JaneApp Cheat Sheet

Get into JaneApp:

ADMIN version of Jane
Client version of Jane

Jane Guides

Jane ā€œDemo Clinicā€ 

  • ā€‹LINK HERE

  • Username: ownerā€‹

  • ā€‹Find this week's password: Go under the ā€˜helpā€™ icon and scroll to the bottom. 

Ted Test- practice client account 

Reminders

Please mark session status in JA as soon as possible.

  • We are not able to run cards until Adair can confirm the status of a session.

Please make sure the Appointment Status is entered accurately.

  • On-time cancel, late cancel, no show, etc.

  • Reflect that in your Daily Therapist Log as well

Stay on top of unscheduled clients and add them to your log.

  • Adair will update it when he notices it hasnā€™t been done, but be a good citizen and try to do your own.

  • If a client will remain unscheduled for an extended period, please leave an admin note.

You can also add reminders in JA to follow-up with unscheduled clients

Big Picture Questions

  • 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 ā€œIn Paoli Officeā€ or virtual ā€œTelehealthā€

    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

  • 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.

  • 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. 

  • Mark late cancellations and no-shows with a note in your log so Adair knows whether to run the card. He needs to know the special circumstance or valid reason if a card isnā€™t being charged.

    Late cancellations and no-shows appear in the same color as on-time cancellations, so the note is the only way Adair can see what happened.

How Toā€™s: Payments

Adjusting Fees:

  1. Client's profile

  2. Scroll to bottom

  3. Add a Default Adjustment using the override

Manually add an adjustment:

  1. Go to "settings" [upper left hand side]

  2. Click "Adjustments":

  3. Adjust the fee in the client's appointment time by adding the appropriate adjustment. [eg: $55, $65, $85, $105, $115, $125, $135, $145, list will be different for each clinician] 

Please remember to mark it as a Default on a patientā€™s profile so it automatically applies to ALL future visits, otherwise, the override needs to be done each time.

Default Marker:

  • Client profile, > scroll to bottom> Under "surveys"

Once this is selected in a client's profile, it should manually default to the proper fee for all future sessions.

Collecting Payment Methods: 

Jane does not have autopay. 

Collect Credit Card Information in person:

Please make sure you are getting credit cards on file before, during, or after a session.

Follow-up Digitally

Send a secure message through Jane that will prompt them to add their card information via email. 

Follow-up with a Phone Call

The old fashioned way.

Please do not run client cards yourselves.

Always discuss with Admin first if any pre-processing is needed. Adair is running cards the day of appointments; intake appointments will run one day in advance.

Adding CC#s:

  1. Client Profile > Billing tab > Credit Cards sub-tab

  2. Click the blue Add Credit Card button.

  3. Enter all required fields: card number, expiration, CVC/security code, postal/zip code (for AVS security), and optional nickname/color.

  4. Click Saveā€”the card is now stored securely for future use via Jane Payments.

Note: Clients can also add via their My Account portal

Another note:

Jane does not have autopay. Because of this, there isnā€™t a true ā€œdefaultā€ card, and any card on file could be used during billing. Itā€™s important that cards are clearly labeled (e.g., HSA, primary, etc.) so the correct one is selected.

If a client has multiple cards or unique billing arrangements, please label each card as clearly as possible in the billing section.

How Toā€™s Scheduling

Sending Appointment/Telehealth Links

Jane automatically emails the unique join link to clients 30 minutes before the session.

If clients need it sooner or via text:

  1. Copy the Join video call link from your practitioner dashboard on the Schedule tab.

  2. Share directly.

Adair is not able to do so because he is not authorized to join the calls.

Individual/Group Supervision Scheduling:

Thereā€™s no built-in way to schedule a true ā€œstaffā€‘onlyā€ supervision slot without a client.

Workaround:

  1. Use one of our two "Internal Blocks" (doesn't matter which one).

  2. Under ā€œClientā€: Use "Internalā€

Detail:

  1. These can only be scheduled within a ā€œshiftā€

  2. If no ā€œshiftā€ is put into Jane, they cannot be rescheduled.

Add Breaks/OOO (Out Of Office):

  1. Open Schedule

  2. Click Break button [bottom left, turns blue when activated]

  3. Click on Calendar where the break should start, or click and drag to set the length

  4. Adjust start/end times using drop-downs in the panel on the right

  5. Add a Note and choose if it's a one-time or repeating break. (Notes are only visible to admins)

  6. Click Saveā€”it'll show as "Booked" to prevent client appointments

How Toā€™s Details

Scheduling Couples:

  1. Book one partner as a virtual individual session

  2. Double-book the second partner as in-person right alongside it

  3. The couple shares the telehealth link from the first booking

  4. Clinician manually overrids the second invoice to avoid a double-charge

Intake Assessments:

  • 60-minute intake form

  • Surgery letter assessment

Find:

  1. Client Profile

  2. Click their Chart

  3. Right hand side > New Chart Entry

  4. They are called "60 Min Intake Form" & "Surgery Letter Intake Form For Clinicians"

If DX codes aren't populating to Superbills:

The easiest way to do this without having to do a new treatment plan:

1. Open the appointment from the schedule.

2. In the right-side panel, scroll down to Insurance Info.

3. At the top of that section, toggle Allow Editing to ON (it's a switch right there).

4. Add your CPT code first (search or type #code), then add the DX codes underneath it. It turns blue when the switch is toggled.

5. Hit Update Invoices at the bottom; Jane will reapply the payment automatically.

Admin Notes

On the client's flyout page, you can scroll to the bottom and see an ā€œAdd Notesā€ box all the way at the bottom on the lower right hand side.

Click the star ff you want that note to display on all appointments for a client. The star pins the note, and it will now appear on all the client's future appointments.

The star and the note itself will turn orange. It will stay at the top of the list of notes and will also remain at the top of the list of notes on the client's profile.

To send an ROI:

-Open the client's profile:

-Scroll to the bottom, and locate "Online Intake Forms":

-Click "email"

-Open that flyout page, scroll to the bottom, and select "ROI":

-Hit "send"

Once they complete it, you'll be able to see it filled out, and you should be able to click on it to view it.

You can also always email a copy directly, and upload it to the client's chart in JA.