JaneApp Cheat Sheet

In JaneApp, your availability is managed primarily through shifts in your schedule. Here's how:

Main Method: Using Shifts

Shifts dictate staff members' availability, not only in the administration schedule of Jane but also in your online booking site if enabled.

To manage your availability:

1. Go to your Schedule and click the "Shifts" button

2. Create or edit your shifts to show when you're available

3. Any background color that is white in the schedule represents the time that the practitioner is unavailable, and therefore patients will not have the option to book an appointment online

Available vs. Unavailable

• Available (Open): In the admin schedule, shifts will show up with a light blue background

• Unavailable: Any time without a shift appears as white space on your schedule

Online Booking Options for Shifts

When editing a shift, you can choose how it displays online:

• Bookable Online: Patients can directly book appointments during these times

• Contact to Book: This will show your availability, but require that the patient contact the clinic for the opening times they see.

• Not Bookable Online: Availability is hidden from patients

All available appointments are named to reflect whether they are in person “In Paoli Office” or virtual “Telehealth”

Simply choose the correct option to fit your needs.

Example Appointments:

First Counseling Appointment in Paoli Office

First Counseling Appointment Telehealth

Individual Counseling in Paoli Office

Individual Counseling Telehealth

Option 1: Without Processing a Payment

Head over to the Client's Profile, then Billing within their profile and go to the Credit Cards tab. Click the blue “Add Credit Card” button.

Information Required: You'll need to enter the patient's credit card number, CVC or security code and Postal/Zip code. The postal code is required as Jane uses a North American-wide system called AVS, or the Address Verification System.

Option 2: While Processing a Payment

On the final page of payment, remove any pre-filled payment method (if there is one) by clicking the little X, and then click the blue “Add Payment Method” text. Choose “Add New Credit Card” and enter the card details.

Important Security Notes

• Jane uses PCI-compliant credit card processors to store sensitive credit card data No credit card data is stored in Jane. When you enter credit card information into Jane, Jane creates and keeps a token that can be used to reference that information.

• Your client may see a $1 or less "pending" charge on their credit card or bank statement when their card is added to their file. This is a temporary authorization charge which is used to ensure the card provided is valid and able to accept charges. These authorizations will drop off the patient's card statement after a few days and may appear as long as 7 business days.

For Individual Patients

There are two ways to send a Welcome Email to an existing patient:

Method 1: From the Patient's Profile

For patients who are already in your patient list, you can send them a Welcome Email from their Patient Profile. To send a Welcome, go to the Patient's profile, and click "Send Welcome Email" in the menu on the right. You can also add a note to the email if you like.

Method 2: From the Username/Login Section

If you've created a profile for a patient already, you can still send a welcome email. Head back to the patient's Profile, scroll down to the Username / Login widget and click Welcome. There you'll have the option to add a custom message or send the default welcome email.

From the Patient's Profile

If a patient has forgotten their password, click the "Send Password Reset Email" to send them a link to update their password.

Steps:

1. Go to the Patient's Profile

2. Scroll down to find the Username/Login area

3. Click the "Send Password Reset Email" button

4. You can add a message to the email before you send it out

When to Use Reset Password vs. Welcome Email

With no username, send the Welcome Email, with a username, send a Password Reset.

In other words:

• Welcome Email: If the patient has never set up an account before (no username)

• Password Reset Email: If the patient already has a username but needs to reset their password

What the Patient Receives

The Password Reset Email provides the patient with a secure link that allows them to:

• Update their password

• Reset their login credentials

• Regain access to their My Account portal

Important Note

Patients must click the link in a Welcome Email or Password Reset Email. You cannot create usernames or passwords on behalf of the patient.

The patient must complete the reset process themselves by clicking the link in the email and following the instructions.

Resending the Email Invitation

You can manually trigger the join link to be sent just prior to your online appointment by clicking on the appointment on the Schedule or from the Day View and click the blue "Re-Send Email Invitation" text on the appointment panel.

Steps:

1. Go to your Schedule view

2. Click on the telehealth appointment

3. In the Appointment Panel (on the right), look for the blue "Re-Send Email Invitation" link

4. Click it to send the join link to your client

Automatic Reminders

By default, Jane will send an email to the client with a direct link to join the call 30 minutes before an Online Appointment. This is the primary way for a client to join the session, so it's good to double-check that the email address on file is correct.

If a client doesn't receive this automatic reminder, the manual resend option allows you to trigger it again.

Important Note About Email Addresses

If you hear from clients that they haven't received the email reminder, check the reminder is enabled and check the client's profile to make sure they have opted in for that notification.

Alternative Way for Clients to Join

Additionally, clients can join their sessions through the My Account Patient Portal. They'll want to head over to Upcoming Appointments within the left sidebar menu and click Begin on the appointment.

When to Use This Feature

Manually resending the email invitation is useful when:

• A client says they didn't receive the automatic 30-minute reminder

• You want to send the link at a different time than the default 30-minute window

• The client needs an additional reminder shortly before the session

• You're troubleshooting connectivity issues and need to resend quickly

The email will contain all the necessary information for the client to join the video call, including the direct link to begin the session.

Steps to Mark a Session Pro Bono

Open Appointment: Click on the appointment in your Schedule to open the Appointment Panel. >

> Add Adjustment: Under the "Billing Info" section, click the blue Adjustment button. > 

> Apply Discount: Select a pre-configured discount (e.g., 100% off) or create a custom adjustment to set the price to.

Alternative Methods

> Manual Override: You can click on the invoice and manually change the amount

> Create a Treatment: Create a specific treatment type named "Pro Bono Session" with a price of in your settings. 

Note: For tracking, it is recommended to use the Discounts and Price Adjustments feature rather than overriding the invoice, as re-generating the invoice may reset the price.