Compliance Documentation
SMS Consent Verification
Ashvin AI is a platform used by healthcare providers (DME suppliers, home health agencies, and other ancillary providers) to manage patient communications. This page documents how patient consent for SMS messaging is collected across our supported workflows.
How Consent Is Collected
Because Ashvin AI serves as an operating platform for healthcare providers, consent for SMS communications is collected at the point of patient intake — not on our marketing website. Consent is obtained through one or more of the following provider-side channels:
Patient Intake Forms
Paper or digital forms completed during onboarding
EHR / Patient Portal
Checkbox consent captured in provider software
Verbal Consent
Phone-based consent documented by provider staff
All consent records are stored in Ashvin AI and linked to the patient's profile. Providers are contractually required to obtain proper consent before enabling SMS communications through our platform.
Patient Intake Form
During patient onboarding, providers collect contact information and communication preferences via an intake form. The form includes explicit SMS consent language. Below is a representative example of this workflow.
New Patient Information
Please complete all required fields.
Communication Preferences
Example only — actual form fields and layout vary by provider. The SMS consent language shown above is representative of the standard disclosure used across Ashvin-powered intake workflows.
EHR / Patient Portal Consent
For providers using electronic health records (EHR) or patient portal systems, SMS consent can be captured digitally as part of the patient registration or communication-preferences workflow.
Communication Preferences
Manage how you receive notifications about your care.
Text Message (SMS) Notifications
Appointment reminders, order updates, and delivery notifications
By enabling SMS notifications, you consent to receive text messages from Ashvin AI on behalf of your healthcare provider regarding your care. Message frequency varies. Message & data rates may apply. Reply STOP to opt out or HELP for assistance.
Email Notifications
Order confirmations and status updates
Phone Call Notifications
Automated voice reminders for appointments
Example only — portal appearance and layout vary by provider and EHR system. The consent disclosure shown is representative of the standard language used.
Verbal Consent (Phone Intake)
When patients are onboarded via phone, provider staff follow a standardized verbal consent script. The consent is documented in the Ashvin AI platform with a timestamp and the name of the staff member who obtained it.
Introduction
"Before we finish, I'd like to go over your communication preferences."
Consent Request
"We use a service called Ashvin AI to send text message updates about your orders, including appointment reminders, delivery notifications, and supply coordination. Message frequency will vary based on your care needs, and standard message and data rates may apply. You can reply STOP at any time to opt out, or HELP for assistance. Would you like to opt in to receiving these text messages from Ashvin AI?"
If Patient Agrees
"Thank you. I've noted your consent to receive text messages from Ashvin AI on our behalf. You can change this preference at any time by contacting our office or replying STOP to any message."
If Patient Declines
"No problem at all. We'll continue to reach you by [phone/email] for any updates about your care."
Documentation Requirements
- •Staff member records consent status (opted in / declined) in the patient's Ashvin AI profile
- •Timestamp and staff member name are automatically logged
- •Consent records are retained and available for audit
Opt-Out & Ongoing Compliance
STOP / HELP Handling
All SMS campaigns support STOP and HELP keywords. When a patient replies STOP, they are immediately unsubscribed and receive a confirmation. HELP replies return contact information for the provider's office.
Consent Records
Every consent event — whether obtained via form, portal, or verbal confirmation — is timestamped and stored in the patient's record within Ashvin AI. Records are available for compliance audits.
Message Content
SMS messages are limited to care-related communications: appointment reminders, order status updates, delivery notifications, resupply coordination, and document requests. No marketing content is sent.
Provider Agreements
Providers using Ashvin AI agree via our service agreement to obtain proper patient consent before enabling SMS communications through the platform.
Questions About Our SMS Practices?
If you have questions about how Ashvin AI handles SMS consent or wish to exercise your opt-out rights, please contact us.
privacy@ashvin.ai