Tools to Grow Your Acupuncture Practice | Jasmine Software

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
Founder

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
Founder

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 https://admin.google.com
  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
Founder

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.

http://blog.jasminepm.com/2016/04/can-i-email-my-acupuncture-patients.html

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
Founder

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

Wednesday, August 2, 2017

Patient Reactivation Emails


One of the best things for your acupuncture business is to have repeat patients. Repeat patients is a good metric that you're providing a good product or service, otherwise they wouldn't be coming back!

A nice side effect of having repeat patients is they make your practice more stable and profitable by providing a steady income source.

This is why selling packages are so powerful, but we'll talk about packages another day.

Today, I want to talk about patient reactivation emails.

Why do patient's disappear?


Have you ever asked yourself, why a patient disappeared? Understanding why a patient stays or leaves is important to increasing patient retention and creating the best patient retention strategy.

Some common reasons a patient might have disappeared are:

  • Life got busy
  • Moved
  • Job change
  • Had a bad experience
  • Got well

So, your patient disappeared, now what?


When your patient disappears, you can wait and hope they come back or you can be proactive and bring them back.

There are many strategies for patient retention and reactivation. Some include email newsletters, postcards, and phone calls.

Patient reactivation emails are a great low cost way of bring patients back into the practice.

You have been asking patients for email addresses like I told you too, right?

Writing a patient reactivation email


When writing your patient reactivation email, you'll want to remember the AIDA (Attention, Interest, Desire, Action) formula from copywriting.

Write an Attention grabbing email subject line. Grab their Interest in the first couple sentences. Create a Desire to come into the practice. And, most importantly, give them an Action to contact the practice.

Some ideas for a patient reactivation email might be:

  • Remind them of the benefits of routine acupuncture treatments
  • Offer an incentive to return
  • Offer your expertise and help to bettering their health

How Jasmine Helps


Jasmine now has a feature to help you with your patient reactivation emails. Jasmine automatically sends your patients reactivation emails every 30, 60, and 360 days to your lapsed patients.

Now you don't have to remember to send your reactivation emails, just let Jasmine do it!


To learn more, email me at mintotsai@jasminepm.com to schedule a demo!

Minto Tsai
Founder

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

Sunday, May 21, 2017

AOMA Southwest Symposium 2017 Recap

Sarah, Denise, Lisa, Minto (Left to Right)

After a couple weeks, the dust from the weekend of what was the AOMA Southwest Symposium 2017 has finally settled.

So much happened that weekend, I'm still processing and reminiscing about it.

The one thing that stands out about the whole experience is how much I enjoy and love serving the wonderful people of this community.

Four years ago, when I attended my first AOMA Southwest Symposium, as an outsider, I was struck and left with the same feelings of community.

Being a vendor this year, reinforced those same feelings.

Thank You, AOMA!


Congratulations to the people at AOMA for running a smooth symposium. As an attendee looking on, the amount of preparation and coordination seems like it takes a herculean effort. And the AOMA crew made it look easy.

Special thanks to Cara Edmonds, the AOMA Symposium Coordinator, who guided me, answered countless questions, and made sure everything went smoothly.

Cara, Will, Minto (Left to Right)

The Branded Clinic App


At the Symposium, Jasmine Software launched The Branded Clinic App. As the name implies, this is a dedicated iPhone & Android mobile app branded for your acupuncture clinic. The app is for your patients to schedule appointments and contact your clinic.



Attn: Acupuncturists. Jasmine Software just launched a new branded mobile app for your clinic at this year's Symposium. Go check out their new app at www.jasminepm.com! #SWSATX
Posted by Southwest Symposium on Sunday, May 7, 2017



To New and Old Friends


Finally, thank you to all the new friends of Jasmine Software made during the Symposium. And, to all the old friends who dropped by to say "hi" and help out at the booth!

Special thanks to Sarah Marie for helping out Saturday at the booth with me. 

And to two amazing acupuncturists, Denise Zamarripa (Revive Health Acupuncture) and Lisa Lapwing (Whole Health Acupuncture) for wearing the Jasmine Software t-shirts and helping spread the word!

And, finally, finally, this being the final Southwest Symposium as part of the free standing AOMA, which going forward will be part of Bastyr University, I'm soo glad Jasmine Software was in attendance!

Minto Tsai
Founder

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

Monday, May 8, 2017

Introducing: The Branded Clinic App


On Saturday, May 6, 2017, at the AOMA 2017 Southwest Symposium, we announced The Branded Clinic App for acupuncture practices.

The Branded Clinic App, as the name implies, is a dedicated iPhone and Android app for your practice with your logo.

The Branded Clinic App helps your practice build and develop your own brand image.

Patients will be able to download and install the app on their mobile phones. They'll be able to schedule and view appointments, in addition to contact the office.

The Branded Clinic App will become your direct communication mechanism for your patients with your practice.

To learn more, check out The Branded Clinic App page:

https://jasminepm.com/branded-clinic-app


Minto Tsai
Founder

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