SMS Consent & Terms

Opt-In Documentation

Last updated: April 2, 2026

Overview

ProForma Concepts is a B2B SaaS platform providing AI-powered receptionist services to medical spas and aesthetic clinics. Our AI voice agents handle inbound phone calls, schedule appointments, and send transactional SMS messages including appointment confirmations, reschedule/cancellation notifications, and post-call follow-ups. No marketing or promotional messages are ever sent. All messages are transactional and appointment-related.

Opt-In Method: Verbal Consent During Phone Call

Consent is collected verbally during inbound phone calls handled by our AI voice agent. Before any SMS message is sent, the voice agent reads the following consent script to the caller:

"Before we confirm your appointment, I'd like to ask: would you like to receive a text message confirmation with your appointment details? This would include the date, time, and location of your appointment. Standard message and data rates may apply, and you can reply STOP at any time to opt out. Would you like to receive a text confirmation?"

The caller must verbally confirm "yes" before any SMS message is sent. If the caller declines or does not respond affirmatively, no text message is sent.

Opt-In Workflow: Step by Step

Caller dials the business phone number The call is answered by ProForma's AI voice agent, which greets the caller and assists with scheduling.

Appointment details are collected The voice agent gathers the caller's name, phone number, preferred service, date, and time.

Phone number confirmed The AI receptionist confirms: "Is the number you're calling from the best way to reach you?" The client verbally confirms their phone number.

Verbal consent script is read Before confirming the appointment, the agent reads the consent script above and asks the caller if they would like to receive a text confirmation.

Caller's response is recorded The caller's verbal response (yes or no) is captured in the call transcript, which is timestamped and stored as the official consent record.

SMS is sent only if consent is given If the caller consents, an appointment confirmation SMS is sent with date, time, provider, location, and opt-out instructions.

Ongoing communication Clients may text the same number to book, reschedule, cancel, or ask questions. All SMS interactions include opt-out instructions. Reply STOP at any time to opt out.

Consent Records

Every phone call handled by ProForma's voice agent generates a timestamped call transcript. This transcript includes:

The full conversation between the caller and the AI agent
The consent script as read to the caller
The caller's verbal response to the consent request
Date and time of the call
The caller's phone number

These transcripts serve as the official record of opt-in consent and are retained in accordance with our Privacy Policy.

Types of Messages

We send only transactional messages related to appointments:

Appointment confirmations — Sent immediately after booking with date, time, provider, and location.
Reschedule/cancellation notifications — Sent when an appointment is changed or cancelled.
Post-call follow-ups — Sent after a call if the client did not complete a booking, offering to help schedule.
Responses to inbound texts — Clients can text the number to book, ask questions, or manage appointments.

Example Confirmation Message

Your Botox appointment with Dr. Sarah Chen is scheduled for Friday, April 3 at 9:30 AM.

Location: 9400 Brighton Way, Suite 201, Beverly Hills, CA 90210

Need to reschedule or cancel? Reply to this text or call us at this number.

Reply STOP to opt out of messages.

Message Frequency

Message frequency varies based on appointment activity. Typical clients receive 1–3 messages per appointment (confirmation, reminders, follow-ups). No marketing or promotional messages are ever sent.

Type: Transactional only
Sender: ProForma toll-free number on behalf of the business

Opt-Out Process

Recipients can opt out at any time by replying with any of the following keywords:

STOP · CANCEL · UNSUBSCRIBE · QUIT · END

Recipients can also opt out by:

Requesting removal during a phone call
Contacting us at jonathan@proformaconcepts.com

Upon opting out, the recipient will receive a single confirmation: "You've been unsubscribed and will no longer receive messages from this number. Reply START to re-subscribe."

Opt Back In

Clients who previously opted out can re-subscribe by texting any of the following:

START · YES · SUBSCRIBE

Help

Recipients can reply HELP to any message for assistance. Response:

For help, reply HELP or call us at +18445171449. To stop messages, reply STOP.

Message and Data Rates

Standard message and data rates may apply. ProForma does not charge for SMS messages; carrier rates apply. Carriers are not liable for delayed or undelivered messages.

Privacy

We do not sell, share, or rent phone numbers or personal information to third parties. SMS data is used solely for appointment-related communications. For our full privacy policy, visit our Legal & Policies page.

Contact

ProForma Concepts
Email: jonathan@proformaconcepts.com
Phone: +1 (844) 517-1449
Website: proformaconcepts.com

For full legal policies, see our Legal & Policies page.