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Preparing Your Charts for Import

  1. Importing to Jane
  2. Preparing Your Charts for Import

    3. 5 min read
Staff Access Level: Account Owner
Jane Plan: All Plans
Geography: Available in: 🌐 All geographies

Instructions

To prepare your charts for import, export and organize your chart files based on the file type your current software produces. Choose the option below that matches your data. Once complete, your files will be ready to upload as part of your import.

Option 1: Importing Image-Based Charts

Use this option if your charts are exported as PDF, JPEG, PNG, or other image file types.

  1. Export your chart files from your current software.
  2. Name each file to include the patient's first name, last name, and a unique identifier such as date of birth, health number, or unique patient number. For example: JaneSmith_19820415.pdf
  3. If a patient has multiple chart files, place all of their files in a single folder named with the same patient identifier format. For example: JaneSmith_19820415/
  4. If you are the author of all charts across multiple patients, name each folder with your first and last name before compressing. Jane's imports team imports all charts in that folder under your staff profile.
  5. Once your files and folders are organized, compress everything into a single zip file (or other compressed format such as .RAR or .7z). Upload the compressed file, not the individual folders.

🩵 Jane Tip: Using a unique identifier in the filename helps Jane's imports team match charts to the correct patient profile, especially when patients share similar names.

📣 Heads up: Do not upload hundreds of individual files. Compressing your files into a single archive before uploading is required. See our guide on How to Create a Compressed File for step-by-step instructions.

Option 2: Importing Text-Based Charts

Use this option if your current software exports charts as a CSV file.

  1. Export your chart data as a CSV file from your current software.
  2. Make sure each row includes the following:
    • Patient name
    • A unique patient identifier (date of birth, health number, or unique patient number)
    • The chart text
  3. Upload the CSV file as part of your import.

Option 3: Importing Word Documents or HTML Files

Use this option if your charts are exported as Word documents or HTML files.

  1. Export your chart files from your current software.
  2. Name and organize your files using the same method as Option 1 (patient name and unique identifier in the filename or folder name).
  3. Compress your files into a single zip file and upload the compressed file.

📣 Heads up: Word documents and HTML files do not preview in Jane. Patients and staff need to download these files to view them.

Option 4: Importing Audio and Video Files

Use this option if your charts include audio or video files such as MP3, M4A, MP4, or MOV.

  1. Export your audio or video files from your current software.
  2. Name and organize your files using the same method as Option 1.
  3. Compress your files and upload them as part of your import.

📣 Heads up: Audio and video files do not play directly in Jane. They open in a separate window for playback. Each file must be under 50 MB or the upload fails.

What to Expect

Jane's imports team reviews your chart files and matches each one to the correct patient profile in Jane. They'll reach out if they have questions about file naming or organization. Once the import is complete, charts appear in the Files area of each patient's profile.

Important Notes

  • Charts must be matched to a patient to be imported. Files without a clear patient identifier may not be imported.
  • If you're unsure whether your chart export meets the requirements, message the imports team through Jane before uploading.
  • For a more detailed breakdown of chart import options, see our guide on Diving Deeper Into Importing to Jane.

You're all set to get your charts ready for import.

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