Elements Medical Spa · Windsor, ON

Jane App — Return Visit Reminders Setup Guide

For: Front desk & admin staff
Plan required: Thrive (auto) or Practice (manual)
Updated: April 2026
💡 This guide walks you through setting up Return Visit Reminders in Jane for six treatments at Elements Medical Spa. Do this at the end of every appointment, before the patient leaves. It takes less than 2 minutes per patient and ensures no one falls through the cracks.
Quick reference — reminder intervals by treatment
Treatment Next visit in Send reminder Mode Notes
Botox 90 days (3 months) 75 days after treatment Auto email Standard neuromodulator cycle
RF Microneedling 42 days (6 weeks) 35 days after treatment Auto email Series of 3; note session number in reminder
CO₂ Laser 365 days (1 year) 330 days after treatment Auto email Annual resurfacing; add 3-month skincare check-in separately
Rosacea Laser 60 days (2 months) 45 days after treatment Auto email Varies; adjust if Dr. Mehta specifies longer interval
Laser Genesis 30 days (1 month) 21 days after treatment Auto email Series of 4–6; stack all reminders from first appointment
Dermal Fillers 270 days (9 months) 240 days after treatment Auto email HA fillers; Radiesse/Sculptra may vary — confirm with Dr. Mehta

Before you start — one-time setup by your admin

Treatment 1 of 6

Botox

Standard neuromodulator — rebooking every 3 months keeps patients on schedule and prevents lapsing.

Botox Next visit in 90 days · Reminder sent at 75 days
1
Open the appointment in Jane's schedule
While the patient is checking out, click on their appointment in the schedule (today's date). The appointment panel will open on the right side of your screen.
2
Scroll down to "Return Visit Reminders" in the panel
In the appointment panel on the right, scroll down until you see the Return Visit Reminders section. Click Add Return Visit Reminder.
3
Set the Suggested Date
This is the date the patient should come back — not when the reminder sends. Count 90 days from today's appointment date and enter that date in the Suggested Date field.
If treated April 26 → Suggested Date = July 25 You can type the date or use the calendar picker
4
Set the Reminder Date
This is when Jane sends the email to the patient nudging them to book. Set this to 75 days from today (15 days before their suggested return date — gives them time to book ahead).
If treated April 26 → Reminder Date = July 10
Tip: Always set the Reminder Date earlier than the Suggested Date so the patient has time to schedule before their ideal return window passes.
5
Set the Treatment and Staff Member
In the reminder fields, select:
Treatment: Botox (or the specific service they received) Staff member: Dr. Rashi Mehta Location: Elements Medical Spa
6
Set "Remind By" to Email (Auto)
In the Remind By dropdown, select Email (Auto). Jane will automatically email the patient at 7am on the Reminder Date — only if they have no future appointment booked.
On Practice plan only: select Email (Manual) instead. You will need to send it yourself from the reminders list on that day.
7
Save the reminder
Click Save. The reminder will appear in the appointment panel. You're done — the patient will be automatically contacted when the time comes, and only if they haven't already booked.
Treatment 2 of 6

RF Microneedling

Typically done as a series of 3 sessions, 6 weeks apart. You can add all three reminders at once from the same appointment panel.

RF Microneedling Next visit in 42 days · Reminder sent at 35 days
1
Open the appointment panel in the schedule
Click on the patient's appointment. The panel opens on the right. Scroll down to Return Visit Reminders.
2
Click "Add Return Visit Reminder" — add Session 2 first
Suggested Date: 42 days from today Reminder Date: 35 days from today Treatment: RF Microneedling Remind By: Email (Auto)
Tip: You can add a note in the reminder such as "Session 2 of 3" so the patient knows where they are in their series. Check with Dr. Mehta on whether to include this in the email subject.
3
Click "Add Return Visit Reminder" again — add Session 3
Jane allows multiple reminders per appointment. Add a second reminder for the third session:
Suggested Date: 84 days from today (42 × 2) Reminder Date: 77 days from today Treatment: RF Microneedling Remind By: Email (Auto)
4
Save both reminders
Both will appear in the appointment panel. Jane will automatically cancel any reminder if the patient has already booked that session — so there is no double-sending risk.
Treatment 3 of 6

CO₂ Laser Resurfacing

Annual treatment. Set a rebooking reminder for 11 months out. Optionally also set a 3-month skincare check-in reminder (non-appointment, informational).

CO₂ Laser Next visit in 12 months · Reminder sent at 11 months (330 days)
1
Open the appointment panel
Click the patient's CO₂ appointment in the schedule. Scroll to Return Visit Reminders.
2
Add the annual rebooking reminder
Suggested Date: 365 days from today Reminder Date: 330 days from today (about 11 months) Treatment: CO₂ Laser Resurfacing Staff: Dr. Rashi Mehta Remind By: Email (Auto)
3
(Optional) Add a 3-month skincare check-in reminder
Click Add Return Visit Reminder again to add a second, earlier reminder for the skincare consultation — this is the appointment where Dr. Mehta reviews healing and adjusts the patient's medical-grade skincare regimen.
Suggested Date: 90 days from today Reminder Date: 80 days from today Treatment: Skincare Consultation (or closest match) Remind By: Email (Auto)
Tip: Check with Dr. Mehta whether she wants this 3-month check-in as a formal appointment or just a Mailchimp email. If it's Mailchimp, skip this step — it will be handled in the email sequence instead.
4
Save and confirm
Save both reminders. The annual reminder will appear in the Return Visit Reminders report under Reports so you can track all outstanding CO₂ patients who haven't rebooked.
Treatment 4 of 6

Rosacea Laser

Interval varies by patient severity — default to every 2 months for maintenance, but always confirm with Dr. Mehta at checkout if the interval should differ.

Rosacea Laser Next visit in 60 days (default) · Reminder sent at 45 days
1
Confirm the return interval with Dr. Mehta before the patient leaves
Rosacea laser intervals can range from 4–12 weeks depending on the patient's skin response. Before setting the reminder, quickly confirm: "Dr. Mehta, should [patient name] come back in 6 weeks, 8 weeks, or 12 weeks?"
2
Open the appointment panel and add the return visit reminder
Using the interval confirmed by Dr. Mehta (default: 60 days):
Suggested Date: [confirmed interval] days from today Reminder Date: 15 days before the Suggested Date Treatment: Rosacea Laser or Vascular Laser Staff: Dr. Rashi Mehta Remind By: Email (Auto)
3
Note the interval used in the reminder or patient chart
Rosacea patients often ask "when should I come back?" on the phone. Recording the agreed interval means any staff member can answer confidently.
Tip: If Dr. Mehta said the patient needs a longer break (e.g. the skin was more reactive), note this in the patient's chart under "Next treatment notes" so the reminder context makes sense when it arrives.
4
Save and confirm with the patient verbally
Tell the patient: "We'll send you a reminder in about [X] weeks to book your next session — you'll get an email with a link to book online." This sets expectations so they're not surprised by the email.
Treatment 5 of 6

Laser Genesis

A series treatment — typically 4 to 6 monthly sessions for optimal results. Stack all the reminders from the very first appointment so your team never has to remember to set them again.

Laser Genesis Next visit in 30 days · Reminder sent at 21 days
1
Open the appointment panel for today's session
Click on the patient's Laser Genesis appointment in the schedule. Scroll down to Return Visit Reminders in the right-hand panel.
2
Confirm with Dr. Mehta how many sessions the patient needs
Before setting reminders, quickly ask: "Is this patient doing the 4-session or 6-session series?" This determines how many reminders to stack.
4-session series: stack 3 more reminders (sessions 2, 3, 4) 6-session series: stack 5 more reminders (sessions 2 through 6)
3
Add a reminder for each remaining session
Click Add Return Visit Reminder once per remaining session. For a 4-session series starting today:
Session 2 → Suggested Date: 30 days · Reminder Date: 21 days Session 3 → Suggested Date: 60 days · Reminder Date: 51 days Session 4 → Suggested Date: 90 days · Reminder Date: 81 days
For each reminder, set Treatment to Laser Genesis, Staff to Dr. Rashi Mehta, Remind By to Email (Auto).
Tip: Stacking all reminders at session 1 saves time at every future visit. If the patient books their next session at checkout today, Jane will automatically skip that reminder — no harm done.
4
Add a maintenance reminder after the series completes
After the final series session, Laser Genesis patients benefit from 1–2 maintenance sessions per year. Add one final reminder:
Suggested Date: 180 days after final session Reminder Date: 165 days after final session Treatment: Laser Genesis Remind By: Email (Auto)
5
Save all reminders and confirm with patient verbally
Tell the patient: "We'll send you a reminder each month when it's time to book your next session — you'll receive an email with a link to book online."
Treatment 6 of 6

Dermal Fillers

Interval varies by product. HA fillers (Juvéderm, Restylane) typically last 9–12 months. Radiesse lasts 12–18 months. Sculptra is handled separately as a series — follow the Sculptra protocol for that product. Always confirm with Dr. Mehta at checkout.

Dermal Fillers HA fillers: 270 days · Radiesse: 365 days · Reminder 30 days before
1
Confirm the product used with Dr. Mehta before the patient leaves
The rebooking interval depends on which filler was injected. Ask Dr. Mehta: "Was this an HA filler, Radiesse, or Sculptra?"
HA filler (Juvéderm / Restylane) → use 270-day interval Radiesse → use 365-day interval Sculptra → follow the Sculptra series protocol (not this guide)
2
Open the appointment panel and add the return visit reminder
Click Add Return Visit Reminder. Fill in the fields based on the product confirmed:
HA filler → Suggested Date: 270 days · Reminder Date: 240 days Radiesse → Suggested Date: 365 days · Reminder Date: 335 days Treatment: Dermal Fillers or specific product name Staff: Dr. Rashi Mehta Remind By: Email (Auto)
3
Add a 2-week check-in reminder (optional but recommended)
Dr. Mehta may want a 2-week post-filler check-in, particularly for new patients or complex treatment areas. If so, add a second reminder:
Suggested Date: 14 days from today Reminder Date: 10 days from today Treatment: Filler Follow-Up or Complimentary Check-In Remind By: Email (Auto)
Tip: Ask Dr. Mehta at checkout: "Does this patient need a 2-week check-in?" It takes 5 seconds to ask and saves a phone call later if the patient has questions about swelling or asymmetry.
4
Save and note the product in the patient chart
Save all reminders. In the patient's Jane chart, note which filler product and area was treated (e.g. "Juvéderm Voluma — cheeks") so any staff member can reference it when the patient calls ahead of their rebooking. This also helps Dr. Mehta review before the next appointment.
5
Confirm with the patient verbally
Tell the patient: "We'll send you a reminder in about [8 or 11] months when it's time to top up — you'll get an email with a link to book online with Dr. Mehta."
Do not promise a specific number of months unless you have confirmed the product with Dr. Mehta — filler longevity varies by area and individual metabolism.

Daily reminders checklist for front desk