Below is a step-by-step walkthrough of the entire Import process.
Note 💡: Only staff members with Full Access to the Jane account are able to schedule an import. For more information on what each access level can do in an account, check out our Staff Access Levels guide for more details.
Step 1: Import Basics, File Types and Requirements
Get started by reviewing the following guide: Basics of Importing
This page covers what we can import, file types and requirements, as well as some of the Common Software We Import From. This list is not exhaustive! If you don’t see your current provider on the list, simply follow the details about our general import.
Sometimes you just want to see things in a bit more detail. This guide gives you a deep dive into the comprehensive list of fields that Jane can import: Diving Deeper Into Importing.
Now that you understand the basics and the file type requirements, you’re ready to go ahead and schedule your import!
Step 2: Planning Your Import
Our recommended best practice is to schedule your import to be completed right before you are ready to go live in Jane. Since we typically only accommodate one major import for this transition, you will want to choose the date that makes the most sense for you and your practice. When scheduling your import, there are two dates you’ll want to consider:
When will you be uploading the data?
This is the date you will upload your data from your previous software into Jane and is when our team will expect to see those files. We recommended exploring your previous software before this date to understand how you can export this data. We also have a number of software-specific guides that may come in handy. It can also be a good idea to reach out directly to your previous software for assistance since they have the most experience with their software.
💡 Remember, if any changes are made after you export from your previous software, you will need to manually record and update these in Jane.
When are you hoping for the import to be completed by?
This is the date by which you want all of the data imported and ready in your account. This date is always at least 48 hours after the upload date, and depends on the import capacity schedule. This date should be as close to your go-live date as possible in order to reduce the manual work and potential for error that happens when working out of multiple softwares at once.
Step 3: Schedule Your Import
It all starts in Settings > Import Data:
You should see the blue Schedule Import button to start the process. Don’t worry if you don’t have your data ready at this point - we just need to schedule the date.
First, you will be asked about what’s being imported and from what software:
Select the date you’ll be uploading your data on, as well as when you’d like the data to be complete. You can choose any date within the next month:
💡 When choosing the date of Date of Completion for the Import Request, this should as close to your Go-Live Date with Jane as possible. As we typically only accommodate one major import for this transition, you will want to choose the date that makes the most sense for you and your practice.
After filling out some last details about who we can contact if we have any questions about the data, click Submit Request.
Amazing! Now the Import Request is ready to go 🚀
Now that the import request has been created, you should see a review of your import plan and can make any changes here directly as needed.
If you need to make any changes to your import request later on, just head back to Settings > Import Data and click the View Details button to cancel or change your import details:
💡Jane Tip: Once you schedule your import and upload your files, you can message the Imports Team directly with any questions or concerns about your data or the import process.
To do this, navigate to Settings > Import Data > View Details. From there, go to the Messages tab. The Imports Team will be notified and will respond to you within this message area.
Step 4: Export Your Files
This step is generally the trickiest. Since Jane does not have direct contact with your clinic’s previous software provider, a representative from your clinic will need to export the data from your previous software and then upload your files into your secure import request in Jane.
For a list of what we can import and the providers we can import from, please visit our Diving Deeper Into Imports to see if we have an importing guide for your previous software provider.
Step 5: Reviewing Your Data Before Upload
Before uploading your data, we strongly recommend reviewing the files to ensure data is not missing or incorrectly placed in the wrong field.
So once you have attained your files from your previous software, begin by opening the files to review the information prior to uploading them in Jane’s secure import upload area.
You can learn more about reviewing your data for missing or misplaced information in this handy guide: Reviewing Data Before Import
Step 6: Uploading Your Data
After your import has been approved, the Settings > Import Data should look a little different!
You should see a confirmation that your import is booked, and underneath you can find an area to upload your files:
- If you can’t remember what file formats we can work with, please review the Basics of Importing guide.
Before you upload your files to your scheduled import, you’ll want to make sure you add them to a Zip File 📂. It’s a handy trick that will help ensure you don’t run into any issues when uploading your files — not to mention save you time and free up some space on your hard drive 💡
When you finish uploading your files, make sure to click the “Done” button.
Step 7: The Import
You can now leave the rest up to us! You should see a list of the uploaded files and a review of your import plan.
We’ll send you a confirmation email with some housekeeping details once the import is finished, and at this point, you should be just about ready to start running with Jane.
And your transition is complete!
Step 8: Import Check-in
A Jane Support Team member will reach out the next day to check-in and ensure that your import went smoothly. They will be available to answer any questions you may have about your import or any questions you may have about using Jane at your clinic.
We understand that no two imports are the same and we are here to answer any questions you may have along the way. Or if you are working with data that can’t export to Excel or CSV formats, please email us at [email protected] or call us at 1-844-310-5263 (JANE) to discuss your options.
Happy Importing!