Jane Billing Setup Checklist for Therapy Practices (Jane App + Claim.MD)
- Danielle Wagar
- Jan 10
- 2 min read
If you’re using Jane and billing feels inconsistent, it’s almost never one “big” issue. It’s usually a handful of small setup gaps that create denials, missing payments, and AR that quietly piles up.
This checklist is the baseline I use when helping therapy practices get billing in Jane clean and trackable.
If you want hands on help with this, start here: Jane billing help
Step 1: Confirm your “billing basics” inside Jane
Before you touch Claim.MD, make sure your foundation is solid:
Your practice details are accurate (name, address, phone)
Providers are set up correctly (credentials, NPI, taxonomy if needed)
Service codes and fee schedules match what you actually bill
Locations are correct (especially if you have more than one)
Why this matters: incorrect provider or location data can create rejections that look like “payer issues,” but are really setup issues.
Step 2: Make Claim.MD connection boring (boring = good)
If you’re using Claim.MD, your goals are simple:
Confirm the integration is active and stable
Confirm claims are actually leaving Jane correctly
Confirm you can reliably identify what was submitted, when, and with what result
Common “quiet failures” I see:
Submissions happening but not being tracked consistently
Missing payer-specific requirements that trigger predictable denials
No repeatable process for fixes and resubmissions
Step 3: Build a tracking habit
You don’t need a complex spreadsheet empire. You do need a simple way to answer:
What was submitted this week?
What paid?
What denied?
What is pending too long?
A simple weekly rhythm:
Submit claims
Review rejections/denials
Fix and resubmit
Update tracking
If you’re not tracking, you’re not managing.
Step 4: Create a denial workflow you can repeat
Denials will happen. Your job is to make them predictable and fast to resolve.
Start with:
A short list of your top denial reasons
A standard “fix process” for each one
A consistent follow-up schedule (weekly is fine)
If you’re seeing the same denial reasons over and over, you don’t have a denial problem. You have a workflow problem.
Step 5: Clean up AR by category, not by panic
If your AR is a mess, don’t start with random claims. Sort by:
Highest dollar
Most recent (easier to recover)
Most common denial reason
“Pending forever” claims
You’ll get better results with less effort.
Step 6: Add a monthly “owner view”
Even if you don’t want full-service billing, you should see a simple monthly snapshot:
Total charges
Total payments
Top denials
Total AR and aging buckets
What’s blocked and why
If you want that oversight without full billing management, this is exactly what my AR + Metrics Review is for: https://www.upstatehealthcareadmin.com/billing-services
Want this cleaned up quickly?
If you want someone to set up your Jane + Claim.MD workflow, fix the leaks, and build a repeatable process, book a consult here:
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