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Year-End Planning with Jane: Time Codes & Transcript

 

We want everyone to be able to use and enjoy Jane’s Webinars in whatever way works best for them.

⏱️ Time Codes

  • 03:15- A disclaimer about Reporting
  • 03:53- Cash vs. Accrual Accounting
  • 08:37- Shifts & Breaks for the Holidays and New Year
  • 13:13- Resetting Insurance Claims
  • 17:06- Providing Client Statements
  • 20:50- Appointments Lists: My Account & the Client Profile
  • 23:44- Inventory Management
  • 26:22- Exporting the Inventory Report
  • 29:50- Writing off expired Products in Jane
  • 31:48- Increasing Fees
    • 36:38- Adjusting prices for long-time clients
  • 41:52- The Billing Summary Report
  • 42:21- Preparing for tax season
  • 43:10- Invoiced vs. Applied
  • 44:59- Accrual Accounting + The Sales Report
  • 45:56- Cash Accounting + The Compensation Report
  • 46:42- Working with a Bookkeeper
  • 48:46- Changing the Owner of your Jane account
  • 49:34- The Transactions Reports
  • 53:25- Jane Payments Transactions Report
  • 55:05- Collecting Accounts Receivable
  • 59:05- Write Offs
     
     

📜 Transcript

Ali- Good Morning [00:00]

Good morning. Hello, everybody. What happens before we start the webinar? Is everyone just sitting in a the host will let you in soon screen? I think so. Well, welcome. Glad you could make it this morning. If you haven’t been to one of our sessions before, I’ll give you a few little quick instructions. I feel like I should wait for a few more people to filter in before I say these important things, but one of them is that we like to use the chat a lot. So if you click the chat button in the bottom, you’ll have a chat panel open to the side, and that’s where a lot of people like to talk. Hi. It defaults to panelists, which I don’t love. So if you wanna flip from panelists to panelists and attendees, then what you wanna say will be seen by everybody. And you can introduce yourself if you would like. We’d love to hear your, yeah, athletic therapist from Lloydminster, Alberta, welcome, Hailey. We’d love to hear what you do and where you’re from. It’s 8:30 here in BC, but I think everyone’s got different time zones happening around the world. Good morning, everybody, nice to see you. I am only like four sips into my coffee, so I feel like I should just like chug this right now really quickly. I got a new dog. How many people got a COVID dog, I also wanna know, because I feel like the percentage of people that own dogs has gone up from, I don’t know what, 30 to like 70% of the world. Good morning, everyone. I know, I’m gonna drink this coffee, thanks, Alicia, for your support in my coffee drinking. Or a COVID cat. So we have an internal channel on our communication where we all talk about our animals. And then we have another internal channel where people talk about their kids. And there’s like, not even, a fifth of the number of people in the kids channels and everyone’s in the animal channel. So a baby, someone had a COVID baby. Well, that is a whole different experience. Congratulations, COVID dog. I know, I got a French bulldog. And she is the slowest walker of all time, which means it takes a long time to get my coffee, which is why my coffee is not fully drunk, which is why I started that story to begin with. She doesn’t like to walk. Another dog, okay, welcome, everybody. I love it, Kelowna, Winnipeg. Toronto, Florida. Richmond. It’s so nice to see you all. Speech language practitioner from Vancouver. Arriola, hi, hi. Love it.

Okay, well, welcome, everybody. Nice to see you today. We have Aurelia and Debbie here who are gonna be walking you through some wonderful year-end reporting and best practices when you’re using Jane. We also have Allison and Erica who are gonna be in the chat with you, so feel free to chat away in there, and we’ll be answering questions as they come up. There’s also the Q&A, and Erica and Allison and Kiki, I think, might be joining us as well. We’ll be answering your questions in the Q&A just as they, as you have them. So feel free to speak up.

A Quick Disclaimer [03:14]

I’m gonna also say that reporting is a little bit of an odd topic to see with kind of fake information. Whenever I’m trying to figure out reports, I would often go into my clinic’s accounts and run reports to just make sure I fully understood what I was looking at, because your own numbers and your own data is always gonna be more, like easier for you to understand. So if you have your account open or, I mean, we’re gonna send you a recording of this webinar, but just know that when you run these reports yourself, the numbers are gonna make a lot more sense to you, because you’ll know what they mean. So that’s one little disclaimer.

Cash vs Accrual Accoutning [03:52]

And then the other is, I just wanted to mention about reporting and bookkeeping and accounting. Depending on your geography and depending on your size, there’s actually different rules around how you have to do your accounting. So there’s something called cash and there’s something called accrual. And those are two different formats of accounting. So our reports allow you to run for both formats. In the US, it’s primarily cash, in Canada, primarily accrual, in the UK, it’s actually cash if you’re a self-employed or until you reach 150,000 pounds of revenue, so it really depends on like lots of different factors, so just talk to your accountant and then just make sure you’re running your reports in the right fashion. Okay. Noel says, good morning, Aurelia.

Aurelia: Good morning. Good morning to everyone.

Ali: Okay, let’s get started. I’m excited. And I’ll let you ladies take it away.

Aurelia- Introduction [04:44]

Perfect, let me go ahead and share my screen, actually, we’ve got some slides as well as we’re gonna hop into Jane. So let’s go ahead and do that. Okay, hopefully, everyone can see my screen okay here. We’ve got our faces up. So thank you so much for joining us today, I know it’s early on a Saturday for some of you, it might be a little bit later depending where you’re located. And I hope everyone has a nice cup of coffee or tea, whatever your drink of choice is, all ready to go. As just a bit of background, my name’s Aurelia and I’ve been working at Jane for about two years now. And I am on the product team and I primarily look after the billing and the reporting side of things in Jane.

Debbie- Introduction [05:36]

And I’m Debbie. I’ve been working at Jane for just over a year and a half now. And I’m a team captain and product specialist on the Canadian support team. So just wanted to kind of go over what we’re gonna be going over in our webinar today. So we’re gonna look at some of our year end tips for your Jane accounts. So we know that often, there are loose ends that you wanna tie up before the clinic closes the doors and everyone can take some well-earned time off. So we just wanted to help out with that. We wanted to also thank you all for the questions that you had sent in ahead of time. We were able to go through those and actually add some extra pieces to our presentation for you based on those questions. And then many of our support team members also have previous clinic work experience. So we’ve picked their brains as well to bring you a collection of all of our favorite end of year reminders.

Aurelia- Overview of Today’s Webinar [06:30]

Exactly, and if you’re just joining us now, we do have a couple of our support team members joined with us here today, we’ve got Erica, Allison, and Kiki might join us as well. And they’ll be here in the chat to answer any questions you may have. But if you have maybe a concern or a question about maybe specific numbers in your account, we just ask you forward that to our support@janeapp.com email so that way, we can dig into that a little bit more for you. We will also be pausing and just reviewing some of your questions as we go through. So feel free to let us know if you have any thoughts as we go along. As well, a friendly reminder that we do have a guide called the Jane’s Tips for Year End Guide, and that’s on our website. So if one of your colleagues couldn’t make it today, you can also pass that along to them. And we’ll be including that after this webinar with a recording. And actually, a little handy checklist that you can print out and go through. So all of that will be coming your way a little bit after the webinar today.

Debbie: Exactly, thanks, Aurelia. Just a quick overview of the topics that we’ll be covering today. We’re going to split things up into three different sections. So we’re gonna look at the end of year tips more directed towards staff, then on the patient side of things, and then finally, for the clinic, your business. And then specifically, we’re gonna be covering extending staff shifts and blocking time off, resetting insurance claims, providing patients with a statement of account and a list of appointments, managing your inventory, increasing your fees, as well as end of year bookkeeping. So with that said, let’s go ahead and jump right into our first topic.

Aurelia- Shifts & Breaks for the Holidays & New Year [08:26]

Perfect, let me hop out of my slides here and we’re actually gonna jump into Jane. So as Debbie mentioned, we’re gonna break this up into three different sections and we’re gonna start it off with sort of the staff related topics. So to kick that off, we’re gonna discuss shifts. And so this is just a friendly reminder, if you have maybe a staff member who’s taking some time off at the end of the year during the holiday season, you’ll just wanna make sure that they have all of those days blocked off in advance. So you’ll see here, we’ve used a break. As many of you know, there’s a little coffee cup feature at the bottom corner here, which you can use to block that time off. We do also suggest that if you haven’t already, this is a good time to look ahead and see if there are any public holidays that you’d like to book off for the next year. It’s good to get it in advance so that way, as the time gets a little bit closer, you’re not surprised that clients have already booked in that time.

Debbie: Also on the topic of shifts, sorry, Aurelia, to cut you off there, did you wanna add anything?

Aurelia: Oh, no, I was just gonna show how to book a break, but I think I’ll do that while you’re chatting there.

Debbie: Okay. So on the topic of shifts, you may wanna take this time to confirm that any existing recurring shifts that have been set up actually repeat into the new year as needed. So we’re looking at the schedule here, we’ve clicked on the shifts button. Now we can click into an actual shift and then just look at the repeat until date. So you’ll wanna make sure that that goes into 2021 or even later if you’d like to extend it into the further new years there. And you also wanna make sure that you are checking each day of the week here. So it may be a faint memory from when you were first setting up shifts, but each day of the week is its own shift series. So we can see Aurelia is just going through and taking a look to make sure that each of these shifts here does extend into the new year.

Ali: And this is one that we hear constantly, January 1st. People are like, there’s no availability. My patients can’t book online and they, it’s just something that has left their brain, that shifts have an end date and you just have to extend them. So check your shifts, I, of all the things, this is one that can affect your actual clinical life, because patients can’t find online access, online availability. So, and we hear about it quite often.

Debbie: Thanks, Ali, yeah, we do. In emails on queue, and it’s just a matter of making sure that those shifts are there. And this may also be a good time to update a staff’s shifts if they are making changes to their hours. So if this is the case, you’ll just wanna set up fresh recurring shift series again for each day of the week. And then, so you’ll hop into the new year rather than changing the shift series that’s currently active. So here, we can add that for January 6th, and then it’s gonna go January 6th onwards as we set up that repeat there. And then we can look at adding that break.

Aurelia: Just in case some of you are newer to Jane, if you do need to book a break, you can just click this little coffee cup icon at the bottom here. And then anywhere in your schedule, you can leave yourself a little note to remind you why you’re taking the day off, as well as it behaves very similar to a shift, so you can just extend that as far as you need. We’ll just say it’s a day off. And that’s all there is to it.

Debbie: So just checking the chat, were there any questions that came up about the schedule or shifts or blocking time off, Ali?

Ali: Just people wanting an easier way to close the clinic for all staff on a day, which we know about. And then I also wanted to mention that I do recommend breaks over deleting a shift, because with the breaks, you can explain why you’ve blocked that day off. And sometimes, people are confused if a shift is just missing. The coffee cup icon is down at the bottom left, Julie, just asked us privately.

Debbie: Absolutely, those are great points. I’m not sure if everyone’s frame looks the same as mine, but you may not see that little break button if you’re looking at the shared screen just from the Zoom things along the bottom there, but it’s there. Great, so that takes care of the staff schedule stuff.

Debbie- Resetting Insurance Claims [13:13]

So we’re gonna move on to the end of year tips when it comes to working with your patients. So we’ll start with a very common question that I’ve already been getting emails about, which is resetting insurance claims. This was also a big request in the questions that were sent with the registration. So thank you for that.

As many of you likely know, most insurance policy benefits with the exception of most workers’ comp or auto insurance coverage, they will reset at the end of a calendar year and then start anew come January. So I’m sure many of you aren’t strangers to the end of year spike that is currently going on in volume as people realize they should be using up their benefits before they reset when the clock strikes 12 on New Year’s Eve. To ensure that Jane is properly keeping track of the covered appointments for the new period, you may wish to close an existing policy and then reopen a brand new one with the same information carried over, just starting fresh with zero appointments.

So here, we are on our patient, Olaf the Snowman. And we’ve popped into the billing tab under Olaf and then into insurance policies. So what you can do is you can click to highlight the policy you wish to update. And then click on the orange update policy button that appears here to reset the policy for the following year. So this is going to do two things. It’s first going to close the existing policy. And then it’s going to create a new policy with all of the same information with an end date set to December of the next year.

So this is on a kind of one by one basis of a patient, if you wanted to do this action in bulk and reset multiple or all insurance policies for a particular insurer, this can be done by heading to the insurer folder under the billing tab. So there’s a section for insurance policies here. And then the same thing, you can select one or more policies and then reset them in one go, we see that same update policy button there. And we just wanted to give a heads up that our team is actually making a small tweak to the overall design of this area to improve the overall user experience. So these changes will be very subtle, but one benefit is that this will allow for the columns to be sortable if you click on the headers, along with some other minor changes. The reset option will also be tucked away in a dropdown. So that’s one of the main changes to be aware of, we got to preview it, there’s some checkboxes that you can use. So just a heads up to expect that if you go to do this and it looks a little bit different from what you’re seeing today.

Aurelia: Exactly, I know I’m used to looking for that orange button, so if you’re surprised and it’s tucked away, hopefully, we just wanted to give you a heads up there. So thank you, Debbie, for that. Also on the topic of kind of patient themes, we’re also going to take a look at providing patient statements and maybe a list of end of year appointments as well. So let me actually hop back to our friend Olaf here, and we’re gonna go back to billing and purchases. So as many of you… Go ahead.

Ali: Yeah, I thought this was a good question here, when resetting claims, should they filter to open claims?

Aurelia: Yes.

Ali: Yeah.

Aurelia: Yeah, I find that’s easier, you can click the little filter button here and if you just wanna see the open ones, that way, you can have a better idea of which ones need closing. So yeah, good question.

Ali: Okay, sorry, continue.

Aurelia- Providing Client Statements [17:00]

Oh, that’s okay. Where were we? Oh, yes, I think purchases. So in addition to the insurance, if you do wanna provide patients with kind of an end of year list in terms of, you know, all of the appointments they’ve been in for or maybe just the list of maybe the different transactions that took place, this is the area in Jane that you’ll want to be. Most cases, I think we would recommend a patient statement, which you can find on this page. Usually, it’s upon request though, because otherwise, you’ll be very busy generating this for all of your clients.

So to generate a patient statement in this area, what you’ll want do is you can use the filter option or you can just click to highlight all of the line items that you’ll want to include. You can click filter here and select a date range. So for example, if I wanna do the whole year, I can just sort of navigate through. And we recognize that we don’t actually have a this year option, so that’s something that might be convenient and our team is looking into. But for the time being, you can just scroll through. And then I find clicking select all is a nice quick way to highlight everything that I want. And then from here, I click on the statement button. And then this is going to go ahead and bring up a new kind of preview page. If you had forgotten to set a filter or maybe you only want to include the private visits and not the insurance visits, you can do that up here as well as maybe invoices only versus payments and invoices, for example. And they can just go through, review everything, and you can actually email the patient straight through here if you’d like. Or you can download a PDF or print it off. So this is a handy little area to check out.

Awesome, and then if you’re looking for something a little bit more detailed, maybe you want to provide some more information so that your client can submit to their insurance company, for example, maybe if they had forgotten to do that up until now, you can actually click the patient invoices option instead. And this is a slightly different financial document. Each I guess session has its own page. But it’s all in one, so that way, you don’t have to go in and click each of the appointments separately. And then you can print those out or download it for your patient as well. So we just wanted to give you both of those options. Usually, the invoice is a little bit more detailed, so just wanted to show that part off as well.

Ali: I just wanted to mention, people, this often comes up, actually, whether people can, patients can access their financial information through the patient portal. And the answer is no. Originally, the reason why we didn’t do that was we were trying to give you some control over how you provided your financial statements to patients because of insurance fraud, and just so you had a little bit more control over what left your clinic. But I think that we’re, we’ll have to sort of assume that times have changed. I used to have to stamp duplicate on every printed receipt when I was working the front desk like 20 years ago for insurance purposes. But yeah, easier access to financial information for the patients I think is a good call, but no, not currently, it’s not in there. So they’ll have to request it from you.

Aurelia: That’s actually a really good segue into kind of another tip though, is if the client’s not necessarily interested in financial information and they just want maybe a list of appointments, that is available online under the my account, appointment history area. So that way, you don’t really have to print off a list, and then your clients can reference this from the comfort of their own home. But we also do like to mention, there is a convenient place you can print this off from the main profile area. And then in this little box here with the calendar, this is a list of all the upcoming appointments, you can click this print button and then choose between upcoming and past and you can print that off. But there’s also an email button as well, so you’ve got lots of options there.

Ali: Aurelia, someone’s asking if you can email an invoice, which I thought you’d be so excited to share, ‘cause you’ve just added this.

Aurelia: Yes, oh, that’s so exciting.

Ali: It’s so exciting. I want you to know that when we add things to Jane, we’re always so excited to share it, ‘cause we’re like, this is so new, and then everyone’s like, they don’t know that it’s new. So no one’s as excited as we are about things, they’re always just, it’s new, we’re excited.

Aurelia: Exactly, and it’s actually something we’ll touch upon later, but we’ll give you a sneak peek now. There’s a new email button up in the top here. So for the time being, it is just kind of an individual invoice for each session. But we understand that kind of with this, you know, just this year in general, a lot of things have changed and maybe you’re doing a lot more remote or telehealth sessions. So the importance of being able just to email that invoice out and getting paid is so, so important. So it’s just up at the top here, and we can take a look at it again along with some additional kind of payment collection options a little bit later.

Ali: People are excited. I’m hearing about how excited they are about this feature.

Aurelia: That is awesome, and I’ve kind of caught whiff of a potential email invoice to insurers option that might be coming soon. You didn’t hear it from me, but it’s, yeah, we’re looking into that as well, in case anyone’s interested.

Ali: I think it’s funny that we’re asking you to be excited about emailing an invoice, honestly. That’s a weird thing to be excited about, but we’re excited about emailing invoices. Yep. Okay, okay, sorry-

Debbie- Inventory Management [23:20]

So we’ve breezed through staff and patient year end tips. So we’re gonna switch gears a little bit and look at the clinic topics. And just as a reminder, we’re gonna be sending out an email with a recording of this webinar. So if you’ve missed anything or you wanted to go back over something, you’ll be able to rewatch us in a few hours, I’m told. So to start off, we’re gonna talk about inventory management. There’s nothing like a bit of end of year inventory management to spark some joy into your January. It feels great to write off any expired products and have a good understanding of the product numbers waiting for you once you come back from that rest and relaxation.

Aurelia: Perfect. I was just so intrigued by people raising their hand, I didn’t know that someone could do that. So with this inventory report, many of you might be familiar with it already if you are working with products in Jane. And we, I just wanted to preface this with, we totally understand that at this time, there is some work that can be done in this inventory section. We understand that it maybe isn’t as comprehensive, especially if you are using or you have like a large volume of products on hand. But I just wanted to let you know that it’s something that we have kind of on the back burner and we know it’s going. So this is sort of what we have to deal with at this time. So we’ll show you all our favorite tips and tricks in this area.

So this report will show you kind of a list of all of the products, as well as what’s in stock right now. This is exportable on the top right side to either like a spreadsheet file, Excel or CSV, or you can print it out as well. Something we like to mention is that this inventory is actually a live report. So it will show you the current state of the inventory as of today’s date. So we like to emphasize that if you do want to have a snapshot of what the inventory is like as of the end of the year, you’ll wanna make sure to export this report on that day. So maybe, you know, the last day for the year is the 23rd, something like that. So you’ll just wanna make sure you print this off or download it so you have it handy. So when you come back in the new year and you wanna crunch the numbers, you’ll have a snapshot from the right point in time.

Exporting and Working with Reports [26:07]

So with that said, a staff member who has administrative or all billing or full access permissions will be able to access this and run the report. And let’s go ahead and take a look at the spreadsheet, I actually have it opened down in my Excel here, hopefully, everyone can see it. But you’ll notice there’s a lot more information on this report. So this is kind of a common theme in Jane. A lot of exports actually have a little bit more information than what’s shown in the Jane interface. And the reason behind that is we wanna provide US clinic owners as, you know, administrative staff with all the information you need to both understand how Jane’s calculating the numbers, but also so you can kind of run your own formulas if you want and use the raw data. So all of that is listed here for you. So you’ll see things like the manufacturer, I kind of hid the SKU and like the product number, but that’s all included as well.

But if you’re interested in calculating the total value, let’s say, of all of your inventory, I’ll show you a quick tip. What I like to do is create a new column for my location, so we’re working at the district, for example. And then I’ll just multiply this value here for the inventory by the cost. It’s a really simple just straightforward Excel function. And then if you click and drag the little bottom corner here, you can actually run this across all of the fields. So then that way, you can just have Excel do the hard math for you and then you can sum it up at the end. So that’s what we like to recommend. We realize it’s a few extra steps, but hopefully, this gives you a quick way to generate that number there.

Ali: Yeah, Aurelia, I mentioned this in the chat, but I did also wanna just say that we wanna keep the reports that you run fast and relevant when you’re actually using them within Jane. And so obviously, this would be too much information to display in a relevant way, really, on your single screen, especially with different screen sizes. So we do that actually with a lot of different reports in Jane, so if you’re, if you run a report, feel free to export it and just check out what’s in the export. There’s often more information when you fully export the report. So play around with, you know, exporting reports or using the filters at the top. Really click around in the reporting area, ‘cause there is things that you might not have recognized that could be really helpful to your practice. We have lots of hidden secrets at Jane, which is a problem. We shouldn’t hide all these wonderful things from you, but just click around, you’re not gonna break anything and you might discover something pretty cool.

Aurelia: That’s a great point. And yeah, I like to see it as a little surprise, if anything, a lot more, I’m personally a big fan of spreadsheets and data, so whenever I see more information like this in a spreadsheet, I get really excited. On that note, if you are looking to provide let’s say a price list of all your inventory as well to maybe your bookkeeper, or maybe someone has to go and sort of do all the updating, this is the best report for that as well, you can see that there’s a list of prices, so they can just go through and reference all that information. Let’s see, what else is there in this section? Price list.

Writing off Products[29:50]

Oh, you can actually write off expired products in Jane as well, so to do that, we’re gonna hop back over to Jane herself and hop over to the product section. Here we are. So maybe you’re doing your inventory and you’re like, oh, we need to, you know, maybe we have some damaged bottles or we have a couple of expired bottles, for example. If you wanna record that in Jane, you can hop over to the settings, products area and then find the product you’re working with. We’re gonna look at our Festive Fruit Cake here. And then we can go ahead and edit that. And there’s a section for the quantity, so if you want to write off a couple of them, you just have to adjust the amount and make a note for what happened. This is not a very realistic situation though, because I guess fruit cakes don’t really expire, do they? But we’ll wanna go ahead and update the product down at the bottom here. And then when you’re done that, you can go ahead and view the log. And Jane will make note of that reason here for you, so you can just go through and work through your inventory and yeah, that’s the way to write off those products.

Oh, I think I have one more note on this. One thing to mention is if you are writing off a product, usually, this is considered an expense for your clinic. So you just might wanna check in with your bookkeeper on how you’re keeping track of those expenses. So if you wrote off a couple of fruit cakes, for example, you’ll just want to let them know that you did so and then they can sort of let you know the best way to keep track of that. Maybe they’re using QuickBooks or an external software to keep tabs of those expenses.

Debbie- Increasing Fees [31:48]

Awesome, thanks, Aurelia. While we’re in the product section here, another clinic topic that we wanted to chat about is around increasing fees. This is another hot topic in those registration replies. And just one that we get a lot of in emails and on calls. So in the product area, it’s the same place you wanna visit if you were making any pricing changes for the new year to products, right. In Festive Fruit Cake still, maybe we’re gonna change that price for the new year. And we can go ahead and edit that once you’re ready for that change in price to occur. And if you need to update any of the prices for your sessions, you can do that under treatments and classes.

Now, before you start increasing the fees charged in your practice, you’ll likely wanna give your clients some advance notice of the change. So this can be done in a few ways and you can do one or all or even none of the below, whatever works best for you. So the first option is to update the description of your treatment to notify the clients booking online that you will be increasing the prices as of a certain date. So here, we’re under settings, treatments and classes. And then in the treatment itself. And it’s the description before booking that we see here where you wanna add that information. Now, it might be tempting while you’re in the treatment to change the price while you’re here. But you just wanna hold off on that until the date those new prices go live. The second option is going to be adding the information to your online booking banner so that any visitors to your online booking site, they’ll see that heads up right at the top of the page. So you can customize your online booking banner under settings and then language and notice/message on online booking page is what you’re gonna wanna look for. So I know it can be easy to scroll right by one of the options that you’re looking for in this area, there are a few pieces that you can customize. I do it all the time myself, so I just wanna share one of our kind of general computer tips, which is the search function. So on a PC, this is done by pressing Control and the F key, and then on a Mac, it’s done by pressing Command and the F key. So we’ve done this here, and you can see a little search bar up at the top of the page. And then you can just type in what you’re looking for. So here, we can type in notice. And then it’s highlighted on your page and you see a little like one out of four in that search bar as well, so you can click on the arrows to have it kind of jump you down the page to exactly where that keyword or number, if you’re looking at a number, is appearing. So this search function works pretty much everywhere. So not just on this language page here. It can be used to be finding a specific invoice number in the sales report or maybe a patient’s name on the AR report. So if you’re looking at a page that just has a lot of information and you need to look for something very specific, use that search feature. And it’s not just something you can use on Jane either, you can use it on any webpage or document on your computer. So just a little general pro tip that I know makes my life so much easier when I’m digging into things. While we’re in this language area, I wanted to go over the third option for notifying your customers, which is using booking and reminder notifications. So you can add text to those emails. So when a patient books appointments or receives reminders of their appointments, they’ll be notified of the increase, so those two options under language are reminder email details and then the thanks for booking email details, using that search function again so we don’t have to scroll through.

Perfect. So now that you’ve set up Jane to give notice to your clients about an upcoming change to your pricing, let’s theoretically jump ahead into the new year. So on the day of the increase now is when you can adjust your prices. Once you’ve increased the cost of the treatment, all visits that you arrive will start charging this new price once you’ve increased the cost of the product, anytime you sell that product, this new price will be charged. So it’s important to note that this is not dependent on when or what day a treatment is booked.

Adjusting Prices for Long-Time Clients [36:17]

So if you’re still wanting to charge that old price after you’ve set that fee increase, if it’s a one-time thing, you can manually override the invoice by clicking on the blue words that say patient invoice here, well, patient’s name. And then you can go ahead and edit the amount to decrease the invoice cost. Click save and Jane’s gonna save that information. However, if you have a few patients or if you’re wanting to grandfather anyone into your old pricing or maybe it’s being sent to insurance, you’ll need to create an adjustment to apply to those patients’ visits instead of changing the invoice price each time. So here, we can go ahead and add in that adjustment. And then Jane’s going to apply it and override the new price increase. And then to make that process even easier for those that are grandfathering into the old pricing, you can apply that adjustment as a patient’s default adjustment on their main page here. So we’re on the profile, we can click add and then select that adjustment. So now Jane’s gonna ask if you wanted to apply it to anything that’s upcoming already, make your life super easy there. And now anytime an appointment’s arrived or booked, that adjustment is going to be added just for that client. We know that was a bit of information. Did we wanna pause a moment for any questions? No? That’s okay.

Ali: I’m like, I’m answering people. Where does the adjustment go is a question. Yeah, here on them. Great.

Debbie: Like where does it go, I’m wondering if that’s…

Ali: Like when you, yeah, maybe it just automatically gets included on the invoice when you book for that patient.

Debbie: Exactly. So here we can see it just previewing the invoice-

Ali: Oh, with the written off. I think it just, is it written off is I think what they mean. Where does the actual adjustment go in accounting world?

Aurelia: Good question, so it’s actually like, it’s almost like a discount. But the final sale will be the after discount price, but if you wanna reference all of the adjustments you’ve provided to clients over a certain period of time, we have an adjustments report which I really like. And you can see which locations the adjustments were provided at or by staff member. And this is actually one of those hidden reports where, if you not export but print it, you can actually see a breakdown of all the patients as well in a little bit more detail by adding this show detail options. So this one might be a good one to provide to your bookkeeper too if they’re interested in those adjustments.

Ali: Aurelia, they’re wondering if you can show how to edit the invoice one time again, I feel like that’s also a secret that people don’t know about and it’s, it can be super helpful for those one time changes.

Aurelia: You got it, let me clear out some of these adjustments that we’ve added on here. So anytime you see this blue link where it has the invoice number, usually, it’s clickable and it’s gonna jump you straight to this invoice, what we like to call the show page. I can actually show you a second place where you can edit it if you’re working from the patient profile. So if you’re in billing, and I know I usually like to work out of this page because it makes a little bit more sense for my brain, but you can click this blue link here and that’s gonna open up the same panel. And then on the right side, you can just change the amount to whatever-

Ali: You can also add details, if you add any text in that details area, that will print on the receipt. And then anything in notes is always internal. So if you’re wanting to add any information on the notes about why you changed the price, that will only be internal. That’s another little secret in Jane, if you don’t know, anything that’s in sort of a blue text is clickable. So try clicking on it and see what happens. So if you click Olaf the Snowman there, you’ll probably go to his patient profile. But if you’re anywhere that you see blue text, try clicking on it and see what happens and it might give you a little shortcut that you didn’t know about. These are good questions.

Aurelia- End-of-Year Bookkeeping [40:51]

They are, these are great. So this is actually a good kind of, with invoices, this all transitions really nicely into sort of the big topic, which is how do you do your end of year bookkeeping? So that’s our final main topic that we’re gonna cover today. And sort of depending on your fiscal year, as well as how often you usually generate your reports and do your bookkeeping, all of this might be a little bit different and you might have to tweak it for your clinic. But we’ll try to give some details for both folks who use the applied and the invoice methods. Just keep in mind what we’re gonna show you is kind of on the year basis, but maybe you already do some of this and provide your bookkeeper on the monthly or kind of biweekly basis, so just keep doing what you’re doing. But hopefully, you can take away some of these tips for your clinic.

The Billing Summary Report [41:50]

Debbie: Exactly. So to start off, let’s jump into the billing summary report. So this is going to be a good first place to visit, as this report is a summary of several other reports in Jane. The report will provide you with an overview of the total value of invoices generated, as that’s the accrual accounting under invoiced here, as well as the total value of payments applied towards an invoice, so more cash accounting for the year, and that’s under the applied section.

And just a quick note, as we received a few questions about preparing for tax season, this is also a great report to reference when tax season rolls around and you wanna know how much tax was billed or collected for the fiscal year. And here we see, we scroll down a little bit in the report to the tax section and we see those two numbers of invoice and applied. Most commonly here in Canada for reporting revenue for the year, you’ll want to take the invoiced total up a little bit there. And then if that should not include any taxes for your revenue reporting, you’ll just wanna subtract the invoiced tax total from that invoiced total there. So a little bit of manual work at this time to get that number for your books.

To get back to the overview here, if you are unsure of which accounting method your business is based off of, we just recommend that you reach out to your friendly neighborhood bookkeeper or accountant who can guide you in the right direction.

Invoiced vs. Applied Amounts [43:24]

We do like to mention that it’s very normal that these two numbers, the invoiced and applied, do not perfectly match, as you may not always collect the same amount that is billed within that same period. This is especially true with insurance billing or package type offers. The easiest way I find to think about these two totals is that invoiced shows you the total amount of invoices generated within the date range. And some of those invoices may be unpaid. Whereas the applied total shows you the invoices paid within that date range, and this might include new payments being applied to old invoices.

Aurelia: Absolutely, that’s a question we get all the time, is why am I seeing a different invoiced and applied method? Sorry, not method, numbers. And the reason behind that is just because they’re actually just two different forms of accounting, so they’re usually not going to be the same. So hopefully, that reassures some of you if you’re seeing kind of a stark difference. You’ll even notice here, it’s quite a large difference here, but…

Ali: Yeah, invoice just means you’ve created an invoice during this time period. Applied means you’ve applied money to invoices. So if you received a large, like here, you could have received a $7,000 insurer check for visits that you created the invoices in a past period, but you applied them within this period. Basically, the payment just came in at a later date. So very normal that those are different.

Aurelia- Accounting Methods + Their Reports [44:57]

Accrual + The Sales Report [44:57]

Absolutely. And if you’re ever curious how Jane calculates those numbers, we’ll actually jump into that. So if you’re working off of the accrual accounting method and you want to know a little bit more about how did Jane arrive at this $6,000 amount, we recommend you pop into the sales report, which can be found right underneath the billing summary. And if you run it for the same period, Jane’s actually gonna get the same amount, just because it’s working off of the same data. So I like to go in here and review the line items. Typically, if you’re providing your bookkeeper though with kind of your final sales numbers, they may not need all this detail. So it’s kind of up to you and them what works best for their workflow.

Cash + The Compensation Report [45:46]

If you’re working with the accrual, sorry, the cash, I always get them mixed up in my head, the cash accounting method, we recommend you take a look at the compensation report. So this is a little further down the way here. I’m just gonna open it up. And there’s a cash collected version. If you turn the detail on, you actually get a breakdown of all the line items here as well. So this will include times when you apply a payment towards an invoice, as well as if you, for example, disconnect a payment. Maybe you made a mistake or you needed to adjust the pricing, something like that. A breakdown of all of that will be included here, and this is exportable to a spreadsheet as well, in case you need to work with that.

Aurelia- Working with a Bookkeeper [46:40]

So a few notes on that. One is if you are providing your bookkeeper with an export, for example, of the sales report, we just like to mention that some clinics will choose to open up the spreadsheet and remove this patient column just for patient confidentiality and re-save the report and then send it over. But on kind of the other side of things, you can also just provide your bookkeeper with access to Jane. And sometimes, clinic owners will have them sign some sort of just confidentiality agreement on paper. And then you can actually set them up for a staff profile. Let me see if I have tab open for this. Maybe not, but we’ll hop over to the staff profile here. And you can create a new staff at the bottom. And then when you’ve done that, you can go ahead into their settings area. And there’s a permissions and commissions section. We recommend that you provide your bookkeeper, accountant, maybe they’re a biller if you’re based in the US, with the administrative staff / all billing access, ‘cause that usually encompasses most of what they need to do their jobs. So hopefully, this is a good tip, if you haven’t taken advantage of it yet, we don’t charge anything additional for your support staff, so this is your accountants, your admin, and your bookkeepers.

Ali: Awesome. It does not cost more to add bookkeepers, no. Jane’s pricing is only for income-generating practitioners, so any of your admin staff, your bookkeeper, anyone, your biller, anybody that’s not actually treating people or needs to be on the schedule we don’t charge a fee for. Some people really like just the access, then you don’t have to keep sharing, sending info over all the time.

Ali- Changing the Owner of your Jane Account [48:45]

Can we change the owner of the business? I just actually wanna mention this one, because it’s super important and everyone’s here. Everyone’s here, we should talk about this. If the owner on your business account is the wrong person, the person who is listed as the owner can switch it. So just ask them to transfer ownership there on that owner column. So everyone should do this, because it’s really important that the correct owner is set on your account. If you don’t have a clinic owner, if it’s not listed as you, then make sure whoever is listed transfers that over to you. It’s important, yeah.

Debbie- Working with Transactions [49:20]

Great tip, thank you. I feel like we’ve gotten a couple, like a lot of emails about that lately. So that’s a good reminder to head to that area if you need to do that. Let’s go into working with transactions. So in addition to the invoiced and applied amounts, if you’re looking for a list of all the monetary transactions that took place within the year, you can refer to the transaction section of the billing summary report, which maps directly to the transaction report, so in the report tab there, for the detailed breakdown, just give it a second to load. A friendly reminder that while all of these payments may have been collected within the period, they may not have necessarily been applied towards any invoices. So the applied and transaction total, those amounts might be slightly different. So invoiced, applied transactions, it’s super common for those totals to not completely match. The reason, another reason kind of behind the transaction and applied amount and why they may be different. There’s special types of billing items in Jane like tips or gift cards, which don’t actually have a corresponding invoice. So just another couple of things to keep in mind to explain the discrepancy you might see between transactions total and then the total applied amount, it’s just different data.

Ali: There’s just, there’s only three really places that your money could be. One is you’ve taken the money and you haven’t applied it yet, that’s the credit. One is you took it and applied it during the same period, and that happens most of the time where a patient pays off their invoice on the same day. And the other is that you took a payment and applied it for a past visit. And so there’s only really three places that could be, it just depends on how that happened, it’ll show up in different places on the reports. Exactly, yeah

The Daily Transactions Report [51:20]

Aurelia: Exactly, so this is the, kind of the main transactions report if you wanna review all of those different payments in detail by the payment method. But there is actually a more condensed version of this report called the daily transaction report. So you’ll notice up here at the top, there’s kind of like a summary with just overview of the number per payment method and the total. So this daily transactions report is basically the same summary section, but for each day in the duration you’ve selected. And this one is usually a favorite of our bookkeeper friends, since this is most of the information that they need to do their job. We recently introduced an export for this report as well. And I just wanted to show that off. So if I maybe move some of this out of the way here and go back to my Excel sheet, I have just a little snippet of one day of this export. But you’ll notice a few things. One is that it’s formatted in kind of rotated version of the report, so date, payment method, the total amount, and the number of transactions. And this was actually designed to be formatted for easy upload into something like QuickBooks or Xero or another accounting software. You don’t have to upload it, it could just be a point of reference, but we like to make that accessible for you. There’s also no patient information on this one, so you don’t have to do any additional work. And we also snuck in any processing fees for you Jane Payments users out there. So those will be entered as a negative value in the same column. So hopefully, this is helpful if you’re looking for kind of a central bookkeeping payment related report for your bookkeeper.

Jane Payments Transactions Report [53:26]

But with that said, I’m also gonna jump back to Jane here and show off the Jane Payments transactions report. So for those of you who don’t use Jane Payments, that’s our kind of internal credit card processor that you can use within the system. And you get a couple of extra reports if you sign up for that. And this report will show you just specifically, it’ll exclude things like cash and check or e-transfer, for example, but just show you the credit card related transactions. And we just updated this report I think this week to also have a line for the end of the processing day. So this is a question we’ve been getting quite often where the way kind of the payouts work is there’s a 5:00 PM Pacific Time cutoff. So it’s a little bit, it’s not always obvious if you take payments after 5:00 PM which payout it’s gonna land on, right? So we just wanted to make sure that you had a good understanding, like anything before this time will be included in the payout in a couple of days. And then if you miss the cutoff, for example, this December 4th one, it rolls over to the next one. So this is a brand new sort of little tweak we made. So I just wanted to mention it in this webinar in case you haven’t seen it yet.

Debbie- Accounts Receivable [54:48]

Thank you for that. I know there are a lot of people I’ve spoken to on the phones who were looking for that information. So it’s a really great chance to highlight it. We’re going to switch gears, but still talking about bookkeeping. We’re gonna look at how to clean up your AR next. There’s no better feeling than starting a new year with all your loose ends tied up. So we have our handy accounts receivable report here, where you can review which patients and/or third parties like insurers still have an outstanding amount owed to the clinic. You’re able to click on an account listed along the left. So any of those in blue text there, so blue text means it’s a clickable link. And that’ll jump you right into the invoice folder for that patient or insurer, so we’re back to our friend Olaf here. And then you can review which appointments are still outstanding to follow up as needed. So here we see a few that are unpaid. So you can go ahead and click on the blue invoice text if you want it to email that invoice, so we had that sneak peak earlier, so this is an example of where you may wanna use that. And then just click on that email button to get that email sent. And if you wanted to review the email that was sent, you can find it as well as any other emails sent to the patient from Jane from that messages tab up at the top of the patient profile. So we can go ahead and click into the invoice. And here, we can see exactly what was sent to the client. If you needed to or wanted to customize the template of the invoice email, to enter details maybe about an email for e-transfer or maybe you have a different billing, mailing address, sorry, that you want any checks to be sent to, going back into that language tab, you’ll just wanna look into email patient invoice message here. And then you can customize it to include that additional information you want your client to have when sending those invoices.

Aurelia: Exactly, and then for those of you maybe who have not used this language tab too often, there are some variables that you can use at the bottom here, so you’ll notice we inserted company_name, so that just pulls from whatever you’ve already uploaded to Jane. So if you wanna take advantage of some of those, they’re all listed at the bottom here, and there’s some fancy formatting that you can do as well. So for example, the little asterisk will bold certain parts. So it’s a little fun to kind of play around and see what those are like. So that lives in the languages area.

Pay Balance Email [57:40]

Aurelia: Let me pop back to our friend Olaf. So earlier, we mentioned that there is actually another way you can collect payment from your clients as well. And this is for our Jane Payments users, and this is called the pay balance email, which you can find right on the right side here. And I guess one of the benefits of this is you can avoid that sort of awkward please pay your bill phone call or email that gets sent out at the end of the year. So what you can do is, if there is a outstanding balance, is you don’t even have to highlight anything, you can just click the pay balance email and you can leave a little note here. It might be something about like, oh, see, happy holiday, see you next year, just a reminder to settle up your account. And you can add that here.

And then just like before with the email invoice, you can click on the messages tab up at the top and review what was just sent out. And this is a preview of what those, what your clients will see on their side when they are prompted to pay. When they click the pay button, they’re actually gonna be redirected to kind of like a online credit card processing page and then they can settle up their account from there.

Write Offs [58:58]

Aurelia: Great, so that’s another way you can collect payment there. But unfortunately, sometimes we know it’s just not possible to collect payments on certain outstanding balances. So in that case, if you don’t wanna bring over that balance to the new year and you just wanna write it off as bad debt, you can actually do that from this page as well. So our new favorite area, by clicking on this blue link here, it’s gonna bring us back to our invoice page. There’s a little dropdown arrow next to cancel and save, and what you can do is click on that. And there’s an option to write off the amount. So this is letting Jane know you can zero out this balance, because we don’t expect to collect for it. I’m gonna go ahead and do that. And you’ll see that Jane makes a note for you. So if you ever have to do like an audit or review what happened, it’s all recorded for you.

And then I also like to mention, just like the adjustments that we saw earlier, we do also have a dedicated write-off report. Let me just give this a little refresh here. This is another kind of tip. If you’re ever working with a report, Jane obviously wants to show you live information. But if you’re clicking and making a lot of changes, sometimes your computer cache or storage doesn’t catch up in the browser. So it refreshes every five minutes, I think. But if you need it to refresh a little bit faster, you can click on this little button here. So with that said, you’ll see that now the write-off that we just did for Olaf will show up here with some details about any tax information, for example. And this is also exportable in the top corner. Thanks to a lot of feature requests we got recently, we actually added a staff member filter to this report. So thank you to everyone who takes the time to share those, you know, their thoughts, suggestions with us, because we do take them seriously. Sometimes, we may not be able to get to them right away or we have to kind of balance what we’re working on, but we really do appreciate it.

Debbie: Yes, we do. And just, I was looking at the questions coming up, I just see like a brief summary of it. Someone had asked about reversing a write-off, so yes, you can reverse a write-off if needed. If we head back to Olaf here and click on the invoice that we had written off and then click on that down arrow there, and you can reverse that write-off as needed. Thanks for that question. That’s all we have planned for you today. I’m not sure if we’ll have time for a last round of Q&A.

Ali- The End + Some Q&A [61:58]

Oh my gosh, we’re at an hour already. That was so fast.

Aurelia: I feel like it went fast.

Debbie: I know that the clinic topic was pretty meaty and the reports usually get some questions.

Ali: Yeah, that was so fast. I don’t feel like that was an hour at all. We answered 50 questions in the Q&A and lots in chat. And I think people were really tracking, really tracking what you guys were going over there. So nice work. The first time we tested, we went through this, I think you had 20 minutes of content, and I’m like, don’t worry. It will stretch. So there is definitely, we’re gonna be sending this all out as a recording along with end of year checklist and some other documents that you can review. So you can go through this again and run all these reports within your own practice. Try clicking around, like I said before, click everything that’s blue, export everything, just play around. And we’re also very happy to work with your bookkeepers directly. So don’t feel like you have to be a go-between with our support and try to explain things that maybe don’t, you know, aren’t really in your, aren’t things you care about. So feel free to let your, your bookkeeper can contact our support team directly, we’re very happy to answer their questions without having to have you as a go-between. And oh, there are so many other questions coming in. Let’s just say, if you have to go, obviously, feel free to go, you’re gonna get a recording of this. But we’ll stick around for a few more minutes here and see if there’s other questions in the chat and Q&A that people wanna go over. I’ve been seeing a lot of Aurelia is a customer service Jedi.

Debbie: She is. Absolutely. She’s taught me…

Aurelia: That’s a big compliment.

Ali: I agree, a Jedi, that is the best. Aurelia is also the best at dressing up for Halloween at Jane, if you didn’t know that about her, you should know that. And a very talented artist. So little things you didn’t know about people there. Labeling the credit card owner, oh, yes. So people wanna know about taking payment for children when the payment is provided by the parent. And that’s one of those areas where you can click on the invoice and add details if you wanna include anything special when you take the payment. So you can do it right from the schedule. It’s a little bit of extra work, but sometimes people put, if they want it on every single invoice, they’ll add a starred note that says paid for by parent, like Alison Taylor. And then you can stick it in the details there and it’ll print on the invoice and the receipt. Great. Does the write-off report show the reversed write-offs? I don’t, sometimes I go and just run things. I run things and I’m like, I don’t know, let’s see. Does it?

Aurelia: I think the write-off report will not include the reversed write-off, but the sales report does capture changes to the invoices. So this might be a good plug for setting invoice reversals in your account using the reconciliation date. Yeah, this is…

Ali: You can lock all of your numbers in the past, and bookkeepers and accountants really like it, because you can’t make any changes. But usually, operationally, admin staff hate it, because you can’t make any changes if you’ve broken something in the past. So check out the reconciliation date and see if it’s something you wanna work with. And some, there’s a few people asking, Moira, can you ask your question again, ‘cause we lost it and other people wanna know, where is it? Oh, Jane payments and matching what they’re for. There’s a quite a few questions about this, and I feel like we need maybe more guides on this or something. People are still struggling with that report. So you know, Jane Payments transaction reports, it is a struggle, because we have payments coming in from a few different places. And they’re having trouble matching them up. I’d like to hear more about what you’re matching them against and what you’re trying to accomplish, I think it’s on your, probably on your bank statements is what I’m guessing. But let’s, maybe send us an email to support@janeapp.com and we can answer your specific questions there.

Show off our snowflakes. Do you wanna make it snow? Let’s make it snow. Did you know that there’s a let it snow button at the top? If you wanna make your Jane bar snow at the top, well, you can turn it on under your name at the top right. Okay. So many good questions, if you do have them, feel free to email us at support@janeapp.com if we haven’t gotten to your question, there are lots of good ones in there. Hopefully, you’ve learned a couple of things. Shout out, snow is amazing. You know, we turned it on, we, I think this was last year or two years ago that we first did this, the snow. And people were emailing, like it’s very distracting, can you please turn it off? And so we had to make it optional. So you can either have it snow or you can have it not snow, depending if it distracts you, the snowflakes falling at the top of the screen. We were joking that we should have a Grinch mode. So we’d have it on, and if you wanted to turn it off, you had to say, I’m a Grinch. Just joking, if it distracts you, that’s really fine. You can turn it off. Let it snow. Okay, thanks, everybody. Appreciate you. Thanks for spending some time with us today.

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