At Ruh Care, appointment statuses aren’t just labels, they help make sure billing, invoices, financial assistance, and reporting all flow smoothly. That’s why it’s important to update the appointment status right after each session.
When statuses aren’t set, clients may experience delays in receiving invoices or insurance paperwork, and our team won’t know how to process the session. Setting the status takes just a moment, and it ensures everything stays accurate and timely for both you and your client.
How to Update an Appointment Status
Open your calendar in Ruh Care.
Click on the appointment you want to update.
From the Status dropdown, choose the correct status:
Occurred
Late Cancellation
Cancelled
No Show
Rescheduled
Click Save changes to apply the change.
Appointment Statuses Explained
Here’s a breakdown of each status and when to use it:
1. Occurred ✅
The session took place.
Automatically bills the client for the full session fee 48 hours after the status is set.
Use this for every completed session.
2. Late Cancellation ⚠️
The client cancels, reschedules, or no-shows within 48 hours of the session and you'd like to charge the client. Think of this as the “late fees” status.
Considered chargeable under Ruh Care’s 48-hour cancellation policy.
The client is billed the full session fee.
Use this when the cancellation policy applies.
3. Cancelled ❌
The session was cancelled, but you’ve chosen not to charge the client.
Use this if you’re waiving the cancellation fee at your discretion (for example, in the case of a family emergency).
No billing occurs.
4. No Show 🚫
The client was a no show, and you’re choosing not to charge.
Use this if you want to waive the fee even though policy allows you to charge.
No billing occurs.
5. Rescheduled 🔄
The session was moved to a new time, and you’re choosing not to charge.
The original appointment is marked as rescheduled for accurate tracking.
No billing occurs.
Billable vs Non-Billable Statuses
Billable (provider is paid): Occurred, Late Cancellation
Non-billable (provider is not paid): Cancelled, No Show, Rescheduled
Tip: If a client cancels, reschedules, or no-shows within 48 hours but you decide to waive the fee, select Cancelled, No Show, or Rescheduled. In this case, the client will not be billed, and you will not receive payment for that session.
Best Practices
Always update immediately: Set the appointment status right after the session.
Be consistent: Apply Late Cancellation whenever the 48-hour policy applies.
Use discretion wisely and sparingly: If you choose to waive fees, set the appointment to a non-billable status so records stay accurate. While flexibility is sometimes necessary, it’s also important to maintain healthy and respectful boundaries around your time. Enforcing the 48-hour policy helps reinforce these boundaries, protects your schedule, and sets clear expectations for clients.