A dental practice needs two separate consent statements: one for appointment, recall, and forms messages, and a second, unchecked one for promotional messages. Each should name the practice, describe the messages, state frequency, say that message and data rates may apply, explain STOP and HELP, link the privacy policy and terms, and say that agreeing is not a condition of care. GoHighLevel stores the form submission as the record. The bottom line: treatment messages and marketing messages follow different rules, so one combined checkbox causes problems.
Why two statements
The FCC's healthcare exemption covers treatment messages, such as appointment and wellness check reminders, from HIPAA covered entities, under conditions that exclude marketing, advertising, billing, and debt collection content. Marketing texts to a wireless number need prior express written consent, and a message that includes an offer or language designed to sell is treated as marketing. The FCC's 2024 order lets people revoke consent by any reasonable means, with words such as stop, quit, end, revoke, opt out, cancel, and unsubscribe counting automatically, and BCLP advises keeping opt out records for at least four years. Carrier registration guides add that campaigns need a specific program description, the frequency, a rates line, STOP and HELP, and links to the privacy policy and terms, and that the consent checkbox should not be pre checked.
Sample wording
This is a starting point to adapt with counsel, not legal advice.
| Checkbox | Sample wording |
|---|---|
| 1. Appointments and care messages | I agree to receive appointment reminders, recall notices, and forms links from [Practice name] at the mobile number I provided. Message frequency varies with my appointments. Message and data rates may apply. Reply STOP to stop and HELP for help. I understand text messages are not encrypted and are not for emergencies. Agreeing is not a condition of receiving care. Privacy Policy [link] and Terms [link]. |
| 2. Promotions (separate, unchecked) | I also agree to receive promotional messages and offers from [Practice name] at this number, sent using automated technology. Message frequency varies. Message and data rates may apply. Reply STOP to stop. My consent is not a condition of any purchase or of receiving care. Privacy Policy [link] and Terms [link]. |
Dental specifics
- Parents. For a child, the parent or guardian gives consent for their own number, and the practice records that the number belongs to a parent.
- Family numbers. Several patients may share one parent number, so confirm which messages go to which family member.
- Emergency routing. The consent text should say texts are not for emergencies, and the reminders can include the on call number.
- Records. Store the submission, the date, the wording version, and the number.
Build it in GoHighLevel
- Write the two statements with counsel and the privacy officer.
- Add them as two checkboxes, neither pre checked, on the new patient form, the booking page, and the chat widget.
- Publish a privacy policy and terms that match, and use the same wording in the A2P campaign registration.
- Complete A2P brand and campaign registration in your account, following the help portal steps.
- Tag patients who check box 1 as Text consent, and those who check box 2 as Marketing consent, with the date.
- Build an opt out workflow that adds Opted out for the stop words, removes the contact from all messaging workflows, and logs the time.
- Test STOP and HELP before launch, and send offers only to the Marketing consent tag.
Worked example
For example, a practice with 3,000 patients gets box 1 from 2,400 (80 percent) and box 2 from 600 (20 percent). Reminders go to 2,400 patients, and offers only to 600, which is the group the written consent covers.
Mistakes to avoid
- One combined checkbox. Marketing consent must be separate and clear.
- A pre checked box. Consent must be an affirmative act.
- Wording that differs from the registration. Carriers reject mismatches.
- Sending offers to the reminder list. Use the marketing tag.
How this was handled before
Offices collected a mobile number on the registration form and called with reminders. Texting added carrier registration and the federal rules on consent and opt outs, and marketing messages need a separate, written consent.
What to measure after launch
Track consent records, marketing consent rate, opt outs honored immediately, and registration rejections. Test STOP and HELP monthly.
Check before you switch it on
US text messages sent from a standard 10 digit number need A2P 10DLC registration. The HighLevel support portal says registration is required for texts to US recipients from 10 digit long code numbers and that toll free numbers do not require it. HighLevel's opt in guidelines also say a person cannot be forced to agree to text messages in order to submit a form, so keep the consent box optional. One compliance guide separates informational texts, which need documented consent, from marketing texts, which need prior express written consent. Ask your attorney which category your reminders fall into. Have counsel review the wording against federal rules, your state's rules, and your registration, and keep every consent record. This is general information, not legal advice.
Questions people ask
Does a dental practice need separate consent for promotions?
Yes. Marketing texts need prior express written consent, while appointment messages follow the healthcare exemption's conditions. Use two statements.
What must the consent text include?
Carrier registration guides list the practice's name, a program description, frequency, message and data rates, STOP and HELP, and links to the privacy policy and terms.
How long should opt out records be kept?
BCLP advises at least four years, the TCPA's limitations period.
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You can also see this in action in our GoHighLevel capabilities demo.