Appointment status + billing basics

Goal: Handle appointment statuses consistently so billing and records stay accurate.

Appointment statuses (clinic basics)

Arrived

Mark sessions as arrived per clinic workflow so the appointment is recorded properly.

No show / late cancellation

If a client no-shows or cancels late, follow the clinic policy:

• See: Scheduling (No shows + late cancellations)
• Mark the client as a No-show. Do not Arrive the client and do not Cancel the appointment.

Billing basics (high-level)

Clinic rule: admin handles payment processing

• All billing/payment processing (e.g., charging credit cards, accepting e-transfers) is done by admin.
• Admin also completes all insurance direct billing (when applicable).
• Associates do not need to accept or process payments.

If you are unsure what to do for a specific appointment, please contact admin rather than guessing.

Important rule

If you’re taking any action in Jane that affects billing (no show status, billing concerns, complaints, etc.), do it consistently and document any unusual situation in a note to admin if needed.