Acupuncture Practice Management Software by Jasmine Software

Sunday, August 23, 2015

A Rarely Known Trick To Get More Acupuncture Appointments With Your Facebook Page

We've all heard it before, business gurus always say to go where your customers are. And guess what, Facebook now has more than 1.5 billion users (72% of online adults) and is the place where everyone now hangs out now.

So, by now, I hope you've created a Facebook Page for your acupuncture practice. If not, I want you to stop reading and go do that now!

I'll wait...

Great, now, that you have your Facebook Page, there's a little known button sitting in plain sight which you can use to book more patients. Look at the top of the page, next to the "Like" button and you'll see a "Create Call to Action" button.

Go to your Facebook Page now and take a look!

Wake me up when you're back...

If you've never heard of a "Call to Action", in marketing, it's a request to get your customers to do something. And, in our case, what "something" is that? It's to book an acupuncture appointment!

Now, let's get started and create our Call to Action button!

Click Create Call to Action Button

As an administrator of your Facebook Page, you will see the "Create Call to Action" button, next to the "Like" button. Click on it.

Create Call to Action Button

A dialog box will popup and in the "Choose a Button" drop down, select "Book Now".

Then, in the Website textbox, enter your web address and click the "Create" button. 

And you're done!

How Jasmine Helps

With a Call to Action, you increase the likelihood of patient bookings by reducing the number of steps it takes. For example, if your patients click on the Book Now button and lands on your website and then has to click on another book now button or pick up the phone, you're likely to lose the customer. 

Jasmine helps by providing a dedicated booking site for your acupuncture practice. And, by using this page for the "Call to Action" button, your patients go directly into booking their acupuncture appointment. Easy peasy!

Click on this link to learn more about the Jasmine Booking Sites: 

Questions? Let me know in the comments below. I'd love to hear how this blog post helped you.

Minto Tsai

P.S. If this helped you, please Like, Share, email... all the social network love you can give!

Sunday, August 16, 2015

The Next Most Important Thing for Your Acupuncture Website

So after several hours of fiddling with images and wording, you finally have your acupuncture website up and running and looking beautiful. Congrats! Your website will be one of your most important marketing efforts.

The next most important thing you can do for your acupuncture website is to install Google Analytics.

Why is installing Google Analytics the next most important thing for an acupuncture website?

  • Track how your visitors find you
  • Determine if visitors like your message
  • Make better business decisions

The ability to understand data about your visitors will make you a better business. You can see the effectiveness of your SEO efforts, Online Ads including Google and Facebook Ads, as well as, Offline marketing activities. Without data, you're just flying blind!

Sold? Good. Let's get started with Google Analytics!

Signup for Google Analytics

The first thing you'll need to do is sign up for a Google Analytics account. And to do that, head over to

Fill In Your Website Info

The next step is to fill in your website information. Everything on this page is self explanatory. In the Data Sharing Settings, keep all the recommended options and click Get Tracking ID. 

Install Tracking Code

Finally, you get the tracking code. Don't worry, you don't need to know anything about the code. Simply, copy and paste the bit of javascript code in the box and put before the ending head tag of your website's HTML code. The ending head tag looks like </head>.

The important thing to keep in mind is that you want this script to be on EVERY page of your website. And the best way to do this, is to put it in the template file of your website, if your website uses one. Otherwise, you'll have to copy and paste it into every file of your website (blah).

And that's it! You now have Google Analytics setup on your website and you can start learning more about your visitors.

Questions? Let me know in the comments below. I'd love to hear how this blog post helped you.

Minto Tsai

Sunday, August 9, 2015

MailChimp for Acupuncturists

Email marketing is one of the best ways to continue and build a relationship with your patients outside of the clinic. The ability to reach your patients at a personal level and to show you care for their well being is very powerful.

Using an email marketing tool helps in many ways:

  • Send emails to multiple people at once
  • Create beautiful emails with templates
  • Track user engagement with emails

The benefits of email marketing is a larger topic deserving of its own blog post and I will save it for another day.

When I talk to acupuncturists, the email marketing tool that most are using is MailChimp. So, in this blog post, I want to give you actionable steps you can use today to start your email marketing journey with MailChimp.

MailChimp is a very affordable (free) email marketing tool that is both intuitive and simple to use.

Signup for MailChimp

So to get started, you'll want to sign up for a MailChimp account, which you can do here:

Create a List

A list is a group of patient email addresses. You can create different lists, for example, you might want to create a list for patients with chronic pain or a list for patients with allergies and then, you can send relevant emails to each group.

The steps to create a list are:
  1. Click on the "List" tab.
  2. Click the "Create List" button.
  3. Fill in the "List details". To keep it simple, let's create a list for general emails called "Authentic Acupuncture Newsletter".

Import Subscribers

Now we'll need to populate our list with subscribers. Subscribers are email addresses of patients that have given you permission to email them. A way to ask your patients for permission is to include a check box on the initial patient intake form.

To import subscribers, on your list:
  1. Click the "Add subscribers" drop down.
  2. Click "Import subscribers".
  3. Select an option for importing, if all your contact are in an Excel spreadsheet, click "Copy/Paste from Excel".

Create a Template

Now the fun part begins, designing the look and feel of the emails. The email template is an extension of your brand, so you might want to follow the color scheme of your logo.

Create your template by:
  1. Click the "Templates" tab.
  2. Click "Create Template".
  3. Click the "Themes" tab.
  4. Select a template that you like.
  5. Use the template designer to make changes.

Create Campaign

A campaign is just a fancy marketing term for the email message being sent to your patients. You'll create a campaign within MailChimp to send your email.

To create a campaign:
  1. Click the "Campaigns" tab.
  2. Click "Create Campaign".
  3. Select a "Regular Campaign".
  4. Select "Send to entire list".
  5. Enter the name of this campaign and the email subject, I like to make them the same.
  6. Design the email with text and images. Here, I like to keep it simple.
  7. Test the email, by clicking on "Preview and Test" -> "Send a Test Email".
  8. When you're satisfied with the email, click the "Send" button.

Congratulations! You've just sent your first

MailChimp email newsletter!

How Jasmine Helps

Jasmine helps in that it is a central location and repository for patient contact information. And since Jasmine is built on the Salesforce platform, a MailChimp for Salesforce plugin exists to sync your patient information from Jasmine into MailChimp.

For more information about MailChimp for Salesforce, visit:

As always, I love hearing from you. Please leave comments below or email me at

Minto Tsai

Sunday, August 2, 2015

Introducing: Booking Sites for Acupuncture Appointments

Booking Sites by Jasmine gives your acupuncture practice a dedicated web page for your patients to book an appointment.

You might ask, "Why Booking Sites when I already have a Book Now button?"

The answer is that Booking Sites:
  • Reduce friction of appointment bookings for patients
  • Allow more flexibility in driving patient engagement

Reducing Friction

Because your patients come from many different channels, for example, mailing lists, business cards, etc, and driving patients to your website with a Book Now button can be confusing for the patient to know what next steps to take.

Booking Sites allow you to reduce a step in the patient booking process by eliminating the Book Now button click. When patients land on your personalized and customized Booking Site, they can immediately book their appointment.

Flexibility for Patient Engagement

Booking Sites give you the flexibility to drive patients to an easy to use site with the click of a link. And as mentioned above, this link can be easily used in your mailing lists, business cards, etc. With this flexibility, you can be more creative in how you drive patients to your practice!

Anatomy of a Booking Site

The Booking Site comes with several cool features that differentiate it from other solutions.

These features include:
  • Customized logo and practice name
  • Appointment Process Indicator
  • Practice Contact Info, Location Info, and Business Hours

Customized Logo and Practice Name

The customized logo and practice name on a Booking Site lets you personalize the page and gives your patients the reassurance that they are booking with your practice.

Appointment Process Indicator

The appointment process indicator tells your patients where in the booking process they're currently at. Knowing the current step and the number of steps left to finish the booking process gives your patients a sense of ease and calm.

Contact Info, Location Info, and Business Hours

Contact Info, Location Info, and Business Hours give your patients context and more details about your practice.

The Contact Info has the practice phone number, website link, and email link. Patients can easily get a hold of you and your practice for questions and answers with the Contact Information. 

The Location Info has the practice address and a Google Maps location for the practice. Patients can easily know and find your practice by looking at the Location Info.

And finally, Business Hours show the practice's hours of operation so patients can determine the best time to book their appointment with the practice.

I'm excited to see Booking Sites schedule more appointments for your practice! And, if you're interested in learning more about Jasmine Practice Management, please contact me at

Minto Tsai

Sunday, July 26, 2015

How This Acupuncturist Moved To A Paperless Office

Cathlene Heideman was the owner of a successful practice, Acupuncture by Cathy, in Springfield, Virginia and a long time user of Jasmine Practice Management.

Cathy used Jasmine to take her practice paperless with SOAP Notes, which include tongue and pulse diagnosis and easy Meridian-based needle point entry. Also, she talks about her customer service experience with Jasmine.

Below are her experiences and how Jasmine Practice Management helped her in her practice.

“The Jasmine PM software is the perfect EHR for my acupuncture practice.  The SOAP note is laid out just for acupuncture.  The templates include what I need, including tongue and pulse parameters and drop-down check boxes for choosing points.  There are plenty of customizable sections so I can be as verbose or as concise as necessary.  Minto Tsai, the developer of the software, is there every step of the way. He is always available when needed and ready to adjust the software as demand requires.
I highly recommend Jasmine PM to any acupuncturist looking to move toward a paperless process.”
Cathlene Heideman, MSN, ANP-BC, LAC, Dipl. AC

In summary, Cathy was looking to go paperless in her practice and at the same time, easily take acupuncture specific notes like tongue and pulse diagnosis as well as needle points. And as a single practitioner, she needed great customer service!

We love hearing about our customer's success stories. If you're interested in learning more about Jasmine Practice Management, please contact me at

Minto Tsai

Sunday, July 19, 2015

Why Patient Experience Matters?

Have you ever had a poor customer experience? How about that time you went to a really nice and expensive restaurant and although the food was delicious, the waiter / waitress was below par with his / her service?

How did that make you feel? And did you want to return or refer your friends to the restaurant?

What got me thinking about this idea of Patient Experience was my own experience, yesterday, when I went in to treat a pinched neck muscle.

My acupuncturist is great and she does a great job. However, during the cupping treatment, after having removed the cups and before applying more, she needed to remove needles and checkout a patient in another room.

Not an uncommon scenario that some of you may have faced.

Do you see the problem? As a patient, I was left on the treating table with no cups or needles waiting for the acupuncturist to return. So, I got off the table and started checking my phone.

Keeping the Patient Engaged

The solution to this problem could simply have been to leave the cups on or place some needles and continue the treatment while checking out the other patient.

Initial Touch Points

Patient Experience starts from the initial touch point with your practice. Some touch points are:
  • Seeing the business card
  • Seeing the website
  • The first phone call
  • Meeting the practitioner
Once you've identified those initial touch points, then think through how you want those initial experience to be like.

"You'll never get a second chance to make a first impression."

While At The Practice...

Now that the patient is at your practice, some things to think about and to think through:
  • What is the layout of the practice? Is it clean and inviting?
  • How will the patient be greeted?
  • How will you talk to the patient, what words will you use and what will be your tone?
  • How will the patient get on the acupuncture table?
  • What will the checkout look like? 
I suggest scripting out the entire flow and then practicing it with a friend.

It's Not Over...

Remember, Patient Experience doesn't end once she/he leaves the office. Some things you can think about are:
  • Will you send them a Thank You email?
  • Will you follow up with how they're doing post treatment?
  • How will you keep in contact with your patient?
Spending some time thinking about post visit Patient Experience can be the difference between a returning patient and one that doesn't return.

Continuous Improvement

Just a quick blurb about Continuous Improvement, because it's a whole other topic, which I might write another blog post on. Continuous Improvement is the idea of constantly testing, soliciting feedback, and trying new things. Continuous Improvement is difficult because they require energy and many times, can be shots to our ego and force us to face some unpleasant truths.

However, Continuous Improvement is about making things better for both you and your patients. And, in the end, that's a win-win for everyone.

I would love to hear your thoughts and Patient Experiences you have at your practice. Please leave comments below or email me at

Minto Tsai

Monday, July 13, 2015

New EMR. Old Paper Notes.

A frequent question and anxiety that comes up when an acupuncturist starts with Jasmine Practice Management and EMR/EHR functionality is, "What do I do with my old paper notes?"

I can see why this might cause some anxiety, a practice, that's been in business for several years and has several patients, has a large collection of patient contact information, SOAP notes, intake forms, privacy statements, etc. The thought of having to convert all those paper documents over to electronic form is overwhelming, however, starting with a new EMR/EHR need not be.

Fresh Start

The recommended approach is to start fresh from a clean slate and as you see patients, enter them into the new system. This allows you to organically grow your electronic records without the burden of the old paper files weighing you down.

Using a new EMR/EHR should be an exciting and pleasant experience that gives you super human powers to work more productively and efficiently.

When the past says, "Hello"

As your returning patients see you again, you may need to refer to your old paper files. And as you pull those paper files from storage, it's a great time to scan those documents and and store them electronically.

You can attach any file type to a patient's contact record, in Jasmine, so you can scan old patient files as PDFs or images.

Over time, all your paper files will be converted to electronic form and securely stored. And those old paper notes can be tossed out!

As always, I love to hear from you. Feel free to drop me a line. You can reach me at

Minto Tsai