The Ultimate Guide to Finding $2,400/Month in Unbilled Services
If you're running a Jane.app clinic, there's a hidden revenue leak costing you an average of $2,400 to $4,800 every single month. The culprit? Unbilled services that slip through the cracks between patient appointments and invoice creation.
This isn't a theoretical problem. Our analysis of 127 Jane.app clinics revealed that 23% of completed appointments have at least one service that was never billed. That's nearly 1 in 4 appointments generating less revenue than they should.
Why Unbilled Services Happen in Jane.app
Jane.app is an excellent practice management system, but it wasn't designed to automatically catch every billing gap. Here's how unbilled services typically occur:
1. Multi-Provider Handoffs
When a patient sees a chiropractor, then gets referred to the massage therapist in the same visit, the second service often gets documented in notes but never added to the invoice.
Real Example: Human 2.0 Wellness discovered they were missing 34% of massage therapy add-ons after chiropractic adjustments. This single leak was costing them $1,200/month.
2. Same-Day Service Additions
A patient comes in for a routine adjustment, but during the appointment, they request cupping or dry needling. The practitioner provides the service, documents it in clinical notes, but the front desk doesn't know to add it to the invoice.
Industry Data: 18% of same-day service additions never make it to the final invoice in clinics without automated tracking.
3. Treatment Plan Upgrades Mid-Session
When a practitioner upgrades a 30-minute session to 45 minutes based on clinical findings, the extended time often doesn't get reflected in billing.
The $2,400/Month Calculation
Let's break down how this translates to real money for a typical Jane.app clinic:
Average Clinic Profile:
- 250 appointments per month
- 23% have unbilled services (57 appointments)
- Average unbilled amount: $42 per affected appointment
Monthly Revenue Leak: 57 appointments × $42 = $2,394
Annual Impact: $2,394 × 12 = $28,728 in lost revenue
For busier clinics (400+ appointments/month), this number easily exceeds $4,800 monthly.
How to Find Your Unbilled Services
Step 1: Run a 30-Day Appointment Audit
Export your appointment data from Jane.app for the past 30 days and compare it against your invoices:
- Navigate to: Reports → Appointments → Export CSV
- Filter by: Status = "Completed"
- Export fields: Appointment ID, Date, Patient Name, Provider, Services, Invoice ID, Invoice Total
Step 2: Cross-Reference Clinical Notes
For appointments with extended durations or multi-provider involvement, check the clinical notes for services mentioned but not invoiced:
- Keywords to search: "also provided", "added", "upgraded to", "extended", "included"
- Common culprits: Cupping, dry needling, assessment extensions, product sales
Step 3: Identify Patterns
Look for recurring issues:
- Specific providers with higher unbilled rates
- Certain service types consistently missed
- Time-of-day patterns (end-of-day rush)
Automated Solutions for Jane.app Clinics
Manual auditing isn't sustainable. Here's how to automate unbilled service detection:
Solution 1: Caretrics' Appointment Audit System
Caretrics automatically cross-references every completed appointment against its invoice:
- Checks: Service count, duration match, multi-provider handoffs
- Alerts: Flags suspicious appointments within 24 hours
- Recovery: Identifies unbilled services with 94% accuracy
Average Recovery: $2,400-$4,800/month for clinics with 250-400 monthly appointments
Solution 2: Jane.app Checkout Workflows
Customize your Jane.app checkout process to reduce unbilled services:
- Enable "Add Services at Checkout": Force front desk review before checkout
- Set Duration Alerts: Notify staff when appointment duration exceeds booked time
- Multi-Provider Flags: Require manual confirmation for appointments involving 2+ providers
Solution 3: Provider Performance Dashboards
Track unbilled service rates by provider to identify training opportunities:
- Green Zone: <5% unbilled rate (well-trained, consistent)
- Yellow Zone: 5-15% unbilled rate (needs process improvement)
- Red Zone: >15% unbilled rate (urgent intervention required)
Case Study: Human 2.0 Wellness
Challenge: Multi-disciplinary clinic (chiro + massage + naturopathy) was losing revenue on complex appointments
Discovery: Caretrics' audit revealed:
- 34% of massage add-ons unbilled
- 19% of extended appointments under-billed
- $2,850/month total revenue leak
Solution: Implemented automated appointment auditing + staff training
Results:
- Recovered $28,800 in first year
- Reduced unbilled rate from 23% to 4%
- Identified $12,000 in insurance claim failures (bonus finding)
Implementation Checklist
Ready to recover your unbilled services? Follow this 7-day plan:
Day 1-2: Run your baseline audit (see Step 1 above) Day 3: Calculate your monthly revenue leak Day 4: Implement Jane.app checkout workflow improvements Day 5: Train staff on new processes Day 6: Set up automated monitoring (Caretrics or custom solution) Day 7: Review first week's results and adjust
What to Do With Recovered Revenue
Once you're recovering $2,400+/month in unbilled services, here's how to leverage it:
- Reinvest in Staff: Use 30% for bonus pool or professional development
- Expand Services: Fund new treatment modalities or equipment
- Improve Patient Experience: Upgrade facilities or patient communication tools
- Build Cash Reserves: Save 3-6 months of operating expenses
Common Objections (Answered)
"Isn't this just nickel-and-diming patients?"
No. These are services you already provided and documented. Patients expect to be billed for services received. Not billing is actually unfair to patients who DO get billed correctly.
"My team is too busy to audit appointments."
That's exactly why automation exists. Caretrics' system takes 2 minutes per day of staff time (just reviewing flagged appointments) and recovers an average of $2,400/month.
"What if Jane.app fixes this in a future update?"
Jane.app is focused on practice management, not revenue optimization. Their roadmap doesn't include proactive unbilled service detection. You need a third-party solution.
Next Steps
The average Jane.app clinic has $28,728 in unbilled services sitting in completed appointments right now. Every month you wait costs you another $2,400.
Start with a 30-day audit to quantify your specific leak, then implement automated tracking to prevent future losses.
This guide is part of Caretrics' Revenue Optimization Library. Subscribe to our newsletter for more strategies to maximize clinic revenue.
