Most of the time, clients will create their own profiles when they book their appointments online. Every once in a while though, you may need to create and set up a new profile on the fly! This guide walks through how you can add a patient to your patient list.
Note 📝: For staff profiles set to Practitioner (Limited), there may be profiles created for clients that you don’t have access to if it’s their first time seeing you. For more information on this restriction, head on over to our Staff Access Levels guide that breaks this down a bit further. Skip ahead to the Additional Notes & Resources for more details.
- Creating a Profile from the Schedule
- Creating a Profile from the Patients tab
- Changing a Patient Profile to a Contact Profile
- Sending a Welcome Email
- Additional Notes & Resources
Creating a Profile from the Schedule
If you’re looking to quickly book this patient in at the same time as setting up their profile, you’ll want to head over to the Schedule tab and select a time to start the process.
Next, within the Appointment Panel, click on the New Patient button
Now can enter their demographics. While the first and last names are the only required fields, we like to recommend entering contact information as well. Adding an email address will allow them to receive a welcome email, in addition to intake forms, surveys and notifications about their appointments.
Once you hit either the blue Save button or the Save & Send Welcome Email, you’ll be redirected back to the Schedule to complete that booking.
Creating a Profile from the Patients tab
This option is only available to those that have an access level of Practitioner / Front Desk or higher to the account. To start, you’ll want to head over to the Patients tab and then click on the New Patient button in the bottom left.
A new page will open up to the right where you can enter the patient’s demographics that will be used to set up their profile.
Pro-tip💡: All access levels can also create a profile under the Billing tab > New Sale > New Profile area as well.*
Once you hit the blue Save button, you’ll see them added to your patient list.
Changing a Patient Profile to a Contact Profile
Sometimes, a family member or spouse might be involved in a patient’s care (like managing a minor’s account, communication about care via Messages or handling billing) but doesn’t actually receive treatment. In these cases, they can be marked as a Contact rather than having their own profile in Jane.
A Contact is linked to a patient’s profile, but they aren’t considered a patient of the clinic. They won’t show up in the patient list on the left-hand side of the screen unless you specifically search for them. To change a patient to a contact, head into their patient profile and click on Edit at the bottom of the screen and select Change To Contact.
Once saved, a Contact badge will appear at the top of their profile.
💡Jane Tip: To be marked as a contact, the person can’t have any appointment history with your clinic.
If you need to switch a Contact to a Patient profile, you can book an appointment administratively for them. Patients can also book online through their Contact profile, and Jane will take care of the switch behind the scenes.
Saving & Sending a Welcome Email
Once you have entered all of the patient’s information, you can Save their profile. If you have entered an email address, click the Save & Send Welcome Email button. This will send the patient an email, which gives them access to Jane’s online booking site.
If you’ve created a profile for a patient already, you can still send a welcome email. You’ll want to head back to the patient’s Profile, scroll down to the Username / Login widget and click Welcome. There you’ll have the option to add a custom message or send the default welcome email.
Additional Notes and Resources
Can I upload a patient’s ID to their profile?
Yes, you can do this by clicking on Files within their Patient Profile. From there, you can scan or take a picture of their ID and upload it. Files saved in this area can be previewed, downloaded and shared with the patient.
For more details, check out our Files in Chart Area guide for more details on the accepted file sizes and types in this area.
A Practitioner (Limited) staff member may need to create additional Patient Profiles for existing patients to book an appointment for them, or another staff member with a higher staff access level can book the appointment on behalf of the practitioner. Once the patient is booked in the practitioner’s schedule, the practitioner will be able to book future appointments for the patient. If a duplicate Patient Profile has been made by the Practitioner (Limited) staff member, a staff member with a higher staff access level can merge the Patient Profiles.
Have a patient with a profile created and they’re having a bit of trouble accessing their My Account Portal? Check out our guide doc on Helping Patients Log In 💙