💸 Did You Know? With Jane Payments, you’ll be able to invoice and receive credit card payments directly within Jane. Instead of just emailing an invoice, you could send a Pay Balance Email to encourage your client to settle up their outstanding balance right away online.
With more and more clinics offering remote or telemedicine services, practitioners may find that they’re not always be able to collect a payment at the same time a service was rendered. In these situations, you may want to send your client a quick invoice for the session as a friendly reminder to settle up— Jane’s got you covered!
Email a Patient Invoice
There are a couple of different ways you can send a patient invoice directly from Jane.
Note📝: If your patient has a Relationship set up to receive a copy of financial documents, they will also receive an email with the invoice attached.
Sending an invoice through the Patient’s Profile
For this option, head over to the Patient’s Profile, and click on Billing within their profile. Jane will land on the Purchases tab by default. From there, click on the blue text with the invoice number.
Next, click on the Email button in the top right corner.
Sending an Invoice from the Appointment Panel
You can also click on the appointment within the Schedule, scroll down to the Billing Info section within the Appointment Panel and click on the blue text with the invoice number.
Next, click on the Email button in the top right corner.
The email will also include a PDF version of the invoice for the client to print or download as needed.
You can then record a payment for a patient once it has been received (often by e-transfer, ETF, Paypal etc) in their Profile, click on the Billing tab within their profile, and then on Payments. Here is a quick video on Payment Basics in case you’d like a quick refresher.
Note📝: For clinics that have Hide Client Details from Financial Documents will not receive this pdf and will be prompted to sign into their My Account area before being able to view the invoice.
Sending a Batch of Invoices for an Individual Patient
You can also email multiple invoices at once from the Patient’s Profile > Billing > Purchases.
From here, select invoices by clicking on a blank space on that row, highlighting them in blue. You can either use Filter and Select All to apply filters or manually click invoice lines to select specific invoices. Once all applicable invoices are highlighted in blue, choose Statement or Patient Invoices from the upper right corner.
Statements will display all invoices together on one document, while Patient Invoices will show each invoice as a separate document.
Note 📍: If you select Patient Invoices, you’ll need to download the file to your device and email it externally of Jane.
Additional Notes & FAQ
⭐️How do I generate an invoice?
Jane will automatically generate an invoice for you once an appointment is marked as arrived or no show.
⭐️My client hasn’t arrived yet, but I want to send them an invoice in advance!
Oh, not a problem! You will want to first arrive the appointment to prompt Jane to generate an invoice, then send the email to your client. You will be able to un-arrive the appointment after the invoice is generated if you would like to mark the session as arrived on the day of. However, keep in mind that un-arriving the appointment will “hide” the invoice (and the outstanding balance) for the time being until it is re-arrived again.
For those using the standard Email Invoice option, this is not a concern as a payment can be retroactively connected to an invoice at a later time.
Keep in mind that if you are using Jane’s Pay Balance email option to collect credit card payments, an existing outstanding balance is required in order for your client to be able to settle up online. In this case, we would recommend against un-arriving the appointment after the invoice has been generated to ensure payment can be successfully processed.
⭐️How can I email an insurer invoice?
At this time, only patient invoices can be emailed. Insurer invoices can be downloaded as a PDF file and then sent to a third-party insurer outside of Jane.
⭐️Can I email an invoice to a different email address?
The only way to do this in Jane is to temporarily change the email address within the patient’s profile. Alternatively, if the patient has a relationship set up, the related client will also receive a copy once it’s emailed.
Need to customize the language that appears in the body of these emails? A Full Access user can head over to the Settings tab, and click on Language within the left sidebar menu. Next, click on the Email Patient Invoice Message section.
Check out our guide doc on Customizing Language in Jane for more details.