Does healthcare appointment scheduling software need to be HIPAA compliant?

Yes. If the software collects or may disclose PHI—such as a patient's name with visit details—it must comply with HIPAA, and third-party vendors handling PHI should sign a Business Associate Agreement (BAA).

Are appointment reminders allowed under HIPAA?

Appointment reminders are allowed, but messages should include only the minimum necessary information (e.g., date and time) and be sent over secure, preferably encrypted, channels.

Are email or text reminders HIPAA compliant?

Email and SMS can be HIPAA compliant when they avoid sensitive clinical details, use secure services, and follow consent and minimum-necessary standards.

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Blog

Compliance

vcita tips & insights

Jun 22, 2025

HIPAA compliant scheduling software

Laura McArthur

5min read