After making it through Chapter 2, you’re now an appointment booking pro! The next thing that we’ll want to learn is how to Arrive patients, receive payments from your patients and record them in Jane.
💡Jane tip: We recommend heading over to Jane’s Demo Clinic to practice as you learn! Contact us to request the password or check out the Facebook community group where the password is posted each week.
The easiest way to process payments in Jane is by using Jane Payments. Jane Payments is a PCI-compliant tool that helps health and wellness practices get paid, offering flexible features like secure online payments, terminal payments, online booking policies, memberships, and more. If you haven’t sign up for Jane Payments yet, you can begin here.
Now, let’s get started with our next step in clinic administration: accepting payments for appointments.
Before you can process payment for an appointment, the patient needs to be Arrived. You can do this administratively by clicking the Arrive button in the Appointment Pane, or to save time you can have patients check themselves in. Arriving an appointment tells Jane the patient attended their session and is now ready to be billed.
Jane’s billing is built right into the main schedule. The “Pay” button in the Appointment panel lets you invoice or receive payments, and adding products or additional billing items happens right there, too.
To check out a client from the appointment panel, you can start the process by clicking the blue Pay button, such as the one at the top of the appointment panel.
Before we move on, here’s a quick video showing how easy taking a payment really is.
Basics of receiving a patient payment:
Note: Speed up or slow down the video speed using the ⚙️ button inside the video player!
💡 Jane tip: You can toggle off the dark green paid colour by clicking on the cogwheel in the lower right corner of your schedule and then clicking the Differentiate Paid and Arrived States toggle.
Practice drill
Time to try out receiving a payment at Jane’s Demo Clinic.
Instructions:
Go to the Demo Clinic Schedule and choose any unarrived appointment.
Click the Arrive button to generate the appointment invoice.
Once the visit has been marked as arrived, click the Pay button to open the Receive Payment screen.
The first payment screen shows all outstanding invoices on the patient’s account. If there are multiple invoices, use the checkboxes on the right to select which ones are being paid.
Click Next to choose how the client is paying.
If a default payment method appears, click the X next to it to remove it and start from scratch.
Click Add Payment Method and select one from the list. The top options are for Jane Payments, while your clinic’s manually tracked methods appear at the bottom. (No need to worry—Jane Payments Demo Mode uses test card numbers, so no real charges will go through!)
Finish by selecting Email Receipt.
You’ll now see a $ symbol on the appointment, and the appointment will turn dark green on the schedule.
Great work!
💡Jane Tip: Sometimes you need to change the Payment Method recorded on a payment. Shoot - that was cash not e-transfer! No problem. Click here to learn how :)
Accepting payments with Jane Payments (in-app processing):
If your clinic is working with Jane Payments, you’ll be able to securely store cards on file and take payments right from inside Jane — no extra tools needed.
Watch how to save a patient card on file, how to send invoices to customers for outstanding balances, and how to set up online booking pre-payments:
If you’re taking a payment and would like to save that payment method for future use, you can do that too! You’ll go through your regular workflow of accepting payment.
On the final page, remove any pre-filled payment method (if there is one) by clicking the little X, and then click the blue Add Payment Method text.
Next, choose Add New Credit Card and enter the card details.
Just a heads up — Jane will ask for the postal or zip code that goes with the card. This is part of a North America-wide security check called AVS (Address Verification System), and it helps reduce the chances of the payment being declined.
Once you're ready, click Save to add the card to the patient’s profile.
Accepting payments using your Jane Payments terminal (in-person processing):
Did you know Jane offers a fully integrated Jane Payments Terminal? This means that you can initiate a payment in Jane, have your client pay on your Jane Payments Terminal (tap or insert their debit or credit card), and see that payment automatically recorded in Jane, offering even more payment options to your patients.
If you haven’t ordered a terminal yet, get started by checking out all the nitty gritty details about Jane Terminals here. Once you’re ready, you can order your Jane Terminal directly from your Jane Account. Full-access users can click into Settings > Jane Payments and follow the simple step-by-step instructions in-app.
A quick heads up that the Jane Payments Terminal is available for Jane Payments users in 🇨🇦 Canada and 🇺🇸 the US (unavailable in the UK).
Once you’ve purchased your Jane Payments Terminal, feel free to hop on over to this guide to learn how to set up your terminal and receive payment.
If you need any help getting started, please do not hesitate to reach out to our support team at [email protected].
Once your terminal is linked, using it is just like any other payment:
Click Pay.
Review the payment screen and click Next.
Select Jane Payments Terminal as your method.
From there, you can:
Allow the client to add a tip
Save their card on file as they tap, insert, or swipe. To learn more, check out our guide Saving credit cards from the Jane Payments Terminal.
Click one of the blue Pay buttons to send the transaction to your terminal. Your client will follow the prompt, and the payment will be recorded in Jane automatically. 🎉
Want to read more or explore FAQs? Here's the Jane Payments FAQ guide.
How to partially pay a patient invoice:
Sandy Beach is checking out at the Jane Demo Clinic. She has an outstanding balance of $75 for her appointment but is only able to make a payment of $50 today. She plans to pay the remaining $25 balance at her next appointment.
Partially paying an invoice lets you collect payment for only a portion of the patient invoice, leaving a balance for the patient to pay at a later date. At the check-out screen, the first page you see is a list of invoices to be paid by the patient. From there, you can adjust the amount you'd like to collect on any invoice.
Want to apply a discount instead? No problem — we’ll walk through that next.
In the video below, you’ll see how we process a partial payment for Sandy:
💡Jane Tip: If you use Jane Payments, you can ask clients to pay their account balance using the Pay Balance email.
You will get an opportunity to add some custom messaging to the email to explain what you’re sending over:
When the patient opens the email, Jane gives them the opportunity to pay using a credit card. Handy!
Invoice adjustments & discounts:
Sometimes you might want to offer a discount — maybe for students, or if you use a sliding scale for your services. You can set these up in Jane so they’re easy to apply when needed.
In this video, we’ll walk through how to create a 10% discount for any students visiting the Demo Clinic:
Practice drill
Time to try out working with invoice adjustments at the Demo Clinic!
Instructions:
Go to the Schedule and click on any unarrived appointment.
Click the Arrive button to generate the appointment invoice.
Scroll down to the Billing Info section.
Click on the Adjustment button in blue.
Use the search bar to add the Friends & Family discount to this invoice!
Nice!
Understanding patient credits & owings:
Patient accounts will sometimes show a Credit or Owing balance and you might not be sure why they have this balance on their account.
Watch the video below for some tips on investigating.
How to refund a patient payment:
Patient refunds happen inside the payments area of a patient profile.
Start by unlinking the payment from the invoice — just click the little broken chain link icon. Once that’s done, a Refund button will appear in the top-left corner. Click that to return the funds to the patient.
Watch the video below for a step-by-step walkthrough:
Refunding a product/inventory item:
When refunding an inventory or product purchase, there’s a two step work flow.
If someone needs to return something they purchased — like a yoga mat — there’s a two-step workflow:
First, return the item to your clinic inventory.
Then, process the refund so the client gets their money back.
Here’s how it looks in action, with Taylor Swift returning her yoga mat:
💡Jane Tip: If the product was invoiced erroneously and no payment has been applied, select the Delete Purchase option to remove it from the patient’s account without creating a refund activity line.
Test your knowledge
Ready to see how much you’ve learned in Chapter 3? Complete this lesson’s quiz here.
If you offer Superbills to your patients, read on! If not, feel free to skip to the next lesson here.
🇺🇸 Superbills
The first step in generating Superbills is customizing your Superbill template with your logo, practitioner license number(s), and electronic signature. For step-by-step instructions, check out the How to Customize Receipts guide.
Superbill creation
The next video walks through how to create a Superbill for your clients when they pay upfront for your services.
Patients can submit this document for insurance reimbursement (so you don’t have to, phew!).
You can generate a Superbill for any appointment (paid or unpaid) after you’ve added billing codes to the Insurance Info section of an appointment from the Schedule.
Once you have added all of your billing and diagnosis codes to your patient’s visit, you can either Print, Generate a PDF, or Email a Superbill to your patient.
Generating Superbills with Packages
If you offer Packages and also provide Superbills, there’s a small setup step to make sure everything works smoothly.
We recommend creating Packages as “pay-as-you-go” — meaning the patient is charged at each visit. If your package is set up with one upfront cost and $0 per appointment, the Superbill will show $0 paid at the time of the visit — since no money changed hands that day.
This video walks through the setup:
Quick summary: you’ll set up the package as pay-as-you-go, collect an upfront payment, and Jane will store that amount as a credit on the client’s file. That credit is then used to cover the discounted appointments as they’re booked.
Want to dive deeper? You can read more about this in our Creating Superbills guide.
You are on fire! Let’s move on to Chapter 4.
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