Noteđ: These instructions are for clinic staff. Patients can learn how to book their own appointments here.
Managing appointments is one of the most important parts of running a clinic. Itâs also something your team does every day. Whether itâs booking, moving, or cancelling, we know itâs about more than just time slots; youâre helping real people find care.
This guide walks through everything you need to know to handle appointments with confidence. Youâll learn how to schedule and reschedule with ease, support your patients through changes, and navigate any hiccups that come up along the way. Itâs designed to support your team and make your day a little smoother.
- Booking an Appointment Administratively
- Switching the Staff Member on an Appointment
- Changing the Appointment Type
- Troubleshooting a Missing Treatment
Booking an Appointment Administratively
Scheduling appointments or booking patients is exclusively handled through the Schedule tab. By clicking on an available time slot for the desired day, front-desk staff and practitioners can easily create and book appointments.
- Start the process by clicking on a start time in the schedule.
The New Appointment pane will slide out on the right where you can specify the patient, the treatment and add notes. When youâre done, click âBook Appointmentâ.
Curious about the list of treatments that appears in the dropdown options? Check out our Setting up Treatments guide!
A Thank You For Booking email will be sent out to the patient after the appointment has been made. While this allows the patient to review their booked appointment, in Jane we are not able to mark the appointment as confirmed by the patient or the admin.
When the patient has come for their appointment time, you can then mark the appointment as arrived.
Switching the Staff Member on an Appointment
Imagine a practitioner calls in sick or has some unplanned time off (weâve all been there), but another can fill in! There are two options when it comes to changing the staff member on an appointment.
Drag & Drop
If the appointment is being moved, but itâs still on the same date and time, you can âdragâ it from one doctorâs schedule and âdropâ it onto the otherâs. Itâs just like grabbing something on your screen, moving it, and letting go where you want it.
Click and hold an appointment (using your mouse or finger on the touchscreen). While holding, drag it to the new desired date, time, and staff member slot. Lastly, release to drop it in place and Jane will ask if youâd like to confirm the move or confirm and notify the patient of the changes to their appointment.
Move
For appointments that arenât on the same day, you can save some extra clicks by clicking on Move within the Appointment Panel.
At the top of the page, youâll see a notification that youâre rescheduling an appointment. Use either the arrows or Go to Date buttons at the bottom to navigate to your desired new date.
To move an appointment between locations, you can either select the location or use the keyboard shortcut L to switch to that location.
Click on a time within the gridlines and youâre all set!
Changing the Appointment Type
Once you click on the appointment to open the Appointment Panel, click on the pencil icon.
Within the Treatment section of the panel, you can use the dropdown menu to select the desired treatment.
If youâre looking to switch an in-person appointment to an online appointment, youâll want to first make sure that you have two separate treatment types set up. Hereâs what those two session types would look like:
For more information on creating these offerings, you can check out our Setting Up Treatments and Getting Started with Online Appointments guides.
Troubleshooting a Missing Treatment
If youâre trying to book an appointment and itâs missing from the list of appointment types, there are two main areas that you can investigate to get this sorted.
Option #1: Treatment Settings
Sometimes there are specific treatments that need to be assigned to a staff member and later on, another staff member offers the same treatment.
To make this available for the new staff member, a user with Full Access will want to head over to the Settings tab, click on Treatments, Classes & Group Appointments and then on Edit to the right of the treatment youâre trying to book:
Next, take a peek at the Discipline & Staff Member section. Typically youâll want to make sure that the treatment is assigned to the right discipline that the staff member offers. Additionally, make sure that the Staff Member field is set to No Staff (Shared Treatment):
Option #2: Discipline and Staff Member
Another place to check would be under the staff memberâs profile. The discipline a staff member is opted-in to will ultimately change the treatment offerings they can book.
To view this setting, youâll want to head over to the staff memberâs Profile and then click on Edit/Settings:
Next, scroll to the Disciplines section and ensure that the disciplines theyâre opted into align with the disciplines the treatments are assigned to.
VoilĂ !
If you have any additional questions and would like to get in touch with our support team, you can contact us and weâd be happy to help đ