Managing your availability in the Rula provider portal

This article covers how to manage your availability within your calendar in the Rula provider portal. From the Schedule tab, you can:

What availability is used for

Rula scheduling 

Our team schedules initial visits and the first 4 follow-up visits for you, and we only schedule these on recurring days and times when you’ve indicated you are available to receive new clients.

Your scheduling

You can choose to schedule other follow-up appointments with existing clients during your selected availability slots, or in any open white space on your calendar at a time that works best for you. You can also update the date/time for the first 4 initial follow-ups if there’s a scheduling conflict.

Patient scheduling

Existing clients can schedule/reschedule appointments with you directly from their Rula patient portal during your available times. If you prefer that your client reschedule with you directly, ask them to contact you via email, phone, or portal messaging for schedule changes.

  • Reminder: Appointments can be booked 25 hours before the start of the session—we recommend keeping your availability up to date and continuing to monitor your calendars closely for new, upcoming appointments.

How to add, edit, or remove availability on your schedule

The steps below are for updating your recurring availability, and should reflect any time you're available to see clients. 

  • Only need temporary or one-off schedule adjustments? You can create a block over any time slots that you will not be available for things like personal appointments, vacation, or other irregular schedule conflicts. You can also update your new client intake settings to temporarily pause accepting new clients. 

Follow the steps below to update your recurring availability on your Rula calendar.

  1. Log into the Rula provider portal.
  2. Stay on the Schedule tab.
  3. Click the Manage Availability button in the top right-hand corner.
  4. The availability editor will open a sidebar.
    • Important: Any existing appointments and calendar blocks will override the availability you set here—these will remain on your schedule.
  5. From here, you can add, edit, or remove your availability using the additional steps below.

Add availability

  1. Click the plus (+) icon next to the day and time slot you would like to add availability to. 
    • You can add more than one slot of availability for each day.
  2. Select the time slots for each day that you are available to see clients via telehealth, in-person, or any location. 
    • You can adjust your availability in 30-minute increments.
    • You can add a continuous length of time (e.g. 9:00 AM – 3:30 PM), or individual time slots (e.g. 9:00 AM – 10:00 AM, and another entry for 12:30 AM – 3:30 PM). 
  3. When you’re satisfied with your selections, click Save.
    • This can take a few seconds as the portal updates all availability in the future. 
  4. You’ll see a pop-up notification that your availability has been updated.

Edit availability: Time adjustments or client type

  • Instead of fully adding/removing availability slots, you can choose to edit the times of the slots you already have set up by clicking into the dropdown for the start/end time and selecting a new time. 
    • This works well if you need to make a simple tweak to reduce or extend an availability window on a recurring basis.
  • If you need to adjust a time slot to only be for a certain location (telehealth, in-person, or any location), you can make that change by clicking the dropdown and changing your selection.
    • If you only set availability for in-person appointments, your profile may show that you're not accepting new clients—this is expected! 
    • New clients are not able to book initial in-person appointments themselves, and should be directed to contact Rula Support to help complete intake forms and book their initial appointment. 

Remove availability

To block off time for irregular schedule conflicts (personal appointments, vacation, etc.), create a block over any time slots that you will not be available. To fully remove available time slots from your recurring schedule, follow the steps below.

  1. Click the minus (–) icon next to the date and time slot you would like to remove availability from.
    • This will remove that entire time slot of availability from your schedule on a recurring basis. New patients appointments and existing patients scheduling/rescheduling with you will not be possible during that time moving forward.
  2. When you’re satisfied with your selections, click Save.
  3. You will see a pop-up notification that your availability has been updated.

 

Updated

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