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Jane's Guide

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


Pre-Import Readiness Checklist

  1. Importing to Jane
  2. Pre-Import Readiness Checklist

    3. 6 min read
Staff Access Level: Account Owner
Jane Plan: All plans
Add-on Required: No
Geography: All

Instructions

Use this checklist to prepare for your data import to Jane, from planning a few weeks ahead through the 48-hour import window. Once complete, your patients are informed, your files are uploaded, and your clinic can keep running during the import.

For a full walkthrough of the import process, see our guide on How to Import Data to Jane (Overview).

Plan a Few Weeks Ahead

📣 Heads up: Financial and billing history does not come over to Jane. Patients need to save or request any receipts and insurance documentation before your move.

  1. Let your current patients know you're switching software, ideally about a month ahead of your move
  2. Ask patients to save or request any receipts and insurance documentation they need from you.

Get Import-Ready

  1. Go to Settings > Import Data and schedule your import. You do not need to have your data ready to upload yet.
  2. Review your import plan to confirm that your upload date and import-ready date work for your clinic.
  3. Research what your current software can and cannot export automatically. Our guide on Where Can You Import From? Our Software Import Guides lists the software companies Jane has successfully imported from.
  4. Note anything you need to request from your current software’s customer support team.
  5. Decide how to handle data that cannot be exported. Either recreate the data manually in Jane, or keep a read-only version of your old software for reference.

Keep these limitations in mind when making your decision:

Choose Export Date

🩵 Jane Tip: If your clinic is closed on weekends, a Friday evening export gives your team a clean two-day runway before Monday.

  1. Choose the date you will export your files.
  2. Tell all staff the specific date they need to stop using your current software.
  3. Ask staff to complete all charting and billing in your old software before the end of that day.

On Export Day: Export, Review, and Upload Your Files

  1. At the end of that business day, once all staff have finished, export all your files from your current software.
  2. Check the exported files to make sure everything looks right. Our guide on Reviewing Data Before Import explains what to look for.
  3. Confirm your files follow Jane’s import requirements for file naming, formats, and required fields. See our Preparing Import Data Hub for details.
  4. Go to Settings > Import Data. Upload your files and click Done.

📣 Heads up: The Imports Team starts working only after you click the Done button.

During the 48-Hour Import Window

📣 Heads up: Keep online booking in Jane off until the import is complete. This prevents patients from booking into slots that are about to fill with imported appointments.

  1. Keep using Jane as normal for any patients you see during this window.
  2. Create a placeholder profile in Jane for each of these patients with a first name, last name, email, and phone number. Placeholder profiles let you book, chart, and bill right away.
  3. Keep a running list of every appointment booked, cancelled, or rescheduled in your old software during this window so you can add them to Jane.

🩵 Jane Tip: To skip the running list, turn off your current software’s online booking site on export day and keep it off for 48 hours.

  1. Leave your staff shifts and availability set up in Jane.
  2. Keep online booking in Jane off until the import is complete.

What to Expect

After you click Done, the Imports Team begins your import. Your imported data is ready to review by the import-ready date you chose when scheduling. Jane sends a confirmation email when the import is finished.

Important Notes

That’s everything you need to get import-ready. Contact us if you have any questions along the way, and we'll be happy to help!

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