Introduction
SMS has an open rate of 98%, and as such, it is a preferred mode of communication for healthcare professionals as well. However, HIPAA compliance comes into play when it comes to communicating with patients via SMS and is something you just can’t ignore. If you know how important this is and are looking for some HIPAA sms samples then this guide is for you! Read till the end and access 35+ free HIPAA sms templates for your healthcare practice.
Why HIPAA Compliance is Important When Texting Patients?
Because of the nature of sensitive information that doctors share with their patients, it is essential to adhere to HIPAA compliance when texting patients. As per Centers for Disease Control and Prevention HIPAA sets these standards “to protect sensitive patient health information from being disclosed without the patient’s consent or knowledge.”
Violating HIPAA laws can result in serious damage including hefty fines, criminal charges, and even imprisonment. To avoid getting into such a situation, remember these key points:
HIPAA requires that you:
- Send only secure and encrypted messages.
- Get permission from your message recipients before sending them messages.
- Use multi-factor authentication.
- Keep and maintain accurate records of all messages.
- Limit the amount of information you share with your patients via text to protect their privacy.
- Limit access to Protected Health Information (PHI) via automatic log-off, unique user IDs, and emergency access procedures.
HIPAA Compliant Text Message Templates
Opt-in confirmation script
Your patients may or may not want to receive messages from you for a variety of reasons, So when onboarding new patients, make sure you give them the option to opt-out. Here’s an SMS consent template then you can use:
Template 1: Hello [Name], thank you for visiting [clinic/hospital name]. We would like to send you notifications regarding personal health, treatment options, and appointments via SMS. If you do not wish to receive SMS from us, then reply STOP.
SMS templates for patient intake forms
Template 1: Hi, [Name]. We are thrilled to have you with us. Please access the link [insert link] and fill out the form to complete the patient intake process before the procedure begins.
Template 2: Hello, there! Please access the link [insert link] and fill out the patient intake form before your appointment so that we have all the necessary information for your visit.
Appointment reminder & confirmation templates
Missed appointments and no-shows lead to loss of patient care and revenue and are two of the biggest pain points of healthcare practitioners. Next time, use these appointment confirmation SMS samples and appointment reminder templates to reduce no-shows:
Appointment reminder templates
Your appointment reminder SMS could be different depending on your use case. For example:
You can ask your patient to come in a bit early if you require them to engage in any formality prior to their procedure by sending this SMS.
Template 1: Hi, [Name]. Your XYZ appointment at [clinic/hospital name] is scheduled at [time] and [date]. Please arrive [x] minutes early.
If you need them to fill a pre-visit form to be prepared for their appointment, then your reminder SMS could look like this:
Template 2: Hi, [Name]. Your upcoming appointment at [facility name] is approaching. Please access this and fill your pre-visit questionnaire.
Or you can use this simple, crisp template to remind your patient about their upcoming appointment:
Template 3: Hi, [Name]. Just a friendly reminder, your appointment for [procedure] is due on [date] at [time]. Let us know if you have any questions.
Booking confirmation SMS templates
Template 1: Hi, [Name]. We hope you are coming for your upcoming appointment at [time] and [date]. Use this to confirm or reschedule your appointment.
Template 2: Hi, [Name]. Please confirm your upcoming appointment with [Doctor’s name] at [date and time]. Reply by sending Y if you can make it and N if you wish to reschedule.
Template 3: Hello, [Name]. We want to confirm your upcoming appointment for [procedure] scheduled for [date] at [time]. If you have any questions or need to reschedule, please let us know.
Reschedule appointment SMS samples
Template 1: Hi, [Name]. Sorry for the inconvenience, but [doctor’s name] needs to reschedule your appointment. Are you available next week on [day] instead?
Template 2: Hi, [Name]. The doctor needs to reschedule your upcoming appointment due to [reason]. Can you make it on [date] at [time] instead?
Post-appointment follow-up script
Following up with your patients after they have received treatment from you can go a long way and help in improving patient satisfaction. Here are some post-appointment follow-up sample SMS that you can use:
SMS samples for scheduling a follow-up appointment
Template 1: Hi, [Name]. Your follow-up appointment is due on [date] at [time]. Please reply with a C to confirm if you can make it.
Template 2: Hi, [Name]. This is [staff name] from [hospital/clinic name]. I am reaching out to see if you can come up for your follow-up appointment on [date] and [time]?
Template 3: Hi, it’s almost time for our follow-up appointment on [date] at [time]. Please let me know if you need to reschedule or if you have any concerns.
Post-care instruction SMS templates
Template 1: Hi there! Here are some post-care instructions following your recent treatment: [insert instructions]. Please follow these guidelines for a smooth recovery. Take care!
Template 2: Hi! Your well-being is important to us. After your treatment, please [insert post-care instructions]. If you need further assistance, we’re here to help.
Template 3: Hi there! For a speedy recovery, please remember to [insert post-care instructions]. If you have any concerns, feel free to reach out. Wishing you well!
Patient feedback & reviews samples
By collecting patient feedback, healthcare providers can improve on the areas they lack, and by collecting patient reviews, they can build their online reputation. Use these SMS scripts to collect patient feedback or reviews from next time:
Script for requesting patient review
Template 1: We hope you had a good experience with us. Kindly use this to leave your review and to give us a rating.
Template 2: How was your experience with [Doctor’s name]? Please let us know in an online review:
Template 3: Hi there! We strive to provide the best care possible. Your review can help us improve. Please take a moment to share your feedback [insert link].
SMS template for collecting survey response
Template 1: Hi, [Name]. How would you rate our treatment on a scale of 1-10? Please take a moment to share your feedback as it will help us improve our services.
Template 2: Hi, [Name]. Can you take this quick survey about your recent experience at our facility? [insert link].
Template 3: Hi there! Your feedback matters to us. Follow the link to our survey and let us know how we can improve our services based on your recent visit. We appreciate your time and input!
SMS script for preventive health & care screening
Patients often do not remember when it’s time for preventive health screening or their annual check-ups. Use one of these preventive health & care sms templates to encourage your patients to take appointment for the same:
Template 1: Hi, [Name]. It is important for all to get screened after the age of [x]. Please call to book an appointment today.
Template 2: Hi, [Name]. There has been a rise in flu cases in the city. Book an appointment with us today and get a flu shot to safeguard yourself.
Template 3: Hey, [Name]. It’s time for your annual [treatment] check up appointment. Give us a call to book your appointment today.
Treatment & medication reminder templates
To achieve the best health outcomes, patients must adhere to their treatment plan and medication. However, if the patient has been discharged, then it can get quite tricky to keep them in the loop. Use these sms templates for sending treatment & medication reminders next time:
Refill reminders
Template 1: Hi, [Name]. Your prescription is due for refill. Reply here to request a refill or simply head to the patient’s portal today.
Template 2: Hi, [Name], Friendly reminder to refill your medication to ensure continuous treatment. Reach out to your pharmacy or healthcare provider if you need help.
Medication-related SMS samples
Template 1: Hello, [Name]! Just a friendly reminder to take your medication as prescribed for speedy recovery.
Template 2: Hey! It’s time for your medication. Please remember to take it as directed for your continued health and progress.
Healthcare marketing & promotion templates
Texting need not be limited to patient communication, use these HIPAA sms templates to promote or market your healthcare related services with your patients.
SMS script for promoting services
Template 1: Hey there! We are now offering [service name]. Join our referral program and get your next check-up done for free.
Template 2: [Hospital/clinic name] is now offering same-day primary care services. Text back or call to schedule your appointment today!
SMS samples for hosting a healthcare event
Template 1: Hi, [Name]. We are running a vaccination drive at our clinic. Register today using this or feel free to call us for more information.
Template 2: Hello there! We are running a blood donation drive on [date] at [time]. Join us and be a part of a good cause! For more details about the drive, visit this link [insert link].
Payments & collections SMS samples
Lastly, you can use SMS to even send payment reminders to your patients and collect due bills securely via payment links. Use these free payment reminder text message samples next time:
Template 1: Hi, [Name]. This is [staff name] from [facility name]. This is a reminder to review your new statement and make the payment before the due date [insert date].
Template 2: Dear [Name], Please settle your outstanding balance at your earliest convenience. You can make a payment through our secure online portal [insert link] or visit our office during business hours.
How to Send HIPAA-Compliant Text Messages Using Emitrr Templates?
To send HIPAA-compliant text messages using Emitrr templates simply follow these steps:
1. Go to Emitrr’s dashboard, and click on send, and then select “new message.”
2. A message box will appear, now click on templates.
3. Now you will see a list of pre-existing SMS templates. You can either choose one of them or simply create a new message by copy-pasting the templates shared in this guide.
4. To use one of the templates shared in this guide, simply click on “create template” and copy-paste the template of your choice as shown below.
5. Now, simply find the template that you have just created, select it, select your recipients, and hit send.
Follow the above steps, or simply check out this easy video tutorial!
FAQs
Emitrr is one of the best HIPAA compliant texting apps that you can use to communicate with your patients safely.
To make your texts HIPAA compliant, you need to ensure that your messages are encrypted at transit and at rest. This can easily be taken care of by switching to a HIPAA compliant texting app like Emitrr.
Hi, (Name)! This is a reminder that your appointment is scheduled at (date) and (time). Use this link to confirm your appointment.
Conclusion
HIPAA compliance is mandatory not only for the security of your patients but also to safeguard the integrity of your healthcare facility. Since using your personal cell phone for patient communication is a very bad idea, we suggest you invest in HIPAA-compliant software like Emitrr today! And if you already are using one, then feel free to use these 35+ HIPAA-compliant text message templates to text your patients with ease.
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