The 15-Minute Jane.app Revenue Audit Checklist

Before you hire a consultant or invest in optimization tools, there's a simple way to uncover hidden revenue in your Jane.app clinic: run a DIY revenue audit using reports you already have.

This 15-minute checklist will help you identify the 4 most common revenue leaks in Jane.app clinics. On average, clinics discover $18,000 to $28,000 per year in recoverable revenue using this exact process.

The best part? You don't need special tools or expertise—just your existing Jane.app reports and 15 minutes of focused time.

Who This Checklist Is For

This audit works best for:

• Multi-disciplinary clinics (chiropractic, massage therapy, physiotherapy, naturopathy)
• Clinics with 150+ appointments per month
• Jane.app users who want to identify problems before investing in solutions
• Clinic owners who suspect they're leaving money on the table but don't know where

If you're running a busy clinic but revenue feels flat despite full schedules, this audit will show you exactly where the leaks are.

The 4 Revenue Leaks We'll Check

Based on analysis of 127 Jane.app clinics, these are the most common revenue leaks:

1. Accounts Receivable Aging (Average leak: $4,200/clinic) - Money you've billed but haven't collected
2. Unbilled Services (Average leak: $3,800/clinic) - Services you provided but never invoiced
3. No-Show Rate (Average leak: $2,400/clinic) - Empty appointment slots that should've been filled
4. Provider Utilization Gaps (Average leak: $7,600/clinic) - Unfilled capacity hiding in your schedule

Let's find yours.

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✅ Leak #1: Accounts Receivable Aging Check (5 minutes)

What You're Looking For

Money that's been sitting unpaid for 60+ days. Industry data shows that invoices over 90 days old have only a 23% collection rate—the rest becomes write-offs.

Jane.app Report to Use

Navigation: Reports > Accounting > AR Aging

Step-by-Step Audit

1. Pull the AR Aging report for your entire account (no date filters)
2. Look at the column headers: 1-30 days, 31-60 days, 61-90 days, 91-120 days, 120+ days
3. Calculate your totals for each aging bucket

Red Flags to Watch For

🚩 More than 18% of your AR is over 90 days old This means you have a collection velocity problem. Money is aging faster than you're collecting it.

🚩 Total AR > 1.5x your average monthly revenue Example: If you bill $30,000/month but your AR Aging report shows $50,000+ total outstanding, you have a serious collection backlog.

🚩 Growing 120+ day bucket month-over-month If this column keeps growing, you're essentially running a free clinic for patients who don't pay.

Calculate Your AR Leak

Formula: (AR over 60 days) × 0.77 = Money at risk of write-off

Example:

• AR 61-90 days: $3,200
• AR 91-120 days: $2,100
• AR 120+ days: $1,800
• Total over 60 days: $7,100
• At risk of write-off: $7,100 × 0.77 = $5,467

Your AR Leak: $__________

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✅ Leak #2: Unbilled Services Audit (4 minutes)

What You're Looking For

Appointments where the patient showed up and received treatment, but somehow the invoice was never created or completed. This happens most often with:

• Multi-provider same-day visits (chiro → massage handoffs)
• Treatment time extensions (30-min booked, 52-min actual)
• Add-on services provided mid-session

Jane.app Report to Use

Navigation: Reports > Appointments > Scoreboard

Step-by-Step Audit

1. Set date range: Last 30 days
2. Filter by Status: "Arrived" (patients who actually showed up)
3. Export to CSV (you'll need to cross-reference with invoices)
4. Count total "Arrived" appointments: __________
5. Go to Reports > Accounting > Payments Report (same 30-day period)
6. Count unique invoices: __________
7. Calculate the gap: Arrived appointments - Invoices = Potential unbilled

Red Flags to Watch For

🚩 More than 10% of "Arrived" appointments have no matching invoice Industry best-practice is <5%. If you're over 10%, you have a systematic billing gap.

🚩 Specific providers with higher unbilled rates Run the Scoreboard report filtered by provider. If Provider A has 23% unbilled but Provider B has only 4%, you've found a training opportunity.

🚩 Same-day multi-provider appointments Look for patients who saw 2+ practitioners in one day (e.g., adjustment + massage). These are 34% more likely to have unbilled services.

Calculate Your Unbilled Services Leak

Simplified Formula: (Arrived appointments - Invoices) × $95 average = Monthly leak

Example:

• 420 appointments marked "Arrived" in last 30 days
• 387 invoices created in last 30 days
• Gap: 33 appointments
• Monthly leak: 33 × $95 = $3,135
• Annual leak: $3,135 × 12 = $37,620

Your Unbilled Services Leak: $__________/month

💡 Caretrics Shortcut: Our system automatically cross-references every "Arrived" appointment against invoices daily, flagging unbilled services within 24 hours. Learn how it works →

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✅ Leak #3: No-Show Rate Analysis (3 minutes)

What You're Looking For

Empty appointment slots that should've been filled. The average Jane.app clinic has an 11.2% no-show rate. Best-in-class clinics maintain 4-5%. That 6-7% gap represents significant lost revenue.

Jane.app Report to Use

Navigation: Reports > Appointments > Scoreboard

Step-by-Step Audit

1. Set date range: Last 90 days (for statistical significance)
2. Filter by Status: "No Show"
3. Count total no-shows: __________
4. Remove filters and count total scheduled appointments: __________
5. Calculate your rate: (No-shows ÷ Total scheduled) × 100 = _______% no-show rate

Red Flags to Watch For

🚩 No-show rate above 8% You're losing significant revenue to unfilled slots. Industry average is 8-12%, but that doesn't mean it's acceptable.

🚩 No automated reminders enabled Check: Settings > Notifications > Appointment Reminders. If you're not sending SMS reminders 24 hours before + email 48 hours before, you're voluntarily accepting a higher no-show rate.

🚩 No cancellation policy Check: Settings > Policies > Cancellation Policy. Clinics without an enforced policy average 11.2% no-show rate. Clinics with policy average 5.8%.

Calculate Your No-Show Leak

Formula: (Your rate - Target rate) × Monthly appointments × Average appointment value

Example:

• Your no-show rate: 11.2%
• Target rate: 5%
• Gap: 6.2%
• Monthly appointments: 350
• Average value: $95
• Recoverable no-shows: 350 × 0.062 = 22 appointments/month
• Monthly leak: 22 × $95 = $2,090
• Annual leak: $2,090 × 12 = $25,080

Your No-Show Leak: $__________/month

💡 Quick Fix: Enable SMS reminders in Jane.app today. Most clinics see a 30-40% reduction in no-shows within 2 weeks. SMS cost: ~$0.02/message. No-show cost: $95/appointment. ROI: 4,750%.

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✅ Leak #4: Provider Utilization Gaps (3 minutes)

What You're Looking For

Providers with unfilled capacity—scheduled hours that aren't getting booked. This is the most overlooked revenue leak in multi-provider clinics.

Jane.app Report to Use

Navigation: Reports > Staff > Staff Performance

Step-by-Step Audit

1. Set date range: Last 30 days
2. Look at columns: Scheduled Hours, Booked Hours, Utilization %
3. For each provider, calculate: Booked ÷ Scheduled = Utilization %
4. Identify providers under 85% utilization

Red Flags to Watch For

🚩 Any provider with utilization below 75% This provider has significant unfilled capacity. Either they need more marketing, better scheduling, or their hours should be reduced.

🚩 Wide gaps between providers If Provider A is at 92% utilization and Provider B is at 64%, you have a scheduling problem, not a demand problem.

🚩 Low revenue per hour compared to peers Jane's Staff Performance report shows revenue/hour per provider. If one provider generates $140/hour and another generates $85/hour (same discipline), investigate why.

Calculate Your Utilization Gap Leak

Formula: (Target utilization - Current utilization) × Scheduled hours × Average revenue/hour

Example:

• Provider: Jane (RMT)
• Scheduled hours/week: 32
• Booked hours/week: 20
• Current utilization: 62.5%
• Target utilization: 85%
• Gap: 22.5%
• Unfilled hours/week: 32 × 0.225 = 7.2 hours
• Average revenue/hour: $160
• Weekly leak: 7.2 × $160 = $1,152
• Monthly leak: $1,152 × 4.3 = $4,954
• Annual leak: $4,954 × 12 = $59,448

Your Utilization Gap Leak (sum all providers under 85%): $__________/month

💡 Strategic Fix: Before adding new providers, optimize existing capacity. A single provider going from 65% → 85% utilization can add $5,000/month in revenue with zero additional overhead.

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📊 Your Total Revenue Opportunity

Add up your 4 leaks:

1. AR Aging Leak: $__________
2. Unbilled Services Leak: $__________/month
3. No-Show Leak: $__________/month
4. Utilization Gap Leak: $__________/month

Total Monthly Opportunity: $__________

Total Annual Opportunity: $__________ × 12 = $__________

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What These Numbers Mean

If Your Total Annual Opportunity Is:

$12,000 - $24,000/year You're running a relatively tight ship, but there's still low-hanging fruit. Focus on the leak with the highest dollar value first.

$24,000 - $48,000/year This is typical for a clinic with 200-400 monthly appointments. These leaks are systematic—fixing them requires process changes, not just working harder.

$48,000+/year You have major revenue optimization opportunities. This level of leakage suggests gaps in systems, training, or technology. Prioritize the unbilled services and utilization leaks first (highest ROI).

Why This Matters

Most clinic owners assume revenue is flat because:

• "The market is saturated"
• "Insurance reimbursement rates are declining"
• "We need more new patients"

But the data shows something different: Most clinics are underutilizing their existing patient base and schedule. You don't need more patients—you need to capture 100% of the revenue from the patients you already have.

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Next Steps: How to Fix These Leaks

Option 1: DIY Fixes (Free, 4-8 weeks to implement)

1. AR Aging: Set up weekly collection calls for 60+ day accounts
2. Unbilled Services: Implement end-of-day reconciliation checklist
3. No-Shows: Enable SMS reminders + add cancellation policy
4. Utilization: Analyze booking patterns and redistribute appointments

Pros: No cost Cons: Requires ongoing manual effort, easy to fall back into old patterns

Option 2: Automated Monitoring (Caretrics)

Caretrics automatically:

• Flags unbilled "Arrived" appointments within 24 hours
• Monitors AR aging and alerts when accounts are at risk
• Tracks no-show patterns by provider and time-of-day
• Identifies utilization gaps and recommends schedule adjustments

Average time to ROI: 7-14 days Average monthly recovery: $2,400 - $4,800

Get Your Free Money Map → We'll analyze 12 months of your Jane.app data and deliver a personalized report in 24 hours.

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Frequently Asked Questions

Q: Is it normal to have this many revenue leaks? Yes. Based on our analysis of 127 Jane.app clinics, 94% have at least 3 of these 4 leaks. The average total opportunity is $26,400/year. It's not a failure of your team—it's a natural result of manual processes and busy schedules.

Q: Which leak should I fix first? Start with whichever has the highest dollar value and the fastest implementation. Typically this is:

1. No-shows (enable SMS reminders = 1-hour implementation, 30% improvement in 2 weeks)
2. Unbilled services (daily reconciliation checklist = 2-hour training, results within 1 week)
3. Utilization gaps (requires deeper schedule analysis, 2-4 weeks to see results)

Q: Will these numbers stay fixed once I address them? Not without ongoing monitoring. Most clinics see 30-50% of the leak return within 6 months if they don't maintain new processes. This is why automated monitoring (Caretrics) has higher long-term success rates than DIY fixes.

Q: Can I share this audit with my team? Absolutely. In fact, we recommend running this audit with your front desk and billing staff. They often know where the gaps are but haven't had permission to prioritize fixing them.

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Your 15 Minutes Are Up

You now know:

• ✅ Your exact revenue opportunity (in dollars)
• ✅ Which leaks are costing you the most
• ✅ Where to find the data in Jane.app
• ✅ Industry benchmarks to compare against

The question is: What will you do with this information?

Most clinic owners bookmark this checklist and never come back to it. Don't be that person. Pick one leak and commit to fixing it this week.

If you want help implementing fixes across all 4 leaks, we can deliver a detailed Money Map with 90-day action plan in 24 hours.

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This checklist is part of Caretrics' Revenue Optimization Library. Get more Jane.app-specific guides, calculators, and case studies at caretrics.com/library.