Text Messaging Policy
Home
-
Text Messaging Policy
1. Purpose
This policy ensures that all text communications comply with RingCentral terms of service, wireless carrier requirements, CTIA guidelines, HIPAA, and federal/state regulations (TCPA, CAN-SPAM, FCC).
2. Approved Use of Text Messaging
Employees may use RingCentral to send appointment reminders, confirmations, wellness updates, and approved marketing messages (with consent). PHI must not be shared by text beyond what is minimally necessary.
3. Consent & Opt-In Requirements
Recipients must provide explicit consent before receiving texts. Consent can be obtained via intake forms, online sign-up, or verbal agreement documented in the chart. All messages must include opt-out instructions (e.g., Reply STOP).
4. Content Guidelines
All texts must be professional, short, and clear. Prohibited: profanity, hate speech, harassment, or sensitive medical details. Example: 'Reminder: Your appointment with Desirable Image DTX is Tue 9/30 at 3:00 PM. Reply YES to confirm.'
5. Record Keeping & Retention
All SMS/MMS must be sent through RingCentral and logged. Personal devices may not be used for patient/business texting.
6. Security & Privacy
Texts must be sent only from company-managed numbers. Logins must not be shared. Any suspected breach must be reported to the Compliance Officer immediately.
7. Employee Responsibility
Employees must complete training, use approved templates, respect opt-outs, and confirm patient identity where needed. Policy violations may result in disciplinary action.
8. Disclaimer (Required by Carriers)
All marketing/mass texts must include: Business name (Desirable Image Health & Wellness LLC), opt-out instructions, and contact information (phone/email/website).