20 HIPAA Compliant Text Message Templates for Healthcare Providers

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Health professionals all over the country are earning more patients, more profits, and saving more time by texting. Want to try texting at your medical practice, but aren’t sure how HIPAA compliance applies? We’ve got you covered.

This post will walk you through exactly what you need to stay HIPAA compliant, plus give you 20 text templates you can start using today to message patients!

Why are more and more healthcare providers texting?

The proof is in the stats:

  • 99% of texts are read
  • Text click-through rates are 25X higher than email
  • The average response time for a text is only 90 seconds

Imagine how you can put that kind of engagement to use! What would it do for scheduling, payments, marketing, and more?

We'll show you.

Related: Text Request Featured Company Profile - Avance Plastic Surgery Institute

Are text messages HIPAA compliant?

An encrypted and secure text messaging platform is required to meet the standards of the Health Insurance Portability and Accountability Act (HIPAA), so you can text protected health information (PHI).

Aside from having a secure platform to text patients, a major part of HIPAA compliant text messaging is only messaging patients who have consented to being texted by you. That means patients have to opt-in by texting you first, or by providing you with their phone number.

Picture messaging (MMS) is still not HIPAA compliant. So stir the conversation to a secure channel if patients try to send pictures of PHI.

Below we’ll cover examples of ways you can use a HIPAA compliant text messaging platform (with accompanying templates!) when your messages are safely encrypted.

1. Schedule and keep more appointments.

Your practice runs on booked appointments. But even if patients regularly schedule them, that doesn’t guarantee they’ll remember or that something else won’t pop up in their lives.

You need a way to remind them about appointments, plus offer them an easy method to reschedule, so they don’t no-show.

Text Request is a text messaging solution that gives you just that when you schedule appointment reminders in advance. It’s also great for initially scheduling the appointment, like when customers reach out to you asking for a routine check-up or follow-up appointment:


Template 1: “Hi [Name], this is a reminder that your [appointment] is at [time] on [date]. Let us know if you have any questions!”

Template 2: “[Name], still good for our appointment at [time] on [date]? Let us know by using this link to confirm or reschedule: [link]”

Template 3: “Thanks for reaching out to schedule your next appointment! You can use this link to book an open date: [link]”

Template 4: “Sorry to hear you can’t make it today. You can use this link to reschedule your appointment for a time and date that works better: [link]”


Texts are seen and read 99% of the time, which is why almost 63% of people prefer them as a way to get reminders for their appointments. It's also why they cut no shows in half!

2. Have encrypted conversations that protect PHI.

Patients want to ask you questions and hold conversations through text. But you have to make sure you protect PHI. Text Request's encrypted messaging let's you do both.

HIPAA compliant texting helps you create better health outcomes and better patient communication and experiences, all of which leads to stronger reputation and more revenue.


Template 5: “[Name], I see you left off your address on the medical form we needed you to fill. If you send it to me real quick, I can enter that information.”

Template 6: “[Name], we’re almost done getting you set up for your first appointment. All I need is your insurance ID number to ensure you’re covered.”

Template 7: “Hi [Name], just following up after your surgery. Please let us know how you’re recovering or if you need anything.”

Template 8: “Here is a link to your test results: [link] Don’t be shy if you have any questions or want to go over any information together.”


3. Acquire more clients with SMS Chat.

Want to capture more of the patients who visit your website?

SMS Chat can help you do that by giving them the ability to text you directly from your homepage. You can jump start conversations for everything from “Do you take my insurance?” to “What kind of technology do you use for this procedure?”

The best part is, even if your front desk isn’t available to immediately follow-up, Text Request lets you create autoresponses that start patients down the process of booking an appointment or learning more about the procedures you offer.


Template 9: “Thanks for contacting [Doctor Name]! Use this link to fill out an inquiry form, and I’ll follow up with you shortly: [link]”

Template 10: “Thanks for considering [Practice Name] for your behavioral health services. Here is a link to all our counseling options: [link] Let us know which one you think best suits your needs, and I’ll respond to you as soon as possible.”

Template 11: “Welcome to [Practice Name]’s text line. You can use this link to schedule your next appointment: [link]”

Template 12: “We’re here to help with all your plastic surgery needs at [Practice Name]. Walk us through what you have in mind, and our team will respond to your questions as soon as they are available.”


You’ll be able to complete more conversations and schedule more appointments, when patients can reach you directly.

4. Earn more patient reviews and feedback.

Gauging patient satisfaction is easier said than done. Physical surveys end up in the trash, and emailed requests are ignored.

That’s why medical practices have begun texting links to their surveys or reviews. One healthcare company in Dallas even increased their completed feedback requests by 600% when they started sharing them as texted links.


Template 13: “Thanks for visiting today. Please tell us how we did by following the link: [link]”

Template 14: “How did your treatment go? We’d love to get feedback on how we can improve your experience at: [link]”

Template 15: “Thanks for always choosing [Doctor Name] as your primary healthcare provider! Can you share what keeps you coming back? Use this review link to let us know: [link]”

Template 16: “Are our counselors meeting your needs? Tell us how we can improve at: [link]”


Text Request makes this process even easier when you save your survey and review requests as pre-made templates.

4. Earn more patient reviews and feedback.

Gauging patient satisfaction is easier said than done. Physical surveys end up in the trash, and emailed requests are ignored.

That’s why medical practices have begun texting links to their surveys or reviews. One healthcare company in Dallas even increased their completed feedback requests by 600% when they started sharing them as texted links.


Template 13: “Thanks for visiting today. Please tell us how we did by following the link: [link]”

Template 14: “How did your treatment go? We’d love to get feedback on how we can improve your experience at: [link]”

Template 15: “Thanks for always choosing [Doctor Name] as your primary healthcare provider! Can you share what keeps you coming back? Use this review link to let us know: [link]”

Template 16: “Are our counselors meeting your needs? Tell us how we can improve at: [link]”


Text Request makes this process even easier when you save your survey and review requests as pre-made templates.

5. Increase payments and collections.

Whether it’s because they don’t have the funds to pay, the paper work is a mess, or they just forgot—patients don’t always get you their payments.

You need a simple and easy way to prompt them.

Text merge makes that easy when you have more than one patient with an overdue bill. All you need is a CSV file with the custom fields you want to fill, and you can easily format custom messages for a mass reminder.


Template 17: “Hi [Name], this is a reminder that the bill for your last visit is still due. Here is the link to complete your payment: [link]”

Template 18: “[Name], your credit card declined on the last payment. Would you like to try a different one? Use this link to reach our online payment portal: [link]”

Template 19: “Hello [Name], your next payment for [treatment] is due on [date]. You can pay early at: [link]”

Template 20: “Hi [Name], it looks like we still need your insurance information to process this bill. Send us your insurance card ID number at: [link]”


You can also use these messages as a way to request any missing payment or insurance information to complete payments.

Related: 15 Text Templates to Collect More Payments

How can your healthcare organization start text messaging clients compliantly?

Texting patients from your own mobile device is risky. You need a secure messaging channel.

Text Request gives you a safe way to communicate, plus lets you keep the phone number that patients are already familiar with.

Check your number below to see if it’s eligible, or schedule a demo with our team.