No longer actively working with a client? Remove them from your active client list by archiving them. This will help to keep your clients better organized and limit some functionality for archived clients.
What Happens When a Client is Archived
Your client files & records will be viewable in the "Archived" tab. You will still have full access to their information, and can always bring them back to Active status if you decide to work with them again. Client files are not deleted permanently & clients do not know that they have been archived.
Archiving a client will also:
Remove them from any live group chats or message blasts/community chats
Remove the client from your notifications feeds
Prevent newly shared documents from being put into their account
Cancel any upcoming appointments with the client
Cancel any scheduled payments that the client has
Prevent new documents and forms from being shared with the client, or requested to complete
Prevent the client from receiving goal completion push/email reminders
By default, clients will still be able to take the following actions, even if they are archived (unless you manually disable these features for a client):
Message their provider via Chat in an existing Chat conversation
Providers will need to unarchive a client to start a new chat
Book an appointment
Booking will automatically unarchive their account, and move them to active clients
To prevent an archived client from booking future appointments, providers can disable this setting for the client’s account "Schedule Appointments."
View and participate in existing Community Chats that they are included in
Archived clients are excluded from future Community Chats or Message Blasts.
View documents & post-session notes you have made visible to them
Un-share documents with your clients to remove visibility
View forms they've already completed
Additional Notes on Archiving Clients:
Archived clients will remain in the group they are assigned. Providers may want to manually change a client’s group when archiving them, or remove them from a group altogether.
Providers can adjust what features of Ruh Care a client accesses/sees when logged in. Providers can adjust Client Portal Settings for each client.
Archive & Bulk Archive Clients
You can archive a client from within the "Client" tab in your Ruh Care account. You may want to archive a client when they are no longer working with you. Clients will not receive a notification that they have been archived, and they will continue to have access to their client Portal, along with any resources you had previously shared with them.
However, they will not be able to book appointments, interact in group chats, or receive any new resources.
To archive a client
Go to the "Clients" tab on your Provider Dashboard
Select the Client
Find your client, and click the "Actions" tab (3 dots) next to their name
Select "Archive" from the list
Bulk archive many clients at once
You also can archive several clients at once. Simply check the box next to your client's name within the client list. An "Archive" button will appear at the bottom of your screen. Click to bulk archive. A side panel will display showing relevant each client you've selected, and if they have any remaining credits or money owed. Confirm your decision to archive these clients.
Archive all clients assigned to a client group
Clients > Client Groups > [...] > Archive All Clients
Archiving clients within a group will not archive the group itself. New clients can be added to this group at any time.
View Archived Clients
Your archived clients are organized in your "Clients". Archived clients will display indefinitely.
To view archived clients:
Go to the "Clients" tab on your Provider Dashboard
Select the "Archived Clients" tab
Unarchive a Client
You can easily move an archived client back to your active client list. You may want to do this if a client who was previously working with you has now revisited.
To unarchive a client:
Go to the "Clients" tab on your Provider Dashboard
Select the "Archived Clients" tab
Find your client, and click the "Actions" tab (3 dots) next to their name
Select "Activate" from the list
Deleting a Client Account
To prevent accidental data loss, and to ensure that we are maintaining requirements by HIPAA & healthcare industry standards for data storage and retention it is currently not possible for you to permanently delete a client from your account.
If your previous clients are continuing to receive notifications for your portal, you can unsubscribe them from e-mail notifications. Contact the Client Care team if you'd like assistance with this.
Quick Tips
Clients will still be able to access their accounts and view their profiles once you have archived them.
If you try and add a client that is archived or active in the Ruh Care system under your provider account already, you will get the message "Email in use."
You may want to manually change a client’s group when archiving them, or remove them from a group altogether.