Jane University: Practitioner Training
💡Jane Tip: We recommend heading over to Jane’s Demo Clinic to practice as you learn! Contact us to request access. If you are a current Jane user, it’s best not to create fake or test chart notes in your own account. The Demo site is the best place to practice charting as once a chart note has been signed, it cannot be deleted.
Lesson 3: Charting Tips & Tricks
In this lesson, we’ll take a deep dive into Jane’s charting features and cover 10 of our favourite charting tips.
Tip #1: Duplicating Notes
If you duplicate a previous chart entry, the entire chart will repopulate. You can leave any information you’ve entered as is and delete, edit, or add as necessary. Think of it like a copy & paste. Take a quick look at this short video to see how it’s done:
Tip #2: Pinning and Starring Chart Notes
You might have a patient intake form, a few key notes, or some uploaded documents that you need quick access to.
Lovely Jane user, meet pinning and starring; pinning and starring, meet lovely Jane user.
Starring a chart entry highlights and places the entire entry at the top of the chart list.
Pinning lets you take a single item within a chart and display it as a card at the top of the chart. As a Jane user once said, they’re like the electronic version of sticky notes you would place on top of a file.
Learn the steps to pinning a chart item in the video below:
Tip #3: Searchable Tags
If you use the same word, term, or sequence in certain entry types, you can pull them up using the “search” bar in the the top of the chart.
Jane will search through all the chart entries and only display those with that term.
Tip #4: Medical Alert
Use the Medical Alert area liberally for important information at a glance. It’s not an official part of the chart record, so feel free to use it for social reminders too - “Remember to ask about their cat Scruffy.”
Tip #5: Chart with Modules
Modular charting is a great way of working efficiently. You can add chart pieces in as needed or you can delete off parts that you don’t need if you’re using a template. It can also be helpful to create templates in the same way. Start with a basic subsequent visit template and then add more specific templates as needed (say orthotics, for example). To remove parts you don’t need, hover over any extraneous pieces and use the “trash can” to delete it. Or, if you just need to add a quick item to your template (such as a final extra “note” field), use the “add to entry” button at the bottom.
Tip #6: Keyboard Shortcuts
Create Phrases for faster charting using keyboard shortcuts!
This handy new feature allows you to create a set of sentences or short phrases to auto-populate by using a hotkey in a chart entry.
You could create shortcuts for your most commonly used exercise prescriptions, billing codes, symptoms, assessments, areas of treatment, medications…the options are endless!
Once you’ve created the phrases and are charting in Jane, the auto-complete will work like this:
Tip #7: Scan and Upload
You might be looking to load in a scanned doctor referral, an in-clinic intake form, or the paper chart that you’re leaving behind. If you are looking to load any documents into Jane, a File/Image option is available from the chart menu.
You can upload a saved file from your device to a chart by selecting the “File/Image” option in the chart menu:
To learn even more about scanning and uploading into charts, you can read our guide here: How to Scan and Upload
Tip #8: Sharing Info with Patients
There is a section of your patient’s My Account page called Documents. This is where anything you share with them from your Jane account will appear. There are two ways you can share:
1) Share a Chart Entry
Before you sign a Chart Entry that you would like to share with your patient, scroll to the bottom of the entry and click the button that says Not Visible to Patient. The button will change to say Visible to Patient and, once you sign the note, it will appear in the patient’s Documents section.
For a more in-depth explanation of sharing charts with patients, you can check out our guide here: How to Share Chart Entries With Your Patients
2) The Files Section of the Patient Profile
From the Patient’s Profile, you can head into their Files tab and upload any documents you’d like to have handy. When you go to upload, there are two toggles you can turn on or off: Visible to Patient and Include in Patient’s Chart. When Visible to Patient is selected, it will appear in their Documents section.
💡Jane Tip: Plan for paper. There are some forms that you just can’t avoid. Paper intake forms for those that aren’t comfortable with computers, or specific insurance or consent forms. Many of our Jane users are laminating the form on hard card stock and then have people fill them in using erasable markers. You can then scan in the completed form and erase the form for the next use.
Tip #9: Print/Export Chart Notes
Sometimes you need to export a chart record for a medical legal request or referral to another practitioner.
You can find the export option at the top of the chart area under the “Filter/Export” button.
You can see that at the top of the chart there are now a number of filters available to you.
You can filter the entries by just a specific practitioner, discipline, or date range as per the request parameters. So if you’ve been asked for records for a patient from July 15 to October 31 for just one practitioner, you can filter down to the appropriate entries before you export.
Once you’ve filtered the charts to just the ones you’d like to export, click the “Print” or “PDF” buttons.
💡Jane Tip: Often you need to send Progress Reports, Doctor Letters or other Form style Letters to people outside of your practice. Learn all about creating letters in Jane here: Letters In Jane
Tip #10: Format Your Chart Entries
Whether it’s a progress report, a letter, or a patient record, we think it could all benefit from a little extra style and structure. Formatting allows you to emphasize key points, organize recommendations, and link resources to provide a little extra clarity.
Bold (B), Underline (U), Italicize (I), create Bulleted or Numbered lists, and Link (🔗) to important documents (like this one on how to Format Your Chart Entries!)
Did you know you can dictate right into Jane? iPhones and iPads can use Siri, or Jane will work with any dictation software that works with websites.
If you’d like to customize your quick-key function, head on over to your system preferences, then click on the keyboard icon.
From there, select the “Dictation” tab, and you’ll find a drop-down menu where you can choose the dictation keys you prefer (or, find out which ones are currently enabled on your device)!
On Macs, we typically find that tapping the “fn” key twice enables dictation. And if that doesn’t work, you can also try hitting the “ctrl” key twice– that’s a popular setting too. But it is best to take a quick peek into your system preferences to be sure. 😉
Once you know your quick keys, you can head on over to any note box in your charts, tap your dictation quick keys, and start dictating your charting notes. Pretty magical, right? ✨✨✨
To use the Windows 10 speech recognition, open a chart note box. Hold down the Windows key and press H to trigger the dictation toolbar. You can now dictate your text. When you’re done, press Win key + H to turn off the dictation toolbar.
3 Gold stars for you! Let’s see what’s up next, in Chapter 4.