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Ruana’s Guide

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Welcome to the Ruana Setup Guides

These guides walk you step by step through setting up and using your clinic in Ruana.

Start with Step 1 to set up your account, clinic, team, services, booking page, forms, and more. Then continue with Step 2 to learn how to use Ruana in your daily workflow — including scheduling, check-ins, payments, patient management, and SOAP notes.

We strongly recommend completing everything in order for the best experience.

▶️ Step 1: Set Up Your Ruana Account

Complete step-by-step walkthrough to set up your clinic, team, services, booking page, forms, Advanced SOAP Notes, insurance codes, and document settings.

Step 1 Chapters
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Tip: Click a chapter to jump to that exact moment inside the player.

▶️ Step 2: How to Use Ruana (Daily Workflow)

Learn how to manage your calendar, check in patients, book and reschedule appointments, take payments, use practitioner mode, and complete SOAP notes.

Step 2 Chapters
Open on YouTube ↗
Tip: Click a chapter to jump to that exact moment inside the player.
Best way to use this guide section
Start with Step 1 to set up your clinic, team, services, products, packages, booking page, forms, codes, and document settings.

Then watch Step 2 to learn how to actually use Ruana day to day — including booking appointments, checking in patients, taking payments, using practitioner mode, and completing notes.

You can always use the left sidebar to jump to any step or help topic.

Setup steps

  1. Step 1: Set up your clinic & account settings
    Business profile, clinic info, legal details, system language, currency, and time preferences.
  2. Step 2: Set up office locations
    Addresses, contact details, office hours, and location setup.
  3. Step 3: Add team members, roles & departments
    Invite staff, assign permissions, define departments, and add practitioner details.
  4. Step 4: Create services
    Appointment types, departments, pricing, durations, practitioners, and service settings.
  5. Step 5: Add products
    Retail items, in-clinic sales, inventory quantity, and reorder thresholds.
  6. Step 6: Add packages
    Visit packs, discounts, expiration rules, and package-to-service setup.
  7. Step 7: Set up your online booking page
    Public booking page, online booking rules, links, layout, and booking restrictions.
  8. Step 8: Create digital forms
    Patient intake forms, practitioner forms, templates, questionnaires, and consent forms.
  9. Step 9: Advanced SOAP Notes & Automatic Notes
    One-click note buttons for faster charting and easier documentation workflows.
  10. Step 10: Add & manage Insurance Codes
    Save diagnostic and billing codes, organize favorites, and speed up billing workflows.
  11. Step 11: Invoice Builder Customization
    Customize what appears on receipts, invoices, and superbills.

Tip: If you ever get stuck, return here or use the left sidebar to jump to any guide.