How to Add Admin Support to Jane Without the Chaos (or the Headache)
If you’re a therapist or wellness provider using Jane, an EHR and Practice Management software, chances are you love how it keeps your billing, charting, and scheduling in one place. But there’s a catch: you can’t (and shouldn’t) do it all yourself forever.
At some point, your practice grows enough that you start thinking, “I need help- someone to manage the inbox, keep up with scheduling, and make sure Jane is running smoothly.”
And then reality hits:
How do you give someone access without giving up control?
How do you train them on your systems without it turning into another job for you?
How do you keep things secure, compliant, and smooth when someone new steps in?
This is where a lot of practices get stuck, or worse, spiral into chaos and confusion, trying to onboard admin help without a plan.
The good news? Adding admin support to Jane doesn’t have to feel overwhelming. With the right systems and approach, it can actually make your life easier right away and keep things stress-free long term.
At CouchSide Coordinators, we specialize in helping therapists, wellness providers, and small practices bring on admin support the right way, and as a Jane Ambassador, we’ve seen firsthand how seamless it can be when Jane is at the center of that process.
Here’s your step-by-step guide to adding admin support to Jane- without the chaos.
Step 1: Get Crystal Clear on What You Actually Need
The biggest mistake we see practices make? Hiring “admin help” without defining what that really means.
Before you give anyone access to Jane, or even write a job post, you need to answer:
What tasks will this person handle inside Jane? (Scheduling? Rescheduling? Sending intake forms? Posting payments?)
What tasks will they handle outside Jane? (Answering emails? Marketing? Insurance verification?)
What level of authority do they need? (Full scheduling power? Limited access to reports?)
Pro Tip: Write a “day in the life” of the admin role. Imagine what they do in Jane from the moment they log in until they sign off. This gives you a clear roadmap for:
What permissions they’ll need
How much training they’ll require
How you’ll measure their success
The clearer you are now, the smoother everything will be later.
Step 2: Set the Stage in Jane Before They Log In
Here’s the beauty of Jane: it was built for teams, not just solo practitioners. You can add admin support with as much or as little access as you want.
Before you invite anyone into your Jane world, take these steps:
1. Decide their “role” in Jane.
Do they need Front Desk access?
Should they see billing reports or just appointments?
Will they be handling sensitive chart notes (spoiler: most admins shouldn’t)?
Jane allows you to customize access levels- use that power.
2. Clean up what they’ll see.
Are your services clearly labeled?
Are your appointment types easy to understand?
Do you have a system for notes on tricky clients, cancellations, or payment quirks?
Think of it like inviting someone into your house- you want to tidy up before handing them the keys.
3. Create an onboarding “sandbox.”
If you can, create a test client profile so your new admin can practice booking, rescheduling, and sending emails without fear of “breaking” anything.
Step 3: Decide How They’ll Handle Scheduling (Your Way)
This is where a lot of therapists panic: “If I give them access to my calendar, will they schedule the wrong clients at the wrong times?”
Breathe. The solution isn’t to micromanage- it’s to set clear scheduling rules upfront.
Here’s what to outline for your admin:
Which services can be booked where? Are some sessions only virtual? Only in-person?
Your cancellation policy: When is it enforced? Who sends reminders?
Your boundaries: Do you take lunch every day from 12–1? No Friday afternoons? Spell. It. Out.
The clearer your instructions, the less you’ll find yourself “fixing” appointments later.
CouchSide Tip: Create a one-page “Scheduling Cheat Sheet” for your admin. This becomes their go-to reference and keeps you from having to answer the same question ten times.
Step 4: Train Without Becoming a Full-Time Trainer
Training your admin on Jane shouldn’t feel like a second job.
Here’s how to streamline:
Leverage Jane’s resources. Jane has tutorials, guides, and even videos for most features. Have your admin watch and read those first.
Create quick screen recordings. Tools like Loom make it easy to record your screen as you demonstrate something once, then your admin can watch on repeat.
Start with core tasks. Don’t dump everything at once. Begin with scheduling and messaging, then add billing or reporting later.
Think “train as you go” instead of overwhelming them in week one.
Step 5: Keep Client Privacy & Compliance Front and Center
When you give someone access to Jane, you’re also giving them access to sensitive information, and you need to handle that carefully.
Use Jane’s permission settings. Only give access to what’s necessary. In our opinion, most admins don’t need to see clinical notes.
Get an NDA (Non-Disclosure Agreement) or BAA (Business Associate Agreement). Even if you trust them, it’s smart business, and reassures your clients that their info is safe. *We aren’t offering legal advice and aren’t lawyers, so we recommend speaking with someone about this.
Make sure they understand HIPAA. If you’re in the U.S., they need to know the basics of handling PHI (protected health information). CouchSide admins, for example, are trained in this before they touch a client account.
Step 6: Set Boundaries Around Communication
Here’s something nobody tells you: adding admin support can actually create more chaos if you don’t set expectations for how you communicate.
Decide upfront:
How will you send them tasks? (Email? Task management tool like Asana?)
How often will you check in? (Weekly? Daily?)
What’s “urgent” vs. what can wait?
The goal is for your admin to take tasks off your plate, not create a new inbox for you to manage.
CouchSide Tip: We use simple systems like shared task lists, Slack channels, and set check-in times to avoid endless “just one quick question” emails and keep that inbox clutter-free!
Step 7: Test, Tweak, and Trust the Process
The first month with admin support in Jane isn’t about perfection- it’s about finding your rhythm.
Test: Have your admin book test appointments, send forms, or reschedule you to see how they handle it.
Tweak: If something feels off, adjust your instructions or permissions.
Trust: This is the hardest part… trusting someone else with your schedule. But the payoff is huge: more time, less stress, and fewer evenings spent answering “do you have a 3 pm?” emails.
Why Jane Makes This Easy (and Why We Recommend It)
Here’s the truth: not all practice management platforms are admin-friendly.
Jane, though? It was built for this.
Multi-level access: You can create an “admin” role that’s perfect for front desk support.
Clear audit trails: You can see who made changes if something goes wrong.
Built-in messaging: Your admin can send appointment reminders, intake forms, and more without juggling multiple systems.
This is why CouchSide Coordinators is proud to be a Jane Ambassador; we know that when our clients are on Jane, adding admin support is so much smoother.
The CouchSide Advantage: Why Practices Call Us First
Here’s the honest truth: a lot of practices hire “a VA” and hope for the best- only to end up with confusion, frustration, and more work on their own plates.
At CouchSide, we do things differently:
We understand therapists. Our founder and owner is a psychologist and private practice owner herself. Many of us have backgrounds in mental health and wellness- we get your world.
We train our team on Jane. Your admin doesn’t “figure it out as they go”- they already know how to work within Jane’s systems.
We set up systems for you. So you’re not stuck reinventing the wheel every time you hand off a task.
Adding admin support isn’t just about “getting help.” It’s about getting the right help, in the right way.
Picture this:
You finish your last session of the day. Your inbox is clear. Tomorrow’s clients are already confirmed. Intake forms are sent. Your Jane calendar is perfectly updated.
You shut your laptop and actually relax- because your admin handled it.
That’s what’s possible when you add admin support the right way, and Jane makes it easier than ever to make that happen.
Want Help Getting There?
Adding admin support doesn’t have to be messy or stressful.
👉 CouchSide Coordinators specializes in adding the right admin support to practices just like yours. We’re Jane Ambassadors, and we know how to set up the systems, permissions, and workflows so you can hand off the work with confidence.
📞 Ready to see how smooth this can be? Complete and interest form today!
Ready to Try Jane? Get a Free Month on Us
To get a one-month grace period with Jane… simply:
Visit Jane App
Enter referral code NIKKI1MO at checkout
Complete and interest form with CouchSide
Let us carry the admin load while you get a 1-month grace period. This gives you the opportunity to get set up and settled into Jane without the stress of your subscription.
*You can also test-drive the software using Jane’s Demo Clinic.
