Rob SaricCo-founder & CEO at CaretricsYou can start the week wanting to bring more money into your clinic and still be unsure where to focus. A weekly review of unpaid bills, missed visits and patients without a next booking in Jane.app gives you a practical place to start.
The aim is to leave with a short list of things worth checking and a clear next step for each. You might find a payment that needs matching to an invoice, an insurance claim waiting for a response, or a patient who needs help arranging their next visit.
Jane's reports give you different views of your clinic. Start with the question you want to answer, use the matching report, and check the underlying records. Then decide who will act and when you will look at the result.
Here's how to make that a weekly habit.
Choose a regular review day and someone to run the check. A manager or billing lead can handle the routine and bring decisions to the owner when needed. If you are the only person doing this work, begin with one question you can follow through.
Start by checking what happened to the previous review's next step. Then use a consistent period, location and practitioner scope for the new review. Ask someone with the right report access to help if your own access is limited.
Keep patient details in the clinic's approved records. The shared worksheet is for the question, action and result, without names, initials or patient links.
Question: Which balances need a correction or follow-up?
Open Reports → Accounts Receivable. Choose the date and account type for your review, then open an account's outstanding invoices. Jane's Accounts Receivable guide explains the filters and invoice links.
Before asking for payment, check current invoices, payments, credits and payer responsibility. Patient credits are not deducted from the A/R report's invoice totals. The Credit Report shows current credits even when a past date is selected; use it accordingly. Jane explains these distinctions in Credits and Owings.
Choose the next step from what you find. A matching payment may need applying. A claim may need a payer response. A confirmed patient balance may need an approved payment follow-up. Use the or for the detailed steps.
Get the three checks, the worksheet and a place to record what changed in a two-page PDF. Print it, save it, or share it with your team.
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Rob Saric founded Caretrics to help people who do good do well. He went through twelve months of records for 50+ health and wellness clinics, one clinic at a time. He builds tools that help Jane clinic teams find billing issues and follow through.
Check invoices, payments and credits before requesting a balance.
Find patients without a next booking, then decide whether contact is appropriate.
Check reminders, booking policy, the waitlist and who owns missed-visit follow-up.
Originally published
Leave with: an explained balance and an owner for any work still needed. Record a billing correction separately from a new payment.
Question: What needs attention after a missed appointment?
In Reports → Appointments, use State → No Show for the period you are reviewing. Record the date range, location and practitioner with the result. Jane documents these filters in its Appointments Report guide.
Counts alone do not explain a missed visit or measure lost cash. Inspect the relevant records before choosing a response. You might need to check a reminder, review a cancellation-policy mismatch or ask the care team whether patient contact is appropriate. The four no-show checks can help you choose where to start.
If you compare attendance over time, keep the counts and use the same definition. The no-show calculator explains its included appointments. A quieter week alone can change the count.
Leave with: a specific issue to address, or a recorded decision that no additional action is needed.
Question: Who may need help with an appropriate next appointment?
Open Reports → Unscheduled Patient Report (Last Visit). Choose either Days Since Last Visit or Date Range, and decide whether your question concerns one practitioner or Last Visit to Clinic Only, the patient's most recent appointment anywhere in the clinic. Jane excludes discharged and deceased patients from this report. Jane's Unscheduled Patient Report guide explains the scope and filters.
Check current appointments, the patient's preferences and the care context the care team can give you before contact. A patient may have finished care, paused, or booked elsewhere; a missing booking does not establish unfinished care. Use the next-appointment guide to work through that decision.
Leave with: appropriate follow-ups assigned to someone, care-team questions to resolve, and no-contact decisions recorded where relevant.
For each reviewed area, record the question and the next step. Keep the details needed to identify a patient or invoice in your approved system. A printable two-page version is available below the article.
| Check | What needs attention? | Next step | Owner | Review date |
|---|---|---|---|---|
| Unpaid bills | [verified finding] | [action or no action needed] | [owner] | [date] |
| Missed visits | [verified finding] | [action or no action needed] | [owner] | [date] |
| No next visit booked | [verified finding] | [action or no action needed] | [owner] | [date] |
At the next review, add a short outcome note for the action you took:
Invented example: a team completes the three checks and brings this note to its next review:
| Finding | Agreed next step | What the next review confirmed |
|---|---|---|
| The payer needs information for an unpaid claim. | The biller will supply the requested information and record a review date. | The information was submitted; the payer's response and payment remain pending. |
| A reminder gives an unclear contact instruction. | The administrator will correct the wording and check the preview. | The wording is corrected. Any attendance change needs a later comparison. |
| A patient has no future booking. | The care coordinator will check the care team's guidance. | The care team confirms no further appointment is currently needed; no booking contact is required. |
The team now knows which work is resolved and what still needs attention. For the claim, the next review will establish whether the payer replied. Payment stays pending until the payment record confirms it.
Check the outcome that matches the action. A flagged balance is not a collection, and a corrected invoice is not a payment. An invoice correction improves the billing record. A confirmed booking means an appointment exists. Attendance and payment need their own checks.
Applying an existing payment to an invoice may resolve the balance without bringing in new money. Equally, a lower A/R total can include adjustments as well as payments. Keep those results distinct when you discuss progress.
You have a useful weekly rhythm when the team can explain what deserves attention, what it did, and what changed. Some weeks the right decision is to keep the current approach.
Official Jane guides checked October 12, 2026:
The weekly routine, worksheet and invented example are Caretrics' editorial guidance.
