Well, if you’re here, I hope that means you’ve decided to make the switch to Jane!
Welcome!
You may have found this page as you were looking for some information on importing your data from your previous software, but that’s only a small part of the puzzle, isn’t it? There are quite a few of us here at Jane that not only have the experience of doing what we’re doing now but also managing clinics and being a part of that environment.
We thought it would be a great help to outline some things that we found important and useful to know when moving between software and how to keep your business going to have everything you still need to run.
If you are just looking for import information, we’ve created a page for some of the most common software we import from, but the list is not exhaustive! If you don’t see your current provider on the list below, feel free to reach out to us to see how we can make your transition a smooth one.
The Quick List
Don’t like doing a lot of reading? That’s ok, we’ll cover a quick list and elaborate on it below so you can just hop to what interests you! Alternatively, reach out at any time to chat with one of our lovely customer support staff who can provide some insight into your unique transition.
- Pick a date. Don’t know when you want to transition? It’s best to pick a date that you’ll fully transition over to Jane vs. slowly trickling over. This can be harder to track between software for your business purposes.
- Know what you’re getting. To get some expectations of how much you’ll need to do in Jane, it’s a good idea to know what you’re getting from your previous software. This helps with not doing too much work before you get going, or making sure you’re not missing anything.
- AR and Credit. Below we have a great guide on transitioning your credit and AR over between accounts. Jane doesn’t import billing data. You’ll need to manually enter this, and can even start before you have an import if you plan on getting one.
- Get your staff started. Just because you’re not using Jane yet, doesn’t mean your staff can’t start to get familiarized. We’ve got great training tools on the left menu of the guide section for both Administrative and Practicing staff members.
- New Account Setup. Schedule one of these great calls with a Jane team member to make sure you have everything set up and you’re not missing anything so that your patients can start booking right away and your staff has their schedules.
- Save what you can’t bring with you. If your previous software doesn’t offer a read-only version (this is where you can access data but not add new information), we suggest exporting what you can. This includes billing data and anything else you can’t bring with you to Jane, and store it somewhere securely like a password-protected USB stick that you can keep in a locked cabinet or safe.
- Talk to us! If you found some of this information below helpful but still are unsure of the best way to migrate over, give us a call! We understand that every situation is unique and no two are alike, but we’ve got the experience behind us to ensure you’re starting off with your best foot forward and being delighted that you’re here.
Moving Your Data
Let’s start with this one since it’s how you probably found this page.
What are some tips and tricks to having a smooth import? I’m so glad you asked!
When moving over to Jane, we think it’s a great idea to reach out to us. We can explain the process in detail to you and fill in some of the technical jumble with easier explanations that everyone can understand. It’s important to us that you have a smooth transition and feel good about coming to hang out with us, and we’re here to help you every step of the way.
While you may not need to contact your previous software to export your data, sometimes it’s helpful to understand what’s in the files you’re actually providing us so you can have an expectation of how much you may need to do post-import. Will those admin notes come over for each patient? Or am I going to need to let everyone know that Jamie is usually 5 minutes later for their appointments? We can let you know!
That being said, we’ve got a couple of great guides that will walk you through the technical expectations of what you’ll provide to us. We have a lighter overview of this in our guide Basics of Importing to Jane. The second one provides some great outlines should you be creating some of your own files for us to import your patient data.
When should I schedule my import?
As soon as you’re comfortable to do so! We like to let our customers know when they’re booking their import to expect about a 7-10 day time where they’ll be waiting for their import to be completed, depending on how busy the imports team is.
If you’ve just signed up for Jane and would like your import done in a week, or even a few weeks, go ahead and schedule that ahead of time. You’re given the option to pick two dates - the first will be the date you’ll be uploading all of your data for us, and the second is the date you expect us to be finished the import.
The benefit to doing this right as you’re getting started is that you can still use your current software for another week or two while you’re getting your Jane account all set up and ready to go. Then, a couple of weeks down the road, you can export all of your most recent and up-to-date data out of your old software, upload that for us to import, and you’ll be ready to go by the date you’ve scheduled with minimal turnaround or the need to do anything else.
Should I do my import before or after setting up my account?
The short answer is that this doesn’t really matter either way. You’ll be scheduling your import which most likely will be about 7-10 days out from the time you book it, so you’ll have some time to get familiar with Jane and set her up the way you need for your business to run smoothly.
Need a hand getting set up? Or maybe you’re feeling a bit overwhelmed about where to start in the first place? Give us a call, send us an email, or reach out in the chat in your account. Our awesome colleagues provide New Account Setup calls which provide our new customers with some lovely one-on-one time with us to walk through your account and get you… well, set up! From online booking settings to figuring out how your shifts work, it’s a fantastic place to start. You can even schedule your import at that time with the help of one of the Jane team.
Should I be looking out for other things?
Coming from experience from a group that has done this before, transitioning our clinics between software, there are some things that we’d love for you to know beforehand.
What do I do with my clinic’s Accounts Receiveable or Credit?
This is probably one of the biggest questions we’re asked, and it’s a good one. Trust us, we know you like to run a tight ship! There are always patients or circumstances that generate AR, and that’s ok. So how do you get that over into Jane?
I’ll start off by saying that we’re not able to import any type of billing data into Jane. There’s a good why behind that, but it’s a very technical one! To save you the Ted Talk, we’ll just say that billing data is incredibly complicated, and every software does it differently. However, we do have a great guide on Transitioning Your Patient Credit/Receivables to Jane that walks through how you can easily recreate that information in Jane, so any credit that patients might have can be used or any accounts receivable is reflected and collected in Jane, so you don’t have to go back to your old software and try to use two at once.
Who moves my data from my previous software?
For privacy and security purposes, we don’t access other software on your behalf. You can take a look at our list of software guides that we’ve compiled over time, though, if you’re not sure about exporting or something has changed in your software that may not be up-to-date or reflected in our guide, it may be best to reach out to that software to have a chat with them to find the best way.
We always appreciate our customers letting us know as well because that’s how we keep our guides up to date and create new ones!
When is the best time to move over to Jane?
There may be easier times of the year for you depending on your type of business. Are you a corporation that has a year-end in August? That might be a good time to start your next year off right and have very little overlap between software. Maybe you’re a solo practitioner and you just use the annual calendar as your year-end? That’s great too! January is a good time to kick off that new year’s resolution while starting fresh in your new Jane account. It’s really up to you and we suggest giving it some thought
Pick the date you’re moving to Jane. This may sound like a pretty straightforward one, but it sets you up for success. We don’t typically accommodate ongoing imports, so getting everything ready when you’re ready will be key! This also gives your staff a timeline on when they should be comfortable using Jane, as well as lets everyone know to not use the old software that may result in more work having to add in AR or new patient information.
Why don’t you do ongoing imports? We get this question occasionally, and you have every right to know!
We want you to have a great experience. That’s it. That’s our big secret. If you have an import, for example, of your patient list and appointments, and you continue to use your previous software for another two weeks, you’d naturally want an update import of your appointments. What ends up happening is potential duplication of some appointments or duplicate patient profiles that would need to be manually merged in the account afterward for accuracy by you or one of your staff.
Is there training for me or my staff?
Absolutely! There’s that previously mentioned New Account Setup call, but if you’re the type to curl up on the couch at night with a fresh cup of tea and a Jane guide, we’ve got that, too.
Our Jane Guides have tons of information that’s easily searchable, but on the left bar, you’ll see Front-Desk Training as well as Practitioner Training that will walk you through everything from how to do admin tasks, where to see reports, and scheduling and billing patients.
What about the data you can’t import into Jane for me?
Some data, like billing data, can’t be imported into Jane. We have some specific formats that we need to import your data successfully, and we try our best to provide a complete picture of what you were doing before to your new Jane account.
At times, charts won’t be able to be brought in or appointment data, for example, and we want to make sure that you’re able to access that should you need to. We recommend keeping records of these on a secure USB device somewhere safe, where you can access it at any time should you need to.
Does Brian need his past receipts for last year for taxes? Maybe there are 2 visits missing from Jane that were in the previous software, where you can easily create an older payment in the past in Jane to reflect the visit and payment and provide one whole summary statement out of Jane instead of two different places.
It can also help to reach out to your patients prior to ending your subscription with your current software, and let them know if they intend on requesting this in the new year to request the older portion now so you are only needing to provide the Jane portion at a later time.
If you’re not sure if something is able to be imported to Jane or not, reach out and let us know what you’re looking to do! Should we not be able to import it, we can provide ideas on how to keep your data safe and easily accessible for the future.
Booking your Import and Getting us your Data
Once you’ve opened your Jane account , you will need to Schedule Your Import so we know when to expect your data, who to contact, how we can contact you, and when you need to be live.
You can begin this process by going to Settings > Schedule an Import > Begin.