Templates

HIPAA Compliant

Looking for HIPAA-compliant text message templates?

This guide includes real examples for appointment reminders, patient follow-ups, secure text messaging, SMS payments, and more.

Note that these text templates are intended to be examples you use to create your own. We do not recommend directly copying and pasting them into Text Request's Templates feature, without first editing them and their [brackets] to fit your needs. These [brackets] will not automatically pull custom info and are only meant to be placeholder examples.

1. Share Protected Health Information (PHI) Safely with Secure Text Messaging

To send Protected Health Information (PHI), you have to use our HIPAA Compliant Texting accounts. These are different from our standard accounts, and have extra layers of security and safeguards to keep you texting in compliance with the Health Insurance Portability and Accountability Act (HIPAA).

Use these templates to:

Share sensitive patient information securely
Collect missing intake or insurance details
Send test results and follow-ups
Keep patient communication compliant and documented

Below are examples of the types of text messages you can safely send with those accounts on our messaging platform to help reduce delays in care and improve patient response times.

Template 1: “[Name], 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 2: “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 3: “Hi [Name], just following up after your surgery. Please let us know how you’re recovering or if you need anything.”

Template 4: “Here is a link to your test results: [link] Reply here, or call us with any questions if you want to review it together.”

Contact us to have your HIPAA Compliant account created today.

2. Schedule Appointment Reminders to Prevent No-shows

Missed appointments cost healthcare practices valuable time, revenue, and scheduling gaps that are hard to fill. These patient appointment text templates will help you stay on track by:

Reducing no-shows
Fill last-minute openings
Turn cancellations into rescheduled visits.

Template 5: “Hi [Name], this is a reminder that your [appointment] is at [time] on [date]. Let us know if you have any questions! - [Healthcare Provider]”

Template 6: “[Name], still good for our appointment at [time] on [date]? [link] Use this link to confirm or reschedule.”

Template 7: “Thanks for reaching out to schedule your next appointment! [link] Use that link to book an open date.”

Template 8: “Sorry to hear you can’t make it today. [link] Reschedule your appointment for a time and date with that link.”

We have even more appointment scheduling text message templates to help you book more slots.

Pro tip: Include a direct scheduling link so patients can confirm or reschedule without calling.

3. Acquire More New Patients with SMS Chat

SMS Chat is a lead generator to convert more people and improve your marketing ROI, by giving prospective patients the power to text you directly from your homepage—without picking up the phone. This helps your practice do things like:

Capture more inbound leads
Respond faster when intent is high
Turn website visitors into scheduled patients

Jump start new conversations for everything from “Do you take my insurance?” to “What kind of technology do you use for this procedure?” Plus you get to keep their phone number for follow-ups.

Below are examples of inbound responses to patients using SMS Chat that can be either manual or autoresponses.

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

Template 10: “Thanks for considering [Practice Name] for your [treatment]. 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: “We’re here to help with all your [service] 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.”

Pro tip: The faster you respond to inbound texts, the more likely you are to convert that prospect into a patient. Speed matters when they’re actively searching for care.

4. Earn More Patient Reviews and Feedback

Patient reviews don’t just build trust. They directly impact how new patients find and choose your practice, and texting helps you facilitate the review process.

Ongoing patient communication is what drives better health outcomes. Capitalize on that success by texting patients for reviews.

Use these templates to:

Increase online reviews
Improve patient satisfaction
Strengthen your practice’s reputation
Bring in more revenue

Template 12: “Thanks for visiting today. Tell us how we did at [link] We really appreciate it!”

Template 13: “How did your treatment go? [link] Share your experience with us by filling out that internal survey.”

Template 14: “Thanks for choosing [Medical Professional] as your primary healthcare provider! [link] Can you share what keeps you coming back by using that link?”

Template 15: “Are our healthcare professionals meeting your needs? [link] Tell us how we can improve.”

Pro tip: Send review requests shortly after the appointment. Customers are more likely to respond when the experience is still fresh on their mind.

5. Speed Up Payments and Collections

Text messaging makes it easy for patients to pay quickly by sending secure payment links directly to their phone. This reduces outstanding balances and improves cash flow without the back-and-forth.

Use these templates to: