HIPAA-Compliant Patient Communication Automation
We build outreach that treats consent, content minimization, and auditability as design constraints rather than afterthoughts. Patients get useful messages, and your privacy officer gets a record of exactly what was sent to whom, on what basis, through which channel.
What breaks today
Consent is tracked in three places
The EHR has a preference, the messaging tool has an opt-out list, and the front desk has a sticky note. They disagree.
Messages contain more than they should
Appointment reminders that name the specialty or the procedure leak clinical information to whoever picks up the phone.
No delivery audit trail
When a patient says they were never told, there is no record that answers the question.
Recalls do not happen
Annual recalls and care-gap outreach are the first thing dropped when staff are short, which is always.
What we build
Scoped during the assessment, then delivered in one to three week increments against your real systems.
Single source of consent
Channel preference and opt-out state live in one system of record, synced to every sending channel, with a documented precedence rule.
Minimum necessary message templates
Templates are written and reviewed so that an unsecured channel never carries more clinical detail than it needs to.
Reminder and recall sequences
Multi-touch sequences with escalation from text to voice to mail, stopping the moment the patient responds or the appointment is confirmed.
Care-gap outreach
Registry-driven outreach for overdue screenings and follow-ups, targeted from EHR data rather than a stale spreadsheet.
Full message audit log
Every message logged with recipient, channel, template version, consent basis, timestamp, and delivery status.
What changes
Ranges reflect what comparable engagements have produced. Your baseline is measured during the assessment before anyone commits to a number.
- No-show rate reduced through multi-touch, multi-channel reminders
- Recall and care-gap outreach executed consistently instead of opportunistically
- A defensible consent and delivery record for every message sent
- Staff phone time redirected from reminder calls to exception handling
Systems this touches
Integration channel is chosen on verified capability in your environment, not on what is easiest to document.
- Epic
- athenahealth
- eClinicalWorks
- NextGen
- Twilio
- GoHighLevel
- Secure email gateways
Not sure this is the right workflow to start with? The $24,997 assessment exists to answer exactly that, and it frequently points somewhere other than where leadership expected.
Common Questions
Is SMS to patients HIPAA compliant?
SMS can be used compliantly when the patient has been informed of the risks and has consented, and when message content is limited to the minimum necessary. We document that consent basis per patient and constrain templates so an unsecured channel never carries avoidable clinical detail.
Do you sign a BAA with our messaging vendor in the chain?
We sign a BAA with you. During the assessment we map every downstream vendor that will touch PHI and confirm each one has an executed BAA in place, flagging any that do not before a message is ever sent.
Talk it through with an engineer.
Tell us what this workflow costs you today and we will tell you honestly whether automating it is worth the engagement.
Start with a conversation, not a proposal.
A 45-minute call with a senior engineer. We will tell you honestly whether automation is the right answer for the workflow you have in mind.