Text Message Templates

Looking for copy/paste text message templates to use with patients and customers? Here are the ones we use for medical providers.

Feel free to use these sample patient texting templates in your business. If you are using our automated patient communication software, these templates are already in-built and available for you to customize/use.

It’s as simple as “Hi <patient first name>, Would you like to communicate via SMS with <our practice name>? Please be aware that SMS is not HIPAA secure. We need your consent before we can send you any PHI. Please reply Y if you want to use SMS or N if you do not.”

Text message template for new referral from referring partners

The SMS we send patients referred to one of our customers’ practices is something as simple as “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>. Feel free to call us anytime at <our practice number> or text us back.” 

Patient demographics update request text message template

This SMS is along the lines of “Hi <patient first name>, We want to prepare for your upcoming appt. Can you please confirm your contact details so you don’t have to wait long before your appt? Here’s the link <link to update their own data>. Call us <our practice number> or text us back anytime” 

Insurance card update request text message template

The SMS format is generally like “Hi <patient first name>, We want to make sure your insurance details are OK for your upcoming appt. Can you please upload your insurance card photos so you don’t have to wait long before your appt? Here’s the link <link to update their own data>. Call us <our practice number> or text us back anytime” 

The SMS is like this “Hi <patient first name>, We want to make sure you don’t have to wait long before your appt. Can you please sign these consent forms before we can see you? Here’s the link <link to update their own data>. Call us <our practice number> or text us back anytime” 

Appointment confirmation SMS message template

That’s as simple as sending an SMS like “Hi <patient first name>, Your appt with <dr name> is confirmed for <date time>. We are located at <location address>. Call us <our practice number> or text us back anytime. See you soon!” 

Appointment reminders SMS message template

The SMS is like this “Hi <patient first name>, A friendly reminder about your upcoming appt with <dr name>, <practice name> for <date time>. We are located at <location address>. If you need to reschedule, call us <our practice number> or text us back anytime. See you soon!” 

Text template for re-appointing no-shows

This SMS sample is “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? Call us <our practice number> or text us back anytime. See you soon!” 

Text message template for re-appointing cancellations

Something as simple as “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? Call us <our practice number> or text us back anytime. See you soon!” 

Rescheduling appointments text messaging template

We send them an SMS like “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? Call us <our practice number> or text us back anytime. See you soon!”. When the patient reschedules, we just send them an appointment confirmation SMS with the new date and time of their appointment.

Patient blast text message templates – practice updates

For COVID, we ended up requesting the patients to cancel / reschedule their appointment. The SMS was very respectful “Hi <patient first name>, Considering the current conditions, can we please reschedule your appointment (unless you feel you have an emergency)? Call us <our practice number> or text us back anytime”

For times when we need to reschedule a patient due to unavoidable situations (issues in the office, provider could not make it to the office), we send “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? Call us <our practice number> or text us back anytime. See you soon!” 

SMS message template for re-appointment of recall patients

To recall patients, we simply send them an SMS “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? Call us <our practice number> or text us back anytime. See you soon!” 

Patient satisfaction survey text template

The satisfaction survey SMS “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 here <link for survey>? Thank you so much!” 

Patient reviews request text message template

This is the standard SMS that we all get after we see our doctors “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>”. 

Payment confirmation text message template

The SMS is a simple thank you for paying their dues. “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 text message template

The SMS is “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>”.

Hopefully this guide helps you get started with texting for your medical practice.

Sample scripts for voicemail drops and SMS scripts – new patient activation

The following are just samples only.. PLUS, these are for plain-jane new patient activation campaigns only. Each campaign’s messaging will be co-created by your client and your staff. This is for suggestive / illustrative purposes only.

Voicemail drop sample scripts / templates

“Hi <patient first name>, I am calling on behalf of Dr <PCP last name> from <practice name>. Your insurance company <payer name> would like you to get your annual exam done with Dr <PCP last name> at your earliest convenience. Please call us back at <the phone number you purchased> or text us at <the SMS number you purchased>. Thank you and have a great day!”

“Hi <patient first name>, I am calling from <practice name>. Your insurance company <payer name> would like you to get your annual exam scheduled with us at your earliest convenience. Please call us back at <you purchased> or text us at <the SMS number you purchased>. Thank you and have a great day!”

“Hi <patient first name>, I am calling on behalf of Dr <PCP last name>. Your insurance company <payer name> would like you to schedule your annual exam with Dr <PCP last name> at your earliest convenience. Please call us back at <the phone number you purchased> or text us at <the SMS number you purchased>. Thank you and have a great day!” 

Text message template / sample scripts for activating new patients

“Hi <patient first name>, This is John from <practice name>. Your insurance company <payer name> would like you to schedule your annual exam with Dr <PCP last name> at your earliest convenience. Please call us back at <the phone number you purchased> or text us back here. Thank you and have a great day!”

“Hi <patient first name>, This is John from Dr <PCP last name>. Your insurance company <payer name> would like you to schedule your annual exam with Dr <PCP last name> at your earliest convenience. Please call us back at <the phone number you purchased> or text us back. Thank you and have a great day!”