Getting your data out of Jane takes three things: a client list you can download yourself in a few minutes, a batch chart export you request by email from Jane’s support team, and a second email request for your intake forms and consents.
⚠️ Your intake forms and consents are not part of the chart export. They need their own separate request, so plan on sending Jane two emails. It’s the most common thing to miss.
Requesting your chart export
Jane’s support team runs this by hand, so there’s no button for it in your account. You email them, agree on a date, and they send you a download link.
Note: If you’re planning to keep working in Jane for another week or two, wait until you’re finished adding charts before you send the request. Anything you write after the export is sent won’t be in the export, and the only fix is a second request.
Before you start, note that only the Account Owner or a practitioner whose own charts are being exported can request this. Front desk and other staff roles can’t, and the download link always goes to the Account Owner, even when someone else made the request.
Email support@jane.app asking for a batch chart export. A short email is all Jane needs, something like:
Hello,I want to request a batch chart export of everything in Jane to move to a new EHR for [your practice name].
Thank you,
[your name]
Jane usually replies within a business day and asks when you want the export done.
Tell them the date. Jane can’t schedule exports for a future date, so make sure to request the export only when you are done adding charts to Jane.
Jane runs the export, usually within 24 hours, then emails the Account Owner a secure link to download it.
When it arrives, download it within seven days and save it to a folder on your computer. Leave the files as they are, zipped.
You’ll get a zip file of your chart notes and uploaded files as PDFs, along with a mapping file that links every file to the right client.
⚠️ The download link expires after seven days. If it expires before you’ve downloaded everything, you have to ask Jane for a fresh export and wait again, so be sure to download the files within the seven day window.
Requesting your intake forms and consents
This is a separate request, and it’s the one people forget. Your completed intake forms and consents aren’t part of the chart export above, so if you want them, you need to ask for them specifically.
Email support@jane.app and ask for a batch export of all your completed intake forms.
Jane sends the Account Owner a separate zip file and CSV containing those forms.
Save them in the same folder as your chart export.
You now have your forms alongside the rest of your records. The seven day link expiry applies to this download too.
Note: The intake forms aren’t sorted by staff member. If there’s more than one clinician in your practice and you need to know whose clients a set of forms belongs to, download your client list filtered by staff member (see below) and match them up from there.
Downloading your client list
Your client list is the file Upheal asks for when you start an import, and you can download it yourself right away.
In Jane, select the Reports tab.
Select Client list. Depending on the terminology your practice uses, this may be called Patient list.
Set the filters to All staff members, and All clients. (Leave Created Date and Appointment Date as they are, to avoid filtering out older data.)
If you only want one clinician’s clients, you can filter by staff member instead.Click the three-dot menu at the top right of the report and choose Export CSV.
Save the CSV with the rest of your export files.
The CSV is detailed. It includes first, last, and preferred names, email, phone numbers, address (which may include Province, as Jane is a Canadian company), date of birth, gender, pronouns, referral source, marketing opt-in, family doctor, guardian name, emergency contact, referring professional, first and last visit dates, and an active column.
Things to note:
Diagnoses aren’t included in this export. Jane doesn’t include a diagnosis field in the client list. Your diagnoses are still inside your chart notes, which do come through in the chart export, but they won’t fill in automatically anywhere. If you rely on Jane’s diagnosis tagging, write those down before you cancel your account.
The active column isn’t always accurate. Some clients end up with more than one chart (for example, a chart they created themselves through the client portal, alongside the one you’ve been working in). The unused chart can still show as active. It’s worth scanning the list for duplicates before you import.
A few other things worth knowing
Only practitioner-authored records are in the chart export. If a non-practitioner staff member uploaded files to a chart, those won’t come through automatically. Download anything like that yourself.
Couples and families are stored per person. Jane keeps couple charts as duplicated content under each individual’s profile, though a consent form sometimes sits under only one of them. Make a note of which clients are couples or families so the right charts get set up in Upheal.
If there’s more than one clinician in your practice, the simplest approach is for the Account Owner to request one batch export covering everyone. Jane can also send individual practitioners their own exports if you’d prefer to keep them separate.
Jane has its own guide to batch chart exports for practitioners, which their support team will point you to if you want more detail on how the export is built.
Checklist
Once both requests have come back, and you have downloaded the client list, you should have:
A zip file containing all of your chart documents and uploaded files as PDFs.
A mapping file, as a spreadsheet, listing every file in that zip against the client it belongs to, with their full name, the date, and the appointment type. Keep this one safe, because without it there’s no way to tell which file belongs to which client.
A separate zip and CSV containing your completed intake forms.
Your client list CSV from the Reports area.
If you have a lot of history, your chart export may be split across more than one zip. Check that every part downloaded before the link expires.
Other things you may want to keep
These come from the Reports area and you can download them yourself at any time using the same three-dot menu. They don’t go into Upheal, but they’re worth keeping for your own records.
Your appointment history. Useful if you want to rebuild your calendar in Upheal exactly as it was.
Your billing data, from the Sales Report and the Transaction Report. Handy at tax time.
Your insurance policies and inventory reports. These cover the whole clinic rather than one practitioner, so if you only want your own clients, you’ll need to remove the other rows yourself.
What to do next
Once your client list spreadsheet and your files are downloaded, what happens next depends on whether you’re moving your data yourself or with help from us. You don’t have to wait for Jane to send your charts before you make a start in Upheal, as your client list is enough to create your client profiles.
If you’re doing it yourself, follow Importing multiple clients at once from other EHRs. It covers uploading both your clients and your files.
If you’re doing an assisted migration with us, there’s nothing else you need to do right now. Come to the call you booked and our migration specialist will help you move your data into Upheal.
If your download link expired, or you’re not sure whether both requests came back, reach out to us and we’ll take a look with you.