HIPAA-Compliant Appointment Reminders for Healthcare Practices
Built for healthcare teams who safeguard patient privacy and stay on schedule.
Works with your existing calendar & workflow
You're busy keeping your patients healthy. The last thing you want to worry about is violating HIPAA whenever you contact patients.
The good news? It's perfectly okay to talk with patients about scheduling and send them reminders, as long as you stick to Health Insurance Portability and Accountability Act (HIPAA) privacy rules.
Apptoto makes it easy to send fully automated, HIPAA-compliant text messages, emails, and voice reminders for every appointment, so you can reduce no-shows and protect patient privacy. Fully customizable appointment reminders and online scheduling pages help keep your team on track, your patients informed, and your practice compliant.
Eliminate No-Shows
Consolidate Your Workflow
Improve Patient ExperienceHIPAA wasn't just designed to protect patient privacy. It was created to help healthcare practices like yours confidently adopt new technology without compromising trust.
To help your practice meet HIPAA standards, Apptoto offers:
Remove protected health information (PHI) from booking confirmations, appointment reminders, and follow-up messages with a few clicks.
Instantly notify patients when you need to reschedule or cancel their visit. Include your scheduling link automatically so they can rebook fast.
Let patients opt in or out of appointment messages and choose their preferred contact method (e.g, reminder calls but not text messages), per HIPAA regulations.
Signed business associate agreements are available on Group Plans and higher to support your compliance requirements.
Includes SSL encryption, HITRUST-certified account hosting (via AWS), and strict account safeguards (data encryption for all sensitive data "at rest" and "in transit," logging disabled on server, and accounts disabled after 6 failed login attempts).
Only HIPAA-trained Apptoto staff who’ve undergone background checks can access accounts.
The U.S. Department of Health and Human Services (HHS) confirms that phone calls, text messages, and emails are all permitted and effective ways to remind patients about upcoming appointments under HIPAA. Reminding patients about appointments that they made days, weeks, or months before is critical to providing patients with timely care and ensuring your healthcare office runs efficiently.
But HIPAA also sets clear boundaries. To stay compliant, providers must avoid sharing any sensitive information that could be overheard, intercepted, or misused.
Here's what healthcare teams need to know to protect patient privacy and build trust when sending appointment reminders through Apptoto:
**Apptoto offers tools to help your practice support HIPAA compliance, but we are not a law firm and do not provide legal advice. Default message templates may include identifying details, and it is the provider's responsibility to review and modify content as needed to meet HIPAA requirements. Always follow your internal HIPAA policies and consult your legal or compliance team to ensure your messaging setup aligns with both organizational standards and federal regulations.
Phillip Sultan,
Sightpath Medical Health Services
"We needed it to transfer information into our Salesforce account, post custom fields, be HIPAA compliant, and…we needed it to not be outlandishly priced. For that, I'm glad to have found Apptoto."
Karen Shaffer, RN CDMS,
AmeriSys
"I use the Apptoto program multiple times a day to make it easier and more convenient to communicate with my patients. This program is virtually flawless and saves so much time!"
Steve Nenninger, NMD
"Apptoto has not only decreased scheduling confusion, it has eliminated it. It has also eliminated the staff support and expenses required to maintain the schedule. The service is an incredible value."
To use Apptoto's HIPAA-compliant features, sign up for a free account and subscribe to a HIPAA-compliant plan. If you're on a group plan or higher, request a signed BAA, by emailing your company name, compliance officer, and address to support@apptoto.com.
