Even if you’re not treating clients yourself, you might still need to support practitioners with charting and documentation. That could mean uploading a scanned referral, a paper intake form, or even an old-school chart you’re transitioning away from—so let’s take a look at how Jane can help you keep it all organized.
If you're going to be using electronic charting for the first time, don't worry, there's a guide to help! Charting New Territory: Tips for Switching to Electronic Charts is full of practical advice to make your transition as smooth and stress-free as possible.
💡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.
Uploading documents into Jane is something you’ll likely do often — so let’s take a look at how it works by covering the basics of charting in the video below:
Note: Speed up or slow down the video speed using the ⚙️ button inside the video player.
Practice drill
Next, let’s view the patient charting area.
Instructions:
At the Jane Demo Clinic, open the patient profile for Benjamin French.
In Benjamin’s Chart tab, click New Chart Entry on the right.
Choose the File/Image option. This creates a draft chart entry.
You’ll now see an area where you can upload a file or image.
✋ Just a quick reminder: don’t upload or enter any real patient info in the Demo Clinic — it’s shared and viewable by others.
Give the file a clear name so it’s easy to find later. For example: Paper Chart – Jan 2015 to Dec 2017.
Click Sign to complete the chart entry.
Keep it up!
Files area in Chart:
There’s an area in every patient’s profile called “Files” where you can conveniently review all uploads with a preview of the document. You can also jump to that chart entry or add new uploads to the chart. Click the link below to take a look at the different ways that the Files area can help:
💡Jane Tip: Plan for paper. There are some forms that you just can’t avoid. Paper intake forms for those that aren’t comfortable with computers, or specific insurance or consent forms. Many of our Jane users are laminating the form on hard card stock and then have people fill them in using erasable markers. You can then scan in the completed form and erase the form for the next use.
Did you know that you can also take a photo directly into your Chart Notes!
This can be very useful for creating quick electronic copies of paper intake forms, or any other useful images for documentation. When using the Image/File Upload option in the chart, you can take a picture directly from your device.The photo will upload directly to the client’s chart. Most devices can do this without saving the photo locally, but it's advisable to check your device's camera folder to ensure no local copies are saved.
Uploads for review - labs, X-rays and other reporting
If you're uploading clinical documents (like labs or X-rays) that need a
practitioner’s review, you can assign them directly to that practitioner for clarity and accountability. Learn more here:
Print/export Chart notes
Sometimes you need to export a chart record for a medical legal request or referral to another practitioner.
You can find the export option by finding your patient and heading to their chart. At the top of the chart notes, there is a “Filter/Export” button.
You can see that at the top of the chart there are also a number of filters available to you.
Using these filters, you can search by discipline, specific practitioner, chart status, date range or chart type. This allows you to filter down to the appropriate chart entries before you export.
Once you have the chart entries displayed that you’d like to export, click the “print” or “PDF” buttons.
Practice drill
Time to try out filtering and exporting chart notes!
Instructions:
In the Jane Demo Clinic, head over to the patient profile for Benjamin French.
Inside Benjamin’s the Chart tab, find the Filter/Export button.
From the drop-down filter options, try filtering the chart notes by Discipline, Staff Member and a desired date range
Use the PDF button to export all of the filtered entries.
Nicely done!
Using AI Scribe for charting
AI Scribe is Jane’s built-in charting assistant that will help you chart faster and more efficiently, giving you more time for what really matters: your patients. Just add a ✨Smart SOAP Note to a chart entry or template, choose a prompt, and record or upload your audio. You can review and edit the draft before saving it.
💡 To try out AI Scribe, a Full Access user can turn it on under Settings > AI Scribe ($15/month per staff profile).
You made it to the final step of this lesson, completing the quiz to test your knowledge.
Done & done! You’re ready for Chapter 5.
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