Overview
Every provider in the Rula network can edit settings related to practice management to help us match you with the right client populations whose presenting issues match your expertise.
Practice management settings are found in different areas of the Rula provider portal, and all factor into your scheduling, the type of clients you see, and where your sessions take place.
Practice management settings include:
→ Schedule settings
- Accepting new clients vs. paused status
- Calendar availability
- Current caseload
- Weekly new client limit
You can view and update these settings from the Home tab. To update your recurring calendar availability, go to the Schedule tab.
→ Client preferences
- Therapy type
- Ages you support
- Employee Assistance Programs referrals
You can update your client preferences from the Profile tab.
→ Practice details
- Accepting new clients vs. paused status
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Practice location (telehealth and in-person)
- If eligible, you can opt into seeing clients in-person and add the address of your office location.
- You can add additional states for telehealth if you hold multiple licenses and practice in more than one state. You can also pause/unpause seeing clients by state.
You can update your practice details from the Profile tab.
Client preferences and clinical expertise directly inform the matching process and can result in a high volume of clients from any particular population or condition.
- Example: If you tell Rula that you’re willing to treat minors, specialize in trauma, and have capacity for 5 new clients, it's possible that 4–5 of those new clients will be minors dealing with trauma.
Definitions
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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.
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If you practice in multiple states with Rula, you can also pause accepting clients for a specific state.
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Calendar availability: The specific days, times, and number of slots you are available to receive new clients
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Example: You are available weekly Monday - Wednesday, 8:00 am - 12:00 pm
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Example: You are available weekly Monday - Wednesday, 8:00 am - 12:00 pm
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Calendar slots: Appointment slots that you have set to see clients.
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Example: You have 12 one-hour calendar slots weekly, Monday - Wednesday, 8:00 am - 12:00 pm
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Example: You have 12 one-hour calendar slots weekly, Monday - Wednesday, 8:00 am - 12:00 pm
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Current caseload: The number of active clients on your client roster that have a future appointment scheduled with you.
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Example: You have 15 clients on your active client roster. However, only 12 of them have a future appointment scheduled with you. That means that your current caseload is 12.
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Example: You have 15 clients on your active client roster. However, only 12 of them have a future appointment scheduled with you. That means that your current caseload is 12.
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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 20 new clients a week.
How your settings work together (Example)
Below is a snapshot of a provider's Home page in the Rula provider portal.
From here, we can see that this provider:
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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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