Text Messaging and WIC

Updated Oct. 8, 2026

On this page: Policy | Text message consent for communication | Consent for communication requirements | Suggested text communication usage | Guidance - secure document transmission

Related topic: Text Messaging Questions and Answers

Policy

Reference: MOM Section 9.6: Electronic Communication Security (PDF)

Text messaging is NOT considered a secure form of communication. Although a texting platform may indicate they are HIPAA compliant, it is the Local Agency’s responsibility to ensure the participant’s data is kept private and to follow Local Agency IT and Legal requirements.

If the Local Agency is using a texting platform, the Local Agency MUST:

• Receive and document the participant’s permission to receive text messages (see Section 1.7: Data Privacy (PDF)).

• Ensure text messages are easy to understand and do not contain abbreviations.
• Delete text messages and images immediately after viewing.

If the Local Agency is using a texting platform, the Local Agency MUST NOT:

• Send private information via text message.
• Text a participant using a staff members personal cell phone. (NOTE: Peer staff are an exception.)
• Save a participant’s name to personal or Local Agency issued phone contacts list. (NOTE: Peer staff are an exception – Peer staff may save a particpant’s first name or first name with last initial; this phone number MUST then be deleted when the participant is no longer assigned to the Peer counselor.)
• Use free versions of texting services.
• Use an iPhone, unless it is ensured that iMessages are turned off, as these are automatically saved to an iCloud account.
• Request that a participant send any of the following via text:
  • Personal Health Information.
  • Identifiable data such as social security or driver’s license numbers.
  • Photos or proofs for certifications with personal information.
• If a participant wants to submit personal information via text message the Local Agency MUST inform the participant that it is not considered a secure way to submit information and offer alternate ways to submit the information electronically (see Guidance - secure document submissions below).

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Text message consent for communication

As of Oct. 1, we are standardizing how agencies collect participant preferences for receiving text messages from the WIC Program, including a new State Use Question, Text Message Release Documentation, and a new form Exhibit 1C-1a: Consent for Communication (PDF). For more information, see the New Text Messaging Documentation (PDF) memo.

If a participant/representative consents to communicate with the WIC Program by text message, they must have either a signed Release of Information (ROI) (state-provided or agency's) with the required consent for communication language or a signed Exhibit 1-C-1a: Consent for Communication. Consent must also be documented in the State Use Question: Text Message Release Documentation for each household member and the appropriate form saved to each member's folder. (NOTE: any locally developed forms must be share with the agency's State Consultant for review.)

Local Agency staff may obtain an initial verbal temporary consent to communicate via text messaging and document this in the State Use Question field. A signed consent must then be obtained at the next participant contact, the State Use Question updated in all members' folders to "YES - signed consent obtained", and the signed consent saved to each member's folder.

For more information, see Text Messaging Questions and Answers

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Consent for communication requirements

A consent to communicate must include the following information:

• It cannot specify your local agency. It must use generic language when referring to the local agency WIC Program. You can use Minnesota WIC Program to cover both the local agency and State WIC office.
• It must specify that this includes texts from the State WIC Office.
• It must use the verbiage: text messaging services.
• It must include language that electronic communications may not be secure.
• It must give consent for participant and/or minor children during their time participating in the WIC Program.
• It must inform the participant/representative that they can ask to stop receiving text messages at any time.
• It must be scanned or uploaded into all household members’ folders in WINNIE.

See Exhibit 1C-1a: Consent for Communication (PDF).

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Suggested text communication usage

The following are suggested uses for text messaging:

• Scheduling appointments and appointment reminders that do not include names.
• Inviting participants to phone calls.
• Sending links to food or nutrition resources.

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Guidance - secure document submissions

The following are considered secure ways to submit documentation electronically:

• MN WIC Mobile App “Contact Us” feature.
• Minnesota WIC Participant Documents Submission Form.
• Minnesota WIC Online Application.
• Secure or Encrypted emails.

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