How to switch from Jane without losing standing appointments

What a booking-led clinic risks in a migration

Patient records and chart history migrate from Jane the way they do from any system. The exposure for a booking-led clinic is forward state: the standing Tuesday 4pm that has held for two years, the half-used ten-visit package, the gift certificate bought last Christmas.

None of that is clinical history, and all of it is revenue or liability that disappears if the migration plans only for the past.

Standing appointments are the fragile part

Jane’s centre of gravity is the calendar, which means a Jane migration is mostly a scheduling migration wearing other clothes.

Recurring and standing appointments are where it hurts. A weekly slot held by the same client for two years is not one record; it is a rule that generates records, and rules do not export the way bookings do. What typically arrives is the bookings themselves rather than the recurrence that created them, which means someone rebuilds the standing pattern on the other side.

Do that deliberately and up front, before the first week runs live. A clinic that discovers on Monday morning that Tuesday’s regulars are not on the calendar has a front-desk emergency rather than a data problem — and clients notice a missed standing appointment far faster than they notice anything else about your software.

The mechanics of the import itself — the record types, the dry run, what arrives as documents — are the same for every source system and are covered in migrating practice management software.

What maps, and what does not

Maps as structured data: patient demographics and contacts, appointment history, and — entered deliberately, not bulk-imported — every standing recurring appointment, rebuilt in the new schedule before cutover Monday.

Arrives as documents: chart entries and intake forms, attached per patient.

Needs manual reconciliation: package balances and prepaid credit. Export the liability report, carry remaining value into patient balances here, and tell affected patients their remaining visits by name. Gift-card liabilities are money you owe people — treat the list like the accounting record it is.

Stays behind: Jane’s online-booking flow itself. If self-booking drives your fill rate, read the comparison page before migrating, because that is the one workflow with no replacement here.

Cutover order

Rebuild standing appointments first, reconcile prepaid value second, import history third, and only then flip the Monday. Payments run here from that date; Jane stays read-only through one overlap month while stragglers and disputes settle.

Still deciding? The Jane comparison sets out where a booking-led product is the better fit and where it stops being one. The destination for a manual-therapy practice is massage therapy software or physical therapy, depending on which side of the business is growing.