Well, if you’re here, I hope that means you’ve decided to make the switch to Jane!
The very best start to Jane comes from importing your data so that when you’re ready to start using Jane your patients, profiles, and past and future appointments are all ready to go. Bringing in your information really helps you feel at home!
We’ve created a page for some of the common software we import from, but the list is not exhaustive! If you don’t see your current provider on the list below, here are the details about our general import.
We can import patients and appointments (NEW! we can also import a list of treatment types and existing insurance policies) from Microsoft Excel or CSV text files that are provided in clearly labeled columns. Charts can be imported if they are provided in Excel or CSV format, or in compressed image formats such as JPG or PDF. For JPG or PDF charts, all data should be sent to us in zip files to minimize the number of files sent to us–see below for more details on what information is needed to import charts.
Patient List and Profiles
Exporting your patient list and profiles can usually be done from a report or export option either in a dedicated reports area or directly from the patient list. Export as much info as you can - if you can get it out we can probably get it in! If your patients have a unique patient number in your current software, please include it on your export since we can use it to match up appointments and charts if appropriate.
Here are the fields we currently work with in Jane, and a sample patient list for reference:
Appointments - Past and Future
For appointments, we need at a minimum the patient name, name of treatment, duration of the appointment, start time, practitioner and location if relevant. Their unique patient number is also always helpful. Again, the appointments can usually be exported from most software in either a reports or export area. Remember we’d be looking for the export in an Excel or CSV file.
Again, Excel or CSV files are Jane’s friend. Include information like Cost to Patient, Cost to You, Manufacturer, Inventory count, Re-order threshold, Inventory description, Taxable or not etc. The more you can get onto that report, the more we can bring over onto your Jane product list so you don’t have to do a manual transfer. Here’s the fields you have to work within Jane’s product area.
Charts are a little trickier in their very nature as they are often compiled of images, attachments, text and are formatted in wildly different ways across different software systems.
If you are able to export charts from your current system, we would hope to receive a batch export of all your charts as PDFs along with an Excel spreadsheet containing the filename of each PDF connected to the Client Name, PHN (or other unique identifiers like a patient number), and Birthdate so we can correctly link up the chart notes to the correct patient in Jane.
Some more modern apps provide a CSV chart export which usually imports very easily as well. We have a couple more formatting options that we see less frequently and if you would like to learn more, please visit our Diving Deeper Into Importing guide.
We are cautious about importing charts with only names as identifiers, as fuzzy matches can allow for the possibility of matching charts with the wrong person if there are duplicate names in your system. Think Joe Smith… So, please try to include some other identifier such as a patient number, email address, or personal health number, or home phone.
We are able to import treatments types (in most cases) if you can export your treatment data in Excel or CSV format with the following fields included: treatment name, treatment duration, treatment price, and discipline name.
We are able to import insurance policies (in most cases) if you can export your policy data in Excel or CSV format with the following fields included: claim number, insurer, and patient name.
Important Note: we don’t import billing information into Jane due to the complex nature and different ways of storing financial information. Billing data includes primarily things like Invoices and Payments.
If you have any questions about what constitutes “Billing Data” please reach out to our team. It’s important to us that we are all on the same page about what information is included in our import from other systems. Granular billing data (invoice by invoice and payment by payment) is not imported from any system.
However, if you note it down in the import details we can import:
- insurance information (insurer name, claim numbers, start and end dates, adjuster info, injury date, and notes).
- credits and receivables as notes on the patient profile for reference
- and full patient statements exported as PDFs can sometimes be imported as a file attachment to the patient’s profile if they are exported in a batch and are named with unique patient identifiers.
Again, if you have questions about the way your current software stores or exports this information we’d love to review your data with you to confirm what can be imported into Jane.
Diving Deeper into Importing to Jane
Sometimes you just want to see things in a bit more detail. Why not take a deep dive and see the comprehensive list of fields that Jane can import in our Diving Deeper Into Importing guide.
Booking your Import and Getting us your Data
You can begin this process by going to Settings > Schedule an Import > Begin.