Improve dental appointment follow-ups with secure email

Patient-centered care helps patients understand, remember, and follow through on their treatment plans. The challenge, however, is that much of what is said during a consultation is quickly forgotten once the patient leaves the chair.

Research confirms this communication gap in a study on Implications for patient compliance in dentist-patient communication. The study found that patients remember significantly less of a dental consultation than dentists believe they do. As the authors explain, “Patients do not recall as much advice and agreed actions about future dental care as dentists believe they have discussed.” 

This difference in recall has major implications for adherence and oral health outcomes. More specifically, dental providers must reinforce care instructions, improve recall, and empower patients to take charge of their oral health between visits.

Patient empowerment and its impact on outcomes

Empowering patients can help equip them with the knowledge and skills to manage their own health effectively. Evidence across healthcare shows that informed, engaged patients experience better outcomes and higher satisfaction.

The same principle applies in dentistry since “forgetting health advice undermines adherence with such instructions and is a potential problem.” When patients leave without remembering the finer details, the best clinical work can lose its long-term effectiveness.

Their communication study found that dentists recalled approximately twice as many pieces of oral health advice and future actions as patients did. Therefore, most patients leave the clinic remembering the procedures performed but not the behaviors required afterward. So, “Patients remember some aspects of what is discussed, but apparently not those aspects that are likely to help their oral health.”

Improving recall, therefore, is a form of empowerment. When patients can revisit instructions after an appointment, either reading them at home, on their phone, or before bedtime, they’re more likely to follow through. Moreover, consistent follow-through translates to better outcomes, including faster healing, fewer complications, and more consistent preventive care.

Empowered dental patients tend to:

• Maintain better oral hygiene between visits.
• Adhere to treatment recommendations.
• Attend follow-up appointments.
• Communicate issues early, preventing escalation.

Go deeper: How empowering patients leads to better health outcomes

Why traditional communication often fails

The abovementioned study shows that despite good intentions, verbal instructions are often ineffective on their own. The researchers point out that across medical disciplines, “patients forget 40%–80% of information given.”

During a dental visit, patients could be anxious, in discomfort, or processing multiple pieces of technical information. These factors make retention more difficult for the patient. 

Dentists also tend to focus on the procedural or “technical” elements, like fillings, impressions, or cleanings, rather than the “psychosocial” context that influences patient behavior. In fact, the researchers specifically note that “dentists and patients reported seven and five times more technical than psychosocial details, respectively.”

Consequently, a patient may remember the crown that was placed but forget the associated care instructions, like avoiding hard foods or scheduling a bite-adjustment appointment. 

How HIPAA compliant email can improve dental communication

1. Secure communication

Dental providers must use HIPAA compliant emails to safeguard individuals’ protected health information (PHI) during transmission and at rest. Platforms, like Paubox, offer advanced encryption to prevent unauthorized PHI access and mitigate the risk of potential HIPAA violations. They also provide audit trails and access controls, so only authorized recipients can view sensitive content.

These features allow dental teams to send personalized follow-up messages containing care instructions, post-treatment reminders, and educational materials safely. For example, after a tooth extraction, a dentist might send an encrypted message with recovery tips, like rinsing gently with warm salt water twice daily.

Having a written reinforcement can help patients recall and comply with care instructions, overcoming the weakness in verbal communication.

2. Accessible information that reinforces learning

The clinical study states that “dentists reported having agreed twice as many future actions… than patients noted.” In other words, even when follow-ups were discussed, many patients didn’t remember them.

HIPAA compliant emails can address this issue when providers securely send appointment summaries, reminders, or educational materials directly to the patient’s inbox.

Additionally, patients can review advice at their own pace, revisit instructions days later, and share information with family members if needed. Ultimately, the written advice aligns with a patient-centered model of care, creating a learning opportunity for patients.

3. Digitized health information and behavioral change

Secure email also contributes to a more transparent and participatory approach to oral health. Having electronic access to their records, treatment notes, or educational content can help patients develop a deeper understanding of their care.

For example, if a patient is newly diagnosed with early-stage gum disease, the dentist can send a HIPAA compliant email summarizing the diagnosis, attaching a short video on brushing technique, and outlining a three-month follow-up schedule. The patient can review this material anytime, reflect on the “why” behind their care plan, and reply with possible questions.

As the authors state, “patients are unlikely to adhere to advice they cannot recall.” So, dental providers must incorporate recall aids into their email communications to improve treatment adherence.

What are the benefits of secure follow-ups?

Better adherence and clinical outcomes

Written reminders reduce errors and omissions in aftercare. A patient who receives a follow-up message about flossing technique or dietary precautions is more likely to comply, ultimately lowering risks of infection, treatment failure, or relapse.

Reduced no-shows and cancellations

Automated, secure reminders about upcoming visits can increase appointment attendance. Patients can confirm or reschedule directly from their devices without calling the office, keeping schedules full and predictable.

Enhanced satisfaction and trust

HIPAA compliant emails are proven to improve patient satisfaction rates. Moreover, “high patient satisfaction translates into a competitive advantage in keeping old and attracting new patients,” as evidenced by a comparison of European and US American approaches to measuring patient experience and patient satisfaction. Adding secure digital reinforcement strengthens this as it extends satisfaction after the appointment. 

Documented compliance

HIPAA compliant email platforms provide a written record of patient-provider communications, upholding federal law in the event of an audit or investigation. The documentation improves continuity of care and provides legal protection, proving that instructions were delivered securely.

How to implement HIPAA compliant follow-ups

• Use a HIPAA compliant email platform, like Paubox, that automatically encrypts all outbound messages and signs a business associate agreement (BAA).
• Develop procedure-specific templates for cleanings, fillings, extractions, or cosmetic treatments, keeping messages concise with aftercare instructions.
• Configure the electronic health record (EHR) or practice management system to trigger automated follow-ups after each appointment.
• Train staff on what qualifies as PHI and how to obtain and document patient consent for email communication.
• Measure engagement and refine communication strategies. Track open rates, response times, and adherence metrics to optimize your communication. Adjust message content and timing based on results.

Overcoming misconceptions

A common assumption is that digital communication may create unnecessary complexity for patients and providers. However, evidence shows that the opposite is true, where well-implemented communication channels can reduce barriers to care and support stronger patient–provider relationships.

According to a scoping review on the barriers to and facilitators for attending dental care appointments among adults in low- and middle-income countries, providers must “acknowledge the barriers and facilitators to dental appointment keeping to improve the effectiveness of the dental health system, ensure continuity of care, and encourage better patient-doctor relationships.” 

HIPAA compliant solutions directly address these barriers with Paubox’s integration capabilities within familiar interfaces like Gmail, automatically encrypting messages without requiring additional patient passwords or logins.

Another misconception is that digital messages will overwhelm patients. So, secure email must provide concise, relevant reinforcement. For example, sending a patient a short follow-up with aftercare instructions, or a gentle reminder to schedule a cleaning.

This aligns with the review’s recommendation that “Tailored interventions are required in the dental setting to effectively manage and reduce disparities in patient care.” Ultimately, using secure email allows providers to send personalized messages that support patients based on their individual needs. 

From compliance to patient connection

The first study on the implications for patient compliance in dentist-patient communication states that “Measures need to be taken in practice to ensure that patients remember consultation advice immediately post-consultation.” 

It also teaches us that providers must help patients enhance their memory, support adherence, and maintain satisfaction. HIPAA compliant emails uphold these principles, giving patients direct access to personalized and continuous care.

Furthermore, a systematized review of emails in patient-physician communication states, “email’s capabilities have a key role in improving healthcare quality as well as time-saving.”

Therefore, implementing HIPAA compliant email solutions can help dental providers improve their patient relationships, showing professionalism and respect for patient privacy. It also helps improve treatment and follow-up understanding, reducing unnecessary confusion.

When patients can easily access accurate, confidential information about their care, they will more likely perceive the dental practice as competent and caring, improving clinical cooperation.

FAQs

Are standard emails secure for discussing sensitive healthcare information?

No, standard emails do not provide the necessary encryption to protect sensitive healthcare information from potential breaches. Providers must use a HIPAA compliant email platform to safeguard patients' protected health information (PHI) during transmission and at rest.

How can providers obtain patient consent?

Providers can email patients a consent form using Paubox Forms. The patient then explicitly agrees to receive HIPAA compliant emails through the secure form submission process. Patients then submit their information, acknowledging that they understand how their information will be handled in compliance with HIPAA regulations.

Can AI be integrated into HIPAA compliant emails?

Yes, AI-powered features can be integrated with HIPAA compliant emailing platforms, like Paubox, to automate processes like patient consent management and send personalized emails while maintaining HIPAA compliance.