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Jane

Jane's Guide Here's all the help you need to use Jane.

Jane's Online Booking Basics

Training Video Playlists
Jane's Online Booking Basics

1 min read

Welcome

Welcome to the Jane Guide
Code of Conduct
Feature Requests
Mental Health: Getting Started
Mental Health: Setting Up Your Sessions
Jane's Brand Assets

New!

What's New in Jane?
In Case You Missed It: Jane's Newest Features

Demo Videos

Daily Workflow: Book, Arrive & Pay
Practitioner's Home Base: Day Sheets & Charts
Jane in Action
Practitioner Training: Initial Signing In and Overview
Insurance: Billing a Visit to a 3rd Party
Scheduling: Managing the Schedule with Many Practitioners
Settings & Preferences
Disciplines, Treatments, & Billing Settings
Setting up Staff & Scheduling Shifts
Charting: Signing, Duplicating & Symbols
Scheduling: Complete Schedule Overview
Billing: Accepting Payments
Launching an Insurer Portal

Quick Start

Step 1: Clinic Information
Step 2: Disciplines
Step 3: Treatments
Step 4: Staff
Step 5: Schedule
Additional Set Up Recommendations
Practitioner Step 1: Practitioner Training
Practitioner Step 2: Treatments
Practitioner Step 3: Shifts
Practitioner Step 4: Online Booking
Practitioner Step 5: Charting

Account Basics

How To Check Who's Listed As Account Owner
Checklist for Starting with Jane
Browser & Operating System Requirements
Device & Network Recommendations
Using Jane on a Tablet
Using Jane on a Smartphone
Keyboard Shortcuts
Auto-Logout Duration
Change Your Clinic Email Address
Log In Help: Username and Password
Enabling Patient Self Check-in
Adding a Location
Booking a Break on a Mobile Device (Phone or other Small Screen)
Moving Your Practice to a New Location
Multiple Locations or Multiple Accounts: How to Set Up Jane for Independent Locations or Practitioners
Accessibility in Jane
I Can't Access my Jane Account: A Troubleshooting Guide
How to Archive a Treatment/Session

Importing to Jane

How to Import Data to Jane (Overview)
Basics of Importing to Jane
Diving Deeper Into Importing to Jane
Where Can You Import From? Our Software Import Guides
Reviewing Import Data
After Your Import is Complete
After Your Import: What to Expect!
Post Import FAQs
Teleplan Transition
Transitioning Your Patient Credits/Receivables to Jane
Jane to Jane Chart Transfer (Data Transfers) - FAQs
Time Zones, Big Data and Your Import
Jane to Jane Chart Transfer (Data Transfers)

Front-Desk Training

Chapter 1: Schedule
Chapter 2: Appointments
Chapter 3: Payments
Chapter 4: Charting
Chapter 5: Patient Experience
Chapter 6: Insurance
🇨🇦 Canadian Insurance Mini-Course
Chapter 7: Happy Dance

Practitioner Training

Lesson 1: Schedule
Lesson 2: Charting Basics
Lesson 3: Charting Tips & Tricks
Lesson 4: Charting Privacy & Changes
Lesson 5: Patient Experience
Lesson 6: Online Booking
Lesson 7: Insurance
Lesson 8: Happy Dance
The Practitioner Dashboard for Clinic Owners

Training Video Playlists

Jane Team Webinars
Getting Started with Jane
Jane's Scheduling Basics
Jane's Charting Basics
Jane's Payment Basics
Jane's Online Booking Basics
Jane's Insurance Billing
Jane's Insurance Billing USA
Jane's Integrations
Why The Name "Jane"?

Community Resources

Biller Listing
Virtual Assistant & Virtual Receptionist Listing

Privacy

Is Jane PIPEDA compliant?
Is Jane GDPR compliant?
Is Jane HIPAA compliant?
FIPPA/FOIPPA for the BC Public Sector
Jane for BCACC Members
Privacy Compliance for Clinics in British Columbia
Privacy: Compliance for Clinics in Alberta
Privacy Compliance for Clinics in Ontario
PIPEDA and Other Privacy Laws in Canada
GDPR Consent Language
GDPR Consent Rules
GDPR and Jane in the EU and the UK
GDPR and Reminder Emails
HIPAA and Appointment Emails
HIPAA and Marketing Emails
California Consumer Privacy Act (CCPA)
Is Jane PCI-Compliant?
Protecting Patient Data
Third Party Messaging Service FAQ
Telehealth and Privacy Laws
Creating & Storing Compliant Clinical Notes
Working on a Shared Computer/Device
Mailchimp Integration: A Troubleshooting Guide
The U.S. Cures Act and Jane: Giving Your Patients Access to Their EHR
Security and Privacy Best Practices
What is a SOC 2 report?
Who should be the Jane Account Owner?
Receiving Support Securely

Security

Cloud Security White Paper
Security FAQ
List of Security Features
Activity Log
Auto-Logout Duration
Email Encryption FAQ for Canada
Password Best Practices
Security and Privacy Best Practices
All About the New Device Sign-in Email
Phishing Safety
What is a SOC 2 report?
Who should be the Jane Account Owner?
Receiving Support Securely

Online Booking

Online Booking: Choosing What Is Offered Online (Locations, Staff, Shifts, Treatments etc) and Individual Staff Preferences
Setting up Online Booking like a Boss
Adding "Book Online" Buttons to Your Website
Booking an Appointment Online (For Patients)
Cancellation Policy
Enabling Patient Self Check-in
Family Profiles - Managing Family Members (For Patients)
Family Profiles - Managing Family Members from the Patient Profile
Family Profiles - Online Booking & Intake Forms
Family Profiles - Payments with Shared Credit Cards
Google Analytics
Link Online Booking to Instagram
Not Accepting New Patients - Return Clients Only
Online Booking: Checking What is Offered Using the Magnifying Glass
Only Allow Approved Online Booking
Online Booking Permissions
Online Rolling Availability
Re-Ordering Treatments (Admin Schedule and Online Booking)
Self Check In (For Patients)
Save Space on Your Screen by Minimizing Weekends
Tags - Limiting Treatment Availability
Online Booking Pre-Payments
Notice / Message on Online Booking Pages (for Announcements or Instructions)
Directing New Clients to Book an Initial Visit Only
Contact to Book
How to display Mobile or Telehealth Services in Online Booking
'Tis the Season to change your Online Booking Background!
Branding Your Online Booking Page
Putting Tags to Work
Working with Patients across Time Zones

Schedule

Adding a Location
Edit Individual Shifts
Setting Up Shifts
Booking an Appointment (Staff)
Breaks, Personal Time and Holidays
Class or Group Booking
Couples or Related Groups - Booking, Billing, Charting and Notifications
Deleting a Class
Keyboard Shortcuts
Late Cancellations and More Detailed Cancellation Reasons
No Show Fees
Online Booking: Checking What is Offered Using the Magnifying Glass
Online Booking: Choosing What Is Offered Online (Locations, Staff, Shifts, Treatments etc) and Individual Staff Preferences
Patient Arrivals & No Shows
Patient Privacy
Print Daysheet
Re-Booking Appointments
Recurring Appointments
Re-Ordering Treatments (Admin Schedule and Online Booking)
Resource Booking
Room Booking
Self Check In (For Patients)
Setting a Post Treatment Reset Time or Break
Setting the Schedule Grid
Setting up Treatments
Staggered Booking Set Up (Multiple Rooms or Clients Overlapping)
Special Notes
Subscribing to Your Calendar (for Staff)
Tags - Limiting Treatment Availability
Using the Wait List
Who was Cancelled/Deleted from the Schedule?
Working With the Schedule
Schedule Opening & Closing Time
Cancel or Remove an Appointment from the Schedule
Staff Member not Showing up on Schedule
Directing New Clients to Book an Initial Visit Only
Removing a Location
Contact to Book
Accessibility in Jane
How to display Mobile or Telehealth Services in Online Booking
Setting Up Shifts FAQ
Allow Post-Treatment Time After Shift Ends
Prevent Staff from Booking Outside of Shifts
Double Booking
Changing the Length of a Scheduled Appointment
Putting Tags to Work

Wait List Management

Managing your Wait List with Jane
Using the Wait List
Setting Up Your Wait List Notifications
Using Wait List Notifications
Using Automatic Wait List Notifications
Wait List Notifications: Client Experience
Wait List Notifications: FAQ, Troubleshooting & Feature Development

Online Appointments (Telehealth)

Online Appointments is Live
Online Appointments (Telehealth) FAQ
Setting up Jane's Online Appointments
How to Book Online Appointments and Start Them (For Practitioners)
iPad/iPhone for Online Appointments (Practitioners)
Getting Started with Online Appointments
How to Join Your Online Appointment (For Patients)
iPad/iPhone for Online Appointments (For Patients)
How to Test Your Video Before Your Online Appointment (For Patients)
Online Appointments: A Troubleshooting Guide
Helping Patients Log In
Training Resources For Your Patients
Collecting Payments for Online Appointments
Online Booking Availability for Online Appointments (Telehealth)
Tips for Charting During Your Online Appointment (Telehealth) Session
Canadian Telehealth Regulations
Canadian Telehealth Insurance Resources
Online Appointment Usage Report
Telehealth and Privacy Laws
Online Appointments: Sharing your Screen
How to display Mobile or Telehealth Services in Online Booking
Online Appointments iOS App Store Privacy
Online Appointments: Knock Knock ✊ Client Waiting Area

Notifications & Reminders

Add Upcoming Appointments to the Bottom of Printed and Emailed Receipts
Change Your Clinic Email Address
Customizing Jane
Email Notifications
Email & SMS Reminders
GDPR and Reminder Emails
Send Email to All Patients
Phone Reminders List
Return Visit Reminders
Tasks or To Dos
Clinical Surveys for Subjective Measures and Patient Follow-up
My Client or Patient Didn't Receive their Survey: A Troubleshooting Guide
Email Customization Cheatsheet (Appointment Reminder)
Automatic Return Visit Reminders
Email Customization Cheatsheet (Thanks for Booking)
Why does my patient or client's email say "bounced"?

Patient Profiles

Adding a New Patient
Couples or Related Groups - Booking, Billing, Charting and Notifications
Deleting a Patient Profile
Family Profiles - Managing Family Members (For Patients)
Family Profiles - Online Booking & Intake Forms
Family Profiles - Managing Family Members from the Patient Profile
Family Profiles - Payments with Shared Credit Cards
Helping Patients Log In
Intake Forms
Intake Forms: Require Signature Setting
Marking a Patient as Discharged or Deceased
Mass Welcome Email
Merging Patients
Message Log
My Account - Your Patient/Client Portal
Patient Preferred Name
Patient Relationships
Prefixes, Titles & Honorifics
Printing Upcoming or Past Appointments
Pronouns
Sharing Chart Entries with Patients
Using Intake Forms for Consent to Treat or Update Forms
Add a Credit Card from the Client My Account Portal
Telehealth and Privacy Laws
Troubleshooting Tips for Subscribed Calendars
Subscribing to your Calendar (For Patients)
Updating the Default Email Account On Your Device
Collect Insurance Information in Intake Forms From Your Clients 📸
Intake Form Workshop
Customizable Patient Sign Up Form

Staff Profiles

Edit Individual Shifts
Auto-Logout Duration
Charting Privacy Options
Log In Help: Username and Password
Deactivating a Staff Member
Helping Staff Sign In
How to Add a Profile Photo
Income Categories (Compensation at Different Rates)
Keyboard Shortcuts
Merging Staff
Message Log
Patient Privacy
Registration Numbers
Staff Access Levels
Setting up Staff and Adding a Staff Member to Your Jane Subscription
Setting up Treatments
Subscribing to Your Calendar (for Staff)
Supervising Therapist on Receipts
Setting Up Sales Taxes in Jane
Troubleshooting Tips for Subscribed Calendars
Help! I'm A Practitioner But Keep Getting Logged In As A Patient
Transitioning an Intern to a Practitioner
Commission Rates by Location

Practitioner Profiles

Device & Network Recommendations
Using Jane on a Tablet
Using Jane on a Smartphone
Booking a Break on a Mobile Device (Phone or other Small Screen)
Practitioner Sign In
Breaks, Personal Time and Holidays
Log In Help: Username and Password
Chart Items for Creating a Chart Template
Creating a Chart Template
Employee & Contractor Taxes with Jane
Helping Staff Sign In
Increasing Your Fees
Keyboard Shortcuts
Print to PDF
Sign and Lock Workflow
Who was Cancelled/Deleted from the Schedule?
Subscribing to Your Calendar (for Staff)
Practitioner's Home Base: Day Sheets & Charts
Practitioner Training: Initial Signing In and Overview
I Can't Access my Jane Account: A Troubleshooting Guide

Charting

Adding a Signature to Charts
Use Phrases For Faster Charting
Appointment Charting Status
Chart Items for Creating a Chart Template
Chart Template Library
Charting for a Past Date
Charting New Territory: Tips for Switching to Electronic Charts
Charting Privacy Options
Consent for Assessment/Treatment of Sensitive Areas
Couples or Related Groups - Booking, Billing, Charting and Notifications
Creating a Chart Template
Deleting, Moving or Changing a Chart
Files Area in Chart
Exporting Chart Notes (Print or PDF)
Adding CPT & Diagnosis Codes to Charts on the U.S. Insurance Plan
Adding Billing & Diagnosis Codes to Charts on the Base Plan
Intake Forms in a Multi-Disciplinary Practice
Intake Forms: Require Signature Setting
Keyboard Shortcuts
Letters in Jane
Photos in Chart Notes/Documentation
Pinning and Starring your Chart Entries
Prescriptions
Print to PDF
Printing or Sharing Chart Entries (Treatment Plans)
Scanning and Uploading to Jane Charts
Sign & Lock Charts
Sign and Lock Workflow
Supervisor Sign Off
Switching from Paper Charts to Electronic Charts
Uploads for Review - Labs, X-Rays and Other Reporting
Customizing Your Chart Footer
Clinical Surveys for Subjective Measures and Patient Follow-up
Making a Chart Amendment
Smart Options & Narrative for Charting
Help! I accidentally archived a draft chart entry.
Sharing Patient Charts with a Third Party
The Chart entry is Complete why isn't the Lock showing?
Batch Chart Export for Practitioners
Creating a Narrative Chart
Formatting Chart Entries

Billing

Accounting Software and Jane
Add Upcoming Appointments to the Bottom of Printed and Emailed Receipts
Adjusting Invoice Dates
Applying Patient Credit to a Specific Invoice
Assigning Product/Inventory to Staff
Billing for Per Unit (Mileage, Botox, Materials Used, Reporting etc.)
Discounts and Price Adjustments
Changing Payment Method
Creating a Credit Memo (Patient Credit when No Payment Received)
Creating a New Payment Method
Creating a Patient Credit
Creating a Product
Credits and Owings - Investigating
Customize Patient Invoice Details
Delete a Patient Payment (Taken or Applied in Error)
Editing an Invoice with Payment Already Applied
How to Customize Receipts
How to Manually Override an Invoice
Increasing Your Fees
Multiple Payment Methods
Partially Pay an Invoice
Patient and Insurer Info on Receipts
Patient Statements
Paying Balances Online
Printing or Emailing Receipts
Refunding a Product/Inventory Purchase
Searching by Invoice Number
Selling a Product
Supervising Therapist on Receipts
Transitioning Your Patient Credits/Receivables to Jane
Unapplying a Payment
Understanding Invoice Reversals
Writing Off Unpaid Amounts (and Reversing Them!)
Reconciliation Date: Reporting Invoice Changes Made Prior to a Certain Period
Online Booking Pre-Payments
Managing your Jane Subscription
Creating an Invoice
Email a Patient Invoice
Things to Know When Taking Your First Payments In Jane
An insurance company has sent me a credit card to process for reimbursement, what should I do?
Jane's Tips for Year End
Importing Sales to Xero from Jane
Importing Sales to Quickbooks Online (QBO) from Jane
Multiple License Numbers
Setting Up Your Billing Settings
Tips and Gratuities
Hide Client Information from Financial Emails
Customizing the Details & Price on an Unpaid Invoice
Shipping Fees on Products
Refunding a Patient Payment

Insurance Billing (Canada)

Billing MSP Through Teleplan
Billing To Insurers Without an Appointment (For Phone Calls/Chart Notes, etc.)
Billing to WorkSafe BC - Physiotherapy
Booking and Billing No Charge WSBC (WCB) Subsequent Visits
Booking an Insured Visit
Create Custom Billing Codes
Creating a Patient Policy
Creating and Setting Up Insurers
Delete an Insurer Payment
Direction to Pay - Billing to Lawyers
Editing Dates of Insurer Payments
Grouping Insurer Invoices
How to Bill for Multiple Services on a Single Visit Using Billing Codes
How to Manually Override an Invoice
ICBC Invoicing and Reporting - Effective April 1, 2019
ICBC - Acupuncture
ICBC - Chiro
ICBC - Clinical Counselling
ICBC - Kinesiology
ICBC - Psychology
ICBC - Massage Therapy
ICBC - Physiotherapy
Insurance Coverage & Taxes
Insurer Underpayment (Adjusting Amount Paid by Insurer)
Receiving an Insurer Payment
Rejections
Re-setting Insurance Policy Counts/Limits
Searching by Invoice Number
Teleplan Late Submission Reason Code
Unapply an Insurer Payment
Working with Claim Submissions (Paper Insurer Invoices)
Pacific Blue Cross - Setting up your PROVIDERnet Integration
Pacific Blue Cross - Submitting Claims Through the PROVIDERnet Integration
Pacific Blue Cross - Reversing Claims Through the PROVIDERnet Integration
Adding Billing Codes to Paid Invoices
Billing to WorkSafe BC – Chiropractic
Submitting Claims and Eligibility Checks Through the TELUS eClaims Integration
Setting Up a Fillable PDF Form
How to Populate a Fillable PDF File
Setting Up Your TELUS eClaims Integration
Reversing Submissions Through the TELUS eClaims Integration
Missing Insurers tab? Upgrading from the Base Plan to the Insurance Plan
Working with Claim Submissions and Online Insurer Portals
Billing No-Shows to Insurers
Insurer Statements
Duplicate Insurers
TELUS eClaims FAQ + Troubleshooting
Pended and On Hold Submissions with TELUS eClaims
Collect Insurance Information in Intake Forms From Your Clients 📸

US Insurance Billing Training

US Insurance Step 1
US Insurance Step 2
US Insurance Step 3
Start Billing 1: Patient Insurance
Start Billing 2: CPT & Diagnosis codes
Start Billing 3: Insuring the Visit
Start Billing 4: Claim Management & CMS1500 Forms
Start Billing 5: EDI Claim Submission
Start Billing 6: Posting Insurer Payments & EOBs
US Insurance Training Survey
Missing Insurers tab? Upgrading from the Base Plan to the Insurance Plan

US Insurance Billing Additional Resources

Missing Insurers tab? Upgrading from the Base Plan to the Insurance Plan
CMS1500 Reference Sheet
Billing Under a Different Practitioner (Rendering Provider)
Billing Unlisted CPT Codes to Insurance
Cash Visits & Superbills
Collect Insurance Information in Intake Forms From Your Clients 📸
Courtesy Billing or Patient Pre-Pay
ICD10 2022 Update FAQ
Insurance Claims & The CMS1500
Posting Insurer Payments With Electronic Remittances (ERAs)
🇺🇸 What's an ERA in Insurance Billing?
ERA Management Tool FAQ
Creating & Managing Good Faith Estimates in Jane
Adding CPT & Diagnosis Codes to Charts on the U.S. Insurance Plan

US Biller Course

Welcome to Jane's US Biller Training Course 👋
Module 1: Setting Up Insurers, Billing Codes & Billing Info
Module 2: Claim Submissions & Management
Module 3: Modifiers, creating a custom billing code, and changing & adding billing codes
Module 4: Remittances
Module 5: A/R Tracking (Ageing Claims)