Jane's Guide

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


Billing

  1. Guide
  2. Billing

  • Add Upcoming Appointments to the Bottom of Printed and Emailed Receipts

    To add upcoming appointments to the bottom of a patient’s receipt, you can select the appointment that you’d like to arrive from the schedule, and hit Arrive. The appointment will turn green in the schedule.

  • Adjusting Invoice Dates

    The invoice date is pulled from the date of the appointment on the schedule. If the wrong date is listed on the appointment, the patient was booked into the wrong date on the schedule.

  • Applying Patient Credit to a Specific Invoice

    For clinics that use multiple payment methods, applying patient credit can be tricky if you want to keep payments applied to only certain invoices.

  • Assigning Product/Inventory to Staff

    In order for Jane to know which staff member a particular sale is associated with, it first has to be assigned to a practitioner. Appointment invoices are automatically assigned to the staff member who provided the service, but with products, the staff member responsible for receiving the compens...

  • Billing for Per Unit (Mileage, Botox, Materials Used, Reporting etc.)

    An increasing amount of clinics are looking for ways to bill for medical treatments, travel time, materials used, etc.

  • Discounts and Price Adjustments

    Let’s say you want to create or track special discounts, or you treat clients on a sliding scale and you want Jane to remember their discount. In Jane, we call these Adjustments. Here’s how you can use them:

  • Changing Payment Method

    Note – The following steps are for Outside Jane payments only, as you can’t change the payment method for transactions processed directly through Jane Payments. Learn more about Jane Payments here.

  • Creating a Credit Memo (Patient Credit when No Payment Received)

    This guide is going over how to create a credit on an account when no payment has been received by the patient.

  • Creating a New Payment Method

    If you are processing or receiving payments outside of Jane, you can create manual payment methods to indicate payment was taken - but processed elsewhere. For example, if you accept Cash, E-transfer, etc.

  • Creating a Patient Credit

    To create a patient credit, you can either overpay an invoice or create a payment without applying it to an invoice.

  • Creating a Product

    If you’d like to add a new product to invoice for, head to Settings and then Products.

  • Credits and Owings - Investigating

    Sometimes, patient or insurer accounts will show a credit or owing balance and you might not be sure why they have this balance on their account.

  • Customize Patient Invoice Details

    Sometimes you need to edit the patient details that display on your receipts, invoices, and statements. We’ve made it easier than ever to help you do this!

  • Delete a Patient Payment (Taken or Applied in Error)

    This is an area where it’s important to understand the effects of deleting a payment on your reporting. Deleting a payment may seem like the easiest way to fix something, but while it may look right on the screen in front of you, the reports (especially the Compensation Report) will also be changed.

  • Editing an Invoice with Payment Already Applied

    If a payment has already been received and applied, here’s what you can do to change the amount charged. 

  • How to Customize Receipts

    Jane will pull information from a number of different areas in order to populate your receipts.

  • How to Manually Override an Invoice

    Jane has a great feature called Adjustments for applying commonly used discounts to invoices. Adjustments are great because they indicate to the patient that they’ve received a discount from the normal treatment price. However, sometimes you just need to change the price of an invoice in order to...

  • Increasing Your Fees

    When increasing the fees charged in your practice, you’ll want to give your clients some advanced notice of the change.

  • Multiple Payment Methods

    Patients also have the option to pay with more than one method of payment (e.g., part cash, part credit)

  • Partially Pay an Invoice

    This guide is showing you how to partially pay an invoice to create a receivable on the account.

  • Patient and Insurer Info on Receipts

    High time we made this a support doc.

  • Patient Statements

    Patient Statements can be handy when you want to run a report showing multiple visits together, or show amounts owing. You can print statements with just the patient’s info, the patient and insurer, and with invoices and payments or either on their own.

  • Paying Balances Online

    One of the benefits of Jane Payments is that it gives you the option to send patients their account statement text or email with a link for them to pay online.

  • Printing or Emailing Receipts

    You can print, re-print, or email a receipt any time after a patient has been billed.

  • Refunding a Product/Inventory Purchase

    This article refers to Refunding an Inventory Item.

  • Searching by Invoice Number

    Otherwise, for a client invoice, you would need to know the date range that the invoice was generated within, but you should be able to locate non-insurer invoice under “Purchases” in the Billing tab of your account.

  • Selling a Product

    So you’ve added products to your inventory, and now you want to sell them. Seems like a logical sequence of events! If you’ve not yet created your products, it would be a good idea to check out this Guide Document on Creating a Product first.

  • Supervising Therapist on Receipts

    Sometimes there are staff members that are being supervised by another therapist, and you would like the supervisor’s name and Registration number to show up on the receipt.

  • Transitioning Your Patient Credits/Receivables to Jane

    Part of the transition from one Management Software to another is working with your outstanding credits/balances.

  • Unapplying a Payment

    Say you want to unapply a payment that a patient has made. You might have applied the payment to the wrong invoice, or a patient pre-paid for their visit but you need to change their treatment, or you just need to make changes to the invoice.

  • Understanding Invoice Reversals

    So it’s the end of the week and you’re in the middle of checking the ‘ol Sales Report like you usually do and— oh! What is that? Your eyes narrow trying make sense of this unfamiliar grey text.

  • Writing Off Unpaid Amounts (and Reversing Them!)

    You bill an invoice to insurance, only to see that they will not be covering as much as they said they would. Or maybe a patient has an outstanding balance they refuse to pay and never come back to the clinic.

  • Reconciliation Date: Reporting Invoice Changes Made Prior to a Certain Period

    If you haven’t seen it already, we strongly recommend that you check out our guide on Understanding Invoice Reversals first, as this document will make reference to the concept of invoice reversals and require a basic understanding on how these work in Jane.

  • Online Booking Pre-Payments

    A pre-payment policy for your clinic means that a patient will need to leave a card on file, pay a deposit, or pay the full amount when they book in. This can be customized to apply to all appointments, or for only first-time appointments. When a payment is made for an appointment as part of a pr...

  • Creating an Invoice

    Let’s first start off by taking a look at Appointments.

  • Email a Patient Invoice

    💸 Did You Know? With Jane Payments, you’ll be able to invoice and receive credit card payments directly within Jane. Instead of just emailing an invoice, you could send a Pay Balance Email to encourage your client to settle up their outstanding balance right away online.

  • Things to Know When Taking Your First Payments In Jane

    So, you’ve gone through the process of Creating Payment Methods, and you’ve mastered the art of arriving your patients and you’re ready to take your first payments in Jane 💰. How exciting!

  • An insurance company has sent me a credit card to process for reimbursement, what should I do?

    Instead of sending a check or EFT, an insurance company has sent you a credit card to process. If you haven’t received a credit card from an insurer before, or if you don’t know how to manage insurer credit cards in Jane, then this guide should help clear things up.

  • Jane's Tips for Year End

    Wow, time really flies! Eggnog cartons are lined neatly on supermarket shelves, and the next four weekends are chock-full in another unique holiday season. We understand that the end of the year is a busy time for everyone, so here is our handy checklist to ensure a smooth rollover for your clini...

  • Importing Sales to Xero from Jane

    This guide will walk through the steps of importing the invoices generated within Jane into Xero.

  • Importing Sales to Quickbooks Online (QBO) from Jane

    💡 Although Jane isn’t integrated with Quickbooks, we’ve created this guide to help you take invoices from Jane and bring them over to Quickbooks. If you don’t find the answer you’re looking for below, Quickbooks has some great tutorial videos and guides which you can take a peek at here.

  • Multiple License Numbers

    Practitioner with two license numbers? While there isn’t a feature dedicated to separating the license numbers between services, there are a couple of options you have to ensure that only the appropriate license number ends up on your receipts.

  • Setting Up Your Billing Settings

    This guide will provide an overview of each of the Billing Settings accessible to a Full Access user under the Settings tab.

  • Tips and Gratuities

    Jane has two primary ways to accept or record tips: through Jane Payments Terminal, or through a payment system outside of Jane, as well as Jane’s in-app / card on file processing. No matter how you’re accepting tips through Jane, they’ll be reported on in the same way.

  • Hide Client Information from Financial Emails

    The Hide Client Information from Financial Emails preference allows clinics to choose how they would like their clients to receive emailed copies of their receipts, invoices, and other financial documents.

  • Customizing the Details & Price on an Unpaid Invoice

    This is an oldie but a goodie. Did you know that you can easily customize the details and price on an unpaid invoice prior to collecting payment? This allows you to document certain details that will be reflected on the client’s invoice & receipt.

  • Shipping Fees on Products

    Do you ever ship your products to your clients? If so, you can add a shipping fee in Jane to cover the cost of shipping expenses! This will help you keep track of product inventory while generating invoices that include the cost of shipping.

  • Refunding a Patient Payment

    If you’re looking to correct a payment that you collected outside of Jane, check out this document on Deleting a Payment. If you are looking to return a product or inventory item see Refunding a Product.

  • How to switch a Jane Payments Terminal between locations

    Are you looking to use a single Jane Payments Terminal between multiple locations? Well look no further, you are easily able to switch your Jane Payments Terminal between your clinic’s multiple locations by following the below steps.

  • Working with Online Gift Cards

    This feature is available for Jane Payments users in 🇨🇦 Canada and 🇺🇸 the US. If you’re not signed up yet, you can learn more about Jane Payments and get all set up when you’re ready!

  • Payments for Related Clients

    Whether a parent is paying for a minor or paying for multiple invoices at once for a family chiro visit, Jane can accurately reflect the payer of an invoice (and the payment method) when one client is paying for someone else.

  • Accounting Software and Jane

    We are often asked whether you still need an accounting program if you are using Jane to run your clinic.