Can You Outsource Jane App Billing and Front Desk Work?
Dedicated HIPAA-trained teams work inside your own Jane account, covering the schedule, intake forms, benefits verification, insurance claims, patient payments, and follow-up calls for PT, chiropractic, massage, acupuncture, and wellness clinics. Flat weekly pricing from $299 per FTE (volume based), with a trained backup included at no charge. Live in 14 days.
The Work Your Team Does in Jane, We Staff
What Is Jane App?
Jane, from Jane Software Inc., is a practice management platform loved by allied health and wellness clinics: physical therapy and physiotherapy, chiropractic, massage therapy, acupuncture, naturopathy, and a growing number of mental health practices. It puts Online Booking, Scheduling, charting, Intake Forms, Telehealth, Jane Payments, Packages and Memberships, and insurance billing in one place, and for US clinics it submits CMS-1500 claims electronically through its integrated clearinghouse partner Claim.MD, with ERAs flowing back into Jane for reconciliation.
Jane makes the patient side famously easy, and that is precisely what fills the back office. A busy multi-practitioner clinic generates a constant stream of bookings to confirm, intake forms to chase, benefits to verify, claims to scrub, ERAs to reconcile, and balances to collect. When one front desk person owns all of it between check-ins, the work spills into evenings. That staffing gap is what this service closes.
Who Is This For?
Clinics that run on Jane and are losing practitioner or front-desk hours to administration: PT and physiotherapy clinics, chiropractic offices, massage therapy studios, acupuncture and naturopathy practices, and multi-disciplinary wellness clinics. It fits a solo practitioner who needs one trained Jane assistant a few workflows deep, and it fits a multi-location group that needs a billing desk plus a scheduling pod.
Where Jane Clinics Lose Time and Money
Treatment plans in PT, chiro, and acupuncture depend on visit frequency. Automated reminders help, but without a human working confirmations and the wait list, gaps stay empty.
See the fixA 271 response confirms coverage but often hides the 20-visit therapy cap or the combined PT/chiro limit. The clinic finds out at denial time, ten visits too late.
See the fixRejections come back into the queue fast, but if nobody owns them, they sit. Timely filing runs out quietly, and clean revenue turns into write-offs.
See the fixOut-of-network patients need superbills; cash-pay patients need Good Faith Estimates. Both are pure admin, and both land on clinicians when there is no one else.
See the fixFront Desk and Patient Records
Our team keeps Jane patient profiles clean and complete: demographics, insurance policies entered correctly, cards on file with consent, and Intake Forms sent, chased, and reviewed before the first visit, including uploaded insurance card images. A clean profile at booking protects each step downstream, from the benefits check to the claim, and it means your on-site staff greet the patient instead of typing while they wait.
Scheduling, Online Booking, and Wait List
Online Booking fills the easy slots; we work the rest. Our assistants manage the Jane schedule across practitioners and rooms, confirm upcoming visits by phone and message, rebook treatment plan series before they lapse, and work the wait list the moment a cancellation lands so the slot sells twice. For clinics with packages, we watch remaining-visit counts and book patients through their full plan instead of letting care, and revenue, trail off at visit four.
Eligibility and Benefits Verification
Before the first visit, we verify the benefits that matter in allied health: therapy visit limits and how many are already used, combined PT/chiro/OT caps, referral and script requirements, deductible position, and per-visit patient responsibility. Jane’s Claim.MD integration gives a fast coverage check; our team layers on the payer phone calls and portal digging that surface the visit limits automated checks miss, then records it all in the patient’s Jane profile.
Prior Authorization and Visit Limits
Where payers require authorization for therapy plans, additional visits, or specific modalities, our specialists prepare and submit the requests, chase them to decision, and track approved visits and expiration dates against the Jane schedule. When a patient approaches their authorized or covered visit count, your team hears about it before the visit happens, not on the remittance, so extensions get requested in time and patients are never surprised.
Insurance Billing and Claims
Can you outsource Jane billing? Yes. Dedicated billers work end to end inside your account: reviewing charges, scrubbing and submitting CMS-1500 claims through Claim.MD, working rejections the day they return, posting ERAs and matching them to invoices, chasing denials before timely filing runs out, and reconciling patient balances after insurance pays. Specialty billing rules for physical therapy, chiropractic, and occupational therapy are our daily work, not a side quest.
Payments, Packages, and Memberships
On the cash side of Jane we keep money moving without awkward front-desk conversations: charging cards on file through Jane Payments per your policy, sending statements and payment links for outstanding balances, managing package and membership renewals before they lapse, issuing superbills for out-of-network patients, and preparing Good Faith Estimates for cash-pay plans of care. Patients get clear, timely billing; your practitioners never have to be the collections department.
Reminders and Patient Communication
Jane’s automated email and SMS reminders do the broadcasting; we do the human layer on top. Our team answers and returns patient calls in your clinic’s name, follows up personally with patients who have not confirmed, re-engages patients who dropped off mid-plan, and keeps wait-listed patients warm until a slot opens. The difference shows up directly in arrival rate and plan completion.
Reports and Practice Admin
We run Jane’s reporting on a fixed weekly calendar: unsubmitted and rejected claims, accounts receivable by payer and by patient, unscheduled patients with remaining package visits, no-show and cancellation trends, and practitioner utilization. The exceptions come to you flagged and summarized, so a revenue leak, like a practitioner whose visits stopped generating claims, gets caught early instead of at year end.
Put a Dedicated Jane App Team on This Work
You have seen what we cover. The next step is simple: meet us, pick the seats you need, and watch a trained team work your own Jane App queues before you commit to anything.
Book Your 2-Week Free TrialHow Our Teams Train and Go Live on Jane
Before anyone touches your live account, your team trains on your own SOPs plus Jane’s published guides for scheduling, billing, and payments, then works supervised by a senior lead through go-live. Onboarding produces a written runbook for your clinic: which queues get worked at what time, your confirmation scripts, your payment policies, and what gets reported back each evening. A trained backup shadows the account from day one at no charge, so vacations and sick days never stop the desk. Every specialist works under an individual HIPAA agreement with named, auditable Jane credentials, never shared logins.
Why Outsource Jane Work, and Why Staffingly
Billing services take the claims and leave you the schedule. We staff the entire administrative surface of a Jane clinic: front desk, booking, benefits, claims, payments, and reporting, insurance side and cash side alike.
Therapy billing services usually charge a percentage of collections. Ours is a flat weekly fee per dedicated specialist, so a growing clinic keeps its own upside. Do the math both ways; we will help on the call.
Our billers work PT, chiropractic, and OT claims daily, and our assistants run visit-dense schedules where arrival rate is the whole business.
Live in 14 days. 2-Week Free Trial. Replace any team member in 48 hours. 800+ providers served, 4.9 Google rating you can verify on our listing.
Clinic Types We Support on Jane
Physical therapy and physiotherapy clinics (visit-dense plans, insurance-heavy books), chiropractic offices (high-frequency scheduling with combined benefit caps), massage therapy studios (packages, memberships, and mostly cash-pay flow), acupuncture and naturopathy practices (hybrid cash and insurance billing), mental health practices on Jane (superbills and telehealth sessions), and multi-disciplinary wellness clinics where all of the above share one schedule and one front desk.
Process and Onboarding
20 to 30 minutes on Teams. We map your Jane setup, payer mix, and cash-side offerings before we meet.
Named Jane user accounts per specialist, permission levels you set, your approval on every account.
Your SOPs plus Jane’s published guides, documented into a clinic runbook; supervised production from day one.
Daily production reports, weekly KPI review, month-to-month after your 2-Week Free Trial.
Security and Compliance
HIPAA-trained staff. Business Associate Agreements executed with every client. Workflows designed to support HIPAA compliance, with SOC 2 Type II attestation, ISO 27001:2022, $5M E&O and cyber liability coverage, and named individual credentials with full audit logs. Read the complete program, including our corporate structure and evaluation framework, at HIPAA and Security at Staffingly.
Flat Weekly Pricing Per Dedicated Specialist
1 to 4 dedicated Jane FTEs.
5 to 9 FTEs.
10+ FTEs.
45 hours of coverage for less than others charge for 40.
$399 per week works out to $8.87 per hour across 2,340 hours of coverage a year, flat. Your dedicated specialist covers a 9 hour day, Monday to Friday, a full hour more than a standard shift: the day opens by clearing what arrived after your last appointment, online bookings, intake forms, and payer responses, and it ends past your close so far less rolls into tomorrow. A trained backup steps in at no charge whenever they are out. Flat weekly fee per dedicated specialist, never a percentage of your collections, no setup fees.
Start with a 2-Week Free Trial. Month-to-month after, with no long-term contract.
- Salary + payroll taxes + benefits
- Recruiting + turnover replacement
- Training on your specialty + software
- Software seat + equipment + PTO coverage
Calculate Savings
Jane App Outsourcing: Frequently Asked Questions
What tasks can a virtual assistant do in Jane?
Schedule management and confirmations, wait list work, intake form follow-up, insurance policy entry, benefits verification, CMS-1500 claim submission and rejection work through Claim.MD, ERA posting, patient statements and payment follow-up through Jane Payments, package and membership renewals, superbills, and weekly reporting. Anything administrative inside Jane, a trained remote assistant can own.
Can you outsource Jane insurance billing?
Yes. Dedicated billers scrub and submit CMS-1500 claims through Jane’s Claim.MD integration, work rejections and denials, post ERAs against invoices, reconcile patient balances, and report production daily.
We are mostly cash-pay. Is this still useful?
Yes. Cash-heavy clinics use our teams for scheduling, confirmations, wait list work, package and membership management, card-on-file collections, superbills, and Good Faith Estimates. The billing desk shrinks; the coverage does not.
Does this work for chiropractic, massage, and acupuncture, not just PT?
Yes. Jane’s user base is exactly that mix, and our assistants run high-frequency chiropractic books, package-based massage studios, and hybrid acupuncture practices on the same playbook, adjusted to each clinic’s runbook.
How do your staff access our Jane account?
Through named individual user accounts you approve, with the permission levels you set, and full activity visibility. No shared logins, no offline exports of patient data.
How fast can a dedicated Jane team start?
Typically live in 14 days: access setup, workflow training on your SOPs, then supervised production. The engagement starts with a 2-Week Free Trial.
Is outsourced Jane work secure and HIPAA-ready?
HIPAA-trained staff, executed BAAs, workflows designed to support HIPAA compliance, SOC 2 Type II, ISO 27001:2022, and $5M in coverage. Full detail on our security page.
Do we keep control of our Jane account?
Yes. It stays your account, your data, your logins to grant or revoke. We work inside it and report daily; you can review our activity in your own system.
Resources for Clinics That Run on Jane
Problem-solving from the therapy and wellness workflows Jane clinics live in.
Written By
Dan Nandan has spent 25+ years in IT consulting and healthcare BPO, was among the first in the US to build an RPO/BPO delivery network overseas, and has been featured in Computerworld. He runs the operations and the dedicated virtual teams behind the clinic workflows on this page, from scheduling desks to the therapy billing teams whose service pages are linked above.
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Claim Your 2-Week Free TrialJane and Jane App are trademarks of Jane Software Inc. Staffingly, Inc. is an independent outsourcing company and is not affiliated with or endorsed by Jane Software Inc. Staffingly works inside client-owned Jane accounts under client-granted access.