Appointment time zones

This article emphasizes the importance of time zone awareness for therapists scheduling appointments across different states, including states that have multiple time zones. Specifically, this article covers how to:

• Navigate the complexities of scheduling in states with more than one time zone, using tools like Rula's provider portal.
• Ensure accurate scheduling to prevent misunderstandings and enhance client-therapist communication. 
• Resolve common questions and technical aspects of managing time zones on different devices.

The goal is to equip therapists to handle timezone-related challenges seamlessly.

Time zone awareness

To provide optimal care and avoid issues, it's essential for therapists to keep time zones in mind when booking appointments, even if located in the same state. 

If you are located in one of the below states with two time zones, you may have a client on your roster who lives in a different time zone than you do.

Scheduling in the provider portal

Rula's provider portal currently defaults to the time zone associated with your computer. 

When scheduling appointments and viewing appointment details, the displayed time may not always match the local time where your clients are located. You can find some helpful tips and Rula’s recommendations to avoid scheduling confusion below.

• For initial appointments: Client appointment email reminders will show in the default time zone of the state, with the time zone shown next to it. There's a chance the client operates in a different time zone, so encourage them to check the time zone in the confirmation email and subsequent reminders they receive.
• For follow-up appointments: To ensure accurate appointment scheduling and communication with your clients, we request therapists who schedule appointments with clients in the states listed above to confirm the time zone the client is in before scheduling future appointments. You can do this during your initial appointment with them!
• For therapist reminders: Therapists do not receive email reminders for their appointments. Rula suggests therapists routinely check their schedules in the provider portal and utilize their personal calendars to set reminders.

FAQs

1. How will I know which time zone I am in? 
   • Answer: Rula's provider portal currently defaults to the time zone associated with your computer. You can see the time zone in the provider portal on your calendar under the Schedule tab.
2. If I am in CT and my client is in MT time, how do I schedule?
   • Answer: On your schedule in the Rula Provider Portal, the time zone will show as CDT. When scheduling your client’s sessions, you'll want to let them know this and find a time that works for both of you. Please use time zones in any communications regarding appointments! Avoid simply saying "9:00" or "9:00 am." Here's an example email of what this could look like:
     
3. If I am traveling, do I need to adjust my time zone?
   • Answer: The portal reflects the time zone of your computer. If your computer has the setting to readjust to the time zone it's in, the appointments will reflect the time zone of the state you are in. 
     Example: If your time zone is usually in CT and you have a weekly appointment at noon CT on Tuesdays and then travel to the East Coast, your calendar will switch to ET and that appointment will show up at 1:00 pm ET now.
4. What will happen if a client or I do not show up to a session due to confusion regarding time zones? 
   • Answer: As our emails will clearly state the time zone for all appointments with clients, the no-show policy will be the same in these situations. If you have a client with questions about or looking for more information about canceling in less than 24 hours from their appointment start time, please have them use the AI search bar in the Patient Help Center to get assistance. They can request a live Service Team member at any time. If you believe you'll miss an appointment due to a time zone issue, please let your clients know directly. We encourage therapists to establish communication norms with their clients during all initial appointments.
5. What if I operate in multiple states that cover different time zones?
   • Answer: If you have multiple states for telehealth in Rula, this does not change the time zone you see in your Rula portal, which reflects the time zone of your computer. You can see your patient's time zone if they’re in another state from the appointment card within your schedule.

How to check your computer’s time zone

For PC:

• Go to Start > Settings > Time & language > Date & time.
• Make sure Set time automatically is set to on.
• Your time zone will be listed at the top.

For Mac:

• Go to System Settings.
• Search for Date and Time.
• Make sure Set time and date automatically is set to on.
• Your time zone will be listed at the bottom.

Updated March 02, 2026 16:31