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Setting up Jane's Online Appointments

💡A friendly reminder to check in with your college or regulatory body to confirm whether there are any restrictions surrounding which parties are eligible to participate and receive telehealth services.

In our digital age, many practices are moving towards integrating a virtual component to complement their existing in-person services for their clients. With Jane’s telehealth video conferencing feature, clinics can continue to provide both quality and personalized service of care, even if both parties are unable to be physically present together.

This guide will go over the process of setting up a new telehealth treatment type in your account. Once you are done, you may also want to check out the other two telehealth companion guides as well:

Setting Up a New Telehealth Session

💡Jane’s telehealth feature is HIPAA compliant! Each online appointment is encrypted, anonymous, and never recorded or stored.

Creating a new telehealth session is actually very similar to what you might be used to when setting up a new standard treatment type. First, a full-access user can head over to the Settings > Treatments & Classes area of their account and create a New Treatment.

From here, check the box “Is this an Online Only Treatment?” to indicate that this will be a session held remotely via video conference. At this time, the video conference feature is only available for one-on-one sessions.

You can then proceed to fill out the remaining treatment details (name, price, duration, etc.) from this same page. If you’d like a quick refresher on how to set up the rest of the treatment, our guide on Setting Up Treatments provides additional explanations for each section.

Note: You’ll want to pay a bit of special attention when selecting which location this service will be offered at. Your selection determine which locations this treatment will be available to book.

When you’re happy with the way your treatment is coming together, you can go ahead and click the Save button to finalize your changes.

If you would like these treatments to be bookable online by your clients, you will want to make sure that the Display in Online Booking button has been checked at the bottom of the treatment settings.

As well, you’ll also want to ensure that your clinic-wide Online Booking Policy has been set to “allowed”, which can be found and modified by a full-access user under Settings > Online Booking.

If you’re using Jane Payments, you can also set an Online Booking Payment Policy. This allows you to charge for a session in full, take a deposit, or just collect credit card information when your patient books online. Your patients can also add a credit card from their patient profile after they’ve booked online, or any other time, through their patient portal.

Want to learn more about working with the online booking site? Here are our guides on Online Booking Permissions and Setting Up Online Booking Like a Boss.

To help ensure your patients are attending their online appointments, you can send them email reminders with a link to the video session. Here’s a quick guide on how you can setup email reminders for the clinic.

Finally, we also have a handy walkthrough on some of the different ways that you can offer these services: Offering Telehealth Services on the online booking if that interests you at all.

On Security

Jane’s Online Appointments is using a standard that provides peer to peer a/v communication in most cases. This means that all the traffic flows directly between each user’s web browser and completely bypasses our servers. The traffic is also encrypted in transit and none of the data is stored anywhere. This approach ensures our online appointments are HIPAA compliant and address the major privacy concerns clinics and patients have around telehealth.