Sometimes your patient 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 patient’s account, Jane’s Relationships feature allows related patients to receive reminders, view and manage bookings, fill out and view intake forms that they’ve completed on behalf of another patient, and pay on behalf of another patient.
📣 Jane tip: Relationships make managing family member profiles easier by allowing linked patients to see each other’s personal information. Prior to linking patient 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 patient profiles
To start, head over to the Patients tab and use the search bar to look up the main patient’s profile. Next, scroll down to the Relationship section and click Add Relationship.
In the pop-up window, you can search for the patient you want to link this profile to:
If you are trying to link the patient profile to a person that doesn’t yet have a profile in Jane, we should back up a bit. Jane can only link patients to one another if they both have patient profiles in Jane. For a refresher on this process, you can head over to the our How to Create a Patient Profile Administratively guide.
Once you’ve searched for and selected the related patient’s profile, you’ll need to define the relationship each patient 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 patient 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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Book Appointments and add wait list requests: This allows a patient to book new appointments and add wait list requests for another patient. They can also access the related patient’s appointment history.
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Fill out and view completed intake forms: Fill out and view completed intake forms: This allows a patient to fill out intake forms on behalf of a related patient, which includes being able to see and update that person’s contact information and other profile info. They are not able to see intake forms that the related person has filled out themself or that another related profile has filled out on their behalf.
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Receive a copy of email notifications and reminders: This allows a patient to receive booking emails for other related patients.
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Receive a copy of receipts, statements, and financial emails: This allows a patient to receive financial emails and documents about the related patient’s appointments and billing history with the clinic.
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See appointments in calendar subscriptions: A patient can subscribe to the upcoming appointments of the other related patient, through their personal calendar app (Google Calendar, Outlook, etc).
Jane tip💡: For privacy and security purposes, an email notification is sent to patients whenever their information becomes shared via a Relationship — specifically, when a relationship is set up or edited in a way that grants a family member new access to the patient’s 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 patients to a Group has no effect on their relationship permissions. Instead, it helps administrators book multiple related patients into a Group Appointment by searching for the group name (eg. The Smiths) instead of each individual patient’s name.
Additional Notes
For more information on how a patient 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