Remembering to do all the things in a day can be daunting, and that’s why we’ve put together a complete guide outlining all our recommendations to ensure each day is all wrapped up neatly 🎁.
You can use the links below to skip ahead to the topics that you’re most interested in:
Reviewing your Schedule
A good place to start would be to head over to the Schedule tab. With a quick glance, you can take a peek at the colours, patterns and symbols for any appointments that look like outliers. These would be any appointments that don’t have the $ (pound, euro or dollar symbol) in the top right corner or aren’t a shade of green.
In the image below there are three appointments that could use further investigation. Can you guess which ones?
If you guessed the 2:30 PM, 3 PM and 3:45 PM appointments, you’d be correct! Each of these appointments could use some investigating and we’ll break down what those steps look like later in the guide.
Charting
There are two really handy options for ensuring that your charting is wrapped up for the end of the day.
Option One: The Day tab
Jane loves visuals and there are symbols you can glance at to ensure that your charts have been properly attached to the appointment for the day. If you’re curious about what the other icons on the Schedule mean, check out our Icons on the Schedule guide doc.
Heading over to the Day tab, you’ll see a lock icon to the right of all the charts with completed and signed charts.
For any appointments that don’t have charts linked to them or they are not signed, the top right will show an unlocked icon or no icon at all:
Check out our guide doc on Charting Basics that goes over using the Day tab in a bit more detail.
Option Two: Appointments Report
Head over to the Reports tab and click on Appointments to view the Appointments Report which includes a column that displays chart status.
You can use the filters to help narrow down the data to a specific staff member, date range, appointment state and chart status.
For our example, we’ll be filtering the report to Zoey Swift, the current date, Arrived appointments and keeping the chart status filter to all charts so we can see both the Draft and No chart appointments at the same time.
Clicking on the blue text with the patient’s name will redirect to the entire profile, while clicking on the blue text with the appointment details will open up a the Appointment Panel to the right.
Reconciling Payments and Invoices
While we can see all the information at a glance when it comes to remembering which appointments were marked as arrived and payments collected for, it’s nice to have a polished report that summarizes everything in a report for you.
Introducing…. the sales report!
Sales Report
This report is going to provide you with a list of all the invoices that were generated in a given period. An added bonus is a column that tells you the status of the invoices while giving you a quick overview on not only if the invoice was created, but if the payment was collected and applied to the invoice correctly.
Heading over to the Reports tab, you’ll want to click on Sales within the left sidebar menu. From there, you’ll be able to use some filters at the top of the report to help narrow down the date range.
For more details on this report, you can check out our Sales Report {:target=”_blank”} guide.
Reconciling Insurance Claims
This is a bonus section for clinics that bill to insurance and third-party payers.
From the Schedule, you’re able to see all of the appointments with insurance attached at a glance. This comes in handy to get an idea of which appointments need a bit of attention to ensure they were submitted correctly or to process the submission.
You’ll see a little suitcase icon in the top right for any appointments that have insurance added:
Now you can head over to the Billing tab and then click on the Submitted or the Unsubmitted folder to take a peek at the financial data attached to these submissions.
You can use the filters at the top of the page to help narrow down the data to the following:
- A specific location
- A patient or client
- An invoice number
- An insurer
- A staff member
- A date range
Depending on your clinic’s setup and the types of insurers that you’re submitting to, you can submit any missed claims or just check that any claims submitted outside of Jane are recorded accurately.
For more details on non-integrated insurers and recommended workflows, check out our guide doc on Working with Claim Submissions and Online Insurer Portals.
Additional Insurer-Specific Resources:
- Chapter 6: Insurance🇨🇦🇺🇸
- Receiving an Insurer Payment🇨🇦🇺🇸
- Apply or Unapply an Insurer Payment🇨🇦
- USA Insurance Billing🇺🇸
- Start Billing 6: Posting Insurer Payments & EOBs🇺🇸
If you have further questions about getting familiar with Jane of course, always feel free to reach out with questions or concerns!