HIPAA Texting Policy Template

A policy template covering approved secure messaging platforms, prohibited consumer apps, patient consent for SMS, acceptable appointment-reminder content, staff-to-staff messaging, and retention.

Short answer

An adoption-ready policy template covering secure messaging platforms, SMS limitations, patient consent, and retention requirements under 45 CFR § 164.312(e).

What is inside

Approved messaging platforms — secure messaging vendors with a signed BAA
Prohibited platforms — consumer SMS, iMessage, WhatsApp, and personal email for PHI
Patient consent — when SMS communication requires documented consent and how to capture it
Acceptable SMS content — appointment reminders without diagnosis, test result, or specialty disclosure
Staff-to-staff PHI messaging — what may be discussed on which channels and with whom
Retention — when secure messages become part of the medical record and how long they are kept

We publish the same practical templates and decision tools that clinics use to structure recurring HIPAA work. No enterprise gate. No resource-library gimmicks. Just practical material delivered quickly.

Editorial details

Written by: Angel Campa

Reviewed by: PHIGuard Compliance Research

Updated: April 28, 2026

Best next step: Open the matching product path

Sources

45 CFR § 164.312 — Technical Safeguards | Electronic Code of Federal Regulations

Download the PDF

A messaging policy that tells staff exactly which apps they can and cannot use for PHI

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Questions

Is this free?

Yes. Enter your email and we will send the full resource to your inbox.

Can my clinic text patients about appointments?

Yes, with limits. Appointment reminders that do not disclose diagnosis, treatment specialty, or sensitive conditions are generally permitted under HIPAA when the patient has provided their phone number for that purpose. The template covers consent capture, content limitations, and the language you should add to your Notice of Privacy Practices.

Why can't staff use iMessage for quick patient questions?

Consumer messaging apps including iMessage, WhatsApp, and standard SMS do not have a Business Associate Agreement covering PHI transmission, and they store messages on personal devices and consumer cloud services outside the clinic's control. Under 45 CFR § 164.312(e), transmission security requires safeguards over electronic communications containing ePHI.