Spring Clean Your Systems: A Therapist’s Guide to Optimizing Jane in April
Spring is the season of renewal. For therapists and wellness professionals, that doesn't just mean switching out your office diffuser blend or refreshing your couch pillows… it’s the perfect time to refresh your systems, too. And if you’re using Jane App to run your practice, you might be surprised by how much digital clutter builds up over time.
At CouchSide Coordinators, we help therapists streamline their practices every day. One of our favorite times to do that is in the spring, when energy is shifting and motivation for change tends to be high. If you’ve been using Jane but haven’t looked under the hood in a while, this is your guide to hitting refresh without having to overhaul your entire workflow.
This post will walk you through a full "spring clean" of your Jane App account! Helping you reclaim time, improve client experience, and make sure Jane is working for you.
Clean Up Your Active Clients List
Over time, client lists grow. Maybe you completed treatment with a client who never officially discharged, or a few one-time consultations are still showing up as active. This can clutter your scheduling and reporting views. Here’s what to do:
Head to “clients” and sort by last appointment or communication.
Archive inactive clients (Jane keeps records safely stored, so nothing is lost).
If you’re unsure about archiving, tag them as “pending review” or create a custom status.
Why this matters: A tidy client list improves your at-a-glance views, speeds up admin time, and supports more accurate reporting.
Revisit Your Charting Templates
Whether you started with Jane’s default templates or created your own, you might now have duplicates, outdated forms, or processes that no longer reflect your current practice style. Here’s what to do:
Review templates under "Settings > Forms and Chart Templates."
Merge or remove any duplicates.
Update language that feels outdated or misaligned with your modality.
Add structured fields where you’re consistently writing the same type of notes (e.g., "Client affect at intake").
Why this matters: Your notes become faster to complete, easier to standardize, and more defensible if needed.
Audit Your Booking and Availability Settings
Spring is a great time to reflect on whether your current hours and availability actually match the lifestyle you want to support. Here’s what to do:
Go to "Schedule > My Availability."
Update your hours to reflect any new personal or clinical boundaries.
Make sure holidays and travel time are blocked out.
Double-check which services are available for online booking (and which should be invite-only).
Why this matters: Misaligned schedules create burnout and confusion for clients. Reworking your calendar now can give you a fresh start.
Refresh Intake Forms and Consent Documents
When was the last time you updated your intake paperwork? Here’s what to do:
Review your intake forms under "Settings > Forms."
Add or update questions based on new services (e.g., telehealth policies, ketamine-assisted therapy).
Confirm consent language reflects your current licensing laws and practice policies.
Bonus tip: Use Jane’s form sharing features to let clients fill them out before arriving in session.
Why this matters: Your forms are often a client’s first impression of working with you… and first impressions matter.
Review Your Reminders and Notifications
Automated reminders are Jane’s secret weapon for reducing no-shows. But if you haven’t looked at them in a while, you might be missing opportunities. Here’s what to do:
Check your client notification settings.
Customized reminder timing (e.g., 48-hour and 2-hour notices).
Update language for clarity or warmth ("We’re looking forward to seeing you" instead of "Your appointment is at").
Why it matters: Jane’s integrated payments and reminder features support practices in reducing no‑shows and cancellations by making it easier for clients to confirm appointments and stay engaged.
Tidy Up Billing + Payment Integrations
Are you still manually invoicing or chasing down payments? Here’s what to do:
Review "Billing > Settings" to confirm your Stripe account is working.
Check if you’re collecting payment at booking, after service, or manually.
Use Jane's card-on-file feature to automate.
Why it matters: Spring cleaning isn’t just about visuals- it’s about energy. And a few things drain your time, like financial admin.
Check and Update Your Reporting Tools
You can’t improve what you don’t measure. Jane’s reporting features are robust, but only useful if they’re regularly reviewed. Here’s what to do:
Go to "Reports > Staff, Clients, or Billing."
Compare revenue and booking trends from Q1 of this year to last.
Use the report data to set Q2 intentions: Are you underbooked? Overbooked? Is a fee increase needed?
Why it matters: Spring is not just about reflection… it's about forward momentum. Your data tells the story of your practice.
Remove Old Services or Packages
If you no longer offer certain services (or they’re not bookable online), clean them out. Here’s what to do:
Visit "Settings > Treatments."
Archive or hide outdated offerings.
Clarify descriptions so clients book the correct service.
Why it matters: This ensures your clients have a seamless booking experience and reduces miscommunication.
Rethink Your Reminders to Clients (Email + SMS)
Beyond appointment reminders, Jane can send custom messages to clients! Here’s what to do:
Try sending a spring message to your client list ("Here’s what’s new in my practice!").
Use this feature to remind clients about upcoming changes (price updates, summer closures, etc.).
Why it matters: Clients feel held and connected when they hear from you beyond the therapy room.
Ask for Help if You're Feeling Overwhelmed
Spring cleaning your Jane account can bring huge benefits, but if this list is stressing you out, you’re not alone. This is where we come in. Let CouchSide Help You Refresh Your Systems! At CouchSide Coordinators, we specialize in Jane App setup, cleanup, optimization, and ongoing support. If this kind of admin work drains you or you simply don’t have the time to DIY your spring refresh, we can help:
Review your entire Jane account
Customize templates, workflows, reminders, and automations
Create client-friendly forms and reduce no-shows
Help you align your calendar and services with your goals
Whether you’re a solo therapist, part of a group practice, or shifting into private pay, optimizing Jane is one of the fastest ways to reclaim time and reduce friction. Let’s make your tech just as supportive as your clinical work.
Spring is calling. Let's reset your systems and set the tone for the rest of the year.
Want help spring cleaning your Jane App?
Reach out to CouchSide Coordinators to book a Jane optimization session today. As a proud Jane Ambassador, we’ve seen firsthand how much Jane can transform a practice, and we’re excited to share that insight with our clients. If you’re ready to try Jane, you can use our grace code for a free 1-month trial: NIKKI1MO or book a demo to see Jane in action.
