Managing a practitioner’s wait list in Jane is easy and painless. We have included the wait list feature in Jane’s schedule in a way that is unobtrusive yet easily accessible with a single click when you need it. Here’s how to use Jane’s wait lists:
Who’s on the Wait List?
Each practitioner has their own wait list. The number of patients in a practitioner’s wait list is always visible in the Schedule View, beside the practitioner’s name in the top row of the schedule. If a practitioner has an empty wait list on that day, you will see a “0” next to their name.
To see the details of a practitioner’s wait list, click on the yellow number next to their name or the “Wait List” button on the top-right of the window.
This will toggle the Wait List, revealing the names of the patients on the list and some basic info about their desired appointment. With the Wait List toggled, you can book appointments for wait-listed patients, add new patients to the wait list, and edit or remove wait listed patients.
Booking Wait Listed Patients
When a time slot becomes available in a practitioner’s schedule, you can book a patient from the wait list.
First, click on the patient in the wait list.
A pane will appear on the right containing the patient’s contact info, availability, and requested treatment. Towards the bottom of the pane you will see “Book”, “Edit” and “Remove” buttons.
To book an appointment for this patient, click on the “Book” button, and then click on an empty time slot in the schedule to drop the wait listed patient in. You will see an alert saying that the appointment has been booked, and the patient has been removed from the wait list.
If you receive an error, double-check that the time slot you’ve chosen doesn’t overlap with an existing appointment.
Adding Patients to the Wait List
With the wait list visible (see “Who’s on the Wait List?” above), and click on the “Add” button in the wait list row underneath the practitioner’s name on the schedule.
A pane will appear on the right of the screen where you can add a patient to the wait list.
Start by entering the patient’s name and their desired treatment. By default, patients are added to the wait list for that specific day, with their availability set for the entire day. You can manually set the patient’s availability in the Wait List pane under “Availability”. If the patient is available any time for a week or a month, you can use the “Anytime for a Week” or “Anytime for a Month” buttons to set their availability in a single click.
It’s often handy to add a note to a patient’s wait list request so other staff in the clinic know what’s going on.
When all of the information has been entered into the pane, click “Save”.
Editing Wait Listed Patients
After a patient has been added to the wait list, you can change the settings of their wait list spot any time.
Click on the patient’s name in the wait list to show the Wait List pane, then click on the “Edit” button at the bottom of the pane.
Make the necessary adjustments to the patient’s Treatment or Availability, and click “Save”.
Removing Wait Listed Patients
To remove a patient from the wait list, simply click on their name in the wait list to reveal the Wait List pane, and then click the “Remove” button at the bottom of the pane. You will be asked to confirm the removal of the patient from the wait list. Click “Yes”, and you’re done.
The Wait List Report
You will be able to review all of the patients who currently have their name on the wait list by visiting the Reports > Wait List area.
This data can be filtered by staff member, the period of time when the patient is interested in booking for, as well as the location where the request was made for.
A friendly reminder that the information that is shown on this report will depend on your current Staff Access Level. Users with the Administrative Staff/All Billing or Full Access permissions will be able to see the wait list entries for all staff members. Users with Practitioner (Limited), Practitioner/Front Desk, or Front Desk permissions will only be able to see the wait list entries for themselves as the requested staff member.