Effective Date: 01/12/2026
1. Purpose of SMS/MMS Messaging
Clover Family and Psychiatry Clinic uses SMS and MMS messaging strictly to support patient care, operational efficiency, and essential clinic communications. Messaging is intended to be informational and service-related, not promotional unless explicitly authorized.
2. Permitted Message Types
The following message categories are allowed under RingCentral policies and carrier regulations:
✅ Administrative & Operational Messages
- Appointment confirmations, reminders, and rescheduling notices
- Office hours, closures, or holiday notifications
- Billing reminders (no detailed billing or insurance data)
- Prescription pickup reminders (no medication names or dosages)
✅ Care Coordination Messages
- Requests to contact the clinic
- Follow-up instructions requesting a call or portal login
- Referral coordination notices
- Intake or paperwork reminders (without medical details)
✅ Two-Way Patient Communication
- Responses to patient-initiated messages
- General questions about scheduling or services
- Non-clinical acknowledgments (e.g., “We received your message”)
3. Prohibited Message Content
To remain compliant with RingCentral, HIPAA, and carrier regulations, the following content is strictly prohibited:
❌ Diagnoses, test results, or clinical details
❌ Mental health evaluations or treatment notes
❌ Medication names, dosages, or instructions
❌ Insurance numbers, Social Security numbers, or DOB
❌ Crisis counseling or emergency instructions
❌ Marketing, advertising, or promotional campaigns without written opt-in
❌ Political, religious, or non-healthcare messaging
Important: SMS/MMS is not used for emergency communication.
4. HIPAA & Privacy Compliance
- SMS/MMS messages are treated as non-secure communication channels
- Protected Health Information (PHI) is never transmitted via text
- Patients are encouraged to use the patient portal or phone calls for sensitive matters
- All messaging follows the minimum necessary standard
5. Patient Consent & Opt-In
- Patients must provide explicit consent before receiving SMS/MMS messages
- Consent may be obtained through intake forms, written agreements, or digital acknowledgment
- Opt-in records are securely stored and auditable
- Messages are only sent to phone numbers voluntarily provided by the patient
6. Opt-Out & Messaging Controls
All outbound messages include opt-out instructions:
- STOP — Opt out of SMS/MMS messaging
- HELP — Receive support or clinic contact information
Opt-out requests are honored immediately, and no further messages are sent unless the patient re-opts in.
7. Message Frequency
- Messages are limited to what is reasonably necessary for care coordination
- No excessive or repetitive messaging
- Typical frequency: appointment-related or patient-initiated only
8. MMS Usage Guidelines
MMS messages (images or attachments) are used sparingly and may include:
- Clinic logos
- Directions or location maps
- General informational graphics
MMS messages never contain:
- Patient images
- Medical documents
- Test results or clinical visuals
9. RingCentral Role Alignment
This policy aligns with RingCentral’s:
- A2P 10DLC messaging standards
- Acceptable Use Policy (AUP)
- Healthcare and HIPAA-aware messaging guidelines
- Carrier content and consent requirements
Messaging access is role-restricted to authorized clinic staff trained in compliance and privacy practices.
10. Policy Updates
Clover Family and Psychiatry Clinic reserves the right to update this SMS/MMS Content Policy to remain compliant with:
- RingCentral policy changes
- Carrier regulations
- Federal or state healthcare privacy laws
Updates will be reflected on the clinic’s website or internal compliance documentation.
Contact Information
If you have questions about these Terms and Conditions, please contact:
Clover Family and Psychiatry Clinic
8035 West Airport Blvd, Suite 119
Houston, TX 77071
Phone: 346-502-3406
Fax: 346-502-3462
Email: info@cloverfamilyclinic.com
