Managing your practice settings in the provider portal

Overview

Every provider in the Rula network has access to practice management settings to help us match you with the right client populations whose presenting issues match your expertise.

Practice management settings include:

    • Schedule settings
      • Accepting new clients vs. paused status
      • Calendar availability
      • Desired caseload
      • Weekly new client limit
    • Practice management
      • Client populations (adults, minors, couples therapy, family therapy, etc)
      • Clinical specializations (e.g. grief, eating disorders, anger management)

 

These settings can be updated at any time to fit your needs.

Though not guaranteed, client populations and clinical specializations directly inform the matching process and can result in a high volume of clients from any particular population or condition.

Every provider in the Rula network has access to practice management settings to help us best match you with the client populations whose presenting issues match your expertise.


For example: If you tell Rula that you’re willing to treat minors, that you specialize in trauma, and have capacity for 5 new clients, it is possible that 4 or all 5 of those new clients will be minors dealing with trauma.

Video Overview

 

 

Definitions

  • Accepting new clients [paused/unpaused]: Status indicator for whether or not you want to be receiving new clients.
    • Example: If you are on vacation, you can pause yourself from receiving new clients and unpause yourself when you return.
  • Calendar availability: The specific days, times, and number of slots you are available to receive new clients
    • Example: You are available weekly Monday - Wednesday, 8:00 am - 12:00 pm
  • Calendar slots: Appointment slots that you have set to see clients.
    • Example: You have 12 one-hour calendar slots weekly, Monday - Wednesday, 8:00 am - 12:00 pm
  • Current caseload: The number of active Rula clients on your client roster.
    • Example: You have 15 clients that you have recurring appointments set with.
  • Desired caseload: The maximum number of simultaneous clients you want with Rula.
    • Example: You only want 30 unique clients with Rula at any given time.
  • New client capacity: The difference between your current caseload and your desired caseload.
    • Example: You have a desired caseload of 30 and a current caseload of 20. Your new client capacity is then 10.
  • Weekly new client limit: The maximum number of new clients you’d want Rula to schedule for you in any given week.
    • Example: You are open to receiving a maximum of 5 new clients a week until you reach your desired caseload.

 

How your settings work together (Example)

Below is a snapshot of a provider's practice page in the Rula provider portal.

Screenshot

From here, we can see that this provider:

  • Is accepting new clients
Screenshot
  • Has a New client capacity of 7
    • Desired caseload (30) minus her current caseload (23)
Screenshot
  • Has a weekly new client limit of 5
Screenshot

 

Based on those settings, the portal calculates and displays the following:

  • Accepting new clients status
Screenshot
  • Displays the number of new clients Rula is looking for.
  • This number is the weekly new client limit minus the number of new clients already scheduled for the current week.
    • In this example, the weekly new client limit is 5, and there is already 1 new client scheduled for the current week. So we will look for 4 new clients.
Screenshot
  • Displays the number of new clients Rula will look for next week, considering your calendar availability.
    • In this example, the new client capacity is 7. But since she only has 3 open calendar slots next week, Rula will only look for 3 clients.
Screenshot

 

Note on availability

While availability is primarily for new client appointments, your existing clients can reschedule single sessions directly from their patient portal. These rescheduled sessions will use your existing availability.

If you prefer that your client reschedule with you directly, tell them to contact you via email, phone, or Portal messaging for schedule changes.

 

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