Healthcare text message templates

These text messages have worked well for our healthcare customers. Keep in mind, before sharing any PHI, you need to receive and document patient consent.

Categorized as Contact Center, Guides

Here’s a list of healthcare text message templates to use for patient consents, demographics, insurance, appointments, payments, labs, diagnostics, cost of care, access to care, preventive care, health risk assessments, referrals, screenings, education/counseling, surgeries, transportations, nutrition, care team, medications, patient reported outcomes, CCM, PCM, BHI, TCM, MTM, marketing etc.

Why use text messaging in healthcare

  • Calling patients is expensive 
  • Telephony charges are higher than SMS charges
  • 80+ % patients don’t pick up calls from unknown numbers
  • Phones send your calls to voicemails and junk
  • Voicemails are hardly ever returned
  • 95+% texts are read in 3 secs 
  • You can reach 100s of patients via text messages by the time you dial and connect with ONE patient.

We use EZHCRM for both our healthcare and non healthcare customers.

Healthcare text message templates -consents

There are quite a few forms that patients need to sign. You can get a patient to sign any or all consent forms in the offices. Next, you have to scan each consent into a PDF and then upload to an EMR. Alternatively, you can get all consents taken care of via text messages (after obtaining electronic communication consent) and store them in your EMR.

Consent to receive healthcare text messages template

  • Hi <first name>, Do you want to communicate with us over text messages instead of waiting on hold? Reply YES or NO please. 
  • Great. Our staff responds to text messages ASAP. You can even get answers via text message without having to talk to anyone. 
  • You are aware that text messages, emails are not the most secure. Right? Reply YES or NO please. 
  • Thanks <first name>. We will use text messages to reduce your wait times as much as possible. Please click on this link and use your finger to sign the form. I will take care of the rest. 
  • Hi <first name>, Friendly reminder to sign the “Electronic communication consent” form. We are not allowed to treat you until you agree. Do you need help understanding the consent form? Reply YES or NO please.

Healthcare text message template – HIPAA record release consent

  • Hi <first name>, Our office needs to share your health information with your doctors from time to time. It helps us care for your health as a team. Is it OK for us to share with doctors/labs ? Reply YES or NO please. 
  • Thanks <first name>. Please click on this link and use your finger to sign the form. I will take care of the rest. Thank you!
  • Hi <first name>, Friendly reminder to sign the “HIPAA record release consent” form. We are not allowed to treat you until you agree. Do you need help understanding the consent form? Reply YES or NO please.

Telehealth consent

  • Hi <first name>, Please confirm that you want a telehealth appointment. Reply YES or NO please.
  • Thanks <first name>, Are you aware of how telehealth / televisits work? Reply YES or NO please.
  • OK great. Please click on this link and use your finger to sign the telehealth consent form. I will take care of the rest. Thank you!
  • No problem <first name>. With telehealth you can talk to your doctor or nurse practitioner from any place, including your home. You don’t go to a clinic or hospital and won’t risk getting sick from other people. Does this make sense? Reply YES or NO please.
  • With telehealth, you talk to your doctor by phone, computer, or tablet. Sometimes, your doctor uses video so you can see each other. Does this make sense? Reply YES or NO please.
  • Cool. With televisits, you and your doctor won’t be in the same room, so it may feel different than an office visit. Sometimes there are technical glitches with phones. Your doctor may decide you still need an office visit. Does this make sense? Reply YES or NO please.
  • <first name>, You can stop using telehealth any time, even during a telehealth visit. You can still get an office visit if you no longer want a telehealth visit. Does this make sense? Reply YES or NO please.
  • A telehealth visit does not cost more than an office visit.  If your doctor decides you still need an office visit, you may have to pay for both visits. Does this make sense? Reply YES or NO please.

Healthcare text message template – consent to treat

  • Hi <first name>, Before our doctor treats you, we need your signature on this “Consent to treat” form. Please click on this link and use your finger to sign the form. I will take care of the rest. Thank you!
  • Hi <first name>, Friendly reminder to sign the “Consent to treat” form. We are not allowed to treat you until you agree. Do you need help understanding the consent form? Reply YES or NO please.

Consent to Bill Insurance and Collect Payment

  • Hi <first name>, We are required by law to get your consent on this “Consent to Bill Insurance and Collect Payment” form. Please click on this link and use your finger to sign the form. I will take care of the rest. Thank you!
  • Hi <first name>, Friendly reminder to sign the “Consent to Bill Insurance and Collect Payment” form. We are not allowed to treat you until you agree. Do you need help understanding the consent form? Reply YES or NO please.

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    HIPAA Acknowledgement of Privacy Practices

    • Hi <first name>, We are required by law to get your consent on this “Notice of Client Privacy Rights” form. Please click on this link and use your finger to sign the form. I will take care of the rest. Thank you!
    • Hi <first name>, Friendly reminder to sign the “Notice of Client Privacy Rights” form. We are not allowed to treat you until you agree. Do you need help understanding the consent form? Reply YES or NO please.

    Consent for Alternate person to bring Minor Child to Appointment

    • Hi <first name>, <patient first name> is a minor. We need you to accompany them for the first visit. After that, you can authorize another adult to accompany <patient first name>. Is that OK with you? Reply YES or NO please.
    • Hi <first name>, Do you authorize an adult (other than you) to accompany <patient first name> for their visits? Reply YES or NO please.

    Healthcare text message template for consent to release Information

    • Hi <first name>, May we release test results or appointment information to anyone other than you, (spouse, child etc)? Reply YES or NO please.
    • Thanks <first name>, Please reply with the full name and your relationship with the person you authorize releasing your test results/appt info to. e.g. John Doe, Husband. 

    Consent to View Prescription History

    • Hi <first name>, Your doctor can better treat you if they know all medications you have been prescribed. Do you allow your doctor to view all prescriptions filled at other pharmacies? Reply YES or NO please.
    • Hi <first name>, Friendly reminder to sign the “Consent to View Prescription History” form. Do you need help understanding the consent form? Reply YES or NO please.

    Authorization for Access to Patient Information Through a Health Information Exchange Organization

    • Hi <first name>, Our office needs to share your health information with your doctors from time to time. It helps us care for your health as a team. We do this via a Health Information Exchange organization. Is it OK for us to share with doctors/labs ? Reply YES or NO please. 
    • Thanks <first name>. Please click on this link and use your finger to sign the form. I will take care of the rest. Thank you! You can withdraw your consent at any time by texting me.
    • Hi <first name>, Friendly reminder to sign the “Health Information Exchange consent” form. Do you need help understanding the consent form? Reply YES or NO please.

    Appointment and No Show Policy

    • Hi <first name>, Kindly remember to give us a 24 hour notice to cancel your appointments. This way we can schedule another patient who is waiting for an appointment. Does this make sense? Reply YES or NO please.
    • Thanks <first name>, Please arrive 30 mins before and no later than 15 mins after your appt time to avoid being marked as NO SHOW. Does this make sense? Reply YES or NO please.
    • Hi <first name>, Unfortunately, you’ve been a NO SHOW twice in the last 12 months. Patients who no show 3+ times within 12 months will no longer be allowed to schedule appointments for a period of 6 months. Does this make sense? Reply YES or NO please.

    Healthcare text message templates for patient demographics + insurance

    Usually this is what uses up the most amount of talk time and phone minutes (expensive). You can outsource this tedious work (10 mins per patient) to text messaging using these templates. Or, you can send this questionnaire in a visual IVR format as well (a link to gather this information on a web page)

    Demographics 

    • Thanks for choosing us for your care. For shorter wait times in our office, please answer the following questions. Is your name (first, mid, last) <first name>, <middle name>, <last name>. Reply YES or NO please.
    • Sorry about that. Please tell me your name (first, mid, last). Example “John Marie Doe”.
    • Preferred Language? English, Spanish, Hindi, Sign Language etc. Reply with Language please.
    • Thanks <first name>, your DOB please? Example 11/02/1974.
    • Thanks <first name>, your mailing address? Example 123 Main street, Apt 2, Brooklyn, NY, 11211
    • Thank you. Is this number <phone> your preferred cell phone?
    • Great. Any home phone number? Example 1234567890.
    • Thank you. Any work phone number? Example 1234567890.
    • OK <first name>, phone number for Reminder Calls and Other Electronically Generated Messages? Example 1234567890.
    • Thank you <first name>. Your gender at birth please? example – Male, Female, Refuse to answer?.
    • Great! Your current gender?  example – Male, Female, Non-binary, Refuse to answer?
    • Thanks <first name>. We need and Emergency Contact Name, phone, relationship please. e.g “John Doe, 1234567890, Friend”.
    • Thanks a lot <first name>. Your race please? Examples – white, American Indian or Alaska Native, Asian, Native Hawaiian or Pacific Islander, Black or African American, Hispanic, Other, Decline?
    • Do you identify as Hispanic or Latino? Reply with YES or NO please.
    • Great. Your email address please?
    • Thanks. Your preferred Pharmacy Name & Location please.
    • Thank you. Are you still covered by an insurance plan? Reply YES or NO please.
    • OK. The name of your insurance company, member ID and plan name please? e.g. Aetna, 1312993, Gold plan.
    • Can you please text us photos of the front and back of your insurance card? Thanks!
    • Got it. Can you also text us a your photo identification card? Eg driver’s license, passport picture page, State issued ID card. Thanks
    • Great. Thanks. Full name and DOB of the policy holder please. e.g. John Doe 12/01/1945.

    Demographics + insurance update

    Most billing errors and payer denials occur due to mismatch of demographics and insurance related information. Every couple of months, you should reach out to your patient for an update on their demographics and / or insurance details. Use these text message templates.

    • Hi <first name>, It’s been a while since we have seen you. Is this still your preferred  contact number?
    • Thank you. What’s your current address please?
    • Great. What’s your current primary insurance please?

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      Appointment related healthcare text message templates

      A patient can call in for an appointment, or, as I prefer to reduce the time spent on the phone, text your office for an appointment. Once the patient gets an appointment, there are several reminders and notifications that your office needs to send to the patient. Use the following templates for such appointment related messages

      Patient identity verification 

      • Thanks for choosing us. I have your phone number in our system. For security purposes, please tell me your full name. 
      • Thanks <first name>. Can you tell me your home address zip code please?
      • Perfect <first name>. How can I help? Reply APPT, BILL, RX, OTHER please.

      Incoming appointment request

      • Sure, let’s get you the first available appointment. What days of week work best for you? Reply MON, TUE, WED, THU, FRI, SAT please.
      • Thanks <first name>. Best times? Reply MORNING or AFTERNOON please.
      • Great, which location?
        • 1 for 123 main st, Brooklyn 
        • 2 for 345 second st, Brooklyn 
        • 3 for 456 third st, queens 
        • 4 for televisit 
      • Thanks. The next 3 available appts . Reply
        • 1 for 3 PM on MON 
        • 2 for 1 PM on TUE
        • 3 for 3:15 PM on THU
        • 4 for other times
      • Ok <first name>. I have 1 PM on TUE at 456 third st, queens available. Want me to book it?

      Appointment booked

      • Thanks  <first name>. I have booked you for 1 PM on 4/15 at 456 third st, queens. Do you want to be on waitlist for earlier appointments? Reply YES or NO please.
      • Ok, done. Please look for follow up text from me to finish appointment pre-requisites. This will greatly reduce your time spent at our offices. Thanks!

      Appointment cancellation

      • Thanks <first name >. I see you have an appointment for 1 PM on 4/15 at 456 third st, queens. Reply CONFIRM to confirm appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us.
      • Got it <first name >. Has your condition improved? Reply YES or NO please.
      • Ok. May I know why you’re canceling? 
      • Thanks for sharing <first name>. I’ll let your doctor know the reason. Have a great day.

      Appointment rescheduled

      • Thanks <first name >. I see you have an appointment for 1 PM on 4/15 at 456 third st, queens. Reply CONFIRM to confirm appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us..
      • Got it <first name >. What days of week work best for you? Reply MON, TUE, WED, THU, FRI, SAT please.
      • Thanks <first name>. Best times? Reply MORNING or AFTERNOON please.
      • Great, do you prefer any other location?
        • 1 for 123 main st, Brooklyn 
        • 2 for 345 second st, Brooklyn 
        • 3 for 456 third st, queens 
        • 4 for televisit 
      • Thanks. The next 3 available appts . Reply
        • 1 for 3 PM on MON 
        • 2 for 1 PM on TUE
        • 3 for 3:15 PM on THU
        • 4 for other times
      • Ok <first name>. I have 3 PM on THU at 456 third st, queens available. Want me to book it?
      • Thanks  <first name>. I have booked you for 3 PM on THU at 456 third st, queens. Do you want to be on waitlist for earlier appointments? Reply YES or NO please.
      • Ok, done. Please look for follow up text from me to finish appointment pre-requisites. This will greatly reduce your time spent at our offices. Thanks!

      Appointment reminder 

      • Hello <first name >. You have an appointment for 1 PM on 4/15 at 456 third st, queens. Reply CONFIRM to confirm appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us.

      Appointment confirmation

      • Hello <first name >. You have an appointment for 1 PM on 4/15 at 456 third st, queens. Reply CONFIRM to confirm appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us.
      • Thanks for confirming your appointment for 1 PM on 4/15 at 456 third st, queens. Do you want to be on waitlist for earlier appointments? Reply YES or NO please.
      • Ok, done. Please look for follow up text from me to finish appointment pre-requisites. This will greatly reduce your time spent at our offices. Thanks!

      Appointment waitlist availability

      • Hello <first name >. Would you like an earlier appointment for 3 PM on 4/12 at 456 third st, queens. Reply YES or NO please.
      • Thanks  <first name>. I have booked you for 3 PM on 4/12 at 456 third st, queens. See you then.

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        Healthcare text message templates for referrals from referring partners

        Hi <patient first name>, Dr <referring provider last name> has referred you to us at <our practice name> for an appointment. Could you please update your details so we can get you an appointment ASAP? Here’s the link <link to update their own data>. Reply CALL and we will call you back ASAP.

        Re-appointing no-shows

        Hi <patient first name>, Sorry you missed your appt with <dr name>, <practice name> for <date time>. What date would work better for you to come in? Reply CALL and we will call you back ASAP. See you soon!

        Re-appointing cancellations

        Hi <patient first name>, Sorry you had to cancel your appt with <dr name>, <practice name> for <date time>. What date would work better for you to come in? Reply CALL and we will call you back ASAP. See you soon!

        Office rescheduling appointments

        Hi <patient first name>, Sorry but we need to reschedule your appt with <dr name>, <practice name> for <date time>. What date would work better for you to come in? Reply CALL and we will call you back ASAP. See you soon!

        Patient bumps

        Hi <patient first name>, Sorry you but we need to reschedule your appt with <dr name>, <practice name> for <date time> as we ran into some challenges at the office. What date would work better for you to come in? Reply CALL and we will call you back ASAP. See you soon!

        Recalling patients fallen out of care

        Hi <patient first name>, Sorry we haven’t seen you since <last encounter date>. <last encounter dr name>, <practice name> would like to see you again. What date would work for you to come in? Reply CALL and we will call you back ASAP. See you soon!

        Text messages for patient intake

        Starting 2022, doctor offices are required to provide estimated cost of care to patients. That’s nearly impossible to do unless you find out the patients reason for the appointment request (aka chief complaint) along with some additional diagnostic information. Once you have some basic information, your staff can deduce the visit type and most likely CPT codes for the visit.

        Healthcare text message templates – Chief complaint , history of present illness

        Unless the patient is making an appointment for preventive reasons, you’ll always need to have a chief complaint. At a minimum, you’re going to need to document an acute or a chronic condition.

        • Hello <first name>. In preparation for your appointment on 4/12, please let me know the health issue you’re facing. Examples – “my knee hurts,” or “I have chest pain.”. Thanks!
        • Sorry to hear that! Where are you experiencing this? Eg back pain, sore neck, cut on leg, etc.
        • Got it. Can you tell me how it looks or feels. Examples – yellow discharge, radiating pain, burning urination, etc. ?
        • Thanks much. How bad is it? E.g. improved, unbearable pain, 7 on a scale of 1-10, etc.
        • Sorry to hear that, How long has this been occurring, or when did it first occur? Eg since childhood, first noticed it a week ago etc.
        • Got it. When or at what frequency do you notice the problem (eg intermittent, constant, only in the evening, etc.)?
        • Any context around this? Eg the problem occurs when you’re doing something specific, while standing, during exercise, after a fall, etc.
        • Sorry to hear. Is there anything that makes the problem better or worse (eg improves with aspirin, worse when sitting, better when lying down, ice seems to help, etc.)?
        • Got it. Are there any other associated signs and symptoms? Eg. chest pain or occasional shortness of breath etc.
        • Thanks for letting me know <first name >. I’ll share all of this information with our nurses and doctor before your upcoming appointment.

        Healthcare text message templates – Medical history

        • Hello <first name>. In preparation for your appointment on 4/12, please let me know if you currently have or have had any of these problems. Reply YES to proceed or NO to decline sharing. 
        • Do you have or had Diabetes? Reply Y / N please.
        • Do you have or had High blood pressure? Reply Y / N please.
        • Do you have or had High cholesterol? Reply Y / N please.
        • Do you have or had Hypothyroidism? Reply Y / N please. 
        • Do you have or had Goiter? Reply Y / N please.
        • Do you have or had Heart murmur? Reply Y / N please.
        • Do you have or had Pneumonia? Reply Y / N please.
        • Do you have or had Pulmonary embolism? Reply Y / N please. 
        • Do you have or had Asthma? Reply Y / N please.
        • Do you have or had Emphysema? Reply Y / N please.
        • Do you have or had Stroke? Reply Y / N please.
        • Do you have or had Epilepsy (seizures)? Reply Y / N please. 
        • Do you have or had Cataracts? Reply Y / N please.
        • Do you have or had Kidney disease? Reply Y / N please.
        • Do you have or had Kidney stones? Reply Y / N please.
        • Do you have or had Crohn’s disease? Reply Y / N please. 
        • Do you have or had Colitis? Reply Y / N please.
        • Do you have or had Anemia? Reply Y / N please.
        • Do you have or had Jaundice? Reply Y / N please. 
        • Do you have or had Hepatitis? Reply Y / N please.
        • Do you have or had Stomach  or peptic ulcer? Reply Y / N please.
        • Do you have or had Rheumatic fever? Reply Y / N please.
        • Do you have or had Tuberculosis? Reply Y / N please. 
        • Do you have or had HIV/AIDS? Reply Y / N please.
        • Do you have or had Leukemia? Reply Y / N please.
        • Do you have or had Psoriasis? Reply Y / N please.
        • Do you have or had Angina? Reply Y / N please. 
        • Do you have or had Heart problems? Reply Y / N please.
        • Do you have or had Cancer? Reply N or the type of cancer please.
        • Do you have or had any other medical conditions? Reply N or the condition Name please.

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          Healthcare text message templates – Social history

          • Hello <first name>. In preparation for your appointment on 4/12, please let me know if there were any problems with your birth? Reply NO or mention problem please. 
          • Where were you born and raised? Eg, Brooklyn/ New York or Calcutta/India 
          • What is your highest education? Reply H for high school, C for some college, G for college graduate, A for advanced degree. Thanks.
          • And Marital Status? Reply S / Single, M / married , B / Unmarried, P / domestic partner , D / divorced , A/ separated?
          • Thank you. What’s your current job title? Reply with job title or unemployed please.
          • If you receive disability or SSI, reply your disability name or NO.
          • If you’ve ever had legal problems reply with short details or NO.
          • Your religion? Reply with name of religion or NO of you’re an atheist.
          • How many glasses of alcohol do you consume per week?
          • How many cigarettes do you smoke per week?
          • How many days do you exercise per week?
          • Do you consume marijuana, hashish or hash oil? Reply YES or NO please. 
          • Do you consume cocaine or crack? Reply YES or NO please. 
          • Do you consume speed, ice or crank ? Reply YES or NO please. 
          • Do you consume Ritalin, Benzedrine or Dexedrine? Reply YES or NO please. 
          • Do you consume marijuana, hashish or hash oil? Reply YES or NO please.
          • Do you consume Valium, Librium, Halcion, Xanax, Diazepam, or roofies? Reply YES or NO please. 
          • Do you consume cocaine or crack? Reply YES or NO please. 
          • Do you consume speed, ice or crank ? Reply YES or NO please. 
          • Do you consume Ritalin, Benzedrine or Dexedrine? Reply YES or NO please. 
          • Do you consume Amytal, Seconal, Dalmane, Quaalude, Phenobarbital? Reply YES or NO please.
          • Do you consume heroin, street or illicit methadone? Reply YES or NO please. 
          • Do you consume Tylenol #2 & #3, 282’S, 292’S, Percodan, Percocet, Opium, Morphine, Demerol, Dilaudid? Reply YES or NO please. 
          • Do you consume LSD, PCP, STP, MDA, DAT, mescaline, peyote, mushrooms, ecstasy (MDMA), nitrous oxide? Reply YES or NO please. 
          • Do you consume Ritalin, Benzedrine or Dexedrine? Reply YES or NO please. 
          • Do you consume Glue, gasoline, aerosols, paint thinner, poppers, rush, locker room? Reply YES or NO please.

          Healthcare text message templates – Family history

          • Hello <first name>. In preparation for your appointment on 4/12, please let me know about your family history please. Is your father alive? Reply YES or NO please.
          • Thanks. What was their age at death and cause of death. Eg 60 / Heart attack
          • Thanks. Please tell me their current age and their medical problems. Eg 60 / Heart murmur, diabetes. 
          • Is your mother alive? Reply YES or NO please.
          • Thanks. What was their age at death and cause of death. Eg 60 / Heart attack
          • Thanks. Please tell me their current age and their medical problems. Eg 60 / Heart murmur, diabetes.
          • Are your siblings alive? Reply YES or NO please.
          • Thanks. What was their age at death and cause of death. Eg 60 / Heart attack
          • Thanks. Please tell me their current age and their medical problems. Eg 60 / Heart murmur, diabetes.
          • Are your children alive? Reply YES or NO please.
          • Thanks. What was their age at death and cause of death. Eg 60 / Heart attack
          • Thanks. Please tell me their current age and their medical problems. Eg 60 / Heart murmur, diabetes.
          • Please tell me the medical problems of your maternal relatives. Eg maternal uncle / Heart murmur, diabetes.
          • Please tell me the medical problems of your paternal relatives. Eg paternal aunt/ Heart murmur, diabetes.

          Healthcare text message templates – Medication history

          • Hello <first name>. In preparation for your appointment on 4/12, please let me know about your medication history. Include prescription medications, as well as vitamins and supplements. Reply with medication name, total dosage per day. Eg Zyrtec, 60mg
          • Thanks. Reply NO if you have no further medications to report. Otherwise, reply with medication name, total dosage per day. Eg Zyrtec, 60mg

          Healthcare text message templates – Surgical history

          • Hello <first name>. In preparation for your appointment on 4/12, please let me know about your surgery history. Reply with surgery type, surgery site, side of body, approx Date, Location of surgery. Eg cataract surgery, left eye, Jan 2021, NYEE
          • Thanks. Reply NO if you have no further surgeries to report. Otherwise, Reply with surgery type, surgery site, side of body, approx Date, Location of surgery. Eg cataract surgery, left eye, Jan 2021, NYEE

          Healthcare text message templates – Allergies

          • Hello <first name>. In preparation for your appointment on 4/12, please let me know about your allergies. Reply with what food you’re allergic to, reaction and severity. Eg shell fish, hives, severe.
          • Thanks. Reply NO if you have no further allergies to report. Otherwise, reply with what food you’re allergic to, reaction and severity. Eg shell fish, hives, severe.
          • Thank you. Please reply with medications you’re allergic to, reaction and severity. Eg Penicillin, hives, severe.
          • Thanks. Reply NO if you have no further medication allergies to report. Otherwise, reply with what medications you’re allergic to, reaction and severity. Eg Penicillin, hives, severe.
          • Thank you. Please reply with anything else you’re allergic to, reaction and severity. Eg Per dander, hives, severe. 
          • Thanks. Reply NO if you have no further allergies to report. Otherwise, reply with what you’re allergic to, reaction and severity. Eg pollen , hives, severe.

          Healthcare text message templates – Vaccination history

          • Hello <first name>. In preparation for your appointment on 4/12, please let me know about your vaccination history. Please reply with approximate date of your Last Tetanus Booster. Eg Jan 2020.
          • Thanks. Please reply with approximate date of your Last Tetanus Booster. Eg Jan 2020. 
          • Thanks. Please reply with approximate date of your Last Pneumonia vaccine. Eg Jan 2020. 
          • Thanks. Please reply with approximate date of your Last Flu Vaccine. Eg Jan 2020.
          • Thanks. Please reply with approximate date of your Last shingles Booster. Eg Jan 2020.

          Review of systems

          • Hello <first name>. In preparation for your appointment on 4/12, please let me know your current height. Eg 5.7 = 5 ft 7 inches. 
          • Thanks <first name>. How about your current weight in pounds? Eg 145.
          • Thank you. Do you happen to know your current blood pressure? Eg 139/82 or 142/82. Reply NO if you don’t know.
          • Let’s do a quick vision test as well. Click on this link https://www.mdcalc.com/visual-acuity-testing-snellen-chart and keep the phone 4 feet in front of you. Cover one eye at a time and read the lowest/ smallest line where you can identify majority of the letters. Reply SKIP if you cannot or reply with results. Eg L 6, R 5.
          • Let me go over a few more questions. Are you experiencing or have recently experienced any chills? Reply Y / N please.
          • Are you experiencing or have recently experienced any tiredness? Reply Y / N please.
          • Are you experiencing or have recently experienced any fever? Reply Y / N please.
          • Are you experiencing or have recently experienced any unexplained weight changes? Reply Y / N please.
          • Are you experiencing or have recently experienced any discharges on your body? Reply Y / N please.
          • Are you experiencing or have recently experienced any eye pain? Reply Y / N please.
          • Are you experiencing or have recently experienced any changes in eyesight? Reply Y / N please.
          • Are you experiencing or have recently experienced any redness on your body? Reply Y / N please.
          • Are you experiencing or have recently experienced any decrease in hearing? Reply Y / N please.
          • Are you experiencing or have recently experienced any nasal discharges? Reply Y / N please.
          • Are you experiencing or have recently experienced any nosebleeds? Reply Y / N please.
          • Are you experiencing or have recently experienced any sore throat? Reply Y / N please.
          • Are you experiencing or have recently experienced any shortness of breath while resting? Reply Y / N please.
          • Are you experiencing or have recently experienced any shortness of breath with minor exertion? Reply Y / N please.
          • Are you experiencing or have recently experienced any leg swelling? Reply Y / N please.
          • Are you experiencing or have recently experienced any abdominal pain? Reply Y / N please.
          • Are you experiencing or have recently experienced any cough? Reply Y / N please.
          • Are you experiencing or have recently experienced any constipation or diarrhea? Reply Y / N please.
          • Are you experiencing or have recently experienced any heartburns? Reply Y / N please.
          • Are you experiencing or have recently experienced increased urinary frequency? Reply Y / N please.
          • Are you experiencing or have recently experienced any increased urgency to urinate? Reply Y / N please.
          • Are you experiencing or have recently experienced any incontinence? Reply Y / N please.
          • Are you experiencing or have recently experienced any abnormal vaginal bleeding? Reply Y / N please.
          • Are you experiencing or have recently experienced any joint stiffness? Reply Y / N please.
          • Are you experiencing or have recently experienced any joint pain? Reply Y / N please.
          • Are you experiencing or have recently experienced any swelling in your joints? Reply Y / N please.
          • Are you experiencing or have recently experienced any breast pain? Reply Y / N please.
          • Are you experiencing or have recently experienced any lumps on your breast? Reply Y / N please.
          • Are you experiencing or have recently experienced any skin lesions? Reply Y / N please.
          • Are you experiencing or have recently noticed any changes in the moles on your body (if any)? Reply Y / N please.
          • Are you experiencing or have recently experienced any unexplained headaches? Reply Y / N please.
          • Are you experiencing or have recently experienced any unexplained dizziness? Reply Y / N please.
          • Are you experiencing or have recently experienced any fainting? Reply Y / N please.
          • Are you experiencing or have recently experienced any convulsions? Reply Y / N please.
          • Are you experiencing or have recently experienced any anxiety or depression? Reply Y / N please.
          • Are you experiencing or have recently experienced any changes in your sleeping patterns? Reply Y / N please.
          • Are you experiencing or have recently experienced any muscle weakness? Reply Y / N please.
          • Are you experiencing or have recently experienced any hot flashes? Reply Y / N please.
          • Are you experiencing or have recently experienced bleeding easily? Reply Y / N please.
          • Are you experiencing or have recently experienced bruising easily? Reply Y / N please.
          • Are you experiencing or have recently experienced any swollen glands? Reply Y / N please.
          • Thank you very much. Please click this link to answer the rest of the questions we typically have or patients fill out while in our offices. This will reduce your wait time in our office. Thank you. 
          • Hello <first name>. A friendly reminder to finish answering the patient intake questionnaire. Thank you!

          Want to use our software? Reach out.

            Care team identification

            • Hello <first name>. In preparation for your appointment on 4/12, please let me know about your current doctors. Reply with doctor’s name, specialty, phone. Eg Dr Zachary Bregman, Primary care, 1234567890.
            • Thanks. If you have no other doctors to add, reply NO. Otherwise, please Reply with doctor’s name, specialty, phone. Eg Dr Zachary Bregman, Primary care, 1234567890.
            • Thanks. Please reply with your pharmacy’s name, phone. Eg City chemist, 1234567890.
            • Thanks. If you have no other pharmacies to add, reply NO. Otherwise, Please reply with your pharmacy’s name, phone. Eg City chemist, 1234567890.
            • Thanks. Please reply with your durable medical equipment (DME) supplier’s name, phone. Eg AllPro supplies, 1234567890.
            • Thanks. If you have no other suppliers to add, reply NO. Otherwise, Please reply with your durable medical equipment (DME) supplier’s name, phone. Eg AllPro supplies, 1234567890.

            Appointment prerequisites text message templates

            A majority of tests, labs are duplicated efforts and lead to healthcare wasted spends. Patients visit a doctor with an expectation of being diagnosed, be prescribed a remedy while they are with the doctor.

            However, the diagnosing provider needs all the information to make their conclusions / diagnosis. This includes lab results and diagnostic/imaging results as well.

            You can improve patient experience by simply gathering necessary health information before the patient visits your clinic.

            Appt pre-requisite referral note

            Hello <first name >, A friendly reminder that we still haven’t received a referral note from your doctor. Please remember that your insurance requires a referral note before you see our doctor. Please text us a photo of the referral note.

            Appt pre-requisite lab report

            • Hi <first name >, In preparation for your referral appointment on 4/12, our doctor needs all lab reports from past 12 months. Reply YES if you have them NO if not.
            • OK <first name >, please fax reports to 1234567890 or email to a@b.com or text us. 
            • I understand <first name>, in the last 12 months, which labs have you been referred to? Reply with name of laboratory and phone e.g. Labcorp / 1231231234.
            • Thank you. Reply NO if you have no further laboratory visits to report. Otherwise, Reply with name of laboratory and phone e.g. Labcorp / 1231231234.
            • Thank you. Please click here to sign a HIPAA record release consent. I will contact each lab to get your reports.

            Appt pre-requisite diagnostic report

            • Hi <first name >, In preparation for your referral appointment on 4/12, our doctor needs all imaging/diagnostic reports from past 12 months. Reply YES if you have them NO if not.
            • OK <first name >, please fax reports to 1234567890 or email to a@b.com or text us. 
            • I understand <first name>, in the last 12 months, which imaging/diagnostic have you been referred to? Reply with name of imaging/diagnostic and phone e.g. Lenox Hill Radiology / 1231231234.
            • Thank you. Reply NO if you have no further imaging/diagnostic visits to report. Otherwise, Reply with name of laboratory and phone e.g. Lenox Hill Radiology / 1231231234.
            • Thank you. Please click here to sign a HIPAA record release consent. I will contact each lab to get your reports.

            Appt pre-requisite consult note

            • Hello <first name >, A friendly reminder that we still haven’t received a consult note from the doctor we referred you to. I will reach out to their office again and keep you posted.
            • Hello <first name >, I haven’t received the consult note from your referral appointment yet. Let’s reschedule your upcoming appointment on 4/15 with us. What days work best for you? Reply MON, TUE, WED, THU, FRI, SAT please.
            • Thanks <first name>. Best times? Reply MORNING or AFTERNOON please.
            • Great, do you prefer any other location?
              • 1 for 123 main st, Brooklyn 
              • 2 for 345 second st, Brooklyn 
              • 3 for 456 third st, queens 
              • 4 for televisit 
            • Thanks. The next 3 available appts . Reply
              • 1 for 3 PM on MON 
              • 2 for 1 PM on TUE
              • 3 for 3:15 PM on THU
              • 4 for other times
            • Ok <first name>. I have 3 PM on THU at 456 third st, queens available. Want me to book it?
            • Thanks  <first name>. I have booked you for 3 PM on THU at 456 third st, queens.

            Patient experience text message templates

            Patient feedback sms template

            • Hi <patient first name>, Our doctors and staff at <practice name> would love to get your feedback to help us improve. Can you please let us know <link for survey>? Thank you so much!
            • Hi <first name>, Thanks for choosing us for your care. Your feedback helps us improve. From 0 (bad) to 3 (great) how satisfied were you with our staff?

            Negative feedback sms template

            Sorry to hear that <first name>. Can I connect you with our management right now to resolve your complaint? Reply CALL to receive a callback.

            Patient reviews request

            Hi <patient first name>, Thank you for trusting us at <practice name> with your health. Can you please leave us a review at <google review link>.

            Want to use our software? Reach out.

              Cost of care related text message templates

              Beginning Jan 1 2022, each provider’s office needs to provide an estimate of the cost of care to the patient. In 2022, providers are not required to estimate the cost of care at facilities they’ll refer the patients to (eg labs, imaging centers, specialists etc). However, starting 2023, even these estimates are required to be included in the overall costs of care.

              Eligibility check needed

              Hello <first name>. Your upcoming appointment is less than 2 days away. I’m checking your insurance eligibility now. If there are any issues, I’ll let you know ASAP and we will work to resolve it together. Thanks!

              Eligibility denial

              Hello <first name>. I checked with your insurance and unfortunately your insurance will not cover the costs of your upcoming visit. Here’s a link to an estimated total cost for your appointment. Reply CONFIRM to keep the appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us.

              Prior Authorization needed

              Hello <first name>. I checked with your insurance and they need prior authorization before we can treat you. I’ll submit the necessary documents to them today. It takes up to 14 days for your insurance to respond. Reply CONFIRM to keep the appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us.

              Prior Authorization submitted

              Hello <first name>. I have submitted the necessary documents to your insurance for a prior authorization before we can treat you. If there are any issues, I’ll let you know ASAP and we will work to resolve it together. Thanks for your patience.

              Prior Authorization denied

              Hello <first name>. Unfortunately your insurance has not authorized your upcoming procedure. Here’s a link to an estimated total cost for your appointment. Reply CONFIRM to keep the appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us.

              Prior Authorization approved

              Hello <first name>. I’ve obtained the necessary prior authorization from your insurance. Your appointment is for 1 PM on 4/15 at 456 third st, queens. Reply CONFIRM to confirm appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us.

              Cost of care estimate

              Hi <first name>. Based on all the information you’ve shared, my office has prepared the estimated cost of your appointment. Please click this link for a detailed breakdown. Reply CONFIRM to confirm appt, CHANGE to reschedule appt, CANCEL or CALL for a callback from us.

              Payment reminder

              Hi <first name>. Based on your current insurance plan, your copay is due. Please click this secure payment link to pay via credit card, ACH or debit card. Thanks!

              Payment confirmation

              Hi <patient first name>, Thank you for your payment of <amount> at <practice name>. We appreciate you choosing us for your healthcare needs.

              Balance payment reminder

              Hi <patient first name>, A friendly reminder that a balance payment of <amount> is due for your last appt at <practice name> after processing your insurance claim. We appreciate your prompt payment at <link for payment portal>. Questions? Reply CALL and we will call you back ASAP.

              Procedure deposit reminder 

              Hello <first name >, A friendly reminder to pay your procedure deposit of $1234 by 4/15. As discussed, we require this deposit to confirm your time slot. Click here to pay or Reply CHANGE to reschedule appt, CANCEL or CALL for a callback from us.

              Laboratory results text message templates

              COVID test results

              Hello <first name >, Results for your test dated 01/22/2022. Covid 19 PCR = Negative. If you need an email with your results, please reply with your email address. Thank you.

              Want to use our software? Reach out.

                Healthcare text message templates for Medications

                Pharmacists spend too much time answering calls, reminding patients, handling clearances, calling provider offices. You can use these text message templates to reduce such administrative burdens.

                This helps increase first time fills, increase refills and be the easiest pharmacy to do business with.

                Prescription ready text message

                Don, your prescription ME is ready at AMAZ Pharmacy: 1234 E SUNRISE BLVD. See when your pharmacy is open or set up delivery at: amaz.com/12wrPml. Text HELP for help or STOP to stop all SMS. SMS terms and conditions: amaz.com/text

                Automatic refill reminder

                Don, your Rxs DU, MES will be automatically filled for you in few days. Call your AMAZ Pharmacy at 123.456.7890 if you do not need it right now.

                Prescription filled

                Don, your pharmacist filled your prescription MES at AMAZ Pharmacy. Please pick it up at 1234 E SUNRISE BLVD. Details at: amaz.com/12yQ3Nd

                Awaiting Dr. Approval

                Don, We’re still waiting for your Dr to approve a refill for DU. Please call your Dr. for more information. Reply HELP for help. Yours truly, AMAZ Pharmacy. 

                Refill not authorized

                Don, Your Dr did not authorize a request to refill your Rx for DU. Please call your Dr. for more information. Your friends at AMAZ pharmacy

                Which HIPAA compliant CRM to use

                There are several CRMs in the market. Most of them are not HIPAA compliant (eg Monday.com, Hubspot etc). You can of course get Salesforce or Microsoft Dynamics but they are typically targeted for larger customers.

                We use EZHCRM for both our healthcare and non healthcare customers. This is because
                – HIPAA compliance is the default option
                – Comes with ready to use text message templates

                Want to use our software? Reach out.

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