# Write HIPAA-safe appointment reminders, voicemails, and portal messages

Patient message templates that are clear and friendly while revealing no more health information than necessary on texts, voicemails, or shared devices.

- Topic: Customer Support
- Framework: Few-Shot
- Level: Standard
- Tags: Communication, Customer Support, Health & Wellness, Write, Code, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/write-hipaa-safe-appointment-reminders-voicemails-and-portal-messages

## Prompt

```text
Write a set of patient communication templates for our clinic.

**Clinic name and specialty:** [NAME and SPECIALTY - note if the specialty is sensitive, e.g. behavioral health]
**Message types needed:** [e.g. appointment reminder, reschedule request, "please call us" for results, overdue balance, prep instructions]
**Channels:** [SMS, voicemail script, email, patient portal]
**Patient preferences we have on file:** [e.g. consent for text, preferred language]
**Reading level target:** [e.g. 6th grade]
**Call-back number and hours:** [DETAILS]

Rules for every template:
- Assume the message may be seen or heard by someone other than the patient. In SMS, voicemail, and email, do not mention diagnoses, test names, results, medications, or a sensitive specialty unless the patient has opted in. Use a neutral sender name if the specialty itself is sensitive (behavioral health, substance use treatment, reproductive health, HIV).
- Use the patient's first name only, plus the date and time where relevant.
- One clear action per message, with the call-back number or portal link.
- SMS under 160 characters where possible, with opt-out wording (e.g. "Reply STOP to opt out").
- Results messages never say whether a result is normal or abnormal outside the portal.
- Each template includes an emergency line: "If this is an emergency, call 911."

Return a table: Message type | Channel | Template | What was deliberately left out. Then list anything I should confirm with our privacy officer, such as state rules for minors or for substance use treatment records (42 CFR Part 2).
```

## What to fill in

- SMS, voicemail script, email, patient portal
- e.g. consent for text, preferred language
- e.g. 6th grade
- DETAILS

Free to copy and use. From ThinkWithPrompt (https://www.thinkwithprompt.com/), a library of 2,663 curated AI prompts.