SMS campaign management
Text messages get read within minutes. We plan, write, send and track your text campaigns, and keep them within the carrier and consent rules.
In plain words
SMS campaign management is the planning, writing, sending and tracking of text messages to patients who have agreed to hear from your practice. Because texts are usually read within minutes, they suit time-sensitive news such as an open appointment this week or a seasonal offer. Mobile carriers and consent laws set strict rules for business texting, and we handle those rules so your messages get through and your practice stays within them.
What you get
Swipe through the pieces we deliver.
Registered business number
Your practice's texting number is registered with the mobile carriers, which is required before business messages can be delivered reliably.
Opt-in forms and consent records
Sign-up forms and a join word patients can text, plus a dated record showing that each person agreed to receive messages.
Written and scheduled campaigns
Promotions, event invitations and last-minute openings written by us, approved by you and sent at a time patients are likely to respond.
Automatic reminders and follow-ups
Texts that go out on their own when a repeat treatment is due or after a visit, without health details in the message.
Two-way reply routing
Patient replies go to your front desk or to an AI agent that handles routine questions and passes anything clinical to your staff.
Campaign reports
A plain summary after each campaign showing how many patients replied, how many booked and how many asked to stop receiving texts.
How it works
From the first conversation to ongoing results.
Review and plan
We talk through your services, slow periods and how you collect patient phone numbers today. You tell us who answers messages at the front desk and who your compliance contact is.
Register and set up
We submit your business details to the carriers and build your sign-up forms and messaging account. You provide your legal business name, tax ID and practice address, which the carriers ask for.
Write and approve
AI helps us draft each message, our writers edit it, and a physician reviews anything that touches on treatments. Nothing is sent until you or your practice manager approve the wording and the send date.
Send and adjust
We send the campaigns, watch the replies and share the results with you. Each round shows us which messages and send times your patients respond to, and we adjust the next campaign accordingly.
The tools involved, explained
What each one is, and how we use it for your practice.
SMS marketing platform
This is the software that stores your contact list, sends texts in bulk and records every reply and stop request. We set it up, run it for you and give you access to see everything that goes out.
Carrier registration system
This is the industry process where a business identifies itself and describes the kind of messages it plans to send. We prepare and submit the application for your practice and respond to any questions the carriers raise.
AI language models
These are programs that can draft text and answer simple written questions. We use them to prepare first drafts for our writers and to power the reply agent, which covers hours, directions and booking and never gives medical advice.
Practice scheduling software
This is the system your office already uses for appointments and patient contact details. Where it can connect to the texting platform, we link the two with HIPAA requirements in mind and with your practice's compliance contact involved.
The details
Email builds the relationship. Text gets the quick yes. A short message about an open appointment or a seasonal offer can fill a slow week in an afternoon.
What we manage
- Registration of your business number with the carriers, so messages are delivered
- Opt-in forms, keywords and consent records
- Promotions, event invitations and last-minute openings
- Reminders for repeat treatments and follow-ups after a visit
- Two-way conversations routed to your front desk or to an AI agent
- Reports on replies, bookings and opt-outs
We only text patients who agreed to receive messages, every message includes a way to opt out, and we keep health details out of the text itself.
Words you will hear
- 10DLC
- The standard ten-digit local phone number that businesses register with carriers in order to send text messages to customers.
- TCPA
- The Telephone Consumer Protection Act, the federal law that requires a business to have a person's permission before sending them marketing texts.
- Quiet hours
- The late evening and early morning period when marketing texts should not be sent, based on the time zone of the person receiving them.
This is a good fit if
- You have open appointment slots that often go unfilled on short notice.
- Your patients come back for repeat treatments and tend to forget when the next one is due.
- You already send emails and want a faster channel for time-sensitive announcements.
Questions we hear
What do we need to provide to get started?
We need your business phone number so we can register it with the carriers, plus a clear picture of how patients currently give you their contact details. From there we set up the opt-in forms, keywords and consent records, so your list is built only from patients who agreed to receive texts. It also helps to tell us which treatments, events or schedule gaps you most want to promote.
How long does it take before the first campaign goes out?
It depends on the practice. Carrier registration of your number has to be completed before messages are delivered reliably, and the time that takes varies, as does the work needed to build a list of patients who have opted in. After a free analysis we give you a plan that shows the steps and the expected timing for your situation.
Who answers when a patient replies to a text?
Replies are routed to your front desk or to an AI agent, depending on what fits your practice. We set up the routing so a patient who wants to book or ask a question reaches someone who can respond. Our reports then show replies, bookings and opt-outs so you can see what each campaign produced.
What should we watch out for when texting patients?
The main risks are texting people who never agreed to it and putting too much information in the message. We only text patients who opted in, every message includes a way to opt out, and we keep health details out of the text itself. Sending too often is the other common mistake, since it drives opt-outs, so we plan the schedule around messages that are useful, such as open appointments, seasonal offers and reminders for repeat treatments.
Ready to get started?
Tell us about your practice. We reply within 24 business hours with packages and pricing.