← Back to handbook

Third-party payer (non-insurance) — procedure (Associate Handbook)

Goal: Handle situations where someone other than the client pays for sessions (e.g., parent/relative) in a consistent, privacy-safe way.

Definition (what this means)

A third-party payer is a person who is not the client who will:

  • pay for the client’s sessions and/or receive invoices/receipts, and/or
  • coordinate booking/payment logistics for the client (e.g., a parent for a youth, or a relative supporting someone who is unwell).

This is not about insurance direct billing. Insurance is covered here:

Clinic principles

  • The client should still have their own client profile.
  • The clinic can route billing email/invoices to a third party when appropriate.
  • The clinic can route text reminders to the client or the third party, depending on what is appropriate for the situation.
  • Keep communication and stored information minimal and necessary.
  • Using a third party’s email address on the client profile can also allow that third party to book sessions for the client. Please decide this on an individual basis when the client needs someone else to be able to book/reschedule on their behalf.

Common setups (choose what fits)

Option A: Parent/third party receives email, client (youth) receives text

  • Client profile email: parent/third-party email (so billing/invoices go to the parent/third party).
  • Client profile phone: youth/client phone (so reminders go to the client).

Option B: Parent/third party receives both email + text

  • Client profile email: parent/third-party email.
  • Client profile phone: parent/third-party phone.
  • Record the client’s alternate phone (if needed) in notes only, as appropriate.

Option C: Client receives email, parent/third party coordinates payment separately (less common)

  • Client profile email/phone: client.
  • Admin coordinates third-party payment logistics separately.

If you are unsure which setup is appropriate, contact admin before changing profile contact fields.

What to do (associate workflow)

  1. Clarify with the client (and/or parent/third party, as appropriate):
    • Who is paying?
    • Who should receive billing email (invoices/receipts)?
    • Who should receive text reminders?
    • Should the third party be able to book/reschedule sessions for the client (via having the third party email on file)?
  2. Notify admin with the chosen setup (do not implement ad-hoc billing workarounds).
  3. Admin updates the profile/billing routing in JaneApp according to the agreed setup.
  4. Document minimally:
    • Use JaneApp notes for logistics if needed (e.g., “billing email goes to parent; reminders to youth”), without clinical detail.

If the third-party payer is also a client at the clinic

  • The third-party payer should have their own separate profile under their own name.
  • Do not combine profiles or treat the payer’s profile as the client’s profile.