After setting up your Ruh Care account, you are ready to start working with clients. This article walks through the process of enabling clients to work with you via Ruh Care. Clients can access their Ruh Care Client Portal. It's the same login that you use as a clinician, but clients will use their email and password to log in.
Adding a New Client 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 for the first time.
If a client is added through an appointment booking, you will receive an email notification.
The most direct way to manually add a client to Ruh Care:
Navigate to the "Clients" tab on your provider dashboard
Click the blue "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.
Once you add a client to Ruh Care, they will receive an invitation email and are prompted to create a password to login to their Ruh Care Client Portal. This invitation email expires when client creates a password or when follow-up invite emails are sent; i.e. the previous link expires when a new link is created.
As this is an email that is automatically sent to the client, there is no way to "undo" this request. However, you can choose to add a client to Ruh Care and NOT send them a client invite email.
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. Here are instructions to import clients from another platform or a spreadsheet.
Send an "Invite Link" to a Client
Rather than add a client manually, you can also provide a client with your unique invite link. When you send a client an invite link, they will be taken to a page to set up a password and complete any intake forms that you have associated with their group.
"Clients" page > "Add Client" button > Click on right "Share Invite Link" tab
Choose the group you would like to put this client into
Copy the link by clicking the blue "copy" icon. The URL will be copied to your clipboard
In the case that your client does not receive the invite link, cannot sign in, or has other issues signing up, you can resend the invite link.
Special Cases When Working With Clients
While Ruh Care is designed for clients and therapists to connect and engage through the Ruh portal, we understand this may not always be the case.
Client Doesn't Have an Email Address
You can add a client to Ruh Care without entering an email address, simply add the client and leave the email field blank.
You may want to do this in the event that you do not have their email address at the moment, or your client does not have an email address. If you add a client without an email address, you can always update their client profile to add one in the future. Without adding an email address, your client will not be able to access their client portal, complete electronic forms, or receive important email notifications from Ruh(ie. email appointment reminders, receipts for payment, etc.)
As an alternative for sending appointment reminders, you can use the client's phone number and customize your appointment notifications to send an SMS message.
For appointments, we recommend setting up Zoom appointments for this client and texting them the link.
Client is a Child/Minor
The child may not have an email address or you would rather have the parent as the main contact person.
Change a Client's Email Address
In some instances, you may need to update or change the email address for your client.
To change the email address associated with your client's account:
Navigate to the Clients tab and select the client
Go to "Actions" from the top profile menu
Expand the "Personal Information" section
Update the "Email" field
You'll also notice in this section, options to:
Change client's password
Change other personal information for your client
Create a Client "Care Team"
You can assign other providers to be associated with a single client. When a client is "assigned" to a provider, that provider will now need updates in their provider "newsfeed," and will have the ability to message directly with the client. This feature essentially allows you to build a client "Care Team."
To assign multiple providers to a client's account:
Navigate to the Clients tab and select the client
Go to "Actions" from the top profile menu
Expand the "Personal Information" section
Change the main provider (if needed) and select "Other care team members" from the drop-down menu
Prevent "Pre-Fill" From Occurring When Adding a New Client
If you use browser extensions such as password managers and have enabled a setting like "Automatically fill in login information, you can see your information, and fill in client fields. In this instance, please work with your password manager directly to disable this automation for a specific site.
For example, if you use LastPass, here are instructions to do this:
We also encourage you to make sure you do not have auto-fill enabled in your browser:
Create/Edit Automatic Welcome Chat Message
To further tailor your clients' onboarding experience, you can enable a personalized Chat message to automatically sent to clients. This helps to ensure that client's have a great first touchpoint and encourages them to use the secure Ruh Care chat for direct communication with their provider.
To enable an automatic welcome Chat:
Navigate to the settings wheel (gear icon) on the top-right of your Ruh Care provider account
From the left-hand menu, scroll down to "Chat"
Toggle the setting on
Click "Edit" and add your customized welcome message copy
Save changes
Quick Tips
Disable autofill settings in your browser or password manager.
Ensure to include the client's email for invitations and notifications.