Acupuncture Practice Management Software by Jasmine Software

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

Tuesday, July 7, 2015

White House Conference on Aging on July 13th - #WHCOA

The White House Conference on Aging will be held on July 13th, 2015. This year, we, Americans, celebrate the 50th anniversary of Medicare, Medicaid, and the Older Americans Act, in addition, the 80th anniversary of Social Security. The White House Conference on Aging is a celebration of these key programs as well as looking forward to the issues and challenges that face older Americans for the next decade.

Being healthcare practitioners, the Acupuncture and TCM community can participate in the larger discussions on aging in America. You have a unique perspective on how aging affects your patients and how Acupuncture helps them.

Getting Involved

Reaching Out

As a healthcare practitioner, you can also share experiences directly with the White House at their email address.

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

Minto Tsai

Monday, June 29, 2015

Online Patient Intake Forms


One of the most time consuming aspects of treating a new patient is spending the patient filling out their intake forms. After the forms are filled out, they then need to be reviewed and subsequently filed away.

Now, as part of Jasmine Practice Management, patients can fill out your patient intake forms online and before their appointments. The best part, all the information flows directly into Jasmine Practice Management automatically and without you having to enter their data.

Here's a quick overview of the new feature:

Create customizable intake forms

The intake forms are easy to customize and add new fields you would like to collect in your practice. Out of the box, Jasmine Practice Management provides a simple intake form template which can be updated to look like your current forms.

Save time for both you and your patients

Now, your patients can have their intake forms filled out before their appointment while you review their information before the visit. And, you no longer need to scan or enter the information into Jasmine Practice Management.

Secure and HIPAA compliant

All the intake information is securely transferred from the patient and stored within Jasmine Practice Management.

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

Minto Tsai

Monday, June 22, 2015

Networking with Medical Providers to Grow Your Acupuncture Practice Part 2 by AAAOM

As part of the AAAOM practice management committee, they've putting together a series of videos to give the acupuncture community actionable advice on growing their practice. This is the second part of the discussion about how to approach and network with other medical providers. For the previous post and video, click here. We’ve highlighted some of the main points from the video in this blog post.

How do I follow up after my initial meeting with the doctor?

It's usually a good idea to send a brief email the next day, thanking the doctor and office staff members for taking the time to meet with you. (It's very important to take some time to meet the office staff members and learn their names. You'll likely contact these people frequently during your business relationship with the medical practice.)

Then, sometime within the next two to six weeks, call and request a longer meeting with the doctor, preferably over a lunch date. (Don't wait longer than three months for this follow up contact.)

At this point, you "schmooze" with one another and become better acquainted on a personal level. The doctor will probably ask you questions about your practice. Elaborate upon your areas of interest, and your skill set. Try and develop a stronger professional relationship by communicating with one another on an authentic personal level, but don't confuse the doctor by using TCM terminology.

This is the time to ask the physician how you as an acupuncturist can offer assistance to the medical practice? Express your willingness to make a contribution of your professional time, either by writing an article for the practice newsletter about acupuncture, or by participating in a workshop or office seminar conducted by the medical practice. If you like public speaking, you might offer to address a local medical organization or society to discuss acupuncture.

The next day, follow up with a personalized email thanking the doctor for meeting with you. Good practice suggests sending along some literature or brochures about your practice at this point.

How do I communicate professionally with doctors about referrals?

First, always avoid employing TCM terminology during your communications with physicians. They usually do not understand the vocabulary of Traditional Chinese Medicine and they will find references to "Qi" or "excess heat in the liver" confusing. Instead, try and keep your discussions framed in terms of biomedical science and basic Western anatomical/orthopedic examination terms.

When discussing a referral case, it makes sense to use a form for communications purposes. The AAAOM can supply convenient forms for your use.

Big thanks to The American Association of Acupuncture and Oriental Medicine's (AAAOM), Andy Rosenfarb, LAc. and Jamie Davis, LAc. for putting together another great video for acupuncturists looking to grow their practice.

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

Minto Tsai

Friday, May 22, 2015

AAAOM on Networking with Medical Providers to Grow a Practice

The American Association of Acupuncture and Oriental Medicine's (AAAOM) Joshua Saul, LAc. and Andy Rosenfarb, LAc. put together a helpful video for acupuncturists looking to grow their practice.

Joshua Saul is an acupuncturist in Atlanta, Georgia. Josh received his MAcOM from AOMA: Graduate School of Integrative Medicine. He's also the Student Organization President for AAAOM.

Andy Rosenfarb practices acupuncture in Westfield, New Jersey. He earned his MAOM from Pacific College of Oriental Medicine. Andy is on the board of directors of AAAOM and on their practice management committee.

As part of the AAAOM practice management committee, they are putting together a series of videos to give the acupuncture community actionable advice on growing their practice. Today's we're featuring a talk about how to approach and network with other medical providers. We’ve highlighted some of the main points from the video in the blog post.

How do I reach medical doctors for referrals?

Start by targeting specific healthcare professionals in your community. The "target" physicians are the one who are open to acupuncture and alternative medicine.

A few suggestions on how to reach medical doctors are:
  1. Help get your patients to talk to their doctors about you
  2. Identify & target the doctors in your area

    Steps to targeting doctors:
    1. Google "general medicine physicians" for your specific town to create a master list
    2. Call each of these providers on your master list
    3. Speak to the doctor directly, or their assistant
    4. Tell them: "I am looking for physicians in this area interested in crating referral relationships"
Tip: Be prepared for a lot of no's. That's ok! It only takes one yes to impact your practice!

How do I show up to the meeting in a way where they will want to refer to me? Also, as an acupuncturist, how do I help them?

Approach with the mentality that you are there to build a long term relationship and start with giving before receiving.

"It's not what can they do for us, but what can WE do for THEM.
First thing we want to do is GIVE."

Tip: Do NOT ask for referrals. Initial meeting should be about GATHERING information, not providing it.

What materials should I bring to the meeting?

The first meeting is for building a relationship, so you will not bring any materials. 

Tip: This meeting is not about GETTING referrals, it is about BUILDING a relationship.

If you enjoyed this video, you can email comments and questions to the AAAOM Practice Management Committee at

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

Minto Tsai