S9 EP08 Your Software Is Costing You Time and Money (Switch Without the Chaos)

In this episode, Katie is joined by Tom from the Jane UK team to talk about one of the biggest operational decisions clinic owners face: switching software. They unpack why changing systems feels so overwhelming, even when the new option is clearly better on paper, and why the real issue is not the software itself, it is the lack of time, headspace, and project planning most busy clinics have available.

Katie and Tom explain that switching software needs to be treated like a proper business project, not a quick decision made on a whim. They discuss why many clinics only move part of their workflow across (like scheduling) and keep other parts elsewhere (like notes), and how that creates friction, workarounds, and admin overload. Tom shares a simple question to help you assess whether your current system is still fit for purpose: are you working with your software, or are you constantly working around it?

They also dive into where software can create the biggest return on investment for clinic owners, especially when admin time and burnout are rising across teams. Tom introduces Jane’s AI Scribe feature for note-taking, how it works inside the charting area, and the safeguards that keep practitioners in control of what gets saved to the record. They cover the importance of thinking ahead to where your clinic is going in 6 to 12 months, and choosing systems that can support growth and complexity, rather than just patching today’s problems.

Main Topics Covered:

Why switching clinic software feels so hard, even when it is the right move.Why software is no longer a “nice to have” and has become a core part of clinic operations.Why changing systems should be treated as a project, not a whim.The hidden cost of only moving part of your workflow (online schedule but paper notes).How to give new software a fair test by moving more of your workflow into one place.A simple audit question: are you working with your software, or working around it?Why workarounds increase as your clinic grows rooms, services, team size, and complexity.How to think about switching decisions based on where you want to be in 6 to 12 months.Why clinic owners get stuck when they feel they need to know “the how” before they start.Why your software should grow with your clinic, not stay fixed while your business evolves.How small time savings compound into reduced burnout and more capacity.The biggest time saving buckets in clinic software: online booking, note-taking, and payments.How online booking and patient portals reduce admin load and protect policies (like payment rules).How payment workflows and reconciliation reduce cognitive load and time drift across the day.What AI Scribe is, how it transcribes then summarises, and why the practitioner stays in control.How prompts and templates shape the note output so it matches your style.Why better draft notes can improve note quality and reduce end-of-day admin backlog.Regulation and safety: the “human in the loop” approach and why it matters for clinical records.Why ROI is easiest to measure in time blocks and outcomes, not in abstract “AI” hype.Katie’s key takeaway: step back from the detail, decide where you want to be in six months, then work backwards with the right support.

Book a Demo > https://meetings.jane.app/meetings/jane-app-uk/uk-demo Contact > support@janeapp.com AI Scribe specific Demo > https://meetings.jane.app/meetings/jane-app-uk/ai-scribe-demo-uk- AI Scribe Guide > https://jane.app/guide/ai-scribe-for-the-uk-faq

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