Jane App setup guide
What you need, the seven setup steps, what happens on a booking call, and what 2care reads and writes in Jane App.
4 min read
How it connects
2care connects to Jane App through Jane's own API. An account administrator at your clinic authorises the connection, and access is scoped to bookings and patient contact details.
Each practitioner's schedule is read live during the call. Each booking is written into Jane before the caller hangs up, so charting and billing carry on downstream exactly as they do today.
Terms used here
- Practitioner. A clinician with their own schedule in Jane.
- Discipline. A field of care your clinic offers, such as physiotherapy, massage, chiropractic or mental health.
- Treatment. A bookable service with its own set duration.
- Location. One of your clinic's sites, where you have more than one.
Before you start
| Item | Who provides it |
|---|---|
| A signed BAA or DPA with 2care, depending on where your clinic operates | Signed before any patient data moves |
| Authorisation of the connection by a Jane account administrator | Your clinic owner or manager |
| Your practitioners, their disciplines and the locations they work from | Your clinic manager |
| The treatments callers may book, for new and returning patients | Your clinic manager |
| Your continuity rules, such as keeping patients with their own practitioner | Your clinic manager |
Setup
- Sign the BAA or DPA. No patient data is read until it is in place, and regional hosting is available where you require it.
- Authorise the connection. Your account administrator grants access in Jane, and your onboarding specialist walks them through it.
- Connect and check. We confirm that your practitioners, disciplines, treatments and locations come through as you expect.
- Map your treatments. Each treatment keeps its duration from Jane, so a sixty minute treatment is never offered in a thirty minute gap.
- Agree your continuity rules. Returning patients stay with their own practitioner where it matters, and openings are filled where it does not.
- Run a test round trip. We book a test appointment, open it in Jane with your team watching, then cancel it.
- Switch the line over. Your number forwards to 2care at the hours you choose. See forwarding your number.
On a booking call
| Step in the call | What the caller hears | What happens in Jane App |
|---|---|---|
| Identity | A request for their name and date of birth | The caller is matched to their patient profile, so no duplicate is created |
| Availability | Open times with the right practitioner for what they describe | Schedules are read live for that treatment and location, breaks and blocked time included |
| Choice | The time they chose, read back | The slot is checked again at the moment of booking |
| Booking | Confirmation of the appointment | The appointment is written into Jane against the right practitioner and treatment |
| Confirmation | A text with the date, time and address | The reason for the visit and the call outcome are stored with the patient |
The agent confirms the appointment only once Jane has accepted it. If the time was taken in the meantime, Jane refuses the booking and the agent offers the next open time with the same practitioner, or an earlier one with a colleague.
What 2care reads
- Practitioner schedules, read as the caller speaks
- Treatments and their set durations
- Existing patient profiles, to avoid a duplicate
- Availability rules, including breaks and blocked time
- Your locations, for a clinic with more than one
What 2care writes
- The appointment, against the right practitioner and treatment
- Patient contact details, read back before committing
- The reason for the visit, attached to the booking
- Cancellations, released straight away
- The call outcome, stored with the patient
What 2care never touches
- Charts, results and medications
- Billing, which carries on in Jane as it does today
- Anything outside the access your administrator granted
Multi-discipline clinics
In a clinic that shares one reception across several disciplines, most booking errors start with the wrong service. The agent works out the discipline from the way the caller describes the problem, then applies service, availability, location and continuity rules on the same call.
When a course of treatment spans several visits, they can all be placed together at the right spacing.
Questions
Can patients ask for a specific practitioner?
Yes. If they name somebody, they hear that person's availability. If not, they are offered the earliest suitable option across your clinic.
Will charting and billing still work as normal?
Yes. The agent works only with scheduling and patient contact details, so everything downstream in Jane continues as it does now.
How long does setup take?
Most clinics are live in about 5 business days once the connection is authorised and treatments are mapped.
Related
Was this page helpful?