Getting Started
Before deactivating or deleting a staff member, take a moment to review their upcoming schedule to ensure patients aren’t left with appointments that need to be rescheduled.
- Check for future appointments: Go to the Reports tab > Appointments report. Filter it by practitioner and set the date range into the future to find any upcoming bookings. Reschedule, cancel, or delete each appointment you find.
- Turn off Enable Online Booking: Go to Staff > Staff Profile > Edit/Settings > Online Booking. This way, patients can't book new appointments with this specific staff member while you finish the offboarding process.
Instructions
To deactivate or delete a staff member in Jane, follow the steps below. Once complete, the staff member either loses admin access to your account (deactivated) or is fully removed from your staff list (deleted).
Use the guidance below to decide which option applies:
- Deactivate a staff profile if the practitioner has any signed charts, appointments, notes, or billing information tied to their profile, even if they don't intend to return.
- Delete a staff profile only if it was created in error and has no related activity in Jane (it has never really been used). You cannot delete a profile that has signed charts or upcoming appointments.
Option 1: Deactivating a Staff Member
- Go to Staff > Staff Profile.
- Click Edit/Settings.
- Go to the Permissions & Commissions tab.
- Deselect the Active checkbox.
- Click Save.
What to Expect
The practitioner immediately loses all access to the admin side of your Jane account. They retain access to their account as a patient and can still log in and book appointments the same way as any other patient.
Option 2: Deleting a Staff Profile
- Go to Staff > Staff Profile.
- Click Edit/Settings.
- Scroll to the bottom of the profile.
- Click Delete Staff Member.
What to Expect
The staff profile is permanently removed from your staff list in Jane.
Important Notes
- You can still access the profile, billing, and reports for a deactivated staff member.
- From the Staff tab, use the dropdown at the top of the staff list and select Show Inactive Staff. From there, you can select the inactive profile to view additional details.
- Jane's reports only look at active profiles. To generate a report on a former employee, you'll need to reactivate their profile first.
- You can export a patient list to share with a departing practitioner. Go to Reports > Patient List, filter by practitioner and date range, then click the three horizontal black dots to export to Excel.
- You'll need Full Access permissions to view and export this report.
- Clinics on a legacy subscription plan cannot adjust their license count using the steps below. Contact support for assistance.
Related Workflows
Adjusting Your License Count
If you're deactivating a staff member and no longer need their license, the Account Owner can update the subscription license count.
📣 Heads up: If your practice is on a Legacy plan, contact support for help adjusting your license count.
- Go to Settings > Jane Subscription.
- Scroll to the bottom of the page.
- Click Update Subscription.
- Adjust the number of licenses in the Number of licenses field.
Providing a Practitioner with a Copy of Their Chart Notes
Jane considers the Account Owner responsible for all Jane account data, including patient profiles, billing data, and chart entries. If a departing practitioner needs a copy of their chart notes, see our guide on Batch Chart Export for Practitioners.