Jane's intake forms include an Insurance Information step that lets patients upload photos of their insurance cards and enter their policy details before their appointment. Once submitted, the details appear in Jane as an Awaiting Review insurance policy that a staff member can review and approve before billing any claims.

Patients covered by multiple plans can submit up to three policies.

Instructions

To enable the Insurance Information step on an intake form, follow these steps.

1. Go to Settings > Forms & Surveys.
2. Click the name of the intake form you want to edit, or click New Intake Form to create a new one.
3. Click the Insurance Information tab.
4. Select Include to enable the Insurance Information step.

5. To limit patients to one insurance policy per intake form, check the box next to Limit to one policy. If left unchecked, patients can submit up to three policies.
6. Under Insurance Card Image Settings, select your preferred image upload option:
   • No image upload
   • Front of card only (required)
   • Front and back of card (required)
   • Images optional
7. If you want to include instructions for your patients (such as the types of insurance you accept or guidance for specific claim types), enter these in the Custom Introduction field. Basic text formatting is available.
8. Under Insurers, toggle on each insurer you want patients to be able to select. To include all insurers in your account, select Select All.

9. Under Fields, select which policy details you want to collect and whether each field should be required. Available fields include:
   • Member ID/Certificate # (minimum required field)
   • Plan/Policy #
   • Relationship to the insured
   • Insured person's details (name, date of birth, and sex)
   • Insured person's address
10. Click Save Intake Form.

What to Expect

Once saved, the Insurance Information step is active on the intake form. Patients will see it as the second step when completing the form.

• Patients select their insurer from a drop-down list, upload their insurance card images (if enabled), and enter their policy details.
• Patients without insurance coverage can click Skip to move to the next step.
• Existing patients with a policy on file will see their existing details and can choose to proceed or add a new policy.
• Patients covered by multiple plans can click Add Additional Policy to submit up to three policies.

🩵 Jane Tip: If a patient is eligible for more than one intake form and more than one of those forms has the Insurance Information step enabled, the patient will only be prompted to complete the Insurance Information step once. The settings from the first intake form will apply.

Managing Submitted Insurance Information

When a patient submits insurance details through an intake form, Jane creates an Awaiting Review insurance policy on the administrative side of the account. You'll need to review and approve the policy before it can be used for billing.

There are two places in Jane where you can review and approve submitted policies.

Option 1: From the Appointment Panel

1. Go to Schedule and click on the appointment.
2. In the Notices/Action Items section of the appointment panel, click Review Policy.
3. Review the policy details against the insurance card images the patient uploaded.
4. Click Save and Approve.

Option 2: From the Patient's Profile

1. Go to the patient's Profile > Billing > Insurance Policies.
2. Click View next to the Awaiting Review policy, then click Edit.
3. Review the policy details against the insurance card images the patient uploaded.
4. Click Save and Approve.

🩵 Jane Tip: When viewing a patient's uploaded insurance cards, click Front or Back to switch between the uploaded images.

Important Notes

• If you add new insurers to Jane after setting up your intake form, they won't be included automatically.
  • You'll need to return to the Insurance Information tab and toggle on the new insurer, or select Select All, each time a new insurer is added.
• The Insurance Information step is designed to collect insurance card images only. Other document types (such as driver's licences or verification forms) cannot be uploaded through this field.
• Approving a submitted policy does not retroactively apply it to existing invoices. You'll need to add the approved policy to each relevant purchase manually.
• Staff with Full Access and above can view and edit intake forms in Settings > Forms & Surveys.
  • Only the Account Owner can enable the Insurance Billing add-on on the account subscription.

Related Guides

• Intake Forms
• Setting Up an Intake Form
• Sending an Intake Form