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Couples or Related Groups - Booking, Billing, Charting and Notifications

There are times that you want to work with more than one person at a time, but it’s not a class or drop-in style group. This may be especially relevant to you if you’re a mental health practitioner or a family chiropractor. This would be for appointments like couples or family counselling or family chiropractic visits where you need to book multiple people for a single session or treatment. You would not want to work with Jane’s Class Booking feature in this case as there would be the potential of unrelated participants booking in together.

Previously, booking couples or groups in Jane involved a few extra steps including creating a joint profile or double-booking the appointment, but Group Appointments gives us an easier, simpler option. 👏

Group Appointments are a type of service that allows for multiple (often related) clients to book into a single session. It’s faster than double-booking and more intuitive for clients booking online. Jane even does the administrative work of adding participants’ names in addition to the payer’s on the appointment invoice.

Whether you’re brand new to booking related groups in Jane or you’ve previously relied on joint profiles (Jane and John Smith), or double-booking individual profiles, we’ll walk you through the new and efficient workflows step-by-step. ⤵️


Booking

For those of you who have been using Jane for some time for related groups, you can say goodbye to double-booking and joint profiles! 👋  Now, you can easily add individual client profiles to a single session with the Group Appointment feature.

If you’ve been using a joint profile and haven’t created individual profiles for your clients yet, you’ll want to start by Adding a new Client for each person attending the appointment. You’ll also need to have a Group Appointment session type set up, and you can learn how to do this in the Group Appointments guide.

To schedule a Group Appointment, head to the main Schedule tab, select the staff member who offers the session on the left-hand sidebar, and click on the Group Appointment you’d like to book to highlight it.

Then, select the time slot on the schedule to book the appointment.

To add a client to your Group Appointment, search the name of the client.

If the same couple or group is booking week after week, you can speed up the booking process by adding those clients to a Group (ex: The Smiths). Then, when you’re adding clients to a Group Appointment you can search the name of the Group, instead of adding each client individually.

Billing

Currently, a single invoice is generated for a Group Appointment and will be billed under the Primary Client’s billing information. The first client added to the Group Appointment will be listed as the Primary. To switch the primary client, click on the drop-down button next to the client’s name and select Set as Primary Client.

An invoice will be generated for the Group Appointment once the Primary Client is marked as arrived. The names of the Secondary Clients in the session will be included on the Group Appointments invoice if they have been marked as arrived.

Did you know that when you’re taking payment for a client’s visit, you can choose someone else as the payer? With our Payments for Related Clients feature, you can collect a payment from a parent for their child’s visit, for example, and accurately reflect the parent as the payer on the invoice. You can do this administratively for any payment method or type of appointment. Read more about it here.

Charting

For any new couple or related group booking, you’ll want to start by choosing a client profile to chart on.

Once you have finished charting for one of the clients in the Group Appointment, you’ll click Sign and confirm that you want to sign this chart entry.

Next, a pop-up will appear asking if you want to copy this chart to other clients. You have the option of individually selecting clients or using the Select All button for any Arrived and Not Arrived participants. When you’re ready, click Copy Entries.

This creates a copy of the signed entry in the selected participants’ profiles. You can think of this as a photocopy of a paper file, so if the original entry is changed, you will need to re-share this information across related files for a consistent paper trail.

For any chart notes stored under joint profiles, you can reference them on an as-needed basis or transfer them over to the individual profiles. This can be done using the Copy to Client feature, which you can learn more about here.

Notifications

Reminders and notifications for Group Appointments will work the same way they do for a one-on-one appointment. Clients who are booked for a Group Appointment will receive notifications if they are enabled for the clinic and in the clients’ profiles.

Stay tuned for more updates!

Improvements to group bookings are just the beginning! The Jane team is working hard to get other family and group-related features such as Group Billing and Group Telehealth in your hands. Stay tuned!

Psst…if you’re interested in participating in the beta phase of these new features, please send us an email at [email protected]