Sometimes, a practitioner’s charting journey needs to follow them to a new Jane account — whether they’re joining a new clinic or shifting their practice. That’s where Jane-to-Jane Chart Transfers come in ☀️

A Jane-to-Jane Chart Transfer is when we help copy charting data from one Jane account into another. (We’re not removing or deleting anything — just securely copying it over.)

Depending on how many charts need to be transferred, there are two paths ⬇️

• Full Transfer: If you’re transferring all of a practitioner’s chart entries, you can follow our Jane-to-Jane Chart Transfers Guide for a streamlined process.

• Subset Transfer: If you only need to transfer a selection of charts, this is a more manual process — and that’s where this guide comes in 🎉 🚀

If you’re the Account Owner of the source account (where the charts currently live), this guide is for you 🔥 - And if you’re ready to move ahead, you can find next steps here: Manual Chart Transfers: Transferring Selected Charts to Another Jane Account.

What’s a Subset Chart Transfer Authorization Form ❔

When only a portion of the charts is moving between accounts, we need a clear go-ahead from everyone involved. That’s where the Chart Transfer Authorization Form comes in.

Before we can start the transfer, we’ll send this form to:

• The Source Account Owner (where the chart data is coming from)

• The Destination Account Owner (where the charts are going)

• The Practitioner whose charts are being transferred

Note: Everyone must review and sign the form before the transfer can take place ‼️

A Quick Overview 🗺️

This guide walks you through completing Jane’s Subset Chart Transfer Authorization Form — used when only a subset of charts and files for one or more practitioners are being transferred between two Jane accounts.

This form ensures that all involved parties — the source account owner, destination account owner, and chart author(s) — provide informed consent and understand the scope of the data being copied (not moved). It’s designed to support smooth, secure transfers while respecting patient privacy, consent requirements, and compliance with regulations 💭

✍️ Step-by-Step Breakdown of the Authorization Form

1. Overview & Transfer Steps

At the beginning of the form, you’ll find a helpful overview explaining how the subset transfer process works:

Step 1: Complete and sign the authorization form

• All involved parties must complete and sign their respective sections.

Step 2: Upload applicable reports to the destination account

• This includes the client list export and any optional reports (like appointments or insurance).

Step 3: Transfer completed by the Jane team

• Once forms are submitted and the destination clinic uploads the client list, Jane proceeds with the chart transfer. Manual chart transfers such as this happen on weekdays 📆

2. Source Account Owner Section

Who completes this?

• The Account Owner of the account the data is being copied from.

✅ Optional Checkboxes ⬇️

You can choose whether to include:

• Active admin-authored charts and files

• Questionnaire sections from intake forms

Note: Only the client-completed questionnaire portion is transferable 🔎

Next, the Declaration of Consent 📝

Each checkbox here confirms that the Source AO understands:

• A subset of data is being transferred

• Jane only facilitates transfers — it does not own medical records

• Their responsibility is to comply with consent and privacy laws (HIPAA, PIPEDA, GDPR, etc.)

• They’ve read and agreed to everything provided

3. Destination Account Owner Section 🚧

Who completes this?

• The Account Owner of the account the data is being copied to.

4. Chart Author Section 🗂️

Who completes this?

• Each practitioner or clinician whose charts are included in the transfer.

Note: We may need to send out separate authorization forms per practitioner, depending on each practice’s unique scenario 🔎

If you have any questions about the Chart Transfer process for a Subset of records—or just want to make sure everything’s on the right track—we’re here for you. Don’t hesitate to reach out. Our team is always happy to help make things as smooth as possible 🩵