🦆 Program Memo 🦆
1) Akram Jomaa Islamic Centre (AJIC) Counselling Program
Program: AJIC Counselling Program
Platform Tag: SP - AJIC
Program Sheet Funded by: Akram Jomaa Islamic Centre (AJIC)
Owner(s) & Role(s): Ayse Aktas (DRI), Amber Rehman (Support)
Launch Date: Oct 1, 2025
Teams Impacted: Programs Team, Client Care Team, Operations Team
2) Purpose & Summary
AJIC Counselling Program is a Masjid Counselling Program launched through the partnership of Ruh and Akram Jomaa Islamic Centre in Calgary, Alberta, Canada. Through the grant provided by Calgary Foundation to AJIC, the AJIC Counselling Program will offer in-person and/or virtual counselling sessions. The in-person sessions will take place at the Akram Jomaa Youth Centre (2711 39 Ave NE (back entrance), Calgary, AB) and virtual sessions via therapists eligible to take clients in Alberta will proceed as usual. Clients book via the AJIC intake form, get matched, and start sessions upon eligibility. To start, Furkhan Dandia will be the only in-person therapist.
Goal: Remove financial barriers to therapy for the Calgary Muslim community.
Partners: Ruh × Akram Jomma Islamic Centre x Calgary Foundation
Model: Free therapy; default approval 10 sessions for eligible persons
In-Person Sessions: Delivered by Furkhan Dandia at Akram Jomaa Youth Centre (2711 39 Ave NE (back entrance), Calgary, AB) on Fridays only
Virtual Sessions: Delivered by all therapists eligible to take clients in Alberta https://www.ruhcare.com/therapists?country=Canada&states=Alberta
3) Eligibility
Who qualifies: Doesn't have/has already utilized insurance coverage, lives in Calgary, Zakat-eligible
Auto-approve rules: Zakat-eligible or financially vulnerable and lives in Calgary
4) Intake & Client Journey
Intake Flow: AJIC Landing Page → AJIC Intake Form → All Cases → Matching Form
AJIC Landing Page: https://akramjomaa.com/counselling/
AJIC Intake Form: https://ruhcare.com/ajic-intake where user selects either;
Case 1) Not Eligible - Out of Calgary
CCT next steps: no action required. The client is not eligible for the AJIC special program and was automatically redirected to matching form.
Case 2) Not Eligible - Insurance First Then AJIC
CCT next steps: send the "💰 Akram Jomaa Islamic Centre (AJIC) - Insurance First Then AJIC - Insurance Check" macro to check client insurance coverage, reply back as a regular insurance client.
Follow up to ensure sessions can be booked through insurance, if not - approve for Case 3.
Case 3) Eligible - AJIC Special Program - Online
CCT next steps:
If the session is booked
Send the "💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Approved - Session Booked" macro to confirm their session approval details.
Send the "💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Approved - Session Not Booked" macro to confirm their session approval details + invite them to book a session.
Add them to the Programs Sheet based on the next steps in Programs Sheet → Funders/Programs → Akram Jomaa Islamic Centre (AJIC) → Actions Required - New Client.
Case 4) Eligible - AJIC Special Program - In-Person
CCT next steps:
If the session is booked
Send the "💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Approved - Session Booked" macro to confirm their session approval details
Send the "💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Approved - Session Not Booked" macro to confirm their session approval details + invite them to book a session
Add them to the Programs Sheet based on the next steps in Programs Sheet → Funders/Programs → Akram Jomaa Islamic Centre (AJIC) → Actions Required - New Client
5) Quick Links
Direct In-Person Booking Link: Here is the direct in-person booking link for Furkhan's profile, set to in-person availability
AJIC Landing Page: https://akramjomaa.com/counselling/
AJIC Intake Form: https://ruhcare.com/ajic-intake
Phone/Matching Call Booking: Ask the client to/CCT can fill out the AJIC Intake Form (https://ruhcare.com/ajic-intake) live with the client on the call to ensure we get their consent to the policies for the AJIC program, which are part of this form.
6) Actions Required (as of Nov 05, 2025)
Note: Please refer to the Funders/Programs tab in Programs sheet for the most updated actions required
Actions Required - New Client
Approval email: send the approval macro "💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Approved - Session Booked" or the "💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Approved - Session Not Booked" as applicable
Add a "SP - AJIC" tag to the client account on the platform
Add the number of sessions covered in Quick Notes - "MMM DD, 2025 - CCTNAME: $0/session for 10 sessions"
Add the client to the Program Clients sheet and select the "Akram Jomaa Islamic Centre (AJIC)" program with 10 approved sessions at $0/session
Ensure their card is on file
Actions Required - Ongoing - Occurred
Ensure we cancel the payment each time their session takes place
Manual charge with $0 and add their session in the Programs Log
Actions Required - Ongoing - Late Cancellation
Charge the client the regular full session rate
Add this session in the Program Log
Actions Required - Post Insurance
Send approval email using the "💰 Akram Jomaa Islamic Centre (AJIC) - Post Insurance - Special Program - Approved - Session Booked" macro
Add a Quick Note - "MMM DD, 2025 - CCTNAME: Insurance maxed out, switching to the Akram Jomaa Islamic Centre (AJIC) special program"
Follow the “Actions Required – New Client” steps for this program in the Programs Sheet Funders tab as usual. Don’t send the Approval email again.
Actions Required - Extension
Check in with the therapist when there are 2 sessions remaining to see how many additional sessions are needed
Extensions are auto-approved. Update the Quick Notes section of the client with the additional sessions granted - "MMM DD, 2025 - CCTNAME: $0/session for # additional sessions"
Inform the client of the new # additional sessions approved using the "💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Extension Approved" macro
In the Program Clients sheet, increase the "Number of sessions approved" to the new total with the old + additional sessions added together
In the Program Clients sheet, in the "Notes" column, add a note "Contacted THERAPISTNAME on MMM DD, 2025. Recommended # more sessions"
7) Systems Involved
Intercom: Process the matching form based on the special program and case mentioned.
Ruh Care Platform: Client tag "SP - AJIC"
Programs Sheet:
Program Clients tab: Record approvals (fill light blue cells: name, approved rate, allocation, sessions left).
Programs Log tab: Record sessions occurred/late cancellations with dates.
Outgrow: AJIC Intake Form - https://ruhcare.com/ajic-intake
8) Intercom Assets
Intercom Macros:
💰 Akram Jomaa Islamic Centre (AJIC) - Insurance First Then AJIC - Insurance Check
💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Approved - Session Booked
💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Extension Approved
💰 Akram Jomaa Islamic Centre (AJIC) - Special Program - Approved - Session Not Booked
💰 Akram Jomaa Islamic Centre (AJIC) - Post Insurance - Special Program - Approved - Session Booked
9) Charging Flow
Status = Occurred: CCT cancels platform auto-charge each session. Capture it in the Programs Log.
Status = Late Cancellation: Manually charge the regular full session rate. Capture it in the Programs Log.
If you have any ideas to help improve the flow or add optimizations please do share! We always invite feedback and look forward to hearing your thoughts. Bismillah!