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Insurance Friendly Packages

  1. Packages & Memberships
  2. Insurance Friendly Packages

    3. 10 min read
    Thrive Plan Legacy Plans

Please note that Packages are a part of our Thrive Plan. For more info on the different plan options in Jane, check out our Pricing Page.

📣 Heads up: Before you use the workflows below, check with your local, state, and federal insurance regulations. Package pricing and insurance billing can be tricky to navigate together, and the rules may vary by region.

Packages are a handy feature in Jane, but you might be scratching your head about how they work for clients who need insurance-friendly receipts 🧐 Not to worry—this guide will show you how to create and redeem insurance-friendly Packages, so you and your clients can make the most of this feature without missing a beat.

Let’s get started!

Note📝: Staff with Administrative/All Billing access or higher can set up Packages.

Creating an Insurance-Friendly Package

To create your Package, pop over to your Settings > Packages & Memberships to create a New Package or Membership.

When setting up an insurance-friendly Package, two fields are important for insurance-friendly Packages, the Amount of the Package and the Additional Charge of each Eligible Item. Feel free to configure the rest of the Package to your liking. If you need a more detailed guide on Package setup in general, check out our Setting up a Package guide

Insurance-friendly Packages are essentially set up as “pay-as-you-go” offers. However, clients still make an initial upfront payment, which is stored as a credit on their file. As they redeem the Package for appointments, the credit is used to pay for each session.

The Amount & Additional Charge Fields

When setting the Amount for an insurance-friendly Package, enter $0. However, keep in mind what you’d like the true price of the Package to be as this will apply whenever you are selling the Package to a client (we’ll cover this in detail in the ‘Selling an Insurance-Friendly Package’ section).

For the Additional Charge field, enter the amount of the discount per Eligible Item.

This can be a little hard to digest, so let’s walk through an example. Suppose your standard Subsequent Treatment costs $60, and you want to offer a Package with 10 treatments at a discounted rate of $50 per treatment, making the Package total $500. In this case, set the Amount of the Package to $0 and the Additional Charge for each Subsequent Treatment to $50.

There you have it—that’s the gist of creating an insurance-friendly Package. Now that you’ve got the basics covered, let’s move on to selling these Packages to clients.

Selling an Insurance-Friendly Package

When you’re ready to sell your Package to a client, you’ll head to that Client Profile > Billing > Packages & Memberships to set up a New Purchase for a New Package.

When you Add a package… and select your Package, you’ll notice the total is $0, so all you’ll need to do is Save it.

Now to receive the upfront payment for the Package, you’ll remain in the Client Profile > Billing but head to the Payments tab to Receive Payment.

To process the Package payment, enter the desired amount in the “$” box next to the selected Payment Method. If done correctly, Jane will notify you that “This will cover the amount owing and add $X credit on the patient’s account.” Click one of the Pay buttons to finalize the transaction. Easy-peasy!

Redeeming an Insurance-Friendly Package

Now that the insurance-friendly Package is all set up on a Patient’s Profile, let’s review how to redeem it.

When a client arrives for a visit covered by a Package, click the appointment to open the Appointment Panel. In the Billing Info section, turn on the toggle to select the package that covers the visit. The Total updates automatically to apply the package credit to the appointment.

An image of how the package appears in the appointment panel once it's added to the visit

Follow your usual Receive Payment workflow to Pay for the appointment. When you are prompted to select a Payment Method, ensure that Account Credit $X is selected (this should be the default option) and process the payment by hitting your desired Pay button.

An image of what the receive payment screen should look like when the correct payment method is selected

Just in case you’d like to see the selling and redeeming workflow in a little more detail, we’ll pop our Selling, Redeeming and Refunding a Package guide in for you but that’s all there is to it.

Appointment Receipts When Using an Insurance-Friendly Package

And there you have it! With the receipt including the cost of the appointment, clients can rest easy knowing they have everything they need to submit to their insurer 👍

Additionally, you can generate a superbill for an insurance-friendly package as long as you’ve added CPT and diagnosis codes to the visit.

Refunding an Insurance-Friendly Package

Refunding an insurer-friendly package works a bit differently than a normal package. In this process, the unused balance will initially be applied to the package invoice, and then refunded. This will keep the original payment attached to the appointment invoices, while still marking the unused portion as refunded.

Here’s what that would look like within the Billing area of the Patient’s Profile:

An image of what the end result of the refund looks like on the patient's profile

This process involves a lot of steps, so the recommendation is to follow along in your account. To start, you’ll want to click on the blue text with the invoice details that was created when the “package” was sold.

At this point, you should see No Charge to the right of it:

An image of where to find and click on the blue link with the invoice details

Enter the amount you wish to refund in the Amount box and Save.

An image of where to enter the refund amount within the invoice details

Now you can apply the credit to this invoice by clicking on the value in the Private Outstanding tile.

An image of where to view and click on the Private Outstanding tile within the patient's profile

You’ll go through your regular payment workflow, but on the last page, make sure that the account credit is populating as the payment method.

An image of what the credit should look like on the last payment screen

Note📝: If another payment method is populating here, click on the X to the right. From there, you can click on the blue Add Payment Method text and the credit will populate as the first option at the top of the pop-up window.

With the payment applied, you can click on the black dropdown arrow to the right of the word View. Select Refund Package from the menu options.

An image of where to view and click on the dropdown arrow and then selecting refund package

Here’s where it can get a bit tricky, but we’re in the home stretch!

In the pop-up window, enter the value of the credit that you applied to the package invoice. In our example, that would be $216.50.

An image of what to enter in the amount field in the pop up window

After you click on the blue Initiate Refund button, you’ll see the package as refunded for the remaining credit on the patient’s profile, while the original payment remains attached to their appointment invoices.

Lastly, you’ll want to refund the patient payment. You can head over to the Payments tab within the patient’s Billing area and then click on View to the far right.

An image of the payment and where to click on View to initiate the refund

Now you’ll get the option to refund the patient payment back to the original payment method.

An image of where to view the refund button to complete the refund

Note📝 : If the payment was processed through Jane Payments, the refund can take 5-14 business days to be reflected on the patient’s bank statement.

If you need a hand setting up or managing your Packages, our Support Team is just a call or click away. We’re always happy to help! 🙌💙