Bringing over existing clients to Rula

This article includes a video and step-by-step instructions for bringing your existing clients to Rula.

Video Demonstration 

This video reviews the process of transferring clients to Rula.

Note: We're now Rula! You may still hear Path in our videos from time to time and we appreciate your patience while we continue to update our content to align with our new name.

Bringing your clients to Rula

If you have an existing client you’d like to bring over to your Rula practice, follow these steps to do so. 

Step 1: Get ready to add an existing client.

Follow the below instructions to get ready to add an existing client to your Rula practice before completing the form.

1. Confirm you accept your client's insurance
   1. You can check the insurances you accept in the provider portal
   2. After submitting the form, Rula will complete a verification of benefits for the client and inform them of the estimated costs for their care before scheduling them with you.
2. Review your schedule
   1. Connect with the client to agree on a date and time for your first Rula appointment together. Be sure to check your schedule before agreeing on a time to ensure there are no conflicts.
3. Make sure your client is ready to register (see Client Actions for more details)
   1. Once you complete the form, we’ll email your client with a registration form to complete within 24 hours. 
   2. If the client does not complete the form in 24 hours, they’ll be sent a text that their appointment has been canceled and asked to resubmit their information to Rula.

Step 2: Submit the existing client form 

This form can be found in the provider portal: existing client form. To access the form from your portal, navigate to the Clients tab and then click “Add existing clients” to access the form.

• Once you submit the form, we will send an email to the client directing them to complete Rula's registration forms to confirm the appointment. If we need any additional information, our scheduling team will follow up directly.
• If you were working with this client previously, be sure to schedule all future appointments within the Rula provider portal for a streamlined billing process! 

Client Actions

Once you submit the existing client form a hold will be placed on your calendar and your client will receive an email with the patient registration form*. They will need to complete this form before you'll see them as an active client in your list.

Information required in the patient registration form:

• Patient consent form
• Personal information (contact details)
• Credit card information (payment method)
• Patient insurance information for Verification of Benefits
• Existing appointment date/time

Important Note: In addition to personal and insurance details, the patient must also enter an existing appointment date to guarantee the hold is booked on the provider's calendar (regardless of provider status/availability).

*The patient registration form is the only form they should fill out, and they must complete it in 24 hours to keep their appointment time.

Bringing over existing Kaiser clients

Please note that clients covered by Kaiser will use this Kaiser New Intake Form instead. View more information about the process for Kaiser here.

All clients covered by Kaiser will need to call Kaiser to get a referral and referral ID before scheduling an appointment with you. Once they’ve obtained their referral ID, they’ll use the above form. Clients will obtain their referral ID from one of the following numbers, depending on their location.

Southern California

Available Monday through Friday, 8 a.m. to 5:30 p.m.

1-833-579-4848 (TTY 711)

Hawaii

Available Monday through Friday, 8 a.m. to 5 p.m.:

• Oahu: 808-432-7600
• Neighbor Islands: 1-888-945-7600

Please check this article for more information about Kaiser.

Insurance Considerations

For the smoothest client experience, we recommend checking within the Rula provider portal to confirm which insurances you are credentialed with as credentialing timelines may vary. View credentialing and payer enrollment FAQs here. After submitting the form, Rula will complete a verification of benefits for the client and inform them of the estimated costs for their care before scheduling them with you.