Is Your Healthcare Communication Strategy Compliant?

From Medicare disclaimers to internal communications, healthcare organizations operate under a microscope when it comes to communication. But even the most well-meaning teams can unknowingly fall out of compliance, and the consequences can be costly — both financially and reputationally.

So how do you know if your communications strategy is truly aligned with regulatory standards and best practices? Whether you’re a Chief Marketing Officer (CMO) at a hospital system or a Communications Director for a health insurance plan, the answer may lie in a communications compliance checklist.

Let’s walk through what that means and how a strategic communications audit could turn potential red flags into opportunities to strengthen your brand.

Why Compliance Isn’t Just for Legal Teams

When we think of compliance in healthcare, our minds usually go to HIPAA, billing codes, or CMS regulations. But, I’d argue that communications carry their own set of risks and opportunities.

Patient brochures, website language, social media posts, and even signage in your lobby should reflect accurate, up-to-date, and accessible information. The same goes for your internal communication tools: if clinical staff are referencing outdated materials or marketing is promoting an old service line, you could be sending mixed messages that impact care, experience, and trust.

In one recent audit, I helped an organization identify conflicting information about its hours of operation. One version appeared on the website, another in email confirmations, and a third in internal talking points. Small? Maybe. But for patients and staff it created confusion and frustration.

What Should Be on Your Healthcare Communications Compliance Checklist?

Whether you’re preparing for open enrollment, launching a new service line, or updating your brand assets, a comprehensive checklist can help. Here’s a high-level look at some of the core areas I recommend evaluating:

Website

Are your services, provider bios, and office hours current?
Is your website and social channels accessible for users with disabilities?
Do links to patient forms or portals work properly?
Is emergency or after-hours information clearly stated?

Print Materials

Are brochures, signage, and patient packets accurate and up-to-date?
Do materials use plain language and reflect cultural and linguistic appropriateness?
Are patient rights and privacy notices consistent across formats?

Internal Communications

Are staff using the most current talking points or FAQs?
Do departments (like scheduling, billing, and clinical care) have a unified source of truth?
Are updates about services, policies, or procedures clearly shared across teams?

Social Media & Digital Content

Are posts medically accurate and reviewed before publishing?
Is protected health information (PHI) properly safeguarded in patient stories or images?
Do you use accessibility features consistently?
Are call-to-action links current and easy to follow?

One Area You Might Be Overlooking: Internal Misalignment

It’s not common for healthcare organizations to prioritize external messaging while neglecting internal consistency. But when your internal teams are working from outdates materials or unclear directives, it doesn’t just impact staff morale anymore. It has a direct impact on patient care and public trust.

A communications audit should look at how information flows through your entire organization, not just what’s posted on your website or printed in your brochures.

Not Sure Where to Start? Let’s Talk.

A quick scan can reveal more than you think. I offer a complimentary 30-minute discovery call to help organizations uncover their top communications challenge and discuss next steps for improvement. Whether your team needs help aligning messaging across departments, updating your patient-facing materials, or creating a compliant communications strategy that grows with you— I’m here to help