Text Messaging Policy & Procedures
To ensure compliance with HIPAA when using text messaging to communicate with patients.
2. Scope
Applies to all pharmacy staff involved in patient communication via SMS/text.
- All text messages containing PHI must be sent only to patients who have given prior written consent.
- Text messaging must not include sensitive data (e.g., full name + diagnosis + medication).
- No PHI will be stored on mobile devices.
- The phone system (e.g., Spectrum’s platform) must use secure methods if PHI is transmitted.
- Patients will sign a Text Messaging Consent Form.
- Messages will be limited to:
- Refill reminders
- Pickup notifications
- Pharmacy hours
- Messages will not include:
- Specific medication names
- Diagnoses
- Insurance details
- Messages will be logged in the patient record when relevant.
- Staff must complete annual HIPAA training.
- Devices used must be password protected.
- Only authorized staff have access.
- Any breach will be reported per HIPAA regulations.
- Text message logs will be retained securely for 6 years.
- Regular audits will be conducted to ensure compliance.
7. Enforcement
Violations may result in disciplinary actions and potential legal penalties.
04/01/2025
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