Remember when your relatives asked what you wanted to be when you grew up? I doubt you said: “I want to spend my days chasing patients who don’t pick up the phone.” No shows and last-minute cancellations cost your practice time and money. And there are definitely more fulfilling things to do with your day than playing phone tag.
Doctor’s appointment text messages make it easier to reach patients and keep your sanity intact. Unlike phone calls, which go to voicemail, 71% of people check their texts within five minutes of getting a notification. So, they’ll see important updates like appointment reminders and prescription refills sooner. Plus, they can confirm, cancel, or reschedule appointments on their own, all without overburdening staff.
In this article, you’ll find 64 SMS templates for healthcare to copy, personalize, and use in your practice. You’ll also learn how to send HIPAA-compliant texts for different types of reminders and announcements.
💡Disclaimer: This article provides general information about HIPAA compliance and texting as of the date above. The content on our website is not intended to provide and should not be relied on for legal or compliance advice. You should consult with your own legal or compliance official to determine how this general information may apply to your specific circumstances and to ensure your specific texting practices meet all applicable HIPAA requirements.
64 SMS templates for healthcare you can copy-paste now
Use these 64 templates to save valuable time on patient communications.
Opt-in confirmation texts
Before texting patients, make sure you have explicit opt-in consent. This protects you from TCPA violations. Also, make sure to give patients an easy way to opt out. For example, offer the option to reply with STOP or END.
Here are two opt-in confirmation texts you can use:
Thank you for choosing [practice name]. We’ll use this number to text you [type of text messages, such as prescription refill reminders]. If you’d rather not be on our SMS list, you can reply STOP at any time to opt out.
Welcome to the [practice name] family! You’re now signed up to receive [type of text] from us. If you’d rather we not text you, you can opt out any time by replying STOP.
Appointment confirmation text messages
Appointment confirmation texts make sure patients know they’re all set and have the right appointment details. They also give them a chance to reschedule before it’s too late.
[Practice name]: You have an upcoming test on [date] at [time]. Reply YES to confirm. If you need to reschedule, please call our office at [phone number] at least 24 hours in advance. Reply STOP to opt out.
This is [practice name], reminding you of your appointment with [provider name] on [date] at [time]. Reply YES to confirm or call our office at [phone number] to reschedule. Cancellations with less than 24 hours’ notice may incur a fee of [amount]. Reply with STOP to opt out.
Hello from [practice name]! This is a reminder that your checkup with [provider name] is coming up on [date] at [time]. Reply CONFIRM to confirm. If you need to cancel or reschedule, please call our office at [phone number]. You can also use our scheduling app at [URL]. If you no longer wish to receive texts from us, reply STOP.
Follow-up appointment confirmation requests
Sometimes, life gets busy, and patients might miss your texts. A gentle follow-up can reduce no-shows by reminding them to get back to you.
[Practice name]: This is a reminder that you have an appointment with [provider name] on [date] at [time]. To confirm, press one. To cancel, press two. To reschedule, call our office at [phone number]. Reply STOP to opt out.
Hello! This is [practice name], sending you a reminder about your appointment on [date] at [time]. Reply YES to confirm. If you need to cancel or reschedule, please call our office as soon as possible at [phone number]. Thank you! Reply STOP to opt out.
Appointment reminder text messages
Use appointment reminders texts to help ensure patients show up for confirmed appointments. Include your cancellation policy so patients who need to reschedule don’t wait until the last minute. If you use appointment scheduling apps, include a direct link for faster booking.
Hello! Your appointment at [practice name] is coming up on [date] at [time]. Please arrive by [time]. If you need to change your appointment, please call us at [phone number] at least 24 hours before your appointment. Please note that no-shows may [cancellation consequences, like incurring a fee]. Thank you! Reply STOP to opt out.
Upcoming appointment at [practice name]: You have an appointment with [provider name] on [date] at [time]. If you need to make changes, please visit our patient portal at [URL]. Please give us 24 hours’ notice to cancel, or you may be charged a cancellation fee. To stop receiving these messages, reply END.
[Practice name]: This is a reminder of your upcoming procedure on [date] at [time]. If you have any questions, please call our office at [phone number]. Reply with END to opt out.
[Practice name:] A friendly reminder that you have a follow-up appointment on [date] at [time]. To cancel or reschedule, please call our office at [phone number]. Thank you! Reply STOP to opt out.
If sending reminders manually is too time-consuming, you can use Zapier integrations to automate them.
For example, you can connect Quo, formerly OpenPhone, to Calendly. This way, when someone books through Calendly, a text automatically goes out on Quo. When you add the Zap, you can specify a time interval with the Delay Until action. This ensures the text goes out hours or days before the appointment, not instantly like a confirmation.
Keep in mind you need a Zapier Professional plan or higher to set up this multi-step Zap.
💡 Need messages specifically for dental practices? Check out these 21 dentist appointment reminder SMS and email templates.
Day-of-visit appointment reminders
Day-of reminders catch patients before they forget or get caught up in their day. They’re your last chance to prevent a no-show or fill the slot if a patient can’t make it.
[Practice name]: We’re looking forward to seeing you today at [time]! Please arrive 15 minutes early to check in. Reply END to opt out.
Don’t forget you have an appointment today with [doctor name] at [time]. If you can’t make it, please call us ASAP at [phone number] so we can offer your spot to another patient. Reply STOP to opt out.
Virtual visit reminders
Virtual visit reminders should include clear login instructions. They should also encourage patients to join early. This way, they can troubleshoot any technical issues before the appointment starts.
[Practice name]: Your telehealth visit with [doctor name] is coming up on [date] at [time]. Please log in to our secure portal at least 15 minutes early using this link: [URL]. Reply STOP to opt out.
This is [practice name] reminding you that you have a video visit with [provider name] on [date] at [time]. Please join at least 10 minutes early using this link: [URL]. Questions? Call our office at [phone number]. Thank you! Reply END to stop receiving texts from us.
Appointment rescheduling text messages
Use these texts to handle appointment changes quickly, whether patients need to reschedule or your practice does.
Thanks for letting us know you need to reschedule. To book a new appointment, please call our office at [phone number] during normal business hours, [days], [times]. If you’d like to stop receiving these messages, reply STOP.
[Practice name]: We need to reschedule your appointment on [date] at [time]. Please visit [URL] to book a new time. We apologize for any inconvenience. Reply END to opt out.
Thanks for reaching out to change your appointment. Reschedule online at [URL] or call us at [phone number] to find a new time. We look forward to seeing you at [practice name]. To opt out of these messages, reply with STOP.
With Quo, you can use text message snippets to save time on repetitive texts. Just copy and paste the healthcare SMS templates from this post into Quo. Customize the text, leaving placeholders for fields like time and date, and save as a template.
When you need to send a message, pull up the snippet you need on your computer or phone, fill in the information, and hit send. You can also schedule messages to send later.
Appointment cancellation text message templates
Confirming cancellations in advance gives your staff time to fill empty slots. Include an option to reschedule so patients stay on your calendar instead of forgetting to book a new time.
[Practice name]: This is to confirm that your appointment with [doctor name] on [date] has been cancelled. We’re sorry you won’t be able to make it! Reply STOP to opt out of these messages.
[Practice name]: We’re sorry you had to cancel! If you’d like to reschedule your appointment with [provider name], please call our office at [phone number]. You can also book online at [URL]. Reply END to stop receiving texts from us.
Missed appointment and no-show SMS messages
Patients can miss appointments even after multiple reminders. Use no-show texts to get them back on the calendar and prevent care gaps.
[Practice name]: We’re sorry you weren’t able to make your appointment today with [provider name] at [time]. Please visit our scheduling page at [URL] to reschedule. Thank you! To stop getting texts from us, reply with STOP.
A reminder from [practice name]: We missed you today at your appointment with [doctor name]! To ensure we can continue to support your best health, please reschedule your appointment. Call our office at [phone number] or visit our scheduling page at [URL] to set up a new day and time. Reply STOP to opt out.
SMS templates to fill open appointments and waitlists
When a patient cancels or reschedules, use these templates to reach out to your waitlist.
[Practice name]: Good news! An appointment just opened up with [provider name] today at [time]. Please reply YES to accept, or call us at [phone number] to confirm. Reply STOP to opt out of these messages.
[Practice name]: You’re receiving this message because you’re on our waitlist for [doctor name]. A new appointment is available on [date] at [time]. Reply YES to accept or NO to let us know we can reach out to someone else. To stop getting texts from us, reply STOP.
[Practice name]: [Doctor name] has a new opening on [date] at [time]. Please reply CONFIRM to accept, or call our office at [phone number] as soon as possible. Thank you! Reply END to opt out.
After-hours and automated messages
After-hours texts acknowledge patient calls and texts when your office is closed or too busy to respond immediately. Let them know when you’ll call back, and include emergency contact information in case they need to talk to someone right away. You can also direct them to patient self-scheduling options to book or reschedule appointments.
Thanks for calling [practice name]. The office is currently closed. A member of our staff will call you back tomorrow during normal business hours, between [time] and [time]. If this is an emergency, call [phone number]. Need to schedule or reschedule an appointment? Visit our scheduling page at [URL]. To stop receiving these messages, reply STOP.
[Practice name]: We’re sorry we missed your call. Our office is experiencing higher-than-normal call volumes. You can use our secure patient portal at [URL] to book/change appointments or refill prescriptions. For emergencies, please call [number]. Reply END to opt out of texts.
From [practice name]: We got your message! A staff member will return your call within one working day. For urgent questions, please call our emergency number at [number]. Reply STOP to opt out.
On Quo, you can use the auto-reply function to set up automatic responses for missed calls, texts, or voicemails during or after hours.
You can also use our AI voice agent, Sona, to help patients book appointments after hours. For patients who opted in to SMS communications, Sona can text a link to your scheduling page during the call.
Pre-appointment preparation texts
Send preparation reminders so patients arrive with the right documents and completed forms. This speeds up check-in and prevents appointment delays.
Reminder from [practice name]: Please complete intake forms before your appointment with [provider name] on [date]. Log in to our secure portal at [URL] to get started. Reply STOP to opt out.
[Practice name]: Your procedure with [provider name] is coming up on [day] at [time]. Please remember to bring [materials and documents, like a list of medications or allergies]. Thank you! To stop getting texts from us, reply END.
Your appointment with [doctor name] is [date] at [time] at our [location] office. Please have your insurance card and ID ready when you arrive. Reply STOP to opt out.
This is a reminder from [practice name]: Please complete your intake in our secure patient portal before your appointment on [date] at [time]. Follow this link to get started: [URL]. Reply END to stop receiving these messages.
Appointment check-in process texts
Guide patients through your check-in process with these texts. This keeps your front desk focused on patients who need help rather than answering basic questions.
This is a reminder for your appointment at [practice name] on [date] at [time]. Please arrive by [time]. Park in [lot name] and enter through [entrance]. Check in at [suite number]. We look forward to seeing you! Reply STOP to opt out.
Hello from [practice name]! We look forward to seeing you tomorrow at [time]. When you arrive, check in at our kiosk using your QR code. Access your code here: [URL]. Reply END to opt out.
[Practice name]: Your appointment with [provider name] is tomorrow at [time]. Please complete online check-in at [URL] before you arrive so we can see you as quickly as possible. Thank you! Reply STOP to opt out of texts from us.
Post-appointment follow-ups
Post-appointment texts help you check in on patients, catch complications early, and remind them of next steps.
Hello! This is [practice name] checking in to see how you’re doing. If you have any questions about your last appointment, please call our office at [number]. Reply STOP to opt out.
[Practice name]: This is a reminder to review post-care instructions from your procedure on [date]. You can access detailed instructions in your patient portal at [URL]. Questions? Call [phone number]. Reply END to opt out.
This is a friendly reminder from [practice name] to schedule your follow-up appointment with [provider name]. Please call our office at [number] or visit our scheduling page at [URL] to book. Thank you! Reply END to opt out.
Test results notifications
Alerting patients when test results arrive lets them review records right away instead of waiting for their provider to call. To stay HIPAA compliant, don’t share test results in your text messages. Instead, send a link to a secure portal, or instruct the patient to call the office.
[Practice name]: Your test results are ready. For more details, call our office at [number] to discuss your results. To opt out of texts from us, reply END.
From [practice name]: You have a new test result in your patient portal. Log in here to view it: [URL]. Reply STOP to opt out of text alerts.
Medication reminders
Use SMS messages to let patients know when prescriptions are ready or it’s time to refill. These reminders help avoid missed doses or treatment delays.
Your prescription from [practice name] is ready at [pharmacy]. You can pick it up during business hours. If you have any questions, please call [pharmacy number]. Thank you! Reply STOP to opt out of texts from us.
This is [practice name,] reminding you that it’s time to refill your prescription! To refill, call us at [number], or request a refill through your patient portal at [URL]. To stop receiving these texts, reply STOP.
Preventive care reminders
Send advance reminders for routine care so patients don’t miss important checkups or vaccinations. These texts also help re-engage patients who haven’t been seen in a while.
It’s almost time for your annual checkup at [practice name] with [provider name]! To book your appointment, please visit our scheduling page at [URL] or call the office at [number]. Thank you! Reply STOP to opt out of text reminders.
Flu season is coming up! Don’t forget to schedule your flu vaccine at [practice name]. Call [number] to book an appointment. To stop receiving these alerts, reply with END.
Payment reminders
Missing a payment happens to the best of us. These healthcare SMS templates make it easier to manage billing so you get paid on time.
From [practice name]: You have an outstanding balance for your appointment on [date]. Log in to your secure patient portal at [URL] to view your billing statement and make the payment. If you have any questions, please call our office at [number]. Reply STOP to opt out of texts.
This is a reminder from [practice name] that you have an outstanding balance due on [date]. Please visit your secure patient portal at [URL] to submit payment. You can also call our billing department at [number]. Thank you. To stop receiving texts from us, reply STOP.
[Practice name]: This is a reminder that a deposit of [amount] is required to confirm your upcoming appointment on [date]. Please pay online at [URL] by [deadline date]. Reply STOP to opt out.
Wellness event reminder
Wellness events keep patients engaged with your practice outside of regular appointments. Plus, they may bring friends or family members who may benefit from what you offer. Use these templates to announce events and collect RSVPs.
Hello! This is [practice name], inviting you to our free health screening event on [date] from [time] to [time]. We’ll be offering [services] to help you learn more about your health and make the best decisions for lifelong wellness. We look forward to seeing you! To stop receiving these alerts, reply STOP.
It’s time for the annual [practice name] Health Expo! Come meet our providers, explore coverage options, and learn more from over [number] local health and wellness vendors. We hope to see you on [date] from [time] to [time]. Reply YES to RSVP or END to opt out.
Insurance and billing updates
Keep your records up to date by texting patients about insurance details and eligibility in advance. This ensures you have the right details and approvals so patients don’t receive unexpected bills.
Hello, this is [practice name]. We’re checking in to make sure we have the correct insurance information on file for your upcoming appointment. Please visit your secure patient portal at [URL] to verify, or call our office at [number]. Thank you! Reply STOP to opt out of texts.
This is an update from [practice name]. Your insurance requires an eligibility check for your upcoming appointment on [date]. Please call our office at [number] so we can complete this process. Thank you! To opt out of these messages, reply END.
Review and feedback requests
Reviews boost your practice’s reputation and help you improve your services. Use these feedback request text message templates to gather patient feedback after appointments.
We hope you had a great experience with [provider name]! Your feedback helps us provide excellent care and helps other patients find us. Please take 2 minutes to share your thoughts at [URL]. Thank you! Reply STOP to opt out.
We’d love to hear about your recent experience at [practice name]! Your feedback helps us improve. Please share your experience at [URL]; it only takes a minute. Reply END to opt out of messages.
This is [practice name] following up about your recent appointment. How was your experience? Please leave a review here to let us know: [URL]. Thanks! Reply STOP to opt out of these texts.
SMS templates for medical practice updates
Text messages quickly alert all your patients to schedule changes, like emergency closures. They also keep patients informed about operational changes, such as a new check-in process or expanded business hours.
Alert from [practice name]: Our office will be closed today due to [emergency, e.g., weather]. We’re sorry for the inconvenience! If you had an appointment scheduled, someone from our office will reach out to you when we reopen on [date]. For emergency needs, please contact [emergency number]. Reply STOP to opt out of alerts.
[Practice name]: Our office will be closed on [days] for [holiday]. We will resume normal business hours on [date]. Have a wonderful [holiday]! Reply STOP to opt out of these updates.
[Practice name]: Starting [date], we’re updating our check-in process. Please review the new procedure at [URL]. Questions? Call us at [number] during business hours. Reply STOP to opt out.
New patient onboarding
Welcoming new patients with an introductory text gives them a good first impression of your practice. Include secure onboarding links so they can complete intake paperwork or set up their portal before their first visit.
Hello, and thanks for choosing [practice name]! We’re glad to have you as part of the [practice name] family. We look forward to being part of your care team. To opt out of texts from us, reply CANCEL.
Welcome to [practice name]! We look forward to seeing you at your first appointment on [date] at [time]. Please visit our secure patient portal at [URL] to set up your account and fill out patient questionnaires. If you have any questions or need help with setup, please call us at [number]. Thank you! Reply STOP to opt out.
Patient education
Educational texts help patients make informed health choices. Remember to keep tips and reminders general to avoid unintentional PHI disclosure.
New guide from [practice name]: Understanding Your Lab Results, A Patient Guide: [URL]. To opt out of wellness updates, reply STOP.
From [practice name]: Flu season is coming. Learn simple tips to keep yourself, and your family, healthy in our new blog post: [URL]. To stop receiving these updates, reply END.
Staff communication
Internal healthcare communications go faster when you use texts to keep staff members updated. It’s a quick way to let everyone know about practice updates, new procedures, or last-minute changes.
Our new hours of operation begin on [date]. Please confirm your availability, or reach out to [staff member] if you need to update your schedule. Thank you! Reply STOP to opt out of internal texts.
STAFF ALERT: We will be closing early at [time] due to [event]. We’re currently notifying patients and expect an increase in call volumes. Please reach out to [staff member] if you have questions. Reply END to opt out.
10 best practices for sending patient appointment texts
Follow these guidelines to keep all your patient text messages HIPAA compliant:
- Train staff to follow HIPAA-compliant texting practices. Be clear about what can and can’t be sent over text. This includes detailed information to help staff identify what’s PHI and non-PHI.
- Advise patients not to send PHI via text. Include clear instructions, such as “Reply YES or NO only. Do not share medical details on our text number. If you have questions about your care, please call our office.”
- Stay compliant with A2P 10DLC carrier regulations. All US and Canadian practices must register their virtual phone numbers with carriers before texting patients. These rules prevent spam and protect patient privacy.
- Maintain up-to-date authorization records. Document any changes to patient communication requests.
- Use the same phone number to send texts and make calls. Maintaining consistency builds trust with patients. When you use the same number, patients can easily verify who sent a text, so they’re less likely to opt out because they think it’s spam.
- Use templates to standardize communications. Templates speed up texting and keep your tone consistent across all messages.
- Avoid promotional or prescription drug content. Carriers block messages that advertise or mention controlled substances.
- Only send prescription refill alerts to existing patients who have opted in to SMS communication. Don’t include sensitive details. Instead, direct patients to a secure portal or to call the pharmacy for their refill.
- Keep messages focused on patient care. Don’t use SMS for advertising or solicitation. Patients may mark such messages as junk and end up missing important care reminders.
- Use a secure medical office phone system to send texts. This helps support your compliance program across calls, texts, and voicemail.
Send secure healthcare SMS communications with Quo
Using SMS templates for healthcare texts keeps appointment slots filled so no-shows don’t impact your revenue. But to make the most of patient communication, you need the right tools.
Our cloud phone system for healthcare protects your call and voicemail data. You can also automate aspects of texting with simple workflows. Schedule texts and use reusable snippets to help teams send routine messages. If your team misses a phone call, you can send auto-replies to acknowledge the call and let the patient know when they can expect to hear from you.
Quo’s business phone plans also include other features to support HIPAA-compliant communications:
- Share phone numbers across your team. This ensures patients always reach someone and calls don’t go unanswered when one person is unavailable.
- Set up call routing to direct patients to the right department or provider instantly.
- Add business hours and away voicemail greetings that let patients know when they can expect a call back.
- Send voicemail transcripts straight to your email. This lets you review and prioritize messages without having to listen to voicemails.
- Use call recordings and recording notifications for follow-ups, training, and QA. Per HIPAA regulations, remember to alert patients that calls are recorded.
Ready to improve how you text patients? Start a seven-day free trial of Quo today.
FAQs
Texting isn’t HIPAA compliant by default. That’s because standard SMS does not meet the security requirements mandated by HIPAA’s Security Rule.
You can still use SMS/MSS at your practice without violating HIPAA if you follow these best practices:
– Get patient authorization in writing before sending SMS or MMS. Make it clear that they can withdraw consent at any time.
– Include clear opt-out instructions in every text. This can be as simple as “Reply STOP to opt out.”
– Clearly document your SMS policy and associated risks. Include details like consent policy, what can and can’t be shared, and your security protocols.
– Inform patients of the risks associated with texting. You must explain that SMS is less secure than other communication channels.
– Follow the minimum-necessary standard. This rule requires covered entities to limit the use of electronic protected health information, or ePHI, in text. They can only include what’s needed to accomplish the intended purpose.
General messages that don’t contain PHI are okay to send. These include:
– Practice hours
– Office closures
– Holiday notices
– General education content
– Wellness information
– Basic health tips
You should limit texts to no more than three per week. More than this can overwhelm patients and lead to unnecessary opt-outs.
A patient’s name is only considered PHI when a covered entity or business associate includes it in a designated record set along with individually identifiable health information. Always check with your legal and compliance team to confirm HIPAA compliance before sending patient texts.
If patients don’t reply to the first appointment confirmation text, follow up with a second message. If they still don’t confirm, reach out by phone.
Send reminder texts 24 to 48 hours before an appointment. If your healthcare practice struggles with no-shows, consider sending an additional same-day reminder.
Yes, patients can reply with simple responses like YES, CONFIRM, or CANCEL. Just set expectations upfront that texts are only for appointment logistics. They’re not meant to discuss medical information.
Include disclaimers in your texts like: “Reply CONFIRM or CANCEL. Do not share medical information via text.” Direct patients to call your office for questions about their health or treatment.
Patient no-shows and cancellations cost the US medical system an estimated $150 billion per year. They also reduce practice efficiency and make it harder to provide consistent patient care.
It’s best to avoid emojis in healthcare text messages. While emojis can feel friendly, they risk looking unprofessional in a medical setting. They also may not display correctly across all devices.
