Bringing your clients over to Rula

This article includes a video and step-by-step instructions for bringing your existing clients to Rula. It reviews in detail how you can bring clients over by using the Therapist-Initiated Process or the Client-Initiated Process. Each process requires a form to complete, which is located in the article.

Video Demonstration 

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.

This Video reviews the process of transferring clients to Rula and how to use the referral form.

 

The two ways you can bring your existing clients to Rula:

  • Therapist-Initiated Process (Recommended for transitioning <5 patients)
    • In this process, you’ll fill out this form on behalf of your client to book their appointment. 
  • Client-Initiated Process (Recommended for transitioning 5+ patients)
    • In this process, you'll send this form to the client to fill out that will connect them directly to you to book their appointment.

For transitions involving fewer than 5 clients, we recommend you complete the form on the client's behalf. This approach streamlines scheduling for you by eliminating administrative steps for the client. It also enables you to directly manage appointments.

When bringing over more than 5 clients, sending clients a direct link to submit forms themselves can save you time. This may better allow you to focus on integration and care rather than paperwork.

Note that 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 this Kaiser New Intake Form instead of the forms listed in the therapist or client-initiated process. 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.

Therapist Initiated Process

  1. Connect with the client to agree on a date and time for your next appointment. 
    • This is a very important step because you'll input this appointment information into the form to book the appointment with the client. Note: you can adjust this appointment time after setting it, so a placeholder is okay! 
  2. Inform the client that they’ll be receiving an email after you submit the form to complete registration forms. These forms must be completed within 24 hours to confirm the appointment!
    • 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.
  3. Submit this form on behalf of your client
  4. We will send an email to the client directing them to complete the registration forms to confirm the appointment. 
  5. 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! 

Important Note: 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.

 

Client-Initiated Process

  1. Connect with the client to agree on a date and time for your next appointment.
    • This is a very important step because it will allow these clients to schedule on your calendar, even if you are not accepting new clients at this time. Otherwise, the client will not be able to schedule an appointment with you.
  2. Copy this link to send to the client. 
  3. Within the form, instruct the client to enter the following:
    • Select the predetermined appointment time in the form
    • Reply YES to “Are you coming to Rula to book with a specific therapist you already see or wish to start seeing?” and enter your name

      Screen

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