How to export your schedule from Jane

Who can run the reports

Jane ties report access to staff permissions. According to Jane's guide, staff members can generally see their own data, while viewing every practitioner's data requires Full Access or administrator-level billing permissions. Jane's guide also notes the Appointments report is available on its Balance, Thrive and Practice plans.

If the Reports tab looks thin, check your staff profile permissions before assuming a report doesn't exist.

Step by step: exporting the Appointments report

Jane's guide lists the appointment states available as filters: Rescheduled, No Show, Never Booked, Archived, Arrived, Booked Online, First Visit, Checked In, Breaks and Cancelled. A few of these are not patient visits at all. Breaks are blocked time on a practitioner's schedule, so filter them out before counting open slots.

1. Click Reports in the top bar, then choose Appointments.
2. Set the date range. For a first pass, cover the last 90 days and the next 30.
3. Narrow by location and practitioner if you run several clinics or only need one team's schedule.
4. Use the appointment state filter if you want a focused list, for example only No Show and Cancelled. For a full schedule export, leave it open so all states are included.
5. Click Export and choose Excel or CSV.
6. Open the file and confirm that the states you expected are present.

What's in the file

Jane's guide describes the report as showing the client name, clinic location, treatment, appointment date and booking date, with the export adding cancellation dates and reasons. The treatment column plays the role of appointment type: it tells you what kind of visit the slot was for, which matters when matching an opening to the right waiting patient.

Two columns deserve attention:

• Booking date vs. appointment date. The gap between them shows how far ahead patients book. If most bookings happen within a week of the visit, open slots can realistically be filled on short notice.
• Cancellation date and reason. Comparing the cancellation date to the appointment date tells you how much notice you got. A cancellation two hours before is a different problem from one two weeks before. The reasons column often contains free text, so treat it as sensitive and leave it out of any file that doesn't need it.

Finding patients who have stopped booking

For physical therapy, chiropractic, massage and counseling practices, the biggest leak is often not a single missed visit but a patient who quietly stops coming partway through care.

Jane's Unscheduled Patient Report (Last Visit), also under Reports, shows patients whose last visit fell within a period you choose, so you can see who has nothing booked. According to Jane's guide, it can be filtered by days since last visit, by reminder status, by the state of that last visit (Arrived, Cancelled or No Show), by staff member, and to a patient's last visit to the clinic only.

That last-visit-state filter is useful. A patient whose last appointment was a No Show and who has nothing booked is a strong candidate for a friendly outreach. A patient whose last visit was Arrived and who has nothing booked may have finished care, or may have drifted. The practitioner usually knows which.

Jane also offers a Patient Retention Report with new and returning patient counts and rebooking percentages. It is a summary rather than a list, but it is a good way to see whether your reactivation work is changing the trend.

An illustrative month in Jane

Here is the kind of picture a month of exports can paint. These numbers are illustrative.

A three-practitioner clinic exports last month's Appointments report and filters the state column. It finds 22 No Show rows and 41 Cancelled rows. Cancellation dates show that 18 of the cancellations came with less than 24 hours' notice. The Unscheduled Patient Report shows 65 patients whose last visit was within the past 60 days and who have nothing booked.

If an average visit is worth $110, the 22 no-shows alone represent $2,420 of lost visits, and every one of those patients still needs a next appointment. The 18 short-notice cancellations show exactly which days and times need a fast-fill plan. And the 65 unscheduled patients are the clinic's biggest opportunity: if a third of them rebook for just two more visits each, that's roughly $4,800.

Keeping the export routine simple

• Run the Appointments report export daily with a rolling window: the past week and the next three weeks.
• Run the Unscheduled Patient Report weekly.
• Upload files only to vendors under a Business Associate Agreement, using their secure method, then delete local copies.
• If something in the menus doesn't match, Jane's guide is the authority. It is updated as the product changes.