Are you an existing Physitrack customer and would like to learn how to set up and offer your appointments? If so, scroll down below for more information on that.
If you are not an existing Physitrack customer and are simply looking to set up Jane’s new in-house online appointments (telehealth) feature you can Learn more here. Please note - you do not need to have a physitrack account or sign up for Physitrack to use Jane’s online appointment (telehealth)feature.
We will be offering our new Online Appointments feature free of charge for the next few months while we are all managing the effects of COVID-19. We’ve put together a FAQ that should answer most of your questions about what this early-release is capable of. Please give it a read here: Online Appointments in Jane (Telehealth)
For those who have an account with Physitrack and would like to learn more about how to set up and offer Physitrack’s telehealth appointments in Jane, see below:
Setting Up Treatments
The first thing we’ll want to do is create a separate set of treatments for the different telehealth sessions that you offer. You will be able to do this under Settings > Treatments & Classes in your account.
Note that Full Access is required to get to this area.
From here, you could either categorize these new treatments under one of your existing disciplines, or create a new discipline exclusively for telehealth sessions.
This will affect how the treatments are displayed to your patients on the online booking site.
You can read more about the process of setting up new treatment types in your Jane account here: Setting Up Treatments.
Option 1: Telehealth with One Location
- Single Calendar, Using Tags, Some Degree of Setup, Same Billing Address
Who It Is Good For:
- Practitioners who would like to be able to view both their in-clinic and telehealth sessions on the same calendar (e.g. you offer both types of sessions during a single shift).
- The clinic information you would like displayed on Jane’s invoices, receipts, email reminders will be identical to your in-office location.
With this setup, you will be able to see both your in-clinic and telehealth sessions within the same calendar.
If you will be offering your telemedicine services anytime during your scheduled shifts, then after setting up your treatments in your account, you will be all ready to go!
However, if there are particular times when you are exclusively offering telemedicine services, we will want to take advantage of Jane’s Tagging feature. You can read in-depth about how the tagging system works on our guide here: Tags - Limiting Treatment Availability
You can set up a new tag by visiting your Settings > Tags area (you’ll want to turn on Advanced Scheduling from your Schedule Settings area if you can’t see this tab).
You will then want to tag all of your telehealth sessions with this newly created tag under your Settings > Treatments & Classes > Edit area.
Finally, you can add this tag to all of the shifts when you exclusively offer telehealth appointments by visiting the Schedule and clicking on the Shifts button to enable shift editing mode. From here, you can click on one of your existing shifts to edit it, or create a new shift by clicking on the schedule under the appropriate day of the week. You’ll be able to add the telemedicine tag at the bottom of the Edit Shift panel that appears on the right.
In case you’d like a quick refresher, you can check out our guide on Adding Staff Shifts
If you only offer these types of appointments during a specific part of your day, you can create multiple smaller shifts and only tag the shift when you offer your telemedicine sessions.
Option 2: Telehealth with Two Locations
- Two Calendars, Easier Setup, Different Billing Information
Who Is It Good For
- Practitioners who would like to keep telehealth sessions on a different calendar from their in-clinic appointments (e.g. you only offer telehealth on certain days of the week)
- The clinic information you would like displayed on Jane’s invoices, receipts, email reminders will be different to that listed on your in-office location.
With this setup, you’ll have a completely separate location offered on the front page of your online booking site that patients can choose right off the bat. This will also result in two completely separate schedules that you will be able to flip between to view your in-office and telehealth appointments.
To add a second location to your account, you’ll want to visit your Settings Tab > Clinic Info & Locations area. In case you haven’t seen it already, feel free to check out our guide document on Adding a Location in your Jane account.
Once your second location has been added, don’t forget to opt in any new telehealth treatments to be offered at this location. You will be able to do this from your Settings > Treatments & Classes area.
In addition to your treatments, you’ll also want to make sure that any staff members who will be offering telehealth services are opted into this new location as well. You can find this setting under the Staff Profile > Edit/Settings > Settings area.
You will now be able to toggle between the two different locations by clicking on the location name in the top blue bar (or by using the Shift + L keyboard shortcut).
Option 3: Telehealth with Two Locations but One Schedule (US Insurance Billing)
- One Calendar, Use of Tags, Moderate Setup Difficulty, Different Billing Information
Who Is It Good For
- Practitioners who would like the best of both worlds — keep telehealth sessions on the same calendar as their in-clinic appointments, but have a different set of billing information for Jane’s invoices, receipts and claims than your office location.
- For US Clinics who would like to generate EDI claims to submit insurance claims through Office Ally (not necessary for those using the PDF-version of the CMS1500 Form).
The final option for setting up Telehealth in Jane is a bit of a hybrid of both the one and two location options.
For this setup, you’ll want to create a second location for your telehealth services, but set this location to not bookable in online booking. This way you’ll be able to have Jane add an alternate billing address for your telehealth services, but since we are essentially ‘hiding’ the location, you will be able to keep all of your bookings contained to a single location.
For our American clinics who will have intentions on generating EDI claims for their telehealth sessions, you’ll also want to ensure that your Place of Service Code has been set to “2 - Telehealth” in your location settings.
You’ll want to proceed to set up your Schedule at your primary location according to the method described in the Telehealth in One Location section above. You can leave the hidden telehealth location untouched, since we will not actually be making any bookings on this schedule.
When it comes time to checkout your telehealth patient, there will be just one extra step that you’ll need to complete in order to ensure the correct billing information is displayed on their receipt / insurance claim.
Click on the appointment in the Schedule and the Appointment Panel will be brought up. Under the Billing Info header, we want to hover over the patient total to reveal the View button. Clicking on this will bring us to a detailed view of the transaction.
From this new page, we’ll want to click on the View Sale button at the top of the page.
This will bring us to a Sale screen where we will be able to change the location of the session without having to rebook the appointment in the other location. You’ll want to switch this from your primary clinic location to the “hidden” telehealth location.
If you feel that you have a unique scheduling set up at your clinic, don’t hesitate to reach out to our support team by phone (+1 844-310-5263, Mondays to Fridays from 7am to 5pm PST) or by email (firstname.lastname@example.org) and we would be happy to guide you in the right direction!