Overview

Scribe360 is a product of Clear Vision 360. The platform enables participating healthcare practices to send telehealth visit links, appointment reminders, and related care communications to patients by SMS. Practices are responsible for collecting TCPA-compliant consent from each patient (or guardian for minors) through their own intake processes, per the Scribe360 Customer Terms.

Scribe360 acts as a software platform — analogous to how Twilio or AWS End User Messaging operate — and does not solicit consent directly from patients. The clinic-patient relationship is where consent is given and recorded.

How Consent Works — At a Glance

1. Patient signs an intake consent form — paper or digital, on the practice's own intake form or the optional printable template we provide. Affirmative action only — no pre-checked boxes.
2. Practice retains the signed consent record for at least four (4) years (TCPA records retention).
3. Practice staff attests in Scribe360 by checking the SMS consent box on the patient record. The platform stamps timestamp + attesting user + IP into an immutable audit log.
4. Scribe360 sends SMS only to patients with a current attestation on file. Without it, the platform refuses to send.
5. Patient can reply STOP at any time. Opt-out is permanent and immediate; the platform clears the attestation. HELP returns sender info and contact options.

1. Recommended Patient Consent Language — signed by the patient or guardian

Practices using Scribe360's SMS features should include the following language in their patient intake forms (paper or digital):

"I authorize {Practice Name} to send me text messages relating to my care, including telehealth visit links, appointment reminders, and related communications. Standard message and data rates may apply. Message frequency varies based on my appointments. I understand SMS messages are not encrypted and are not protected by HIPAA in transit, and I accept this risk for the convenience of receiving care communications by text. I understand I can opt out at any time by replying STOP, or reply HELP for help. For minors, the parent or guardian providing this consent confirms their authority to do so."

Substitute the practice's legal name in {Practice Name}. Consent must be an affirmative action by the patient or guardian — not a pre-checked box — and the practice must retain the consent record for at least four (4) years.

Or use ours: we provide a ready-to-print consent form that auto-fills the practice name when staff are signed in. View / print the consent form.

2. Patient Intake Consent Block — visual sample

This is the consent block the patient (or guardian for minors) reads and signs, on the practice's own intake form (paper or digital):

Inside Scribe360, practice staff confirm consent has been collected by checking an attestation box in the patient record before any SMS is sent. The attestation timestamp, attesting user, and IP are recorded for audit purposes.

3. Scribe360 Staff Attestation — signed by practice staff before enabling SMS

This is a separate step performed by practice staff inside Scribe360, after the patient has signed the intake consent above. Staff confirm that consent has been collected before any SMS can be sent to that patient. The platform refuses to send SMS to any patient whose attestation is not on file. The torn edges indicate this is a partial — the actual patient form contains additional demographic fields above and below this section.

4. Sample Messages

The three message templates patients may receive:

1. Initial Enrollment / Opt-In Confirmation

Sent once, when a patient is first enrolled in SMS communications:

{Practice Name}: You're enrolled to receive telehealth visit links by SMS.
Msg & data rates may apply. Reply HELP for help, STOP to opt out.

2. Telehealth Visit Invitation

Sent when a physician marks an encounter as a telehealth visit:

{Practice Name}: Dr. Smith is ready for your visit.
Join: scribe360.app/r/k3p9aq
Reply STOP to opt out.

3. STOP Confirmation (Auto-Reply)

Sent automatically when a patient replies STOP, in compliance with TCPA opt-out confirmation requirements:

You have been unsubscribed from {Practice Name} SMS and will no longer receive messages. Reply START to resubscribe.

5. Opt-Out and Help

• Reply STOP to any message to immediately and permanently opt out. The patient will receive a single confirmation reply and no further messages until they re-subscribe.
• Reply HELP to receive a brief reminder of who is sending messages and how to opt out, with a contact email for further help.
• Patients can also email support@cv360.solutions to request unsubscribe at any time.

Data Handling & Retention

No mobile information is shared with third parties or affiliates for marketing or promotional purposes. Phone numbers and SMS opt-in data are used solely to deliver clinical messages from the patient's healthcare provider — they are not sold, rented, or shared.

Two retention periods apply:

• The practice retains the signed patient consent form for at least four (4) years, per TCPA records-retention guidance.
• Scribe360 retains SMS delivery metadata (phone hash, timestamp, message template, delivery status — never message content) for twelve (12) months, used solely for delivery troubleshooting and TCPA compliance auditing. Phone numbers themselves are stored in the patient record and retained as long as the practice retains that record.

See the Privacy Policy for full details.

References

• Privacy Policy — SMS Communications
• Terms of Service — Patient Consent Obligations
• Terms of Service — Indemnification
• SMS Program Information for service providers — submission-package URL for AWS / 10DLC verification
• Telephone Consumer Protection Act of 1991 (47 U.S.C. § 227)

Contact

Questions about Scribe360's SMS practices can be sent to support@cv360.solutions.