Jane is here to make your switch a stress-free one 💙

Let Jane be your helping hand while you’re transitioning your busy physical therapy practice. We have dedicated staff who can answer any questions that may come up along the way to ensure switching over is easy. We’ll work with you to help set up your account and guide you through importing your data, so you can hit the ground running. 🏃‍♀️

It doesn’t stop there! After you’re settled in, you’ll always have free and continued ongoing support from the Jane team whenever you need it.

📹 Join us each month for our webinar “Everything You Need to Know About Switching to Jane”. We’ll walk you through the process of moving to Jane and share our top tips so that your import, setup, and onboarding run smoothly. Sign up or learn more.

Moving from PTEverywhere to Jane

While moving your practice to Jane, we’ve got your back every step of the way. Whether you’re thinking about making the move or have already signed up for your new Jane account, our dedicated support teams are available to ensure your success in getting started with us.

The best part? That’s all free with Jane. Even if you’re not practicing with Jane yet, feel free to reach out to us with any burning questions you have!

What can you expect?

Coming from PTEverywhere, we’ve successfully brought over patient list, past & upcoming appointments, insurance polices and treatment notes & documents. Below you’ll find step-by-step instructions for how you can export your data when you’re feeling ready to make the switch to charting, billing and booking in Jane 💙

What can we import?

• Patient List
• Appointments
• Insurance Policies & Payors
• Treatment Notes, Documents & Attachments

Exporting your Data from PTEverywhere

PTEverywhere can provide a full export of your clinic’s data at a cost. The export includes your patients’ demographics, past and upcoming appointments, insurance policies, treatment notes saved as PDFs, and any uploaded documents and attachments.

To bring your data over from PTEverywhere, we recommend requesting this bulk export from their support team. Inquiring about the export is a helpful first step when preparing to move your data into Jane.

→ The bulk export will include the Patient, Demographics and General Visit reports, along with folders containing each patient’s documents, attachments, and treatment notes.

Manually Exporting your Data from PTEverywhere

If the cost of the bulk export is a barrier for your clinic, we are able to bring over your patient profiles, insurance policies, and treatments notes from manually exported files. We see the most success with imports from PTEverywhere with the bulk export, but you can also provide us with manually exported files instead.

⚠️ To bring over appointments from PTEverywhere we recommend requesting the bulk export as the manually exported General Visit report does not include start times. If you do not plan on requesting the bulk export, please reach out to our support team to discuss options.

Exporting your Patient List Manually from PTEverywhere

To export your patient demographics from PTEverywhere, you’ll want to export both the Demographics report and the Patient report:

1. Log in to your PTEverywhere account
2. Navigate to Reports > Demographics report and click Apply
3. Click Export to CSV
4. Repeat the above steps for the Patient report

→ The Patient report contains Active/Inactive status information, which we use to import your patients with the correct status.

Exporting Treatment Notes & Documents Manually from PTEverywhere

As mentioned, if requesting the bulk export from PTEverywhere isn’t feasible for your clinic, that’s okay! You can manually download treatment notes and uploaded documents for each patient.

To download the full record of a patient’s treatment notes to PDF:

1. Navigate to Charting
2. Click Batch Download

If needed, you can download individual files from a patient’s Documents tab by clicking the More menu next to each file.

Naming your Manually Exported Treatments Notes & Documents

Please pay careful attention to how the Treatment Note PDFs are named by following our guide. This helps ensure everything imports correctly.

If you’ve downloaded documents as well, we recommend organizing them before uploading:

1. Create a folder for each patient (FirstName_LastName_PatientID# or Birthdate in YYYY-MM-DD)
2. Add that patient’s Treatment Note PDF and any related documents to their folder
3. Create a main folder called Treatment Notes & Documents and place all patient folders inside it
4. Zip the Treatment Notes & Documents folder
5. Upload the resulting .zip file during the import

😅 If the steps listed above for exporting your patients, treatments notes and documents feels a little overwhelming, we recommend requesting the bulk export from PTEverywhere.

A Note on Insurance Policies

If you have entered insurance information, such as Payor and Subscriber/Member ID details in PTEverywhere, this information will appear in the Primary, Secondary, and Tertiary Payor columns in the Patient report, which we’re able to import.

→ If you didn’t use insurance in PTEverywhere, you can collect insurance information from patients through an intake form in Jane.

A Note on Timelines

→ Please reach out to us prior to your import if bringing in your Patient List ahead of receiving the bulk export from PTEverywhere would assist you in transitioning to Jane. We may be able to accommodate bringing in your patient profiles a little earlier.

Uploading Your Data into Jane

Thanks for following all those steps to export your data - you’re a data wrangler extraordinaire 🤠

The final step will be to upload your data in the import in Jane. You can navigate to Settings > Import Data to securely upload the bulk export .zip file from PTEverywhere, or the manually exported files such as the Demographics and Patient CSV files, and Treatment Notes & Documents in a zipped folder.

You can find an overview of this process here: Scheduling Your Import

You did it! Once the files have been uploaded and you’ve clicked the Done button in the import, we’ll get started on bringing in your data as soon as we can and reach out if we have any questions. We look forward to having you join the Jane community 💙

PTEverywhere Billing Data

When moving over from another software to Jane, the one thing we like to make note of is the fact that we can’t import billing data. This type of data is quite complex and does not transfer between software, as each software formats this data differently. It’s best to keep any records you need on hand securely outside of Jane, but we can help guide you through how to manually transition your patient credits and receivables to Jane.

If you’d like to store your billing invoices from PTEverywhere outside of Jane, you can download any selected patient’s lifetime invoices in the Payment tab by clicking Batch Download.

We’ve leveraged our experience with various software imports, along with official guides from other software providers, to create this comprehensive resource for transitioning to Jane. For questions about downloading your data, we recommend first reaching out to PTEverywhere, as they’re the experts on their system. If you have any further questions or need additional support, please don’t hesitate to contact us – we’re here to help!