Ruh Care enables you to create client groups in order to organize your clients and to tailor their experience.
Some use cases for client groups within Ruh Care:
Distributing particular forms to different groups of clients
Automatically placing clients into group conversations, or sending message blasts to a group
Automatically sharing documents or folders
Creating a New Client Group
The first step in managing your groups is to start creating groups. Some therapists create groups based on the stage of the client (ie. prospect, new client, follow-up client), by therapy type (ie. individual, family), by issue, etc.
To add a new group:
Navigate to the Clients tab of your Provider Dashboard
Click the "Clients Tab" in the menu
Click the blue "Add Group" button
You'll be asked to give your group a name, and you can always update the name in the future.
Associating a Group with an Intake Flow
You may want different groups to receive different forms. Once you've created your group you can change the " Intake Flow" from the Client Groups page.
Click the "Actions" button (the three dots) next to the group
Select "Change Intake Flow"
From the dropdown, choose the intake flow you'd like to associate
Hit "Save Changes"
How to Manually Add a Client to a Group
When you add a new client to Ruh Care, you'll be able to sort them automatically into a group. Note that a client cannot belong to more than one group.
Add a new client
Select "Client Group" from the drop-down
Click "Add"
How to Automatically Add a Client to a Group
Clients can also be automatically added to a group when they book an appointment if you choose. This is not a requirement -- you can leave the group fields blank or select "do not change client's group" so that you can maintain manual control over group assignments.
Keep in mind, that when a client books an appointment associated with a different group, they will be moved out of their current group and into the new one, and they will be prompted to complete any new forms that are associated with their new group (if there is any).
Clients cannot be in multiple groups at once.
Associating an appointment type with a client group
To associate a client with a group based on an appointment type:
Navigate to the Gear Icon on the top-right of your Provider dashboard (next to your image)
Click "Settings"
From the left menu, go to Calendar > More > Appointment Types
Click the Actions (3 dots) button next to the appointment type you'd like to modify and click on Edit
From the "Group that Client is Placed in After Booking" drop-down menu, select the group you'd like to change. To not move clients into a group after booking an appointment, select "Do not change client's group" from the drop-down.
After you done making any changes, scroll down and click on the blue "Update Appointment Type" button.
Deleting a Group
If you'd like to remove a group permanently, you can:
Click the "Actions" button (the three dots) next to the group
Select "Delete"
From the dropdown, choose the new group that you would like any existing clients in that group to be moved into
Hit "Delete"
Best Practices: Managing Clients through Groups
At this time, clients can only be a part of one group. If you have a common overlap between two groups, we recommend creating a third group for this instance. We relatedly have a Client Tags feature, which is helpful to set additional attributes for a client.
When you add/move a client into a new group, they will automatically receive the forms in your intake flow associated with that particular group. The next time they log in, they will be prompted to complete these forms.
They will NOT receive an email that you have changed their group, so if you'd like them to receive an email prompting them to complete forms, please use Request Form Completion- you only need to send ONE request form completion email, and they'll see all/multiple forms that are uniquely associated with the group you've moved them to when they log in.
A client can only be manually removed from a group.
You cannot recover a deleted group
Share a Document Automatically with a Group
We help you save time when working with groups by enabling you to automatically share resources from your library with a group.
To share a document with a Client Group automatically:
Documents tab > Actions tab (three dots)
Select "Share"
From the option, locate your Client Group
Once you select Share, another pop-up box will appear for you to select an individual name or a group:
Your list of groups will appear at the top. Once you select the group's name, anyone who's in the group or placed into the group, that document will automatically be shared with them.
Quick Tips
Organize clients into groups based on their stage or therapy type
Save time by automatically sharing documents or resources with client groups