Utilizing Ruh's Calendar system, there are various ways that client appointments can be booked. Ruh Care is designed to make the booking process simple for both therapists and clients. With a high level of customization, you can ultimately set your preferred workflows for handling appointments.
This article explains how therapists can confirm pending appointment requests, reschedule, or cancel appointments.
Confirming an Appointment
From Calendar: Click Calendar, and on the left-hand side panel, you'll see Pending Appointments - review this list and click "Cancel" or "Confirm
From your dashboard: Within your Provider Dashboard (on the home page) you can view all upcoming appointments, including a tab for "unconfirmed" appointments. To confirm an appointment, click on the [...] button, and select Confirm or Cancel.
You can filter appointments on your calendar left-hand panel, by confirmation status.
Click on an appointment to open the Session Details, and click Confirm at the top of the details page.
Reschedule an Appointment
To EDIT or RESCHEDULE an appointment that is already scheduled:
Navigate to your Calendar
Either click the appointment you'd like to edit or drag and drop the appointment block to another time slot.
If you've clicked on the appointment you'd like to edit, a side panel will appear, and click the Pencil Icon on the top right.
If you drag and drop the appointment block to another time slot, you'll see a side panel appear saying "Please confirm that you'd like to change the following."
Make changes to your appointment and click "Save."
Clients will receive an email notification that their appointment date/time has been changed.
Cancel an Appointment
To CANCEL an appointment on your calendar, click on the appointment and then click the "Trash Icon" - when you do this:
Your client will receive a notification email about the cancellation
You can either set the appointment status to "Cancelled", in which case it will remain, or click the remove button to remove it from your calendar entirely (if you remove it entirely, it will NOT show up in your Reports)
Client Cancels or Reschedules an Appointment
This is what happens when a client cancels an appointment:
You'll receive a notification email letting you know of the cancellation or reschedule
The client and therapist will see the appointment as grayed out on the calendar, with a "canceled status"
This is what happens when a client reschedules an appointment:
The appointment will automatically move on your calendar to the new date/time that the client has scheduled for.
The therapist for this appointment will receive an email notification of the updated appointment details.
You'll also see a notification (bell icon) with the details of the new appointment. Click the notification to view the full appointment details.
Quick Tips
When clients cancel or reschedule appointments, you'll receive notifications, and the calendar will update automatically.
Clients are unable to reschedule or cancel appointments within 48 hours before the session; they must contact you to do so.