New Patient Software Updates (from Jane to Practice Better)
This post is a copy of the email I sent to let everyone know that Fireweed Acupuncture is changing the software used for booking appointments/classes and visit summaries for patients. Hopefully, the new software will make the patient experience much easier, including a better patient portal. (More details on the new features below!) This is a bit long but has important information on the software switch!
The most important information about the software switch:
If you haven’t already, you will receive an email in the next week or so from the new software, PracticeBetter, inviting you to activate your account there. (A picture of the welcome email is at the end - keep scrolling if you need help!) Please activate your account! It will just ask you to enter a new password, and you’ll be all set. Even if you are not currently scheduling appointments and/or only attended a class, it is still very helpful to activate your account so it is ready if/when you want to schedule an appointment or take a class again. All current patients will need to activate their account by February 29.
All your contact information and signed forms have been imported for you, but please check to ensure there aren’t any errors in your contact information. You may also want to review your reminder frequency (the default is email and text 2 days and 2 hours before). Once you do this, I recommend turning off reminders in Jane, or you will receive double notifications until Jane is turned off.
Starting March 1st, all appointments will be made in PracticeBetter. If you are a current patient (which includes anyone who has had an Initial Appointment), you can make appointments for March in the new software as soon as you activate your account. For February appointments, continue to use the current software, Jane.
At the end of February, access to Jane will no longer be available, including information sent to you in the patient portal. Information in the Documents section of the Patient Portal in Jane will not be transferred to the new portal. I will still have a record of the information sent to you in Jane, but you will not be able to view it. So, if there is anything you would like to save or download, now is the time!
Your payment information will not transfer to PracticeBetter, so you will need to re-enter your payment info. You can also add this information at home in the new patient portal when logging in, or we can add it during an appointment.
Anyone with a current treatment package will (of course!) have their balance transferred to the new software. This is a manual process, so it may not show up right away. Reach out if you have any questions!
Troubleshooting account activation
This is what the initial email will look like to set up your account:
Just click “Activate My Account,” and it will take you to a page to enter a password. That’s all you need to do! (Bonus points for verifying your contact information.)
After you sign up, it will send you an email inviting you to download the app. This is optional but is pretty helpful! You can also find it in your device’s app store under “PracticeBetter.”
If you are having difficulty finding the email, I recommend searching your email by the email subject (“Join Kate Thomas on Practice Better”). If you still can’t find the email, I can resend the invitation - just let me know.
Here are a few things to look forward to with the new software:
There are a lot of new features, but here are a few highlights:
App: there is an easy-to-use phone app for the patient portal where you can view your treatment notes, appointment information, receipts, classes, etc. It's much more mobile-friendly than the previous software! (If you’re more of a computer person, all of the information is also available on the website.)
Messaging: A lot of patients love texting, but it is difficult to keep track of and is not HIPAA compliant. In the new platform, you will be able to message me from within the patient portal, and I can reply there too. This platform is HIPAA compliant, so the messaging is secure. You can use the app to send a message, so it's very easy!
Journals: there are various journal options available - food diaries, sleep diaries, and more - which are optional but can be helpful when we’re working together on specific symptoms. It's also a great way to keep track of symptoms between appointments, so you don’t have to try to remember everything!
Receipts and packages: the new software allows you to purchase and monitor your appointment packages through the patient portal, which can be really helpful! It also allows you to view and download receipts from past visits, which can be useful for people who would like to submit their visits for reimbursement for HSA/FSA.
Classes: this software allows me to provide a variety of classes, from live online classes to short, self-directed classes. I am excited about this option because I know we often don't have time to cover everything during an appointment! Some of these classes will also be available to the public, so it's also great for people who aren’t ready or able to make it into the clinic. Keep an eye out for these in the future!
I know that was a lot of information! I appreciate your help during this transition. I am so grateful for all the people who have visited Fireweed Acupuncture so far, and I hope this new software will make things easier for everyone! If you have any questions, don’t hesitate to email me (kate@fireweedacupuncture.com).