After setting up your Ruh Care account, you are ready to start working with clients. This guide walks through client-facing features available to you through Ruh Care, as well as how you can add your clients to the platform.
1. Launch a Video Call Session
Launch a video call for your client(s). Ruh Care's HIPAA-compliant video call solution enables you to conduct both one-on-one and group virtual sessions. With Ruh Care's Video Call system, you can host video call sessions, conduct webinars and classes, record sessions, and hold meetings with multiple participants.
2. Share Documents with Clients
Ruh Care's Documents database is your repository of PDFs, Word Documents, Powerpoints, Ebooks, Images, and even videos (mp4s) that you'd like to store internally and share with your clients electronically. Documents can also be easily shared among all practitioners in your organization, as a main client resources hub as well as directly sharing these resources with your clients. You can create folders to organize the documents that you upload.
3. Chat with your clients
Ruh Care's chat feature enables you to securely message and communicate with your clients, from within the platform. With Ruh Care's chat feature, you can message your clients one-on-one, create group chats, send message blasts, and even message other therapists at Ruh. This is a powerful way to stay engaged with clients in between sessions, as well as securely discuss health information.
All communication that includes PHI (Protected Health Information) takes place on the Ruh Care online therapy platform.
There are three types of Chat available in Ruh Care:
1. One-on-one chat with a client: You are able to create one-on-one conversations with clients to communicate with them in between sessions. Here are instructions to create a chat conversation with one of your clients.
2. Group chats: Ruh Care allows you to set up community chats (group conversations) for clients, for example, couples or families.
In a group chat, clients can share text, photos, and documents with each other. This is helpful to hold groups of clients, or families, accountable together.
Clients will be able to see each other's initials, but clients will not be able to view each other's profile or any other information. Please make sure clients have signed appropriate intake forms with regard to HIPAA and the protection of client names before creating a group conversation. Providers must be the ones to initiate a group chat and must be in a group chat, as for security and privacy, clients cannot initiate a conversation privately.
You can communicate directly with the client care team through your group chat on the Ruh Care online therapy platform.
Each therapist has a group chat with the client care team, typically labeled as Therapist Name <> Client Care.
You can use the chat to ask client-related questions, as well as inquiries regarding billing and insurance, and any other questions or updates you may have. Since the platform is HIPAA compliant, you can freely mention clients’ names in the chat.
3. Message Blasts: Message Blasts allow you to send individual chat messages to multiple clients at once. Clients do not know that you are sending this message to multiple clients, and clients will not see each other's names, e-mail, and other personal information.
To the clients it seems like a personalized message, meaning they don’t see you have sent the same message to other clients. Think of it as a "bcc" in an email thread.
There are many possible ways in which you can leverage the Message Blast feature within Ruh Care, in order to communicate effectively with clients. Here are three ways you can use Message Blasts:
Offer a promotion, and send a message blast to clients letting them know.
Notify clients of updates to your availability that may be different from your standard offerings.
Check in on your clients (en masse) to see how they are doing, and if you can be helpful in providing them accountability in any way.
4. Set up your Goals to Hold Clients Accountable
One way to promote client engagement and success is by collaborating with clients to create realistic, and achievable goals. Setting goals with your clients provides them with the actions they need to take and the direction they need to move in.
Ruh Care's Goals platform makes it easy to set individual goals for clients, while also saving goals as favorites to reuse across clients. You are able to track your client's progress by setting goals for your client to "check off" and monitor streaks to keep clients motivated over a long period of working with you.
We recommend using this feature, which clients can access on a regular basis, to accomplish their goals over a period of time working with you.
5. Add your Clients to Ruh Care
There are a few ways that clients get added to your Ruh Care account. You can manually add a client, or they can be added automatically when they book an appointment with you; if a client is added automatically, you will receive a notification letting you know.
The most direct way is to manually add a client to Ruh Care:
Navigate to the Clients tab on your provider dashboard
Click the "Add Client" button on the right-hand side
Add your client's details. If you don't have this information, you can always collect it later and update their profile. However, you MUST enter a client's email address if you would like them to receive the invitation to join Ruh Care, email appointment reminders, and have access to the Intake Flow (electronic paperwork).
Once you add a client to Ruh Care, they will receive an invitation email and are prompted to create a password to log in to their Ruh Care Client Portal.
Need to import clients? If you have clients listed in a spreadsheet, or if you’d like to move clients over from another software system, our team can help you. Email us at [email protected] and include details about what you’d like to do.
No longer working with a client? Once a client has been added to Ruh Care, they will continue to have access to their Ruh Care Client Portal indefinitely. If you are no longer working with a client and do not want to see updates on your Provider Feed (e.g., new journal entry posts), you can archive your client. Archiving does not delete any information, but it will prevent clients from messaging with you, booking a session, or making a purchase. Learn more about archiving a client here.