Jane University: Practitioner Training

All of the content in this course “Practitioner Training” is subject to our Terms of Use.

Welcome! We’re so happy you’re here. 

We designed Jane University to take you on a structured learning tour. Why? Well, we talk a lot here about “Jane’s heart,” and one of our customers recently said that she felt like the Jane team was here to care for her as she cares for her patients. We really loved hearing that because we want to be to you what you are to your patients: a helper, a cheerleader and a champion of success. This course is here to take you through Jane in a clear and step-by-step manner. Our goal is to help you learn all of Jane’s basic features so you can get started as a Jane practitioner with confidence!

We hope you enjoy working with Jane as much as we do.

💡Jane Tip: We recommend heading over to Jane’s Demo Clinic to practice as you learn! If you’re a current Jane user, you can find the login information by clicking the Need Help? Button in your account. This password is updated every Monday.

If you haven’t signed up with Jane just yet, you can find the login password by heading to the Jane Community Group on Facebook and clicking the Featured tab. You can also request the password by emailing [email protected].

We always recommend using the demo clinic for testing and practice so that your own account stays nice and tidy. ✨

Course Preparation

💡Head on over to Jane’s Demo Clinic to practice as you learn. The username is owner, and you can find the weekly password by clicking the Need Help button in the upper right of your Jane account:

If you’re having any trouble, you can also request the password by email ([email protected]).

Quick Intro:

This Practitioner-Training course is designed to onboard new practitioners, clinicians, therapists, and providers working (or soon to be working!) in a Jane clinic. We cover a few admin basics in this course, but if part of your role also includes helping out at the front desk, we recommend completing our Front-Desk Training course after this one!

Alright, alright, enough already! Let’s get started ;)

Lesson 1: The Schedule

The schedule is one of the features you’ll probably use the most in Jane — but never fear, we’ve designed it to be super easy to use. If you’ve ever used a web-based calendar before, Jane’s schedule should make you feel right at home.

Watch this video to learn how to show appointments for a specific day and/or a specific practitioner, how to configure your display settings, as well as how to create a custom view of practitioners on a single page.

Note: Speed up or slow down the video speed using the ⚙️ button inside the video player!

Displaying practitioner schedules

The practitioner list can be found to the left of the schedule.

To show a list of practitioners from a specific clinic location, select the location from the drop-down menu at the top of the list (only visible if your clinic has multiple locations).

By default, Jane shows all practitioners at the selected location. To narrow things down by discipline, use the second drop-down menu where it says “All Staff” to refine your list.

Practitioners currently being displayed in the schedule are highlighted in blue.

Show a single practitioner’s schedule

Click on a practitioner’s name in the list to show their schedule. By default, the practitioner’s schedule will be shown in Week View.

Show multiple practitioners’ schedules

Hover over a name and use the ➕ button to add them to the view. Click the 👤 icon to see their profile.

Practice drill

Now that you know how to get around the Schedule, time to try it out for yourself! Jump into our Demo Clinic, and follow the steps below to navigate the schedule on your own.

Instructions:

1. View the Schedule for The Village location.
2. Select Susan Lo from the practitioner list.
3. Click Day, Week, and Staff Today to see how the view changes.
4. Use the Left/Right Arrows near Today to move through dates.
5. Use Go to Date to pick any date, then return to Today.

Well done!

Showing and Editing Shifts

Shifts in Jane are important because admin staff and clients need to know when they can book in the schedule (and where they can’t).

Practitioner shifts in Jane are represented by this light blue background:

Any background color that is white in the schedule is referred to as “white space”. White space represents the time that the practitioner is unavailable, and therefore patients will not have the option to book an appointment online.

Patients booking appointments online can only book appointments within the practitioner’s shift.

💡 Jane tip: Depending on your clinic’s setting, Front-Desk Staff may or may not have the option of booking appointments outside of a shift in the administrative schedule. If you’d like to limit your staff from booking outside of shifts, please visit this handy guide.

Let’s setup some shifts using Manage Shifts.

When you’re in your schedule view, select a single practitioner on the left (or select multiple practitioners at one time by selecting the “+” icon to the right of each name). Then, head up to the Shifts button and click the drop-down arrow.

Select Manage Shifts. This is Jane’s primary scheduling tool for creating shifts.

Learn more about working with Shifts in this guide document: Shifts Guide

Booking an appointment:

Now that we are comfortable navigating the Schedule, you can create a new appointment by going to the Schedule and clicking on any open time in a Shift.

Watch the quick video below to learn how to book an appointment in 3 easy steps:

💡Jane Tip: You can use the magnifying glass to turn all available appointments bright orange on the schedule! We love this feature as it makes it easy to see free time slots for booking.

Practice drill

Now we will practice booking an appointment for an existing patient:

Instructions:

1. Click any open time on the schedule to start booking.
2. Use the “New Appointment” panel on the right.
3. Search for Lily Chu.
4. Choose a treatment.
5. Adjust time or add notes if needed.
6. Select “None” for claim (if prompted).
7. Click Book Appointment.

Awesome work!

Note📝: If you want to use a profile that doesn’t impact your clinic’s reporting, you can also test out booking a fake appointment using Ted Test.

Before we move on, it’s worth noting that the previous booking workflow is for appointments between one patient and one practitioner. With Jane, you can also book Group Appointments and Classes, in-person and online. Learn more about booking Group Appointments here, or Classes here.

Patient Arrivals & No Shows:

When a patient arrives — or fails to arrive — for an appointment, you can set their appointment’s status to “Arrived” or “No Show.” This automatically creates an invoice for the appointment, and it tells practitioners at a glance when their next patient has arrived.

When you click an appointment on the Schedule view, the Appointment panel will appear on the right.

The “Arrived” and “No Show” buttons are at the top of the Appointment panel. Click either button to set the status of the appointment.

You can undo this at any time by clicking the same button again. Or, to change a “No Show” to “Arrived,” simply click the “Arrived” button — or vice versa.

Appointments marked as “Arrived” will appear green in the Schedule view. “No Show” appointments will be red(ish).

If you are working with an administrative team, you will see the appointment colour update on the schedule in real time as the appointment status is set during check in - super handy!

Creating appointment notes

Notes only show up internally in Jane. So notes you put on an appointment, patient, profile, invoice or anywhere else with a section called “notes” is only administrative.

In our next video, we’ll cover how to create a new administrative appointment note. If you have any notes that you want to stay “sticky” to a patient, Jane has a special star system.

Watch how to create appointments notes in the quick video below:

Tasks or To Dos

Practitioners are always doing a million things at once, so the Tasks area in Jane is the perfect spot to help you stay organized! Tasks help you to track and assign to-do items.

A task might be a helpful reminder of a payment that needs processing, a progress report to be sent off, or even a product order that needs to be placed.

In our next video, you’ll learn how you can create and manage Tasks in Jane:

Breaks, personal time and holidays

Well, we guess you can’t work all the time!

If you need to block off time on a staff member’s schedule, you can use Jane’s Breaks feature.

Breaks are perfect for blocking off holidays, personal time, and even great for administrative reminders. Watch the video below to learn how to you can use Jane’s break feature:

Here are a few additional tips on using Breaks:

A floating lunch break

While a consistent break is best managed by booking multiple shifts, if you have a lunch break that might move based on when your patients want to come in, you could use a break. These breaks can be dragged to reschedule them much like appointments.

Block off part of the day

Sometimes you want the afternoon to book up first before the morning is opened up. Here’s how that might look:

Holidays

If you’re taking time off, you can use the break to cover the entire shift. I like this because then everyone on the administrative side of the schedule knows why the shift isn’t available. You can also add notes, such as who might be covering that shift.

Administrative Notes

The final reason we sometimes use Breaks in Jane is to remind staff or practitioners of administrative tasks that need to be performed. I recommend setting your administrative schedule to start an hour before your first appointment to leave room for this type of break.

Then, when that staff member logs in for their day it would look like this:

Practice drill

Let’s try out creating appointment notes and breaks.

Instructions:

1. First, hop over to the Schedule.
2. Click on an appointment to view the Appointment panel on the right and head into the Notes section.
3. Input an appointment note that indicates what injury the patient is coming in for. This note should make an icon appear on the appointment.
4. When finished, hover your mouse over the appointment so you can see the lovely note you have added.
5. Next, let’s input a break in Jo-Ellen McKay’s schedule. Jo-Ellen likes to take a lunch break every Monday from 12:30 to 2:00. Repeat this break every week for the next two months.

You’re doing great!

💡Jane Tip: Jane loves to be efficient! Check out the available schedule keyboard short cuts.

Staff Favourite: View the next # of upcoming days by clicking keyboard numbers 1-7 

You’re amazing! You’ve completed Lesson 1. To test your knowledge, complete this quiz before moving on.

Next up, Lesson 2.