Note: This article is for internal use at Ruh and can't be shared externally.
If you are Registered Psychotherapist (Qualifying) and just wrote your College of Registered Psychotherapists of Ontario (CRPO) exam, congrats! You are on your way to drop the Q and become an RP (without independent practice).
To begin, feel free to download the Appointments report. The Appointments report enables you to download details and records of appointments scheduled within the platform. We will use this report to reconcile client appointments by appointment type, status, and more to calculate your Direct Client Contact (DCC) hours.
Accessing the Appointments Report
From your Ruh Care Dashboard, navigate to Reports > Appointments Report > Select the Date Range > Click the 'Download Report' button (top right) > Generated Reports
This will automatically generate the report within your Ruh Care Documents Library as a CSV file within the Generated Reports folder. You may open it directly from your computer, rename the file, relocate the file within your library, or even delete the file.
Fields that are included in this report:
Appointment date
Appointment type
Client name
Client unique Ruh Care ID number
Client status (active or archived)
Client date of birth (if documented)
Client primary insurance (if documented)
Client phone number
Provider client booked an appointment with
The person who booked the appointment (ie. the therapist, another member of Ruh, or your client)
Appointment status (occurred, canceled, no-show, rescheduled)
Client attendance for group appointments (yes or no, if documented by the provider)
Scheduled length of time for appointment
Actual duration of appointment
Contact type (video call, phone)
Reason that client booked the appointment
Notes (any added notes by the provider within the appointment details)
Whether a chart note was written (yes or no)
Client's group
Client Tags
Client's diagnosis code (if provider has documented one)
Time the appointment was scheduled
Referring provider name and contact details (if provided)
Charting Note "Locked" status (Yes/No)
Using the DCC Tracker to Calculate DCC Hours
To make tracking your DCC hours easier, we've created a semi-automated tracker template that pulls data directly from your Appointments Report and calculates your hours for you.
How to Use the DCC & Supervision Hours Tracker
Make a copy of the Direct Client Contact (DCC) & Supervision Hours Tracker Google Sheet.
Open your Appointments Report CSV file and press Ctrl/Cmd + A to select all the data, then Ctrl/Cmd + C to copy it.
In the DCC & Supervision Hours Tracker, go to the "Paste Appointments Report Here" tab. Click on cell A1, then press Ctrl/Cmd + V to paste your data.
Your DCC hours will be calculated automatically in the "DCC Tracker" tab, based on CRPO guidelines.
To track your Supervision Hours, simply clear the example in the "Supervision Tracker" tab and manually input your supervision sessions.
How DCC Hours Are Calculated (Based on CRPO Guidelines)
As per CRPO, a standard 45 or 50 minute session qualifies as one hour of DCC.
Free Intro Calls: We count 3 Free Intro Calls = 45 mins = 1 DCC hour.
Therapy Sessions: Each 45-50 min therapy session counts as 1 DCC hour.
Extended Therapy Sessions (80 mins): These are converted into 1-hour equivalents, rounded to the nearest whole number.
Example: 10 extended therapy sessions × 80 mins / 60 mins = 13.33 → 13 DCC hours.
Quick tips
Use the report to analyze appointment trends and client activity.
Customize the date range to fit your analysis needs.