The schedule is one of the features you’ll probably use the most in Jane — but never fear, we’ve designed it to be super easy to use.
💡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.
If you’ve ever used a web-based calendar before, Jane’s schedule should make you feel right at home.
Learn how to navigate the Schedule
Watch this video to learn how to show appointments for a specific day and a specific practitioner, how to configure your display settings, as well as how to create a custom view of practitioners on a single page.
Note: Speed up or slow down the video speed using the ⚙️ button inside the video player!
Displaying practitioner schedules
The practitioner list can be found to the left of the schedule.
To show practitioners at a specific location, choose the location from the drop-down at the top (only visible if your clinic has multiple locations).
By default, Jane shows all practitioners at the selected location. To narrow things down by discipline, use the second drop-down menu where it says “All Staff” to refine your list.
Practitioners currently being displayed in the schedule are highlighted in blue.
Show a single practitioner’s schedule
Click on a practitioner’s name in the list to show their schedule. By default, the practitioner’s schedule will be shown in Week View.
Show Multiple Practitioners’ Schedules
Hover over a name and use the ➕ button to add them to the view. Click the 👤 icon to see their profile.
Practice drill
Now that you know how to get around the Schedule, it’s time to try it out for yourself! Jump into our Demo Clinic, and follow the steps below to navigate the schedule on your own.
Instructions:
View the Schedule for The Village location.
Select Susan Lo from the practitioner list.
Click Day, Week, and Staff Today to see how the view changes.
Use the Left/Right Arrows near Today to move through dates.
Use Go to Date to pick any date, then return to Today.
Well done!
Let’s learn about shifts!
Shifts in Jane are important because you’ll need to know where you can book patients in the schedule (and where not to).
Practitioner shifts in Jane are represented by this light blue background:
Any background color that is white in the schedule is referred to as “white space”. White space represents the time that the practitioner is unavailable, and therefore patients will not have the option to book an appointment online.
Patients booking appointments online can only book appointments within the practitioner’s shift.
💡 Jane tip: Depending on your clinic’s setting, Front-Desk Staff may or may not have the option of booking appointments outside of a shift in the administrative schedule. If you’d like to limit your staff from booking outside of shifts, please visit this handy guide.
Let’s setup some shifts using Manage Shifts
When you’re in your schedule view, select a single practitioner on the left (or select multiple practitioners at one time by selecting the “+” icon to the right of each name). Then, head up to the Shifts button and click the drop-down arrow.
Select Manage Shifts. This is Jane’s primary scheduling tool for creating shifts.
If you’d like a complete walkthrough of setting up shifts, we have created a detailed guide document here with supporting videos!
Or, you can watch this quick video below to learn all about Shifts in Jane before diving into your practice drill:
As promised, here are the guides mentioned in the video:
For split shifts, double booking shifts and more, visit Set-up Shifts
For room booking, visit Rooms
Practice drill
Next, we will practice booking shifts in Jane.
Instructions:
Go to Manage Shifts for a practitioner.
Set the date range through Dec 31.
Clear existing shifts if needed.
Add a shift: 9 AM to 3 PM.
Try a split shift: 9 AM to 12 PM and 1 PM to 3 PM.
Mark it "Bookable Online" with a note: "Return Patients Only."
Copy the shift to other days.
Apply the shift to another practitioner.
Click Apply Shift Schedule and Accept.
Way to go!
Booking an Appointment:
As a front-desk staff member, you can create a new appointment by going to the Schedule and clicking on any open time in a Shift.
Watch the quick video below to learn how to book an appointment in 3 easy steps:
💡Jane tip: Use the magnifying glass to highlight available times in orange. Learn more.
If you ever need to change the length of a scheduled appointment, you can easily do so by hovering over the appointment and clicking the double arrow in the bottom right-hand corner. Once you see the blue dots on the top and bottom, you can adjust it however you need!
Practice drill
Next, we will practice booking appointments for an existing patient.
Instructions:
Click any open time on the schedule to start booking.
Use the "New Appointment" panel on the right.
Search for Lily Chu.
Choose a treatment.
Adjust time or add notes if needed.
Select "None" for claim (if prompted).
Click Book Appointment.
Awesome work!
Before we move on, it’s worth noting that the previous booking workflow is for appointments between one patient and one practitioner. With Jane, you can also book Group Appointments and Classes, in-person and online. Learn more about booking Group Appointments here, or Classes here.
Patient Arrivals & No Shows:
When a patient arrives — or fails to arrive — for an appointment, you can set their appointment’s status to “Arrived” or “No Show.” This automatically creates an invoice for the appointment, and it tells practitioners at a glance when their next patient has arrived.
When you click an appointment on the Schedule view, the Appointment panel will appear on the right.
The “Arrived” and “No Show” buttons are at the top of the Appointment panel. Click either button to set the status of the appointment.
You can undo this at any time by clicking the same button again. Or, to change a “No Show” to “Arrived,” simply click the “Arrived” button — or vice versa.
Appointments marked as “Arrived” will appear green in the Schedule view. “No Show” appointments will be red(ish).
Creating appointment notes
Notes only show up internally in Jane. So notes you put on an appointment, patient, profile, invoice or anywhere else with a section called “notes” is only administrative.
In our next video, we’ll cover how to create a new administrative appointment note. If you have any notes that you want to stay “sticky” to a patient, just click the Star.
Watch how to create appointments notes in the quick video below:
Tasks or To Dos
Front-desk staff are always doing a million things at once, so the Tasks area in Jane is the perfect spot to help you stay organized! Tasks help you to track and assign to-do items.
A task might be a helpful reminder of a payment that needs processing, a progress report to be sent off, or even a product order that needs to be placed.
In our next video, you’ll learn how you can create and manage Tasks in Jane:
Breaks, personal time and holidays
Well, I guess you can’t work all the time!
If you need to block off time on a staff member’s schedule, you can use Jane’s Breaks feature.
Breaks are perfect for blocking off Holidays, personal time, and even great for administrative reminders. Watch the video below to learn how to you can use Jane’s break feature:
Here are a few additional tips on using Breaks:
A floating lunch break
While a consistent break is best managed by booking multiple shifts, if you have a lunch break that might move based on when your patients want to come in, you could use a break. These breaks can be dragged to reschedule them much like appointments.
Block off part of the day
Sometimes you want the afternoon to book up first before the morning is opened up. Here’s how that might look:
Holidays
If you’re taking time off, you can use the break to cover the entire shift. I like this because then everyone on the administrative side of the schedule knows why the shift isn’t available. You can also add notes, such as who might be covering that shift.
Administrative notes
The final reason we sometimes use Breaks in Jane is to remind staff or practitioners of administrative tasks that need to be performed. I recommend setting your administrative schedule to start an hour before your first appointment to leave room for this type of break.
Practice drill
Now let’s try out creating appointment notes and breaks on the Schedule.
Instructions:
First, hop over to the Schedule.
Click on an appointment to view the Appointment panel on the right and head into the Notes section.
Input an appointment note that indicates what injury the patient is coming in for. This note should make an icon appear on the appointment.
When finished, hover your mouse over the appointment so you can see the lovely note you have added.
Next, let’s input a break in Jo-Ellen McKay’s schedule. Jo-Ellen likes to take a lunch break every Monday from 12:30 to 2:00. Repeat this break every week for the next two months.
You’re doing great!
💡Jane tip: Jane loves to be efficient! Check out the available schedule keyboard shortcuts.
Staff Favourite: View the next # of upcoming days by clicking keyboard numbers 1-7
You’re amazing! You’ve completed Chapter 1. To test your knowledge, complete this quiz before moving on.
Next up, Chapter 2.