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Vaccination Clinics: Getting Started

Getting Started with Jane for Vaccination Clinics

If you’re an Immunization clinic, you’ve come to the right place. Welcome! We’re so excited that you’re running with Jane, and hopefully, you are too. When it comes to getting started, there are a few steps you’ll want to follow to get Jane configured for you. We created this resource as you are offering one very specific (and important) service: Immunizations. We hope it helps to onboard and support you as quickly as possible so you can get back to what matters most!

5 basic steps are required to get your Jane account up and running:

If you have any questions along the way, be sure to contact us to let us know how we can help. 🙂

Step 1: Clinic Info & Locations

Once you login into your Jane account for the first time, you’re going to want to start by setting up your Clinic Information. Begin by navigating to the Settings tab in the top menu, and then click into Clinic Info & Locations on the left. This is where you can enter all the basic information about your clinic. Review our awesome guide for more details on that: Clinic Information.

It’s important to note that the email address listed under your primary location is the email address Jane uses as the “reply to” address for all emails sent out through Jane. For example, if a patient replies back to an appointment reminder email notification, this is the email address the reply will go to.

If you have more than one location we might recommend a centralized email address shared among each clinic. This way emails go to one place and can be forwarded to the appropriate contact points from there.

Check out this guide for the steps needed to add different locations: Adding a Location.

Step 2: Setting up a Discipline

I like to think of Discipline as a “mode of practice” in Jane. In this case, it’s likely that you will only need one Discipline (Nursing, Vaccination, etc.). Whatever works!

To set up a Discipline in Jane select Settings in the top blue banner followed by Disciplines > New Discipline.

Next, you’ll need to choose and enter some required information on the Discipline including the Category, Name, Professional Title, and maybe a Description.

The values you enter might look something like this:

Category: Nursing

Name: Vaccination A

Professional Title: Nurse

The Description will be displayed on your online booking pages. Typically this would be used to describe the benefits of this type of treatment, but it could also double as a place to describe any vaccination details to the public booking in.

Last but not least, you can select to Display in Online Booking checkbox.

Step 3: Setting up a Treatment (or Service)

Next up, setting up the Treatment(s). I like to think of this as the “treatment being offered.” You might choose something like “10-minute Flu Vaccination.”

If you’re not already there you’ll want to head to Settings in the top blue banner followed by Treatments and Classes > New Treatment.

New Treatment: You’ll have the option to confirm that you’re offering an In-Person Appointment. Choose the regular Treatment option here as Class Booking does not apply.

Discipline & Staff Member: There are two Staff Member options to choose from. You will want to select Clinic-wide Shared Treatment. If you have certain staff that will be offering one specific type of immunization or treatment then you’ll want to assign Practitioner specific Treatments instead.

  1. Clinic-wide Shared Treatments
  2. Practitioner-specific treatments, called My Treatments

Details: Jane allows you to include a Before Booking Description and After Booking Description.

Here’s an example of how both might be used:

The Price field is required, but just go ahead and put $0.00. Be sure to opt into the appropriate location and proceed to choose your preferred treatment colour and work through the online booking settings.

Online Booking Settings: Here you have a couple of granular online booking settings. Go ahead and click Create Treatment once you’re done.

Voila! Let’s take a look at creating staff profiles.

Oh, and if you’re interested in reading more on setting up Treatments we have two additional guides that contain some extra information:


Setting up Treatments

Step 4: Setting up Staff

Great! You’re almost there. We recommend that each staff member has their own profile to access your Jane account. This is so you can track and deactivate staff profiles as needed.

To create a new staff profile select Staff in the top blue banner followed by New Staff Member found in the bottom left-hand corner of the screen.

It’s important to note that the required First Name and Last Name here will show up on your public-facing booking page. You could choose to assign each staff member a designated number and input something like this if you want to protect this personal information:

First Name: Nurse

Last Name: 1

Be sure to opt each new staff member into their corresponding Discipline if they will offer appointments. Any staff not opted into a Discipline will maintain an administrative profile.

The contact information here is for internal use only and will never be displayed publicly.

To finish setting up your staff profile jump on over to our guide: Setting up Staff and Adding a Staff Member to your Jane Subscription.

Jane also allows you to set and allow different access levels. See this guide for more on that: Staff Access Levels.

Step 5: Setting up Shifts

Shifts are required for each staff member to determine what Jane offers up online.

If you haven’t seen it already, please visit our handy guide to Adding Staff Shifts.

💡 Pro Tip: If your nursing staff prefer a paper schedule just select Print Day Sheet in each staff profile.

Set up complete 🙌

Great, you’ve completed Jane’s onboarding checklist, and your account is now ready to begin booking appointments.

Now that you have the basics down let’s take a look at setting up Jane’s most talked-about feature. Online Booking will allow patients to book from any device in real-time.

This guide will take you through the steps required to start offering online booking: Vaccination Clinics: Shifts & Online Booking.

Oh and if you have any questions or need a hand please reach out to us via phone at +1 844-310-JANE (5263) or by email at [email protected]

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