Jane's Guide Here's all the help you need to use Jane.

Lesson 3: Charting Tips & Tricks

Jane University: Practitioner Training

💡Jane Tip: We recommend heading over to Jane’s Demo Clinic to practice as you learn! If you’re a current Jane user, you can find the login information by clicking the Need Help? Button in your account. This password is updated every Monday.

If you haven’t signed up with Jane just yet, you can find the login password by heading to the Jane Community Group on Facebook and clicking the Featured tab. You can also request the password by emailing [email protected].

We always recommend using the demo clinic for testing and practice so that your own account stays nice and tidy. ✨

Lesson 3: Charting Tips & Tricks

In this lesson, we’ll take a deep dive into Jane’s charting features and cover 10 of our favourite charting tips.

Tip #1: Duplicating Notes

If you duplicate a previous chart entry, the entire chart’s details will be copied and repopulate as such. You can leave any information you’ve entered as is and delete, edit, or add as necessary. Think of it like a copy & paste. You would typically do this from your Day tab or sheet, but you can also do this right under the patients’ Charts area! Take a quick look at this short video to see how it’s done:

Tip #2: Pinning and Starring Chart Notes

You might have a patient intake form, a few key notes, or some uploaded documents that you need quick access to.

Lovely Jane user, meet pinning and starring; pinning and starring, meet lovely Jane user.

Starring a chart entry highlights and places the entire entry at the top of the chart list.

Pinning lets you take a single item within a chart and display it as a card at the top of the chart. As a Jane user once said, they’re like the electronic version of sticky notes you would place on top of a file.

Learn the steps to pinning a chart item in the video below:

Tip #3: Searchable Tags

If you use the same word, term, or sequence in certain entry types, you can pull them up using the “search” bar in the the top of the chart.

​Jane will search through all the chart entries and only display those with that term.​​

Tip #4: Medical Alert

Use the Medical Alert option liberally for important information at a glance. It’s not an official part of the chart record, so feel free to use it for social reminders too - “Remember to ask about their cat Scruffy.”

You can add one by simply clicking on the Medical Alert button, adding the details, and saving. Medical Alerts will show up as a Yellow Box on the top of the charts.

To delete the medical alert, you want to click on it, remove the text, and Save.

Tip #5: Chart with Modules

Modular charting is a great way of working efficiently. You can add chart pieces in as needed or you can delete off parts that you don’t need if you’re using a template. It can also be helpful to create templates in the same way. Start with a basic subsequent visit template and then add more specific templates as needed (say orthotics, for example).​​

To remove chart parts you don’t need, hover over any extraneous piece and use the “trash can” to delete it.

NOTE: There isn’t an easier to remove a template in the chart. You would want to Hover over each chart item of the template and use the “trash can” to delete them.

Or, if you just need to add a quick item to your template (such as a final extra “note” field), use the “add to entry” button at the bottom.

I Got 99 Problems but This Quiz Ain’t One - Lesson 3, Quiz 1

Tip #6: Keyboard Shortcuts

Create Phrases for faster charting using keyboard shortcuts!

This handy new feature allows you to create a set of sentences or short phrases to auto-populate by using a hotkey in a chart entry.

You could create shortcuts for your most commonly used exercise prescriptions, billing codes, symptoms, assessments, areas of treatment, medications…the options are endless!

Once you’ve created the phrases and are charting in Jane, the auto-complete will work like this:

[Learn more!](https://jane.app/guide/Image option is available from the chart menu.

You can upload a saved file from your device to a chart by selecting the “File/Image” option in the chart menu:

To learn even more about scanning and uploading into charts, you can read our guide here: How to Scan and Upload

Tip #8: Sharing Info with Patients

There is a section of your patient’s My Account page called Documents. This is where anything you share with them from your Jane account will appear. There are two ways you can share:

1) Share a Chart Entry

Before you sign a Chart Entry that you would like to share with your patient, scroll to the bottom of the entry and click the button that says Not Visible to Patient. The button will change to say Visible to Patient and, once you sign the note, it will appear in the patient’s Documents section.

For a more in-depth explanation of sharing charts with patients, you can check out our guide here: How to Share Chart Entries With Your Patients

2) The Files Section of the Patient Profile

From the Patient’s Profile, you can head into their Files tab and upload any documents you’d like to have handy. When you go to upload, there are two toggles you can turn on or off: Visible to Patient and Include in Patient’s Chart. When Visible to Patient is selected, it will appear in their Documents section.

Learn More About the Files Area of Jane.

💡Jane Tip: Plan for paper. There are some forms that you just can’t avoid. Paper intake forms for those that aren’t comfortable with computers, or specific insurance or consent forms. Many of our Jane users are laminating the form on hard card stock and then have people fill them in using erasable markers. You can then scan in the completed form and erase the form for the next use.

Tip #9: Print/Export Chart Notes

Sometimes you need to export a chart record for a medical legal request or referral to another practitioner.

You can find the export option at the top of the chart area under the “Filter/Export” button.

You can see that at the top of the chart there are now a number of filters available to you.

You can filter the entries by just a specific practitioner, discipline, or date range as per the request parameters. So if you’ve been asked for records for a patient from July 15 to October 31 for just one practitioner, you can filter down to the appropriate entries before you export.

Once you’ve filtered the charts to just the ones you’d like to export, click the “Print” or “PDF” buttons.

💡Jane Tip: Often you need to send Progress Reports, Doctor Letters or other Form style Letters to people outside of your practice. Learn all about creating letters in Jane here: Letters In Jane

Tip #10: Format Your Chart Entries

Whether it’s a progress report, a letter, or a patient record, we think it could all benefit from a little extra style and structure. Formatting allows you to emphasize key points, organize recommendations, and link resources to provide a little extra clarity.

Bold (B), Underline (U), Italicize (I), create Bulleted or Numbered lists, and Link (🔗) to important documents (like this one on how to Format Your Chart Entries!)

Tip #11: Access all your charts in one place

Sometimes you might just want to quickly see all your completed or draft charts/progress notes without having to go into each patient’s charts. In that case, you can find all your charts under your staff profile > Charts:

You can see all of your clients’ notes at the same time under this section.

Taking Care of Quizness - Lesson 3, Quiz 2

BONUS! Dictate

Did you know you can dictate right into Jane? iPhones and iPads can use Siri, or Jane will work with any dictation software that works with websites.

If you’d like to customize your quick-key function, head on over to your system preferences, then click on the keyboard icon.

From there, select the “Dictation” tab, and you’ll find a drop-down menu where you can choose the dictation keys you prefer (or, find out which ones are currently enabled on your device)!

On Macs, we typically find that tapping the “fn” key twice enables dictation. And if that doesn’t work, you can also try hitting the “ctrl” key twice– that’s a popular setting too. But it is best to take a quick peek into your system preferences to be sure.

For more tips and tricks when using Apple’s Dictation feature, check out their guide doc on Commands for dictating text on Mac 😉

Once you know your quick keys, you can head on over to any note box in your charts, tap your dictation quick keys, and start dictating your charting notes. Pretty magical, right? ✨✨✨

To use the Windows 10 speech recognition, open a chart note box. Hold down the Windows key and press H to trigger the dictation toolbar. You can now dictate your text. When you’re done, press Win key + H to turn off the dictation toolbar. Check out Microsoft’s guide that walks through this feature in a bit more detail: Use voice typing to talk instead of type on your PC

If you use a mobile device like an iPhone, iPad or Android, here are some guide docs that run through the dictation feature on those devices in more detail:

Jane tip: Before you start using dictation features, it’s a good idea to check if it complies with your local privacy regulations and professional standards. You might want to reach out to your College or Association for guidance and also review the local laws in your area to be sure.

3 Gold stars for you! Let’s see what’s up next, in Chapter 4.

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