Secure Messaging

CardioMood's Secure Messaging provides HIPAA-compliant, encrypted communication between you and your clients - all within the platform where you're already managing health data. No more juggling WhatsApp, text messages, email, and various other channels. Every conversation is secure, searchable, and integrated with client health information, creating a seamless coaching communication experience.

Key Features and Benefits

HIPAA-Compliant Encryption All messages are encrypted end-to-end, meeting healthcare privacy standards for sensitive health information

Integrated with Client Profiles Message threads appear alongside client health data, notes, and history - complete context in one place

Rich Media Support Share images, videos, PDFs, and other files within conversations by attaching them directly to messages

Full Message Control Edit or delete sent messages if you need to correct information or remove outdated content

Read Receipts and Typing Indicators Know when clients have seen your messages and when they're composing responses

Smart Notifications Clients receive push or email notifications for new messages

Professional Boundaries Set availability hours, auto-responses for off-hours, and clear communication expectations

How It Works

1. Clients Message You In-App All communication happens in the CardioMood client app - no separate messaging app needed

2. You Respond from Dashboard Reply from your coach dashboard on desktop, or receive notifications to respond anywhere

3. Conversations Stay Organized Each client has their own message thread, automatically organized by date with full history

4. Context is Always Available While messaging, you can reference client data, or share specific health reports

Real-World Example

The Crisis Prevention

It's Tuesday evening at 8:47 PM. You're making dinner when you get a notification from CardioMood: message from Sarah.

You open it: "Hey, I know it's late but I'm really struggling. My stress has been through the roof all week and I can't sleep. I'm worried I'm going to burn out again like last year. Not sure what to do."

Because you're using CardioMood Secure Messaging instead of text or email, you can:

1. See her data immediately: Pull up her profile while reading the message. Her stress levels have indeed spiked - elevated for 4 consecutive days with poor sleep efficiency declining from her normal 81% to 64%.

2. Reference specifics: "I see what you're talking about Sarah. Your stress markers have been elevated since Friday and your deep sleep has dropped significantly. This is exactly what we want to catch early. Take a breath - we're going to handle this together."

3. Share a relevant resource: "I'm sending you the breathing exercise from our stress toolkit. Do that right now for 5 minutes." You send the resource with one click.

4. Schedule support: "Let's move our Friday call to tomorrow instead. I'm setting up a session for 2 PM - does that work?"

5. Set expectations: "In the meantime, no work email after 7 PM tonight, and I want you to do that breathing exercise twice before bed. Message me after you do it."

Sarah responds 20 minutes later: "Just finished the breathing exercise. Already feeling calmer. Thank you for being available and for understanding what's happening even before I fully explained it."

This intervention - which took you 10 minutes of messaging - likely prevented a serious burnout episode. And critically, this entire conversation is:

• HIPAA-compliant (discussing health information securely)
• Documented in Sarah's record (you can reference it in future sessions)
• Integrated with her physiological data (the context that made your response so precise)

If this had happened over text or email, you'd lack the data context, the conversation might violate privacy standards, and you'd have no organized record of the interaction.

What Makes CardioMood's Messaging Different

Standard messaging apps like WhatsApp or text aren't HIPAA-compliant and exist outside your coaching workflow. Email is clunky, easily ignored, and creates information silos. Video platforms like Zoom offer chat but only during sessions.

CardioMood Secure Messaging puts communication exactly where it belongs - integrated with client health data and coaching tools. While replying to a client, you can simultaneously view their latest metrics, check when you last spoke, review their goals, and see what content you've assigned. This context makes every interaction more informed and effective.

The platform also enforces professional boundaries that personal messaging apps don't. You can set availability hours, create auto-responses for off-hours messages ("Thanks for reaching out! I'll respond during my office hours tomorrow morning"), and maintain clear separation between your coaching practice and personal life.

For clients, everything lives in one app: their health data, habits, meal plans, educational content, and communication with you. They don't need to remember whether to text, email, or use some other platform - it's all in CardioMood.

Getting Started

Set your availability hours - Define when you'll respond to messages and when you're offline

Create message templates - Save responses to common questions for faster replies

Enable notifications - Install the coach mobile app so you can respond to urgent messages on the go

Establish communication guidelines - Tell clients your typical response time and when to use messaging vs. scheduling calls

Use quick replies for simple check-ins - Emoji reactions and one-tap responses for "Got it" or "Great job"

Frequently Asked Questions

Is this really HIPAA-compliant? Yes. CardioMood's messaging uses end-to-end encryption and meets all HIPAA requirements for secure communication of protected health information (PHI). The platform is fully compliant for health coaching practices.

Can clients message me at any time? They can send messages anytime, but you control when you respond. Set availability hours and auto-responses for off-hours to maintain boundaries. You're never obligated to respond immediately.

What if I want to keep some communication separate? You can still use email for administrative matters (scheduling, payments) while keeping all health-related conversations in CardioMood. Most coaches prefer consolidating everything in one platform for simplicity.

Can I share specific data points in messages? Yes. You can reference metrics, share charts, and attach files including data visualizations, PDFs, images, or any documents directly in the message thread. This makes conversations much more specific and actionable. You can also edit or delete messages if needed.

What happens to messages when a client's program ends? Message history is retained in the client's profile as part of their coaching record. You can archive inactive clients while preserving all conversation history for reference or potential re-engagement.

Can I message multiple clients at once? You can send broadcast messages to groups of clients (e.g., "Reminder: Group call tomorrow at 4 PM"), but most coaching happens in individual threads to maintain personalization.

Are voice messages supported? You can attach audio files to messages. The platform supports file attachments for various media types, making it easy to share resources, documents, or recorded explanations with clients.

Ready to streamline your coaching communication? Keep every conversation secure, organized, and integrated with the health data that gives your guidance precision and impact.