Tools to Grow Your Acupuncture Practice | Jasmine Software

Sunday, March 11, 2018

QuickBooks Online Integration Private Invite

Do you use QuickBooks Online?

As far as small business accounting systems go, QuickBooks is the tried and true software of choice.

Many acupuncturists use QuickBooks for accounting at their clinics and, if you work with an accountant, many will recommend QuickBooks.

While Jasmine has some overlapping functionality with QuickBooks, like creating invoices and tracking inventory, it was never meant to be a QuickBooks replacement.

For these reasons, Jasmine will be integrating with QuickBooks Online.

At the moment, I'm still working out what the integration will look like. The first feature will be to import your inventory from QuickBooks Online into Jasmine.

What other features would you like to see? This is where I could use your help. 

If you're interested in seeing QuickBooks Online integration, click on the link below and signup for the private invite.

Minto Tsai

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

Sunday, February 18, 2018

Introducing: Secure Patient Messaging

Today, we're announcing Secure Patient Messaging for the Branded Clinic App.

Your patients can view, compose, and reply to messages securely from within your Branded Clinic App, while, you, the practitioner, can do so within Jasmine.

In addition to Secure Patient Messaging, the Branded Clinic App includes Patient Booking, View Appointments, and Clinic Info.

How do you securely message your patients? Post a comment below!

Minto Tsai

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

Sunday, December 31, 2017

Download the 2018 Marketing Calendar for Acupuncturists!

Have you started thinking about your 2018 marketing plans?

The New Year brings new opportunities to grow your practice! And, marketing is the way you create those opportunities.

This year, you might think about trying a new marketing channel you've never tried before.

To get your creative juices flowing, here are some marketing channel ideas acupuncturists are talking about:
  • Email marketing
  • Print ads
  • Facebook ads
  • Meetups
  • Blogging
  • Podcasting
  • YouTube videos
  • Instagram

In addition to choosing a marketing channel, marketing around special events and dates in the year gives you the benefit of riding on the coattails of the marketing buzz already around those events.

This is where the marketing calendar comes in. To help you organize your marketing plan around these yearly events for maximum impact!

I hope this helps your 2018 marketing plans!

Happy New Year!

Minto Tsai

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

Sunday, November 5, 2017

Are you hiring an associate acupuncturist?

Have you thought about bringing on another acupuncturist into your practice?

Lately, several Jasmine clients have been expanding their practice by bringing on associate acupuncturists, massage therapists, and receptionists.

These stories brighten up my day because it means that the acupuncture ecosystem is thriving and growing.

And, I'd like to think that Jasmine has had some hand in helping the ecosystem.

Bringing on an associate acupuncturist also poses a huge issue, the need to keep certain aspects about the practice private, like the your patient list.

Your Patient List is Money

Many practice owners tell me that one of their biggest fears when bringing on an associate acupuncturist or massage therapist, is that the employee will take their patient/client list when they leave the practice.

As a practice owner, this is a legitimate fear, I hear stories about this all the time.

The patient list is literally money!

It's another matter if the acupuncturist is just renting a room from you, operating as a separate entity, and finding their own clients. In this case, there's very little cross over and a very clear line of separation.

Not much to worry about.

But as your employee, the clients and patients that you've acquired by spending your own time and money to market and build your brand is the result of your hard work and that patient list belongs to you.

So how do you keep it safe?

Protecting Your Patient List

As, the practice owner, one way to protect yourself is separation of duties.

Separation of duties means that the associate acupuncturist is given a narrowly scoped set of jobs or tasks within the practice and never has access to your patient list.

In the old paper and pencil world, separation of duties was easier because things were physical and you knew when someone took your contact book or patient notes.

However, in the digital world, where your contact list is electronic, your patient list is as easy as the click of a download button.

So putting safe guards in place to protect your data and your patient's data is important in today's digital world.

How Jasmine Helps

Jasmine helps you in several ways. Here are some of the ways and described in more detail below:
  • Field level security
  • Object permissions
  • Disable data export

In Jasmine, a user can be associated with a profile, which allows you to control all the access for that user within the system.

One of the finest level's of access is Field Level Security, which allows you to control the field that the user has access to. For example, if you want to disable access to a patient's email address or phone number, you can.

The next level would be Object Permissions, which allows you to disable access to a complete type of data. An example would be to completely disable access to your invoices or patient list.

In this case, the user would be unable to create, update, delete, and view a specified object.

And finally, the Data Export functionality can be disabled for a particular user, so that she's unable to easily extract information from your Jasmine database.

Are you planning on bringing on a new associate acupuncturist or employee to your practice? Love to hear about it in the comments below!

Minto Tsai

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

Sunday, October 29, 2017

Easily Create a PDF Document

Have you ever found yourself needing to quickly create a PDF file for your acupuncture practice?

Several times a year, I find myself having to create a PDF file for various reasons, like a quick invoice, contract, etc... any document that looks good and can be easily shared.

PDF documents are good for when you need to share information and don't want the document to be editable by someone else.

In this post, we'll go over the benefits of PDF files, why you would use them, and how to easily create them!

Benefits of PDF Documents

  • Formatting is preserved
  • Readable on almost every device. Free tools available.
  • Not easily editable
  • It's Free

What can you do with PDF files

  • Marketing collateral
  • Contracts
  • Invoices
  • Patient intake forms
  • Signed forms (ie. Informed Consents & Privacy Policies)

Create a PDF with Google Docs

  • Create a New Google Doc
  • Write out your document
  • Download as PDF Document

That's it!

Creating PDF documents are easy and fun!

Another added benefit is that a PDF file feels "official", especially if it's nicely formatted and looks great.

Do you create PDF documents in your practice? Post a comment below!

Minto Tsai

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

Sunday, October 22, 2017

Being HIPAA Compliant with Gmail

As a continuation of exploring Gmail and HIPAA Compliance, this blog post will focus on using Gmail in a HIPAA Compliant way.

To read the previous blog post on this, click here for "Is Gmail HIPAA Compliant?"

To reiterate the core ideas from previous posts, first, email is inherently insecure, so do not sent PHI (Patient Health Information) through email.

Two, Gmail can be used in a HIPAA Compliant way, as mentioned in "Is Gmail HIPAA Compliant?"

Now, we're going to talk in detail about how to be HIPAA Compliant with Gmail.

Google Services covered by BAA

At the time of this post, only a subset of the Google Core Services are covered by the G Suite BAA.

This means, that only the apps in this first box are permitted to be used with PHI.

The following Core Services are not supported for PHI.

Signing the BAA

After signing up for Google's G Suite, you'll want to sign their BAA. The following steps show you how.
  1. Sign in to the Google Admin Console. Go to
  2. Click on Company Profile

  3. Click on Profile

  4. Scroll down to Security and Privacy Additional Terms

  5. Next, click Review and Accept

  6. Answer all three questions and click "Ok"

  7. Review the HIPAA Business Associate Agreement and click "I Accept"

How to send PHI through Gmail

As we've said before, email is inherently insecure. So, you don't want to directly include or attach PHI to your emails, even with Gmail.

The way to send PHI through email is to use Google Drive.

At a high level, you'll upload the PHI to Google Drive and follow the steps below to share with your patient.

  1. Right click on the file or folder to share to bring up the file menu

  2. Click on the Share menu item

  3. Click the Advanced link

  4. Ensure the sharing settings are set to "Specific people can access"

  5. Invite people by entering their email address and setting the correct permission for the file

Ask for Permission

As we mentioned in the post, "Is Gmail HIPAA Compliant?", you'll want to ask your patient's for permission to send HIPAA sensitive information through email.

Don't forget to get it in writing!

Further Reading

HIPAA Compliance with G Suite
G Suite HIPAA Implementation Guide
Opt in to the HIPAA Business Associate Amendment

Do you use Gmail in your practice? Post a comment below!

Minto Tsai

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

Sunday, October 15, 2017

Is Gmail HIPAA Compliant?

Do you use Gmail? Gmail is one of the best email services available. Almost everyone has a Gmail account.

I know many acupuncturists who use Gmail, so it seems like something worth digging into. Is Gmail HIPAA Compliant?

First some house keeping...

As, we all know, HIPAA is the Health Insurance Portability and Accountability Act passed by Congress to regulate different aspects of healthcare.

As, part of HIPAA, the privacy rule regulates the handling of PHI (Patient Health Information) by "covered entities" (ie. you, the acupuncturist).

And, Gmail is a popular email service provided by Google.

Is email secure?

I say this all the time, and I'll say this again. EMAIL IS NOT INHERENTLY SECURE!

You do not want to be sending HIPAA sensitive information or PHI through email.

In the following blog post, I explained why email is insecure. Click on the link to learn why.

What makes email HIPAA Compliant?

We know email is inherently INSECURE. But can email be HIPAA Compliant?

There are a few things that need to be satisfied for email to be compliant.
  1. You must inform patients that email is insecure and get consent that it is ok to send PHI through email.

    Below is guidance from the HIPAA Omnibus Final Rule:

    We clarify that covered entities are permitted to send individuals unencrypted emails if they have advised the individual of the risk, and the individual still prefers the unencrypted email… If individuals are notified of the risks and still prefer unencrypted email, the individual has the right to receive protected health information in that way, and covered entities are not responsible for unauthorized access of protected health information while in transmission to the individual based on the individual’s request. Further, covered entities are not responsible for safeguarding information once delivered to the individual.
  2. The email service must have proper safeguards in place for handling HIPAA sensitive information.

    See HIPAA sections (45 CFR § 164.312(a)(2)(iv) and (e)(2)(ii)).

  3. You must sign a BAA (Business Associate Agreement) with the email provider.

Is Gmail HIPAA Compliant?

As you might know, Google offers 2 versions of Gmail. One is free. The other is a paid version as part of G-Suite.

ONLY the G-Suite version of Gmail is HIPAA Compliant.

And the reason is that only the G-Suite version of Gmail allows you to sign a BAA.

Do you use Gmail in your practice? Post a comment below!

Minto Tsai

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