Streamline Your Acupuncture Practice | Jasmine Software: July 2015

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