Jane’s Relationship feature allows family members to book appointments for each other through a single profile - because who doesn’t love convenience, right? In other words, this means that one family member can be the designated hero, booking individual or group appointments for the entire family right from their own profile.
📣 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].
How to set up family members
There are three main ways to set these patient profiles up so let’s break each way down together. We’ve also outlined what each of the permissions grants access to, so you can skip ahead to that section too 💙
- Administratively - through a Patient Profile
- Booking Appointments Online
- My Account Portal - for Patients
- Permissions
- Appointments for Groups
- Additional Notes
Administratively - through a Patient Profile
To view and update a patient’s relationship, you’ll want to head over to their Profile and then scroll down to the Relationship section. Next, click on the blue pencil icon beside the relationship:
From there, you’ll need to define the relationship each patient has with one another by choosing what permissions to grant.
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.
When a New Patient Creates a Profile Online
Before patients can manage their Relationships online, a Full Access user can head over to the Settings tab and then click on Online Booking within the left sidebar menu.
Next, scroll down to the Booking, Cancelling & Relationships section and ensure that Allow Patients to add related profiles is toggled on:
For more details on online booking settings, you can head over to our Online Booking: Choosing What Is Offered Online (Locations, Staff, Shifts, Treatments etc) and Individual Staff Preferences) guide.
When a new patient creates a profile at your clinic, Jane will ask them if they will be using the account to book appointments for family members.
If the answer is Yes, Jane will then ask for the family member’s relationship to the patient as well as the family member’s first name, last name, and email.
NOTE📍: The first, last name and email address are all required fields here.
💡 Jane tip: The patient will see a checkbox labelled, “I would like to give permission for this family member to bill their payments to my account”. Checking this box means that the family member or related profile can use any of their saved credit cards. This applies to credit cards they save to their account in the future as well.
Curious about how this works with Jane Payments? Check out our Payments for Related Patients guide for more details.
If your patient would like to add more profiles, they can click the Add Another Family Member button.
Once your patient has added all of their family members, they can press the blue Continue button to start booking some appointments for the family.
My Account Portal - for Patients
If a clinic has allowed patients to add related profiles, then an existing patient can do so by logging in to their online booking site and then heading to their My Account page. Next, they can click on the Family Members tab within the left sidebar menu.
From here, the patient can either:
- Add a new family member.
- Edit the permissions they’ve shared with current family members.
📣 Jane tip: Please note, patients can edit the permissions they have for a family member here, but they cannot see or edit permissions that a family member has for their profile or information from this area. To see what permissions a family member has for their profile, they can either contact their clinic or refer to the email notification they received when relationship permissions were enabled or changed. They can also click the red Remove button to remove the relationship and all permissions between their’s and their family member’s profiles.
Permissions
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:
-
View and Pay: This allows a patient to pay for invoices on behalf of another patient. This also means that the family member or related profile can use any of your saved credit cards to pay for their sessions. This applies to credit cards you save to your account in the future as well.
-
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.
-
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.
-
Receive a copy of email notifications and reminders: This allows a patient to receive booking emails for other related patients.
-
Receive a copy of receipts, statements, and financial emails: This allows a patient to receive financial emails about the other related patient’s appointments and billing history with the clinic.
-
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).
A note on Permissions…
When a patient allows a family member to bill their invoices to them (which includes using their saved credit cards on file) that permission will apply to all current and future payment methods added.
Patients can view their receipts in their My Account area, but related profiles will only see their own receipts when logged into their own account. To view a related profile’s receipts, they’ll need to check their email for receipts that have been sent to them.
Additionally, any chart entries/files shared or made visible to the patient can only be accessed by logging into that patient’s profile and cannot be accessed from the family profile.
For a reminder on how to help your patient set up their calendar subscriptions, please have a look at our guide on Calendar Subscriptions.
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)
If you have any questions about how this feature works, please don’t hesitate to contact the support team!