Here are some frequently asked questions and answers about Jane’s Online Appointments telehealth video conference feature.
If you haven’t seen them already, we do have a few other dedicated guides that may come in handy on setting up, joining, and troubleshooting your Online Appointment session.
- Setting Up Jane’s Online Appointments
- How to Book Online Appointments and Start Them (for Practitioners)
- How to Join Your Online Appointment (for Patients)
- iPhone/iPad for Online Appointments - Staff Tutorial
- Troubleshooting Your Online Appointment
Feel free to scroll through the questions or click directly to one of the questions below:
- What Browsers and Devices are currently supported?
- Is the interface secure and PIPEDA & HIPAA compliant?
- Will I be able to record audio or the chat communication?
- What is the pricing for your Online Appointments feature?
- Can the platform support group conferencing?
- Do you know whether patients are eligible to submit insurance claims for teleconference sessions for my discipline and location?
- Is the consent form shown prior to the session modifiable?
- Is the consent collected from my client prior to the video conference session recorded somewhere in Jane?
- Will I be required to set up a separate set of treatments to facilitate audio/video calls?
- Can my patients prepay for their appointment / is there a way for them to add their credit card on file online?
- Does the practitioner need to join the call first or can the patient start the call?
Online Appointments is currently supported and best experienced on a computer or laptop using Chrome or Opera. Android devices work best with Chrome. If you’re on an iOS device (iPhone, iPad) you will need the Jane Online Appointments app which is available on the Apple App Store.
Check your internet connection at fast.com. You will need a result of 15Mbps or higher. If you’re seeing a number measured in Kbps, that’s not good news. If your internet connection isn’t great, you will have the option to shut off the video and do an audio-only session.
Yes! The Online Appointments feature was built exclusively within Jane and it is all provided within our secure infrastructure that meets our privacy standards. We are not white labeling a 3rd-party solution behind the scenes.
We are using a standard that provides peer-to-peer audiovisual communication. 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 at any time.
Video, audio or chat communication cannot be recorded during an Online Appointment session. This approach ensures that this feature remains HIPAA compliant and addresses major privacy concerns around telehealth posed by clinics.
The one-to-one version of Jane’s online appointments is included in all pricing plans, at no extra cost.
Jane’s Online Appointments are currently one-to-one at this time. We will be developing an advanced version of Online Appointments that includes group sessions, high-definition video, and some other more specialty features. The advanced version will have a per-practitioner fee. More details will be coming on this in the future.
Do you know whether patients are eligible to submit insurance claims for teleconference sessions for my discipline and location?
Some appointment types, depending on discipline are covered by third party insurance payers. We would recommend checking in with your professional association OR the insurance company directly for the most accurate and up-to-date information on which appointments types are eligible for reimbursement and how to code and submit them. As you learn new info we’d love to hear about it! We will take what everyone learns and amalgamate it into a community database.
Due to the rapid nature of the initial launch of Jane’s Online Appointments, the consent form that is shown prior to the video conference session is not modifiable at this time. There may be additional consent requirements set out by your local regulatory body and we recognize the importance of ensuring that this form can be customized. Although unavailable right now, this will be something that we look to implement in a future iteration of this feature.
In the meantime, some clinics have set up a separate consent form under Settings > Intake Form that is sent to the client prior or during the session.
💡Pro Tip: If you wanted this form to be sent out automatically to clients who book a video conference session for the first time, you could specify the Online Appointment treatments out of all your treatment offerings.
Here’s how it could look in the General tab of your new consent form:
Then in the Appointment Type tab, you can select the specific treatment(s) you created for the video conference session.
If you would like to collect this consent prior to each session, you could set the form to be triggered manually, instead. Prior to the appointment, you will be able to send off the form via the client’s profile. This would follow a very similar process to what is described in our guide on Using Intake Forms for Consent to Treatment.
Alternatively, a provider could read out any additional consent items required to your client during the video conference, and document their verbal consent in a designated section of your chart note for the session.
Is the consent collected from my client prior to the video conference session recorded somewhere in Jane?
Not at this time. As we continue to improve the consent interface for the Online Appointments feature, we intend to make sure that these consents are documented somewhere within the Jane platform. However you cannot join a session without confirming the consent so joining a session indicates that consent was obtained.
Please see the question above, “Is the consent form shown prior to the session modifiable?”, for some alternatives on collecting and documenting consent in the meantime.
Yes, at this time we would recommend that you set up a separate set of treatments for any sessions types that include the additional audio/video conferencing feature.
For example, your treatment set-up may end up looking something like this:
- In-Person Counselling Session (60-minutes)
- Virtual e-Counselling Session (60-minutes)
In case it comes in handy, here is our step-by-step guide on Setting Up Online Appointments in your account.
Can my patients prepay for their appointment / is there a way for them to add their credit card on file online?
If you’re using Jane Payments, you can 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.
If you don’t have Jane Payments set up yet, don’t worry! You can still generate and download an invoice for the session to send to your client.
Here’s a helpful guide on how you get start collecting payments for Online Appointments with each approach.
Either party can join the call first. If your client joins the call first, a green badge will appear on their appointment saying, ‘Client is waiting’.
When you join the call, you’ll see an Admit Client button that you can use the let them into the call.
When the client joins the call, they will enter a private waiting area— we’ve fondly named this the “Knock Knock” feature. 😉 They’ll see a message confirming their appointment details and letting them know their practitioner will admit them shortly.
If you enter the call before your client, there will be a chime 🔔 to let you know when they have arrived. The Admit Client button will light up blue and you can admit them whenever you’re ready.
The call will remain open indefinitely while at least one person is in the call. Either party will be able to join the call an hour before the appointment and up to an hour after.