Now that we’re feeling comfortable navigating the schedule, let’s dive into charting!
Whether you call them session notes, clinical notes, progress notes, or treatment records, they all serve the same purpose: documenting the details of a visit in a way that’s clear, complete, and compliant.
💡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.
Many professional associations require accurate and signed documentation, and we know that staying on top of this admin work is important... but not necessarily your favorite part of the job. So our goal is to help you chart quickly, efficiently, and with as little friction as possible.
Charting in Jane is designed to be as flexible as your practice. You can build and personalize your own templates, include images or typed notes, and keep everything easy to review with easy access to past entries. And because it’s online, you also get helpful tools like search, duplication, and consistent formatting so your charts work the way you want them to.
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.
Prefer learning through watching? Check out this webinar all about Charting in Jane.
Getting started with charting
In this next video, you’ll get a full tour of Jane’s charting area. We’ll walk through the basics of where and how to chart, how to create new entries, and how to start customizing your templates to suit your practice.
💡 Jane Tip: You can adjust the video speed anytime using the ⚙️ icon inside the video player!
Creating Chart Templates
Chart Templates are your secret weapon for efficient charting. Instead of starting from scratch every time, templates let you save time by reusing structured formats — perfect for recurring treatments or standardized documentation.
Here’s how to get started:
Go to your Staff Profile and click on the Chart Templates tab.
Select the + New Chart Template button.
Click the Add Item button to see a list of charting components (we call these Chart Parts) you can add one by one to build your template.
If you want to work from an existing template instead, click the grid icon next to Add Item and choose from:
Once you’re in the Template Library, filter by discipline and click on a template to preview it.
💡Jane Tip: Remember, you can use a community template as a jumping-off point. Once you add the template to your own chart templates, you can edit it as much as you like.
Click the Add button to load it into your list. From there, you can edit and modify the template any way you like - this does not affect the version that’s in the Template Library. Delete, add, alter - make it your own!
💡Jane Tip: Consider the device you’ll be charting on. For example:
Touchscreens (like iPads) let you draw, dictate, and upload images on the fly.
Laptops/desktops might be better for checkboxes, longer notes, and keyboard shortcuts.
Jane offers a variety of Chart Parts (or items) to help you format and organize your notes—think of them as building blocks. These include options like written notes, images, body charts, and checkboxes. You can learn all about the different Chart parts available for building your chart templates here: https://jane.app/guide/chart-parts-for-creating-a-chart-template
Practice drill
Next, let’s review how to create chart templates.
Instructions:
Head over to the Jane Demo Clinic and use the Staff tab to access Jo-Ellen’s staff profile.
Click into the Chart Templates area and use the Template Library button to explore the shared library!
Once you’ve found a template you like, click the Add button to pull it into Jo-Ellen’s My Templates area.
Click on the template to explore modifying the new template in any way you’d like.
Nice! Keep going!
The Day View
To help make your workflow more efficient, Jane has a space where you can schedule, chart, and even accept payments — all from one screen. This is known as the Day View, and you can find it by clicking the Day tab in the main menu.
Take a quick tour with Sophia as she walks through the Day View experience. Then keep reading to learn how to access the appointment panel without leaving the page.
💡 Jane Tip: To see the Day View in action, sign in to the Jane Demo Clinic using the username practitioner (the weekly password works here too). It won’t appear under an administrative login.
Here’s a peek at what the practitioner Day View looks like:
In the Day View, your schedule for the day appears on the left. The center of the screen is your Dashboard, which gives you a quick overview of your appointments — like whether you’re seeing new or returning patients. It’s there to help you spot patterns and plan your day. Prefer to keep things minimal? You can turn the dashboard off anytime using the toggle in the top right.
When you click on an appointment from the Day View:
The first click takes you to the client’s charting area.
The second click (on the same appointment) opens the appointment panel on the right — where you can arrive the visit, take payment, and more.
Practice drill
Sign in as a practitioner to try out accessing charts in the Day sheet view:
Instructions:
Sign in at the Jane Demo Clinic as the practitioner Frank Lebsack. Navigate to demo.janeapp.com and use the username: practitioner and the same weekly password.
Click the Day tab in the top menu.
Use the navigation arrows at the bottom to explore different days in the schedule.
Click once on an appointment to open the patient’s charting area.
Click a second time on that same appointment to view the appointment panel.
Great work! Let’s keep going.
Creating a chart entry: the sign & lock workflow
When you're working with electronic charting, signing and locking entries is an important part of the workflow. It marks a chart as complete and ensures any future changes are clearly tracked. Let’s walk through how this process works in Jane.
Starting a new entry
As you’ve learned, the easiest place to start a session note is from the Day View.
Click once on the appointment to open the patient’s chart.
Click the New Chart Entry button to get started.
Choose a template (like “SOAP”) and begin documenting your note. New entries always start in a draft state, which gives you the flexibility to come back and make edits before finalizing.
You’ll see an unlocked symbol on the appointment, letting you know there’s a draft chart in progress.
Signing your entry
When you’re done and ready to finalize the note, click Sign.
This action locks the chart and tells Jane (and your clinic!) that the entry is complete and shouldn’t be edited further.
Once signed:
The chart is no longer editable.
Any updates need to be added as a text amendment.
💡 Jane Tip: If you’re charting for a Class or Group Appointment (i.e., family or couples therapy), a pop-up will appear asking if you want to copy this chart to other clients. You can learn more about the Copy to Client feature here.
Once you sign and lock the chart, the lock symbol on the appointment is closed. Voila!
No lock symbol?
If you don’t see a lock or draft symbol on the appointment, it means no chart has been connected to it yet.
To link a chart with an appointment:
Go to the client’s profile.
Open the Charts section.
Find the chart you want to connect.
Click the dropdown arrow and select Add Appointment.
Add a personal touch
💡 Jane Tip: You can upload a photo of your signature, which will appear on any signed chart when printed or saved as a PDF. Fancy!
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).
