🖥️ For providers using the Oasys web app. If you joined through a practice, some steps may already be handled by your practice admin.
This article walks you through everything you need to set up your account and start seeing clients, from your application to your first session. Most providers finish the full setup in under 30 minutes.
In this article
1. Complete your application
When you first sign up, you fill out a short Join Oasys application:
First Name and Last Name (required).
License Type, License State, and License Number (all optional). If your license type isn't listed, choose Other and type it in.
How did you hear about us? (required). If you pick Other, you'll be asked to specify.
An optional Professional Profile URL, such as your Psychology Today listing, a provider directory, or your professional website.
Agreement to the Terms of Service and Privacy Policy (both required). Clicking either checkbox opens the document first so you can read it before agreeing.
Click Submit Application. The button stays greyed out until every required field is filled in.
After you submit, our team reviews your application. The Application submitted page says we typically process applications within 24 hours, and you'll get an email once it has been reviewed.
If your application isn't approved, you'll see an Application status page explaining that it has not been approved at this time. If you believe this is an error or want to know why, contact Oasys support.
💡 Tip: While you wait, click Schedule a Demo Call on the confirmation page if you'd like a walkthrough of the platform before you get started.
2. Signing in to Oasys
The Oasys app lives at app.oasys.health. Our main website, oasys.health, is the marketing site, and its Log in link takes you to the app.
Links in Oasys emails and text messages (for example, password reset and sign-in links) point to app.oasys.health.
If you've bookmarked a sign-in or app page, update the bookmark so it points to app.oasys.health.
On the Log in page you can:
Sign in with your email and password, or click Sign in with Google if you signed up with Google.
Click Forgot password? to get a reset link. Enter your email and click Send reset link. You'll see "If an account exists with that email, a password reset link has been sent."
Click Resend confirmation email if you see "Please confirm your email address first."
Invited by a practice?
Open the invitation email and follow the link to create your password. Setup links are valid for 24 hours. If the link has expired, you'll see an Invite link expired page: enter your email and click Request new setup link.
Automatic sign-out
For security, Oasys signs you out after 15 minutes of inactivity.
About two minutes before that, a Still there? notice appears. Click I'm here! to stay signed in.
You won't be signed out while a session is in progress.
When you sign back in, the login page tells you why you were signed out.
3. Set up your profile
Your profile is what clients and colleagues see, so it's worth a few minutes to make it complete.
Open the My profile tab, or click the gear icon in the top right and choose Profile.
Click Edit Profile and fill in your professional details (see the list below).
Click Save when you're done.
What to fill in:
Profile picture: upload a professional photo.
Personal details: full name, date of birth, work phone, and work address. Your email is shown on your profile but isn't edited here.
Professional Bio and Therapy Approach.
Professional Details: practice name, years of experience, licenses (each with type, number, and state), education, therapy types, specializations, languages, age groups served, and your professional profile URL. If you belong to a practice, the practice name is "Managed by your current practice."
Public profile: On / Off: this button at the top of the My Profile page controls whether your profile appears in search results for clients looking for a provider. You'll be asked to confirm before it changes. Turn it off if you only see clients by referral.
The public profile button only appears for independent providers. It isn't shown if you're part of a practice.
When your profile is public, fields that stay private show a lock icon. Your work address is marked as private and not shown to patients.
You can come back and update your profile any time, but completing it before you add clients means your information is ready from the start.
4. Choose your terminology
Choose whether Oasys calls the people you work with "Patients" or "Clients" throughout the platform. This changes every label: "My patients" becomes "My clients," and so on.
Go to Settings → Clinical → Feature settings. The Terminology card is at the top of the page. For the other options on that page, see Turning features on and off.
⚠️ Important: If you're part of a practice, this setting may be locked by your practice admin. If you see "This setting is configured by your practice," contact your admin to change it.
5. Configure your availability
Your availability determines when clients can book with you and when sessions appear on your calendar.
Go to Settings → Scheduling → Availability, then set up:
Timezone: your availability is read in your display timezone. Click Change timezone to update it (this takes you to Settings → Account → Timezone).
When you switch timezone, your weekly hours keep the same clock times but are read in the chosen timezone, so the times clients can book will shift. Existing appointments keep their scheduled times.
Active days and Time slots: choose which days have bookable hours, then set one or more time ranges for each day (for example, Monday 9am to 12pm and 1pm to 5pm). You can copy a time to all days.
Separate by session mode (optional): turn this on to set different hours for In-person and Telehealth appointments. When it's off, the same hours apply to all appointments.
Click Save to apply your changes.
Vacation, sick days, and other time off aren't set on the Availability page. Go to the Calendar tab, click an empty time slot, and choose Calendar block. You can adjust your availability at any time. For all the booking rules, see Scheduling settings.
6. Connect your calendar
Connecting your Google Calendar lets Oasys check for conflicts and prevent double-booking. We highly recommend it.
Go to Settings → Scheduling → Calendar integrations.
Click Connect next to Connect your Google Calendar and complete the authorization in the window that opens.
Tick the calendars Oasys should read under Available calendars (for example, your work and personal calendars). Busy times on the calendars you select are taken into account when Oasys works out which times clients can book.
Oasys adds your appointments to a separate Oasys Calendar in your Google account. Those events always show the client's initials only, never their full name. This is automatic and can't be turned off.
✅ Good to know: Oasys doesn't edit or delete the existing events on your own calendars. Apple (iCal) and Microsoft 365 calendars are shown on the page but can't be connected. To disconnect Google Calendar, click Disconnect.
7. Set up payment processing
To collect payments from clients, you connect a Stripe account. Client payments go through Stripe directly to your bank account.
Go to the Billing tab → Setup → Billing setup → Payment processing.
Click Connect Stripe Account.
Complete Stripe's onboarding: you'll enter your business info, banking details, and tax ID. It takes about 5 minutes.
Check for a green Active status with checkmarks for Accept Payments, Receive Payouts, and Account Details.
If you left Stripe before finishing, you'll see Complete Setup next to a refresh button. Click it to pick up where you left off.
If you're part of a practice, payment processing may be managed at the practice level. You'll then see a read-only Managed by Practice status.
⚠️ Important: Payment processing is not your Oasys subscription. Payment processing (in the Billing tab) is how you collect money from clients. Your Oasys subscription (in Settings → Subscription, shown as Subscription & fees once you've completed insurance billing provider setup) manages your platform plan.
8. Define your services
Services are the types of sessions you offer. They set the options clients see when booking and the defaults used for billing.
Go to Settings → Scheduling → Default services, then click Add Service (or open an existing service to edit it). For each service, you set:
Service Name: for example, "Individual Therapy" or "Initial Consultation".
Duration (minutes): how long the session is (for example, 50).
Client Display Name (optional): how clients see the service. Leave it blank to use the service name.
Delivery Mode: All (In-Person, Telehealth & Phone), In-Person Only, Telehealth Only (Video), or Phone Only (Audio).
If billing is turned on: Price and No-show Fee (both required), an optional Late Cancel Fee, and a CPT Code for billing and insurance (for example, 90834 or 90839). The list also includes the HCPCS codes H0004, H2000, H2015 and T1016.
With All delivery modes, you can untick Use the same preferences for all session types to set different prices per mode.
If your practice uses group therapy: a Service Format of standard or Group Session. The format can't be changed after the service is created.
If couples and families are turned on: Can Be Scheduled For controls whether the service can be booked for an individual, a couple, or a family.
Click Save Service. Your services appear as options when you or your clients book appointments.
A regular service can be saved without a CPT code, but an insurance session can't be billed until its service has one (it waits in Bill sessions as Missing CPT code). An additional service (Add Service → Add Additional Service) always needs billing on, a Price per unit and an add-on CPT Code. It can't be saved without one.
The CPT code list for a regular service doesn't include add-on codes (such as 90785 or after-hours codes). Set those up as additional services instead. See Units and additional services.
💡 Tip: For cognitive function intervention, set 97129 as the service's CPT code for the first 15 minutes. Then create an additional service with 97130, a duration of 15 minutes per unit, and your price per unit. Add it to the 97129 session and set the number of extra units. For example, one extra unit gives a 97129 ×1 line and a 97130 ×1 line on the superbill and claim. Units are entered by hand.
9. Configure notifications
Choose how you want to be notified about appointments, client activity, and billing events.
Go to Settings → Notifications. Your options:
Show client initials in notifications: shows initials instead of full names in your email and SMS notifications.
For each type of notification, choose Email and/or SMS.
Bookings: appointment confirmations, cancellations, session reschedules, reschedule requests, appointment reminders, and waitlist activity (see Using the waitlist).
Documents (document submissions, document reminders, treatment plan expiry reminders), Payments (payment updates), Clients (connection requests, secure messages), and, if you're in a supervision relationship, Supervision.
Appointment reminder timing: 1 hour, 24 hours, 48 hours, 72 hours, or 1 week before.
Treatment plan expiry reminder timing: 3 days, 1 week, 2 weeks, or 1 month before expiry.
SMS notifications require verifying your phone number first. If SMS isn't offered at all, it isn't turned on for your account.
10. Secure your account
Keep your account safe with a strong password and two-factor authentication.
Go to Settings → Account:
Password: click Change to set a different password. It needs at least 8 characters, with an uppercase letter, a lowercase letter, a number, and a special character. If you sign in with Google, your password is managed by Google.
Two-factor authentication: click Enable 2FA, scan the QR code with your authenticator app, and enter the verification code.
Once 2FA is on, you enter a code from your app each time you sign in. Tick Trust this device for 30 days to skip the code on that device. Logging out doesn't remove the trust, so you won't be asked for a code again on that device until the 30 days are up.
Click Disable 2FA to turn it off. If you sign in with Google, two-factor authentication is managed by your Google account.
Timezone: sets the timezone your calendar, weekly availability, and the times clients see are read in.
Danger zone: request a Data export, or request Delete account. If you're the only owner of a practice, you'll need to transfer ownership before you can delete your account.
11. Onboarding checklist
If you're an independent provider getting started with Oasys, a Getting started checklist on your Home dashboard guides you through setup:
Complete your profile
Add your first client
Review service types
Schedule your first session
Configure your billing setup (only if billing is turned on for your account)
Items tick themselves off as you complete them. Click an item to see a short guide: Got it closes it, and Skip this step dismisses it. You can click a dismissed item to bring it back. When everything is completed or dismissed, you'll see Setup complete! and the checklist goes away.
The checklist and the Finish Setup button are only shown to independent providers. Practice members don't see them.
💡 Tip: If you dismissed the checklist but want to come back to it, click Finish Setup in the top navigation bar (visible until onboarding is complete). It returns you to the Home tab and highlights the checklist.
Frequently asked questions
How long does account approval take?
Our team typically processes applications within 24 hours. You'll get an email once your application has been reviewed. If you leave the confirmation page open, it checks every 30 seconds and takes you in automatically when you're approved.
Can I start setting things up before I'm approved?
No. The full dashboard is only available after approval, but you can schedule a demo call while you wait to get familiar with the platform.
Where do I log in?
At app.oasys.health. The Log in link on oasys.health takes you there.
What if I forgot my password?
On the Log in page, click Forgot password?, enter your email, and click Send reset link.
Why was I logged out?
Oasys signs you out after 15 minutes without activity. The Log in page shows the reason when this happens.
I'm part of a practice. Do I still need to do all of this?
Some settings (like terminology, payment processing, and services) may be managed by your practice admin, and services your practice sets up for you may not be editable. You'll still want to complete your personal profile, set your availability, and connect your calendar.
Can I change my availability or services later?
Yes. All settings can be updated at any time.
Does every service need a CPT code?
No. Only additional services (add-ons) must have one, and it must be an add-on code. A regular service can be saved without a CPT code, but add one before you bill insurance for it.
Do I need to connect Google Calendar?
It's not required, but it's recommended. Without it, Oasys can't check for conflicts with your other commitments, which increases the risk of double-booking.
Can I connect Outlook or Apple Calendar?
No. Only Google Calendar can be connected.