The Ruh Care calendar is designed specifically to meet the needs, nuances, and special considerations of a therapist. This overview walks through the fundamentals of setting up your calendar and taking advantage of over 35 custom settings you can enable/disable to meet your needs.
Get started with Ruh Care's calendar in three steps
Set up your default availability to enable clients to book (or request to book) sessions with you (which can be shown on your booking page)
Add (and remove) one-time availability to open up additional time on your calendar for clients to book, for a specific date/time.
Sync Ruh Care with iCal, Google, and Outlook Calendars to pull/push events from your other calendars.
From there, you'll be all set to add an appointment!
When you add an appointment, you can create one-time or recurring appointment sessions, and you'll be prompted to do so within the pop-up module when you select "Add an appointment" on your calendar screen.
Note: As part of your onboarding at Ruh Care, we configure your account, including appointment types and settings. Follow the three steps above to finish setting up your calendar.
Navigating your Calendar
Click the "Calendar" tab and you'll find an overview of your schedule for the week, including any one-time and recurring availabilities set, any blocked time, booked appointments, and more. Zoom in to your calendar for more information, and click on an appointment to see full-session details.
View details about a specific session
On Ruh Care's calendar, once you've booked a session, click on it to view the details. This helps you stay organized and check if there are any tasks you need to complete, such as confirming an appointment or finalizing notes and claims for finished sessions.
What you can do:
View basic client information: Hover over the client's name to see their phone number, date of birth, weight, group, and any quick notes.
Access charting notes: Click the link to go directly to Charting. The date and time of the session will already be filled in. Once you finish the Chart Note, its status will change from "not written" to "written."
Add notes to session details: You can add quick administrative notes about the session here for easy reference, without going into Chart Notes.
Update duration: Adjust the session duration to reflect the actual time the appointment lasted. This helps with reporting and billing insurance.
Change appointment status: Mark the session as occurred, canceled, no-show, or rescheduled. This information is included in your Appointments Report. Clients won't receive an email if you mark an appointment as a no-show, but it will be noted in your calendar.
After each session, clients will ONLY be charged once the therapist marks the session as "Occurred" in the calendar. Clients will THEN be charged after 48 hours.
To access these details, go to your Calendar and click on the desired appointment. A panel will appear with your appointment details, allowing you to update appointment information, edit, or cancel the appointment as needed.
Using Calendar zoom
Your calendar initially displays time slots in 30-minute increments. To change this view, click on the "More" button in the top-right corner of your calendar. From the menu, select the "Calendar Zoom" option.
Zoom out: Click the (-) button to switch to 60-minute increments for a broader view of your schedule.
Zoom in: Click the (+) button to return to 30-minute increments or go further into 15-minute increments.
Zooming in on your calendar can help you see appointment details that are set for shorter time frames. Adjust the zoom level according to your preferences and the level of detail you need.
Calendar example, Zoomed out:
Quick Tips
Set up default availability and one-time availability to offer clients flexible booking options.
Sync Ruh Care with iCal, Google, or Outlook Calendars to streamline event management.
Only mark a session as "Occurred" once it's complete to ensure clients are charged appropriately.