Jane App splits your data across two routes. Patient lists, appointments, insurance policies, inventory and financial reports export yourself from the Reports tab as XLSX files. Charts, uploaded patient files and intake forms do not: they are generated by Jane's support team on an email request, arrive as a ZIP of labelled PDFs with a mapping file, and the download link expires seven days later. Jane's terms provide "a complimentary one-time batch chart export per practitioner", with additional requests potentially chargeable, and Jane advises requesting one 1 to 2 weeks in advance.
The practical consequence is that leaving Jane is a scheduling problem rather than a software problem. Nothing here is difficult. It just cannot be done in an afternoon, and one part of it cannot be done twice for free.
Three separate requests, from three different people
This is the part that catches practitioners out, and it is worth getting straight before you email anyone.
A batch chart export contains only practitioner-authored charts and files. Jane's guide states it plainly: "intake forms and consents are not included." Those live in a different export, and that one can only be requested by the Account Owner. Psychotherapy notes are a third export again, and Jane's guide says only the author can request a batch of their own: "This export cannot be requested by an Account Owner on your behalf."
So the complete clinical record for one practitioner is assembled from three requests with three different permission rules:
| Export | Who can request it | What it contains | How it arrives |
|---|---|---|---|
| Batch chart export | Account Owner, or the original author of the charts, with an active staff profile | All charts and practitioner-uploaded files authored by that practitioner. Not intake forms, not consents | ZIP of labelled PDFs plus an Excel mapping file. Link sent only to the Account Owner |
| Completed intake forms | Account Owner only | All completed intake forms in the account, not split by staff member | ZIP plus a CSV. Link sent only to the Account Owner |
| Psychotherapy notes | The author only, and the feature must be enabled by the Account Owner | All of that author's psychotherapy notes, across all patients, with no date filtering | CSV or PDF |
| Patient list | Account Owner or a staff member with Full Access | Every field from the patient profile, including first and last visit dates | XLSX, self-service from Reports |
| Appointments | Account Owner or Full Access | Filterable by practitioner and date range, including future appointments | XLSX, self-service from Reports |
| Insurance policies | Account Owner or Full Access | Every policy for every patient. Cannot be filtered by practitioner | XLSX, self-service from Reports |
| Inventory and products | Account Owner or Full Access | Clinic-wide product list | XLSX, self-service from Reports |
| Financial reports, including the billing summary | Account Owner or Full Access | Sales, income, tax and transactions | XLSX, self-service from Reports |
| Individual chart entries | Practitioner, from the chart | One entry, a date range, or a whole patient chart | Print or PDF from the three-dot menu |
An associate who asks Jane for "all my charts" receives an export with no consent forms and no intake forms in it. Those are the documents most likely to be asked for later. If you are the practitioner leaving, you need the Account Owner to make a second request on your behalf, and that conversation goes better before you resign than after.
Who owns the data, in Jane's model
Jane's own documentation is unusually direct about this, and it determines who you have to talk to.
"In Jane's eyes, there is only one Account Owner who owns the data and that is the staff member who holds the Account Owner Badge in the staff profile." Jane's guide for the Account Owner role describes that person as the legal custodian of the data in the account.
Two practical effects follow. First, even when a practitioner requests their own batch chart export, only the Account Owner is sent the download link, and the Account Owner then passes the files on. Second, Jane's terms state that "in order to maintain strict security of Subscriber Data, we cannot take instructions from anyone other than the Account Owner identified in our records."
If you are a solo practitioner on your own Jane account, you are the Account Owner and none of this slows you down. If you are an associate at someone else's clinic, the whole process depends on a person who is losing you as a practitioner. Plan accordingly, and keep it in writing.
What the chart export actually looks like
Jane describes the batch chart export as "all charts and files in clearly labeled PDFs and an Excel mapping file that matches up all of the chart entries to the correct Jane Patient", and notes that the format "is easily accessed without any special proprietary software".
That mapping file is the useful part and the reason this export is better than it first sounds. A folder of PDFs with no index is an unusable archive. A folder of PDFs plus a spreadsheet that ties each file to a named patient is a real record, because you can find a specific patient's notes in 2032 without opening 900 files.
Patient files uploaded by a practitioner come in the same export, provided the file was authored by the practitioner whose data is being exported. They are named Upload_[file upload number]_[file title], and Jane's guide warns that to find which patient each file belongs to, you "may need to scroll a little further down in the CSV file". Translation: the uploads are indexed in the same mapping file, lower down. Check that before you decide the uploads arrived unattributed.
One limit worth knowing even if you are not using it: Jane states that "Batch Chart Exports cannot be imported into another Jane account." If you are moving between two Jane accounts, that is a different process entirely and the batch export is the wrong tool. If you are leaving Jane, it is the right one.
The one-shot problem
Jane's Terms of Service, under Data Export, read: "Jane will provide a complimentary one-time batch chart export per practitioner (additional requests may be subject to extra fees, as determined by Jane)."
That single sentence changes how you should sequence the whole job.
With a self-service CSV download you can be sloppy, because you can run it again. Here you cannot assume that. Your first batch chart export should be requested once, for the full history, with no date filter, and then checked thoroughly before the subscription ends. If you discover in month four that it stopped at 2023, the fix may be a chargeable request against an account you no longer hold.
Three timings compound this:
- Jane advises requesting a batch export at least 1 to 2 weeks in advance because these exports "can sometimes take longer to process"
- The download link sent to the Account Owner expires seven days after the charts are exported
- After the subscription ends, Jane's terms state the account is deactivated, meaning the data is "no longer available for use and cannot be accessed directly by the Subscriber through the internet"
Put those together and the sequence is fixed: request, wait, download within a week, verify, then cancel. Not the other way round.
What happens after you cancel
Jane's terms are specific about deactivation and vague, deliberately, about duration.
On termination the account is deactivated. The data is retained "for a period of time as determined by Jane in its discretion (and as permitted by law) in the event the Subscriber wishes to re-activate the Account", stored securely and isolated from any further processing. Account Owners can contact Jane with questions about the data.
So there is a retention period, it is not published as a number, and you cannot browse to your records during it. Compare that with what you are carrying: in England and Wales an adult physiotherapy record is held for eight years from last contact, and a record of someone treated as a child until their 25th birthday. A retention period set at a supplier's discretion is not a substitute for holding your own copy, and Jane's own terms tell you so: subscribers "should" export their data "prior to ceasing or terminating their use" of the platform.
Our record retention guide has the full table, including the children's and mental health periods and what to do when a record reaches the end of its life. If a patient has made a claim or indicated they intend to, stop routine destruction for that patient and keep everything. For your own regulatory position, ask your professional body or your indemnity provider rather than working it out from a blog.
The four-week plan
Count backwards from the date you want the subscription to end.
| When | What |
|---|---|
| Week 1 | Email Jane to request the batch chart export. If you are an associate, get the Account Owner to request the intake forms export at the same time. Request your own psychotherapy notes batch separately if you use that feature |
| Week 1 | Export the patient list, appointments, insurance policies, inventory and financial reports yourself from the Reports tab while you are waiting |
| Week 2 | Export arrives. Download within seven days, to two locations |
| Week 2 | Verify (see below). This is the step people skip |
| Week 3 | Re-enter forward bookings in the new system. Repoint every booking link you own |
| Week 3 | Run both systems in parallel for a short, dated overlap. A fortnight, not a quarter |
| Week 4 | Cancel, and keep the written confirmation of the cancellation date |
The parallel-running window is where the real errors surface, and it only works if it has an end date written down. Our guide to moving from paper records to digital makes the same point about overlaps: a short one catches mistakes, a long one becomes permanent.
Verifying the export, in fifteen minutes
Do this before you cancel anything, with the files open.
- Open the Excel mapping file. Does the patient count roughly match the patient list report you exported from Reports?
- Pick your longest-standing patient. Is their earliest chart entry in the ZIP, or does the export start partway through their history?
- Pick a patient you saw last week. Are their most recent entries there?
- Open three PDFs at random. Is the patient identifiable on the page, with the date and the author?
- Find a patient you know has an uploaded file, such as a GP letter or an imaging report. Is there an
Upload_entry for them in the mapping file, and does the file open? - Check a signed consent form. If it is not there, that is expected: consents are in the intake forms export, which is a separate request. Make it now
- If you have more than one practitioner, confirm you have an export per practitioner, not one export that stops at the Account Owner's own charts
- Open the appointments XLSX and confirm it includes future appointments as well as past, not just a historical range
- Write down, with the date, what you exported and from where
That last line takes thirty seconds and it is the one that matters years later. An archive with no record of when it was taken or what it was meant to contain is very hard to stand behind.
What will not come across, from Jane or anywhere else
Jane is explicit that financial data does not migrate: "we don't import billing information into Jane due to the complex nature." The same is true in the other direction, between any two systems, because no two of them model an invoice the same way.
| Thing | Reality | What to do |
|---|---|---|
| Invoices, payments, account balances | Does not transfer between systems | Export the billing summary and transaction reports as XLSX and keep them as financial records. Six years from the end of the relevant financial year |
| Patient credits and prepaid packages | A liability you owe, held only as numbers in the old system | List every patient with a credit or unused package before you cancel, and carry the list over by hand |
| Outstanding balances | Follow the patient, not the software | Record who owes what on your last trading day in Jane, from the billing reports, before the account closes |
| Chart templates | Jane states there is no way to export appointment, chart or intake form templates | Rebuild them. It is an afternoon, and a chance to drop the fields you never completed |
| Clinical narrative as data | Comes out as PDF, which no system imports as notes | Keep the ZIP as your archive. Carry a short written summary into the new record for active patients only |
| Future appointments | Exist in the export as rows, not as bookings | Re-enter forward bookings by hand, then confirm them with the patients |
| Online booking links | Still point at your Jane booking page | Replace them on your website, Google Business Profile, email signature and social profiles on switch day |
The forward bookings line is the only one that can harm a patient. Everything else is recoverable with effort; someone arriving for an appointment that exists in neither system is not.
Where this advice does not apply
You are moving between two Jane accounts. None of the above applies, because batch chart exports cannot be imported into another Jane account. Jane runs separate data transfer, subset transfer and account merge processes for that, and you should use them.
You are not the Account Owner. You can request your own charts, but the link goes to the Account Owner, the intake forms export is not yours to request, and Jane will not take instructions from you about the account. Everything depends on a cooperative conversation. Have it early, keep it in writing, and ask specifically for the intake forms and consents as well as the charts.
You use the psychotherapy notes feature. The Account Owner cannot request those on your behalf, and they are not in the batch chart export. If you leave without requesting them yourself while your profile is still active, you have a gap.
Your account has multiple locations or disciplines. The insurance policies and inventory reports are clinic-wide and cannot be filtered by practitioner, so if you are splitting an account you will be deleting rows in Excel by hand before anyone uses the file.
You are leaving mid-dispute. Export first, cancel second, always. If a complaint or claim is live, the records for those patients are the priority and should be complete and downloaded before anything else happens.
Turning the patient list into something another system can read
Two conversions stand between the Jane export and a new system.
XLSX to CSV. Jane's in-app report exports download as XLSX, not CSV, and Jane's export guide mentions no CSV option. Open the patient list in Excel, Numbers or Google Sheets and save a copy as CSV before you try to import it anywhere.
Header names. Jane's patient export uses North American field labels, so you will see Province/State where you expect County, Postal Code where you expect Postcode, and separate Home Phone and Mobile Phone columns. Nothing is missing, but a naive import tool will not recognise them.
Ask any system you are evaluating three questions before you commit: does it take the file without an onboarding fee, does it show you a preview before it writes anything, and what does it record about consent on imported patients. The third is the one nobody asks. Your historic patients consented to treatment years ago by attending; recording them all as having given a current, documented consent on the day you imported them creates a record that is not true, and you will later rely on it.
Atlacare's patient import takes a CSV and has a Jane preset that recognises Jane's own column headings, including First Name, Last Name, Date of Birth, Email, Home Phone, Mobile Phone, Family Doctor, Address, City, Province/State, Postal Code and Note, so the mapping step is normally a review rather than a job. It fuzzy-matches practitioner names, so "Dr S. Patel" and "Sarah Patel" resolve to one person. It flags duplicates on email or on name plus date of birth, shows a preview before writing, records each imported patient's consent as obtained offline rather than silently marking them consented, writes an audit log entry, and handles up to 10,000 rows per file.
It imports patients. Appointments, charts, invoices and attachments are not imported, because the chart ZIP is an archive and archives belong in storage rather than in a live clinical system. Attachments for your active caseload can be uploaded to the patient record afterwards. If you want the feature-by-feature view rather than the export mechanics, that is in Atlacare vs Jane App.
Send the email requesting the batch chart export today, even if you have not decided yet. It costs nothing, it is complimentary once per practitioner, and having the archive in hand is what turns the decision from a risk into a choice.
Frequently asked questions
Can I export my Jane charts myself, without contacting support?
Not in batch. Individual chart entries, a date range or a whole patient chart can be printed or saved as PDF from the three-dot menu in the chart, filtered by practitioner, discipline, chart status or date range. A batch export of all charts and files is generated by Jane's support team on an email request from the Account Owner or the original author of the charts.
Does the Jane chart export cost anything?
Jane's terms provide a complimentary one-time batch chart export per practitioner, and state that additional requests may be subject to extra fees as determined by Jane. Treat your first request as the one that counts.
How long does a Jane chart export take?
Jane advises requesting it at least 1 to 2 weeks in advance, because batch chart and intake form exports can take longer to process. Once generated, the download link sent to the Account Owner expires seven days later.
Are consent forms included in the chart export?
No. Jane's guide states that only practitioner-authored charts and files are included, so intake forms and consents are not. Completed intake forms are a separate batch export that only the Account Owner can request.
Can I get my data after I cancel?
Not through the browser. Jane's terms state that a terminated account is deactivated, that the data is no longer available for use and cannot be accessed directly through the internet, and that it is retained for a period determined by Jane in its discretion in case you reactivate. Export and verify before the subscription ends.
Can I still get a practitioner's charts after they have left?
Jane requires the requester to hold an active staff profile, and an Account Owner can request a batch chart export on an author's behalf. Psychotherapy notes are the exception, because only the author can request those. Make both requests before a leaver's staff profile is deactivated rather than after.
Does the appointments export include future bookings?
It can. Jane's documentation describes filtering the appointments report by practitioner and by a date range to include past and future appointments. Use it as your checklist for re-entering forward bookings, not as a migration file.
Sources: Jane's Guide, Batch Chart Export for Practitioners · Jane's Guide, How to Export Your Psychotherapy Notes · Jane's Guide, Exporting Reports and Customizing them in Excel · Jane's Guide, Exporting Chart Notes (Print or PDF) · Jane's Guide, Basics of Importing to Jane · Jane's Guide, Billing Summary Report · Jane Terms of Service, Data Export and After Termination, read 9 October 2026 · Retention periods per the NHS Records Management Code of Practice.
General information about record-keeping and software migration, not legal advice. Jane's features, guides and terms change; check the linked pages against your own account before you cancel anything.
Related: Getting your patient data out of Cliniko · How long do I need to keep physiotherapy patient records? · Moving from paper records to digital · UK GDPR for physiotherapists
