[Beta] Completing a missed appointment note in the Rula provider portal

We’re currently testing our new clinical documentation feature with a small group of therapists in the Rula provider portal. We can't wait to roll it out to everyone soon! If you’re not part of the beta group right now, don’t worry – we’ll keep you posted and let you know as soon as it’s available for you. Thanks for your understanding and patience as we work to bring this exciting update to you!


Missed appointment notes are used to document if and when clients miss appointments. They are required in order to charge a client for a no-show or late cancellation. This article provides a step-by-step guide on how to complete a missed appointment note. 

When to use missed appointment notes

Therapists should complete a missed appointment note in the Rula provider portal any time a client misses an appointment.

A missed appointment is an appointment where a client either:

  • Cancels the appointment with less than 24 hours' notice
  • Arrives more than 15 minutes late
  • Does not show up for the appointment

A missed appointment note is not required for appointments canceled more than 24 hours ahead.

A signed missed appointment note must be completed in order to be paid for a missed session.  You can view Rula's Late Cancel and No-Show Policy here. 

Note: If the no-show is for an intake appointment, make sure to cancel the recurring appointments that are automatically set up. Reach out to the client to reschedule their intake appointment.


Guided Steps

Missed appointment notes are created through the Schedule tab when canceling an appointment. They only become available after the session should have occurred.

To create a missed appointment note:

  1. Log into the provider portal
  2. Find and click on the appointment you want to cancel.
  3. Click the 3 dots then Appointment did not happen
  4. Select the reason for canceling from the drop down
    • Teleconferencing did not work
    • Client did not attend appointment
    • I did not attend appointment
  5. Fill out the note template
    • The cancel reason selected when canceling the appointment will not determine if the client is charged or the therapist is paid.
    • Make sure to select Yes under Charge client if appropriate.
  6. Once complete, click Sign note.
  7. Confirm your electronic signature, then click Sign and submit note

Once the note is submitted, it cannot be edited. The signed note will generate a charge and be billed to your client. No further action is needed.


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