Rescheduling appointments in the Rula provider portal

This article provides a step-by-step guide for editing and rescheduling appointments in the Rula provider portal. This includes confirmed but yet-to-occur initial appointments, follow-up appointments, and past appointments. 

Note: You cannot reschedule pending initial appointments for new clients while Rula is in the process of confirming them for you. To reschedule a pending initial appointment, use the AI search bar on this page and request a live Service Team member.

Guided Steps

Rescheduling Initial Appointments

Note: You cannot reschedule pending initial appointments for new clients while Rula is confirming them for you. To reschedule a pending initial appointment, use the AI search bar on this page and request a live Service Team member.

To edit or reschedule a confirmed initial appointment:

1. Log in to the Rula provider portal.
2. Click on the Schedule tab.
3. Click on the appointment you wish to reschedule. Remember: You can only edit future appointments.
4. Click on the three dots in the top corner for more options.
5. Select Reschedule
   
   • To edit the date of an appointment, click the calendar icon.
   • To edit the time of an appointment, click the drop-down menu and select a new time.
   • Selecting Send a message takes you to the Messages tab, where you can communicate with the patient. This takes you out of the rescheduling flow.
   • Selecting This appointment only reschedules the initial appointment.
   • Selecting This and following appointments reschedules the initial appointment and default repeat bookings.
     • Selecting bi-weekly transforms the default repeat bookings from weekly to bi-weekly appointments in the new date/time.
6. Click Save to confirm the rescheduled appointment.
7. A pop-up message will appear. Click Yes to confirm that you would like to reschedule the appointment(s).
8. After you click Yes, you'll see a confirmation message that the appointment(s) has been rescheduled.
   • Both you and the client will receive an email confirming the change.
   • Therapists do not receive email reminders regarding their appointments. Rula suggests therapists routinely log into the provider portal, check their schedules, and utilize their personal calendars to set reminders.

Rescheduling Follow-up Appointments

To edit or reschedule a single follow-up appointment:

1. Log into the Rula provider portal.
2. Stay on the Schedule tab.
3. Click on the appointment you wish to edit. Remember: You can only edit future appointments.
4. Click on the three dots in the top corner for more options.
5. Select Reschedule.
6. To edit the date of an appointment, click the calendar icon.
7. To edit the time of an appointment, click the drop-down menu and select a new time.
8. Click Save to confirm the rescheduled appointment.
9. A pop-up message will appear. Click Yes to confirm that you would like to reschedule the appointment.
10. After you click Yes, you'll see a confirmation message that the appointment has been rescheduled.
    • Both you and the client will receive an email confirming the change.
    • Therapists do not receive email reminders regarding their appointments. Rula suggests therapists routinely log into the provider portal, check their schedules, and utilize their personal calendars to set reminders.

To edit or reschedule recurring appointments

1. Follow steps 1-7 for single appointments.
2. Under the start time section, click the radio button next to This appointment and following appointments and then click Save.
    

About recurring appointments

Rula will automatically book four recurring follow-up appointments on the same day and time as the initial appointment for new clients. These recurring follow-up appointments are only scheduled once the initial appointment is confirmed. The goal of recurring visits is to make it easier to establish a consistent rhythm early in the therapeutic relationship with clients and take some of the burdens of scheduling off your plate!

That said, you may adjust single appointments in the cadence of these sessions if you or your client prefers a different day of the week or timeframe.

Identifying recurring appointments

You can identify a recurring appointment by clicking on the appointment and reading the details box. Under the date and time, the frequency of repeats will be listed, and the length of the series will also be explained. For example, the appointment below repeats weekly every Wednesday until August 30, 2023.

Rescheduling past appointments

1. Log into the Rula provider portal
2. Click the Schedule tab
3. Click on the appointment you wish to reschedule.
   • Note: Past appointments that already have a signed note cannot be rescheduled or edited. 
4. Click on the three dots in the top corner or the appointment card for more options.
5. Select Reschedule Appointment
6. To edit the date of an appointment, click the calendar icon. 
   To edit the time of an appointment, click the drop-down menu and select a new time.
   • If a past date is selected, the disclaimer will appear notifying you that you are editing an appointment that was scheduled in the past.
7. Click Save to confirm the rescheduled appointment.
   • The patient will not receive an email notification about the appointment change.

A note on imported calendars

If you have imported a calendar to your Rula calendar, all events from that calendar will appear as blocks. If you need to edit one of these events, you need to go back to the external calendar (Google, Outlook, Apple, etc). 

Updated May 21, 2026 16:00