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Batch Chart Export for Practitioners

If you’re leaving a clinic that uses Jane and you’d like to get all of the charts you’ve authored out of an account, you’re in the right place!

There are a couple of things we do like to note first, though.

Transferring Charts

If you are transitioning to another clinic that uses Jane and you wish to just have your charts transferred there, you also have the option to do a Jane to Jane Transfer. You can head on over to this guide to get more information, Jane to Jane Transfer: A Detailed Guide.

Data Ownership

First a quick note on ownership.

In Jane’s eyes, there is only one Account Owner who owns the data and that is the staff member who holds the Account Owner Badge in the staff profile.

Any download link or further questions are directed to the account owner for clarification regarding the data held in the account.

Note📍: Only Account Owners or the original author of the charts can request batch chart exports. Additionally, the staff requesting the export would need to have an active profile within the clinic’s Jane account. Check out our guide doc on Staff Access Levels that walks through these permissions in a bit more detail.

Exporting Charts

If you are just looking to export your charts as a batch, and not for immediate transfer to another Jane account, either the listed Account Owner or an active practitioner can email [email protected] to request this. For security and privacy purposes, only the Account Owner is sent the link to download the chart zip file, though, which can then be passed off to a practitioner.

We can provide a one-time batch export of charts that includes all chart entries in clearly labelled PDFs and an Excel file that matches up all of the chart entries to the correct Jane Patient Profile. This format is easily accessed without any special proprietary software and is also simple to import into a different clinic management software.

Note📍: Only practitioner-authored charts are included in this export, so intake forms and consents are not included.

Exporting All Completed Intake Forms

Just like chart notes, we can generate a batch export of all intake forms within an account. If you’re looking to export copies of completed intake forms, the Account Owner can email [email protected] to request this. Friendly reminder that only the Account Owner is sent the link to download the intake form zip file, though, which can then be passed off to a practitioner.

Note📍: This would be an export of all the completed intake forms and is not categorized by staff member. The CSV file can be used in combination with the Patient or Client List Report, filtered to the specific staff member to help narrow down the data.

Exporting Uploaded Patient Files

Any patient files that a practitioner uploads to the Files section of a patient’s profile will be included in the batch chart export, as long as the file was authored by the practitioner being exported.

You can check out our guide on Files Area in Chart to learn more.

Getting Your Exported Chart File

When we export the charts in batch, we are only able to send the download link to the Account Owner of an account, who as outlined above, is who Jane sees as the owner of the data in the Jane account.

Once downloaded, the account owner can then use a secure file transfer service or secure USB device to pass the downloaded charts to the practitioner.

Exporting Patient Demographics from the Original Account

This is accessible by those with the Account Owner or a staff member with Full Access. The Patient List can be exported to Excel from the Reports tab. The report can be filtered by a single practitioner to provide just clients seen by a certain practitioner.

Once filtered appropriately, use the Export button to create an Excel file. Save this Excel file for upload to the new Jane account (see below).

Note📍: The Excel file contains more fields than is viewable in the preview mode. Jane will export every field from the patient profile, which also includes a first and last visit field.

Exporting Appointments from the Original Account

Appointments can be exported from this same Reports area. This can be filtered in the same way down to a single practitioner and a date range to include past and future appointments if appropriate.

Export to Excel in the same way as with the patient profile. Save this file in Excel for upload to the new Jane Account.

For Products and Insurance Policies

You can also run and export the Inventory and Insurance Policies reports for transfer. It’s important to note however that these two reports will contain clinic-wide information and cannot be filtered by practitioners. You will have to manually remove any data you don’t want to be transferred from the exported reports.

Insurance Policies

To export the insurance policies, you will go to Reports > Insurance Policies > Export. As mentioned above, this will be every policy for every patient in the account and not practitioner-specific.

You can either provide this to the practitioner and request that we filter it specifically to the patient list for only that practitioner, or schedule an import in your own account as the Source Account Owner and provide us that file directly there, not having to provide the extra information to the practitioner leaving. We will then filter that report and upload only insurance policies pertaining to that practitioner.

Products

You can export this report by going to Reports > Inventory > Export, though you will need to remove the rows of products that you don’t wish to import into the new account before providing that file to us.

Importing Patients and Appointments to New Jane Account

You’ll need to start by Scheduling an Import in your new account. If you’re joining an existing account and are not the Account Owner or a Full Access user, you will need to get the Account Owner to schedule this for you.

You can find an overview of this process here: Scheduling Your Import

If you have any further questions about any of this please don’t hesitate to contact us and we’d be happy to help you!

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