You can access client charts in the provider portal by clicking the Clients tab on the left and selecting a client from your client roster to open their client chart.
Client charts in the provider portal are made up of the following sections:
- Overview
- Measures
- Notes & Documents
This article covers the Overview section. You can learn more about viewing your client's measures surveys and viewing notes and documents for your clients in our help center.
Please Note: New provider portal features are being tested with select providers, and your portal may look slightly different from what's shown in this article. If you can't find something described in this article, contact support@rula.com and we'll help you complete the task. You will be notified as new features become available to you!
Client information
Your client's demographic information is displayed at the top of the chart and will remain visible as you switch between the three sections of the client chart.
In addition to the client's personal/contact information, you can also access the following directly from the Overview section:
- Appointment history (including with other providers on their care team)
- A telehealth link for the next appointment
- If the client has filled out their pre-appointment survey
- Care team to view and message other providers with a mutual client
Appointment details
Appointment details in the Overview section display:
- Appointment date
- Appointment type
- Provider name
- Any of your notes linked to the appointment (including the note status)
Notes and statuses
Appointment details show the corresponding notes and note status, and you can view, start, and complete notes from here. Here's what each note status looks like in the portal:
Signed notes will show a Signed tag—you can click View progress note to see more.
Notes that have not been started will show a Start progress note button for you to start the new note.
Notes that have already been started will show an Incomplete tag—you can click Complete progress note to finish the in-progress note.
Notes for a client's appointment with a different provider on the their care team will show a No Note tag on the appointment card.
Upcoming appointment
Under this section on the right, you can see the patient's upcoming appointment details including the date, length, type, and location.
Care team
Under this section on the right, you can view and message other providers that are part of the client’s care team.
- Providers who have a future scheduled appointment with the client or have seen the client in the last 90 days are part of their current care team.
- Providers are considered a past provider if they have not seen the client in the last 90 days, or if the client canceled their initial appointment or rematched with a new Rula therapist 2+ weeks ago.
From here, you can:
- View another provider’s treatment plan for the client by clicking View plan.
- Contact another provider by clicking the Message button under the provider you need to reach out to, or click View all to pull up a full list of current and past providers, then click Message from there.
Learn more about messaging other providers in our help center.
Session Workspace
Session Workspace is a space in the Rula provider portal that brings together the client context and tools you may need to prepare for and complete an upcoming session.
When it's available
- Session Workspace appears 48 hours before the appointment.
- It stays accessible until you sign your note after the session.
- Once your required documentation is signed, the space closes. Your saved documentation remains in the client chart under Notes and documents.
How to open it
From your Homepage or schedule:
- Select the appointment.
- Select Open session workspace.
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Confirm the client and appointment in the header are correct.
What is in Session Workspace
Important: Not all listed features are available for all providers at this time. We will keep you notified as features become available to you.
Labeled Letter Feature Description A Start Video Session A button to launch the telehealth session. B Session Prep A segment to review latest notes, measures, client topics, and latest resources. C Clinical Note Contains the appointment's documentation. D Summary For Client A short, patient-facing recap of a therapy session that a provider can share with their patient. E Treatment Plan Quick access the client's treatment plan to review goals and progress while preparing for the session. F Safety Plan Quick access the client's safety plan so it is easy to reference before or during the session. G Risk Assessment Quick access to the client's risk assessment to see what may need attention. H Resource Library Gives therapists a set of ready-to-use exercises and educational articles to share with their patients. I Quick Links Shortcuts to other tools providers commonly use around the appointment.
Finding your documentation after the workspace closes
- Open the client chart.
- Select Notes and documents.
- Find your clinical note or session summary.
Troubleshooting the session workspace
- Can't find Session Workspace? It appears 48 hours before the appointment and closes once your documentation is signed.
- Can't find a signed note? Look in Notes and documents in the client chart.
- Don't see session topics or shared resources? These tools are rolling out gradually and may appear over time. This doesn't necessarily mean something is wrong.
Additional resources
- Viewing your client's measures surveys in the Rula provider portal - Detailed instructions on viewing measures for a client in the provider portal.
- Viewing notes and documents for your clients in the Rula provider portal - Detailed instructions on viewing notes and documents in the provider portal.
- Messaging clients and providers in the Rula provider portal – Detailed instructions for messaging clients and other providers in the provider portal.
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