SMS Messaging Policy

Our SMS program is designed to provide customer care and administrative support to individuals seeking mental health services. We use text messaging to:

• Share administrative information related to your care coordination

 

Important: Our SMS communications are NOT secure and should not be used for protected health information (PHI). Any sensitive medical information will be communicated through secure, HIPAA-compliant channels, such as the Client Portal through Simple Practice, our HIPAA-compliant Electronic Health Record.

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We will never share your phone number (including mobile opt-in information and SMS consent) with any third party or affiliates for marketing purposes

You may consent to receive SMS communications from us through:

• Electronic Health Record Form: If you agree to our services, part of the Consent paperwork includes a form where you will check a box, indicating that it is okay to send text messages to the number you specify.  

• Verbal Consent: By replying "Yes" when asked by your therapist if it would be okay to send a text message to your phone number.  

By providing consent, you:

• Acknowledge that SMS communications are not secure; secure communications are only available through our HIPAA compliance medical health record portal, Simple Practice

• Understand that standard message and data rates may apply

• Agree to receive administrative messages related to appointment scheduling and care coordination

• Confirm that you are the authorized user of the mobile phone number provided

When you opt-in to our SMS program, we may collect:

• Your mobile phone number

• Your name and contact preferences

• Administrative notes related to your care coordination

• Message delivery and response data

We use your mobile phone number and related information solely for:

• Administrative coordination of your mental health services

• Ensuring compliance with our customer care protocols

Your SMS data is stored in the following HIPAA-compliant systems:

• Simple Practice: Our practice management system

• Ring Central: Our primary SMS platform for message delivery

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Security Measures:

• All storage systems maintain HIPAA compliance standards

• Access is limited to authorized administrative staff

• No integrations between systems that could compromise data security

• Regular security audits and compliance monitoring

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Data Retention:

• Phone numbers are retained for as long as legally permitted and necessary for business purposes

• SMS message logs are maintained according to healthcare record retention requirements

• You may request deletion of your information subject to legal and regulatory requirements

Frequency

• Message frequency varies based on your appointment scheduling needs

• Typically 1-3 messages per appointment scheduling cycle

• No promotional or marketing messages

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Content Guidelines

• Messages contain only administrative information

• No protected health information (PHI) is transmitted via SMS

• All messages include clear identification of our practice

• Templates are pre-approved to ensure compliance

Opt-Out Instructions

You can stop receiving SMS messages at any time by:

• Replying "STOP" to any message

• Logging into the secure, HIPAA Compliant patient portal and un-checking the box "Yes, it’s okay to send text messages to this number" or checking the box "No, don't send appointment reminders to this number"

• Calling our office at (561) 941-1400 and telling your therapist, or the person who answers the phone, that you do not want to receive SMS messages

• Telling your therapist, during your weekly appointment, that you do not want to receive text messages   

• Emailing us at autumn@bocachildcounseling.com and telling us you do not want to receive text messages

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Help and Support

For assistance with SMS services, reply "HELP" to any message or contact us using the information above.

 

Data Rights

You have the right to:

• Request information about data we collect

• Request correction of inaccurate information

• Request deletion of your SMS data (subject to legal requirements)

• Opt-out of SMS communications at any time

HIPAA Compliance

• SMS communications are not considered secure under HIPAA

• No PHI is transmitted via SMS

• All sensitive medical information is communicated through secure, encrypted channels

• Staff are trained on HIPAA requirements and SMS limitations

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Telecommunications Compliance

• We comply with all applicable federal and state regulations regarding SMS communications

• We maintain proper registration with telecommunications authorities

• We follow industry best practices for SMS marketing and customer communications

For questions about our SMS Messaging Policy or our Privacy Policy in general, please contact:

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Boca Child Counseling

50 SW 2nd Ave. Suite 201

Boca Raton, Fl. 33432

(561) 941-1400

autumn@bocachildcounseling.com

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Last Updated: March 15, 2026

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