This guide covers how to add clients, manage their profiles, and keep your caseload organized. Whether you're inviting a new client or managing an existing one, everything happens from the My Clients tab.
In this article:
1. Adding a new client
To add someone who doesn't have an Oasys account yet:
Go to the My Clients tab and click Add a New Client.
Enter the client's full name and email address.
If billing is enabled, select a billing type: Cash Pay, Insurance, or Not Billed.
Click Add Client.
The client receives an email invitation to sign up. They'll appear in your list with a pending badge until they complete signup.
💡 After creating a client, you'll see a "What's next" checklist suggesting you schedule their first session, assign intake documents, and set up a treatment plan.
2. Adding a minor client
If your practice supports minor accounts:
Select Minor in the account type selector at the top of the Add New Client dialog.
Enter the minor's full name.
Select who has portal access (e.g., Guardian, Minor, Both)
Enter the parent/guardian's name, email, and relationship (e.g., Mother, Father, Legal Guardian, Grandparent, or Other).
The guardian receives the invitation and manages the child's account. All communication goes through the guardian.
3. Inviting an existing Oasys user
If a client already has an Oasys account (e.g., they're transferring from another therapist):
Enter their email and click Add Client. If the email belongs to an existing Oasys user, you'll see an Existing User Found notice, click Send Invite to send them a connection request instead of creating a new account.
The client must approve the request before you can access their profile.
💡 Why do they need to approve? Clients with Oasys accounts control their own care relationships. They need to consent to connecting with a new therapist.
4. Navigating the client list
Your client list is the left sidebar on the My Clients tab. Here's how to use it:
Search by name or email using the search bar at the top.
Filter between Active and Archived clients.
Badges appear next to clients who have unread messages or items needing your attention.
Click a client to open their full profile on the right side.
5. Client profile overview
When you select a client, you'll see several tabs and sections:
Clinical Information — diagnoses (DSM-5/ICD codes), medications, mental health history, and presenting concerns.
Personal Information — name, pronouns, sec, email, phone, date of birth, gender identity, and address.
Contacts:
Emergency Contact — name, relationship, phone, and email.
Other Contacts — name, email, and optionally Phone and Relationship.
Preferences — messaging toggle, billing type, diary cards and archive options.
Sessions & Notes — full session history with note status and mood scores for each session.
Treatment Plans — create, edit, or AI-generate treatment plans.
Documents — assign and track intake forms, assessments, and signable documents.
Messaging — secure, HIPAA-compliant chat (available after client signs up).
6. Creating a treatment plan
You can create treatment plans manually or let AI help:
Open a client's profile and go to the Treatment Plan section.
Click Create Treatment Plan.
Choose to write one manually or use AI generation.
When using AI-assisted planning:
Enter clinical details — diagnosis, focus areas, and treatment approach
Set a plan timeline — duration and review date (optional)
Add clinical context — manually written notes, options to extract information from session notes, quality measures, and health data
Reference existing plans — choose whether to use current plans when generating a new one
Customize formatting options:
Length: Concise, Normal, or Detailed
Tone: Professional & Clinical, Collaborative & Supportive, Educational & Informative, or Empathetic & Understanding
Format: Structured & Hierarchical, Narrative & Flowing, Modular & Sectional, or Integrated & Holistic
Once generated, edit the plan as needed and save. Treatment plans support rich text formatting, PDF export, version history, and expiration tracking.
7. Archiving or removing a client
Archive — moves the client to your Archived list. Their data is preserved but they no longer appear in your active caseload.
You can access archived clients anytime by switching the filter to Archived.
Restoring an archived client
Whether you can restore a client depends on their account status:
Client never signed up (no Oasys account): You can restore them directly from your Archived list — no approval needed.
Client has an Oasys account (signed up previously): They cannot be automatically restored. You'll need to send a new invitation, and the client must accept it. This is because clients with accounts control their own care relationships and need to consent to reconnecting.
Frequently asked questions
Can I import clients from another system?
Not directly through the UI. Contact support if you need to migrate client records from another platform.
What happens when I add a client who already exists?
Oasys detects the existing account and sends a connection request instead of creating a duplicate. The client must approve before you can access their profile.
Can I add a client without an email address?
No, an email is required. It's used for the invitation and for the client to log in to their account.
Do clients see my notes?
No. Session notes, treatment plans, and clinical information are only visible to you (and your supervisor, if applicable). Clients can only see documents you explicitly assign to them.
Can I change a client's billing type after adding them?
Yes. Go to the client's profile → Preferences and update the billing type at any time.