Sometimes your client wants emails sent to multiple addresses - often regarding a child’s profile where both parents should receive email notifications. Alternatively, sometimes parents want to book appointments for their children and pay for their visits.
While there isn’t a way to add two (or more) emails to a client’s account, Jane’s Relationships feature allows related clients to receive reminders, view and manage bookings, fill out and view completed intake forms, and pay on behalf of another client.
📣 Jane tip: Relationships make managing family member profiles easier by allowing linked clients to see each other’s personal information. Prior to linking client profiles, we recommend carefully considering any confidentiality and consent obligations that may apply. If you have any questions about how this feature works, please reach out to [email protected].
Let’s dive into what this process looks like 🤿
How to set up a Relationship between client profiles
To start, head over to the Clients tab and use the search bar to look up the main client’s profile. Next, scroll down to the Relationship section and click Add Relationship.
In the pop-up window, you can search for the client you want to link this profile to:
If you are trying to link the client profile to a person that doesn’t yet have a profile in Jane, we should back up a bit. Jane can only link clients to one another if they both have client profiles in Jane. For a refresher on this process, you can head over to the our How to Create a Client Profile Administratively guide.
Once you’ve searched for and selected the related client’s profile, you’ll need to define the relationship each client has to one another, by choosing what permissions to grant.
Here’s a breakdown of each of the permissions:
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View and Pay: This allows a client to pay for the other person’s invoices and visits. Their saved credit cards may also be used by the other person.
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Manage Bookings and Intake Forms: This allows a client to book new appointments and complete new intake forms for other related clients. They can also access the related client’s previously completed intake forms and appointment history.
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Receive a copy of email notifications and reminders: This allows a client to receive booking emails for other related clients.
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Receive a copy of receipts, statements, and financial emails: This allows a client to receive financial emails and documents about the related client’s appointments and billing history with the clinic.
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See appointments in calendar subscriptions: A client can subscribe to the upcoming appointments of the other related client, through their personal calendar app (Google Calendar, Outlook, etc).
Jane tip💡: For security purposes, an email notification is sent to each client when a relationship is set up or edited in a way that grants new access to personal information.
Once everything looks good, make sure to click the blue Save button to confirm your choices.
Appointment for Groups
If you’re looking for a faster way to book related profiles into a Group Appointment (like family counselling) then check out our guide on Groups. Adding clients to a Group has no effect on their relationship permissions. Instead, it helps administrators book multiple related clients into a Group Appointment by searching for the group name (eg. The Smiths) instead of each individual client’s name.
Additional Notes
For more information on how a client can manage family profiles, including booking visits, paying for visits and viewing intake forms, check out our guides below:
- Family Profiles - Online Booking & Intake Forms
- Family Profiles - Payments with Shared Credit Cards
- Family Profiles - Managing Family Members (For Patients)
- Payments for Related Clients
If you have any questions about how this feature works, please don’t hesitate to contact the support team