In today’s fast-paced digital world, text message communication has become one of the most effective ways for healthcare providers to stay connected with patients. For chiropractic practices, text messaging with patients offers a simple, convenient, and immediate way to enhance engagement, reduce no-shows, and improve overall patient satisfaction.

However, like any communication tool, it must be used thoughtfully. This guide breaks down the essential do’s and don’ts of texting patients, especially within the context of text messaging in chiropractic care.

Do’s of Text Messaging with Patients

1. Missed Appointments, Missed Opportunities

Why This Matters:

Missed appointments cost you more than just time—they disrupt your flow, frustrate your team, and can delay a patient’s recovery. People are busy, and sometimes they genuinely forget. A friendly reminder not only helps your schedule stay on track but shows patients that you value their time and well-being.

Best Practices:

• Set your reminders to go out 24–48 hours in advance—enough time for patients to plan or reschedule if needed.
• Make it super easy to confirm or cancel—no one wants to jump through hoops.
• Use names and appointment times so the message feels personal, not like a robot blasted it.

Example:

“Hi John, this is a reminder for your chiropractic appointment at NYC Chiropractic on Monday at 3:00 PM. Reply Y to confirm or N to reschedule.”

“You’re scheduled for an adjustment with Dr. Taylor at 10:30 AM this Thursday. Need to reschedule? Call us at (888) 555‑3012.”

“Friendly reminder: Your wellness session is tomorrow at 11:00 AM at Downtown Spine Clinic. Please reply to confirm!”

2. Do Personalize Your Messages

Why This Matters:

Think about the last time you got a generic message. Did it feel like it was meant for you? Probably not. Now imagine your patient gets a message with their name, appointment time, and maybe even their chiropractor’s name—it feels warmer, more genuine. Personalization builds trust and reminds patients that they’re not just another name on a spreadsheet.

Best Practices:

• Use your software to automatically insert first names and appointment info—it’s easy to set up and worth it.
• Keep the tone friendly, like how your front desk would speak if they were calling.
• Mention specific things like, “Dr. Lee is looking forward to seeing you”—it reminds the patient that there’s a real person behind the care.

Example:

• “Hi Melissa, Dr. Chen is looking forward to seeing you for your adjustment on Tuesday at 1 PM. Let us know if you have any questions!”

• “Hey Michael, your spine health check is this Friday at 4 PM with Dr. Avery. We can’t wait to help you feel better!”

• “Hi Linda, based on your last visit, Dr. Patel recommends a quick follow-up next week. Would Tuesday or Thursday work for you?”

3. Do Get Consent Before Texting Patients

Why This Matters:

No one likes to get surprise texts from a business they never signed up for—it feels invasive. Plus, in healthcare, there are strict privacy and communication laws like HIPAA and TCPA. Getting clear consent isn’t just about staying compliant—it shows respect. You’re asking for permission, not just pushing messages.

Best Practices:

• Add a simple checkbox to your intake forms—“Would you like to receive helpful appointment reminders and wellness tips by text?”
• When someone opts in, make it easy to opt out later—just say “Reply STOP to unsubscribe.”
• Be upfront in your first message: “Thanks for signing up! You’ll get helpful reminders and tips. No spam—promise.”

Examples:

• “By checking this box, I agree to receive appointment reminders and wellness tips from [Your Clinic Name] via SMS.”

• “Hi Jennifer, thanks for choosing us! We’ll send you reminders and helpful tips via text. Reply STOP anytime to opt out.”

• Consent reminder on intake iPad: “Would you like to receive text reminders and wellness updates from your provider?”

4. Do Keep Messages Short and Clear

Why This Matters:

We’re all overloaded with notifications. If a message is too long or complicated, people tune it out—or worse, ignore it altogether. When you’re texting patients, clarity wins. A short, clear message shows you respect their time and gets your point across without overwhelming them.

Best Practices:

• Keep it simple—150–160 characters max. Think of it like texting a friend.
• Skip the jargon—patients don’t need to decode medical terms to understand your message.
• Use clear action words: “Reply Y to confirm,” “Call us to reschedule,” “Ask us for more info.”

Example:

• “Hi Sarah, your wellness visit is coming up on Friday at 2 PM. Need to reschedule? Text us back anytime.”

• “Hey Jason, just a heads up—your adjustment is tomorrow at 9:30 AM. We’ll see you then!”

• “Hi Emma, your posture screen results are ready. Ask us at your next visit or reply if you’d like a summary via email.”

Building strong patient relationships is essential for long-term success in chiropractic practice. When patients feel valued and understood, they are more likely to return for follow-up appointments, refer others, and stay loyal to your practice.

Do: Invest in strategies that enhance patient retention and streamline recall processes:

• Personalized Care: Take the time to listen to your patients’ concerns and explain treatment plans thoroughly. Personalized interactions and follow-up calls can make patients feel genuinely cared for and appreciated.
• Consistent Communication: Regularly reach out to patients through automated reminders, newsletters, and personalized messages. This helps keep your practice top-of-mind and encourages patients to return for regular visits.
• Recall dropped-off patients: Utilize web-based practice management software to send automated recall reminders to patients who didn’t visit your practice for a while.

Don’t: Rush through appointments or adopt a one-size-fits-all approach to treatment. Don’t just focus on acquiring new patients when you can keep your existing patients by building a great relationship.

Tip: Implement automated recall systems and follow-up protocols to ensure patients who missed appointments or need routine check-ups are contacted promptly. This not only improves patient retention but also helps maintain consistent revenue for your practice.

5. Do Use Texting to Share Educational Tips

Why This Matters:

Text messaging in chiropractic can go beyond reminders. Share simple wellness tips, stretches, or alerts about special offers and events. It shows you care about their wellness beyond just the appointments. It’s that “wow” moment that builds loyalty.

Best Practices:

• Think once a week or every other week—enough to be helpful, not spammy.
• Keep it relevant: “Noticed people hunching over phones lately? Here’s a tip…”
• Link to a quick video or offer to demo it at their next visit—it adds a personal touch.

Examples:

• “Dr. Lee’s Tip: Try this neck stretch to ease tension after long Zoom calls. Ask for a demo at your next visit!”

• “Stiff from sleeping wrong? Dr. Kim says a rolled towel under your neck can help. Want a video demo? Reply YES.”

• “Fall Wellness Tip: Staying hydrated helps your spine too! Drink water throughout the day—your back will thank you.”

The healthcare landscape, including chiropractic care, is continually evolving. Staying informed about the latest trends, treatments, and regulatory changes is crucial for maintaining a competitive edge and ensuring the growth of your practice.

6. Do Respect Office Hours

Why This Matters:

Getting a text from your chiropractor at 9 PM on a Sunday? Not cool. Patients expect communication to come during business hours unless it’s really urgent. Respecting that boundary shows professionalism and builds trust. You’re not just another spammy business—you’re a healthcare provider who gets it.

Best Practices:

• Stick to texting during 8 AM–6 PM local time, Monday to Friday.
• Use automation tools to schedule messages—your staff doesn’t have to remember.
• If you absolutely need to text outside office hours (e.g., sudden closure), be clear and considerate. “Sorry for the late message—this is important.”

Examples:

• “Clinic Update: Due to a power outage, all appointments today are being rescheduled. Please call us at (888) 555‑3012. Thank you!”

• “Hi James, we’re closing early today due to weather. Your 4 PM appointment has been moved to tomorrow. Thanks for understanding!”

• “Reminder from [Clinic Name]: We’re closed for Labor Day. Enjoy your holiday and keep stretching!”

Don’ts of Text Message Communication

1. Don’t Share Sensitive or Private Health Information

Why This Matters:

Text messaging with patients should never include detailed health information, diagnoses, or test results. It’s not HIPAA-secure unless you use a compliant platform.

Best Practices:

• Stick to administrative messages only—reminders, scheduling, check-ins.
• If you need to discuss test results or care plans, use a secure patient portal or call directly.
• Use disclaimers when appropriate to remind patients of limits in texting.

Avoid This Text:

• “Hi Mark, your X-ray results show early disc degeneration. Let’s discuss treatment next time.”

What to Say Instead:

• “Hi Mark, your results are in. Please call our office to discuss next steps with Dr. Thomas.”

2. Don’t Send Too Many Messages

Frequent or irrelevant texts can irritate patients and lead to higher opt-out rates. It also makes your future messages less likely to be opened or trusted.

Why This Matters:

Best Practices:

• Limit messages to 1–2 per week unless part of an ongoing back-and-forth.
• Prioritize quality over quantity: send messages that are helpful, timely, and relevant.
• Respect patient preferences—some may want fewer updates.

Red Flag Behavior:

• Daily appointment reminders
• Promotional blasts that aren’t personalized
• Repeating the same message multiple times

Smart Frequency Example:

• Week 1: Appointment reminder
• Week 2: Health tip or event invite
• Week 3: Holiday closure update 

3. Don’t Use Slang or Emojis

Why This Matters:

Chiropractic care is a clinical service—even if your brand voice is relaxed and friendly, text messages should maintain professionalism. Slang, shorthand, or emojis may confuse older patients or appear unprofessional.

Best Practices: 

• Write in full sentences with proper grammar.
• Use a warm, conversational tone—without going too casual.
• Avoid abbreviations like “ur,” “tmrw,” “LOL,” “u good,” etc.

Avoid This Text:

• “Heyyy! You good for ur chiro sesh tomz?”

What to Say Instead:

• “Hi Emily, just checking in about your appointment tomorrow at 3 PM. Let us know if you need to reschedule!”

4. Don’t Forget to Include Opt-Out Instructions

Why This Matters:

Always provide a way for patients to stop receiving messages. It’s a legal requirement and a best practice in text messaging in chiropractic. It’s a legal requirement under the TCPA to give patients a way to stop messages. Failing to do so may result in complaints or even penalties.

Efficient billing practices are critical to maintaining cash flow and financial health. Errors in billing and coding can lead to claim denials, delayed payments, and lost revenue.

• Do: Implement a reliable chiropractic practice management system that ensures accurate coding, timely claim submissions, and quick follow-ups on unpaid claims. Train staff on proper billing practices and monitor key performance indicators (KPIs) to identify areas for improvement. Consider using cloud practice management software for added flexibility and accessibility.
• Don’t: Don’t ignore billing errors or let denied claims pile up. This can severely impact your practice’s cash flow and financial stability.

Tip: Consider outsourcing your billing to chiropractic billing services experts who specialize in chiropractic billing and coding. This can free up time for your staff to focus on patient care and practice growth.

5. Don’t Forget to Include Opt-Out Instructions

Why This Matters:

Texting patients should not replace emergency contact protocols. Make it clear that your office is not monitoring texts 24/7.

Standard text messaging is not monitored 24/7 and should never be treated as an emergency communication channel. If a patient texts during a crisis, they may not receive the timely response they need.

Best Practices:

• Include a disclaimer on your intake forms and in your auto-replies.
• Clarify what text messages can be used for—such as scheduling and reminders.
• Encourage phone calls for urgent or emergency needs.

Add a Disclaimer Like This:

• “Please note: This number is not monitored for emergencies. For urgent care, call our office at (555) 123-4567.”

Avoid Relying on Texts Like This:

• “If you’re in pain, just text us and someone will help ASAP.”

Bonus: Chiropractic Use Cases for Text Messaging

Here’s how you can integrate text message communication into your chiropractic practice effectively:

• Send follow-up care reminders (e.g., “How are you feeling after your adjustment yesterday?”
• Notify patients about schedule openings
• Confirm insurance or paperwork completion
• Promote seasonal wellness events or workshops
• Collect quick feedback via text surveys

Conclusion

Text messaging with patients is a powerful tool when used correctly. For chiropractors, it creates a direct line to improve care, boost retention, and streamline office operations. But it also requires sensitivity, compliance, and a touch of professionalism.

By following these do’s and don’ts of text messaging in chiropractic, you can turn simple texts into meaningful connections that support patient health—and your practice’s growth.

How zHealth Makes It Easy:

Unlimited Appointment Reminders
Set it and forget it. zHealth sends automated reminders to reduce no-shows—whether it’s for new patients, follow-ups, or ongoing care plans.

HIPAA-Compliant 2-Way Texting
Communicate securely with patients in real-time. Answer questions, confirm appointments, and reschedule with ease, all while staying compliant.

Automated Recall Reminders
Bring patients back on schedule with automated messages that nudge them when it’s time for their next adjustment or wellness check-in.

Email Marketing Integration
Go beyond reminders. zHealth lets you share educational videos, seasonal health tips, and special offers through coordinating our email marketing integration.

With zHealth’s patient communication software, you’re not just texting or emailing — you’re building trust, improving compliance, and creating a more responsive, connected chiropractic experience.

Want to see how zHealth can help your practice thrive? Request a free demo today! 

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