convenient data entry.

Extensions

View, deploy, add, and remove user extensions within your PBX system.

Configure default call and user settings for individual extensions.

Customize allocation of user extensions to specific ring groups.

Integrations

Integrate various CRM software for better customer service and satisfaction.

Enable transcription of audio messages into text with integration of third-party transcription service.

Enable API for integration with various third-party integrations for advanced performance such as call center and hotel reception services.

Paging and Intercom

Create different types of paging and intercom broadcast groups for selected extensions.

Set a time schedule to automatically start your broadcast.

System

Provision email SMTP and template settings for event notifications to be sent out.

Manage storage allocation and duration of various types of data being stored on the PBX.

Determine the types of event notifications to be sent out, and the parties receiving them.

IVR

Add various audio voice prompts to be played according to different call scenarios.

Add voice prompts on multiple levels for more effecient and precise inbound call routing.

Voicemail

Customize default voicemail settings for each user extension.

Add various voicemail messages for allocation to different call scenarios and users.

Provision specific rules to how voicemail messages are played over the PBX system for better caller experience.

Reports and CDR

All call log activities are stored, with the option of having audio conversations recorded by default or for specific extensions.

Use intuitive visual call reports, to check various call statistics over extensions, trunks, queues, ring groups, and more.

Call reports can be viewed and downloaded directly from the PBX, or scheduled to be sent via email to respective parties.

Security

Restrict a general group or specific IP addresses to prevent unauthorized access to your PBX.

Limit the number of otbound calls users are allowed to make within a time period to protect against toll fraud.

Restrict certain country codes for outbound calls either company-wide or on certain extensions.

User Login

Determine extension ranges for different functions.

Define use of different voice prompts depending on call scenarios or intended function.

Provision basic and advanced SIP settings to be used on the PBX.

Recordings

Record all calls made on specified trunks, including inbound and outbound calls.

Recordings

Record all calls made on specified extensions, conferences, or call queues.

Maintenance

Check for and download firmware upgrades to ensure that your PBX is always up-to-date.

Perform back-ups to prevent data and settings from getting lost.

Perform troubleshooting on your own to debug.

Trunks

Register multiple SIP trunks on a single PBX as needed.

Different types of trunks can be created, Caller ID can be customized.

Conference

Pre-set conference settings and dial-in passwords for security, and allow internal users to send conference invites to external parties.

Speed Dial

Create multiple speed dial numbers to respective external numbers frequently used for outgoing calls.

Speed dial is activated when the set prefix (default or customized) is dialed.

Ring Group

Create multiple ring groups and determine custom ring strategies and failover settings for each.

Call Queue

Create different call queues with specific ring strategies and failover settings.

Static agents permanently answer calls in queue, while dynamic agents can log in and out. Allocate different extensions to each group.

Determine what actions are to be allowed for Mangers or Agents to manage on the Queue Panel.

Call Control

Have calls received on specific SIP trunks routed to designated extensions or destinations within the PBX.

Set-up dial patterns so that outbound calls are routed to their intended destinations.

Determine how calls are routed and received at different times of a day.

Contacts

Store, retrieve, and share company contact details easily on your PBX.

Organize company contacts into dedicated phonebooks and determine accessibility rights to extension groups for each.

Bulk import a list of contacts instead of having to key details in individually.

Role and Client Permission

Pre-defined user roles within the PBX are conveniently available for allocation, or create your own set of permissions.

Restrict users from viewing specific extensions, departments, or extension groups with Extension Visibility.

Allow or resrict specific users from managing or viewing certain company contacts

Auto Provision

Pre-defined setting parameters specific to respective IP phone models are conveniently available for easy set-up.

IP Phones can be quickly provisioned to your Yeastar PBX with just the pre-defined template and device MAC address.

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