SVN Visit Manager PRO

Text Message (SMS) Appointment Reminder Policy

This Text Message (SMS) Appointment Reminder Policy applies to all SVN Members and Users of the Visit Manager PRO Database who enable or use automated text message appointment reminders.

By using the Visit Manager PRO text messaging feature, Users agree to comply with this Policy and all applicable laws.

1. Limited Purpose of Text Messaging

The Visit Manager PRO Database only sends automated text messages for appointment reminders.

Text messages are limited to:

  • Scheduled appointment reminders
  • Confirmation-related reminders (date, time, general appointment notice)

Text messaging cannot be used for:

  • Two-way communication
  • Counseling, case management, or service discussions
  • Emergency notifications
  • Sharing sensitive or confidential information

SVN does not support free-form or personalized texting through the Database.

2. Permission and Consent

Users must obtain documented permission from clients before enabling text message appointment reminders.

  • Consent must be voluntary and obtained in advance.
  • Consent may be written or electronic and must be retained by the User.
  • Users are responsible for ensuring consent complies with all applicable laws, including federal and state texting regulations.

SVN does not collect, verify, or store client consent on behalf of Users.

3. Message Content and Privacy

  • Appointment reminder texts contain minimal information (e.g., date and time of an appointment).
  • Text messages do not include case details, court information, or confidential content.
  • Users acknowledge that text messaging is not a secure communication method.

Users are responsible for ensuring appointment reminders do not violate confidentiality or court-ordered communication restrictions.

4. Opt-Out and Client Control

Clients must be informed that they may opt out of appointment reminder texts at any time.

  • Upon opt-out, Users must immediately disable text reminders for that client.
  • Users are responsible for maintaining accurate phone numbers and honoring opt-out requests.

5. Timing and Frequency

  • Appointment reminder texts are sent at system-defined intervals related to scheduled appointments.
  • Messages are sent during reasonable hours based on system configuration.
  • Users may not increase message frequency beyond appointment-related reminders.

6. User Responsibility and Compliance

Users are solely responsible for:

  • Obtaining and documenting consent
  • Ensuring lawful use of appointment reminder texts
  • Compliance with all applicable laws and court requirements

SVN is not responsible for violations arising from improper consent or User misuse of the appointment reminder feature.

7. Violations and Enforcement

Failure to comply with this Policy may result in:

  • Suspension or termination of Visit Manager PRO access
  • Termination of SVN membership
  • Additional actions permitted under the User Agreement

8. Policy Updates

SVN may update this Policy at any time. Continued use of the Visit Manager PRO appointment reminder feature constitutes acceptance of the updated Policy