This guide covers everything about documents on Oasys — creating templates, assigning forms to clients, using document packets, tracking completion, and setting up recurring assignments.
In this article:
1. Document types
Oasys has five kinds of client-facing documents. Knowing which is which matters, because where you create them and what a client can do with them differ by type:
Custom forms — intake questionnaires, custom forms, and miscellaneous documents you build with the form editor or AI generator.
Signable documents — a PDF you upload and place signature, date, and text fields on. Supports two-party signing: the client signs first, then you (or a supervisor) counter-sign.
Worksheets — a blank PDF, DOC, or DOCX template (max 10 MB) the client completes and returns by uploading a file back.
Standardized assessments — pre-built clinical assessments including PHQ-9, GAD-7, DASS-21, PCL-5, C-SSRS, MDQ, ASRS, AUDIT, ACE, SCARED, SCAARED, SWLS, Y-BOCS, EDE-Q, PSC-35, and more that auto-score. New ones are added by Oasys on request (see §5).
2. Creating a custom form
Go to the Documents tab, open one of the Intake Forms, Consent Forms, or Miscellaneous categories, and click Create Form.
Choose Build Manually to manually design your form, or use the AI Generator to create one from a text description.
Add fields: text inputs (short or long), numbers, checkboxes, dates, drop-downs, or rating scales.
Mark fields as required or optional.
Save the template — it's now available for assignment to clients.
AI from a PDF works only for document/intake forms — it turns the PDF into an editable form for you to review. It does not generate clinician note templates.
3. Uploading a signable document
Go to the Documents tab and open the Consent Forms or Miscellaneous category.
Click Upload Signable PDF and choose a blank PDF. (In the Intake Forms category the equivalent button is Upload PDF Intake.)
Double-click on the document to drop signature, date, or text fields.
Assign a signer role (client or therapist) to each field. A document with at least one therapist field becomes a two-party document you’ll counter-sign.
Save the template.
You cannot add a signature field to a Form Builder custom form, and a custom form can’t be converted into a signable one. If you need a client signature, upload the form as a signable PDF instead. Interim workaround support recommends: add a required text field labelled “PRINT NAME” plus a required date field.
4. Uploading your own existing form as a template
If you already have an intake form or consent you use with clients, you don’t rebuild it from scratch — you upload it once as a reusable template:
A blank PDF you want clients to sign → upload as a signable PDF.
A blank PDF/DOC/DOCX you want clients to fill and return → upload as a worksheet (§1).
A questionnaire you want as structured fields → rebuild in the Form Builder, or use the AI Generator with the PDF as a reference.
5. Getting a standardized assessment added
Standardized assessments (PHQ-9, GAD-7, DERS, and the rest) are validated instruments that Oasys maintains centrally. If the one you need isn’t in your library:
Request it from Oasys — new assessments are added to your practice’s library on request; they are not self-service.
Some instruments are license-gated and may take time to add.
Building your own version in the Form Builder is not the same as the validated instrument — it won’t auto-score or track against clinical cutoffs.
6. Document packets
Packets are reusable bundles of multiple documents that you can send together with a single click — for example, an intake packet with a consent form, intake questionnaire, and PHQ-9.
Creating a packet
Go to the Documents tab, open the Packets section and click Create Packet.
Give it a name and description (e.g., "New Client Intake Packet").
Select the documents to include — you can mix custom forms, signable documents, assessments, and worksheets.
Save the packet.
Using a packet
When assigning, click the packet to select all its documents at once; you can still add or remove individual items. Documents shared across packets are de-duplicated automatically.
Packets are per-therapist, not practice-wide
There is no practice-wide packet. Each therapist has their own packets (so no one is assigned documents they don’t have). There’s no built-in way to clone a packet from one therapist to another.
7. Personal vs practice templates & how sharing works
A template you create on your own dashboard is personal — visible only to you.
A practice can share its Practice HQ templates down to therapists by enabling share templates with therapists. Those appear as read-only Practice templates in each therapist’s library.
Sharing is one-directional. Practice HQ → providers works; a template created on an individual therapist’s dashboard cannot be promoted or imported up into Practice HQ. To have a practice-wide template, create it in Practice HQ.
8. Assigning documents to clients
Open the Send Document modal from the Documents tab or a client’s profile. You can send to one client, several, or your whole caseload. Choose documents individually, pick a packet, or mix both, optionally set a due date, and send — each client gets their own copy and a notification.
Sending to a single client
Open the Send Document modal (from the Documents tab or a client's profile).
Select a client.
Choose documents individually, select a packet, or mix both.
Optionally set a due date and/or schedule to send documents on a recurring basis.
Click Send. The client receives a notification.
Sending to multiple clients
From the same modal, you can select multiple clients or choose to send to all clients.
If you assign a form or consent to more than one person — e.g. both parents of a minor — each recipient receives their own separate copy to complete and sign independently. It is never one shared document.
Duplicate assignments are blocked while outstanding
Oasys prevents a second outstanding copy of the same intake-type document. This is checked across the whole practice, so it also catches a duplicate assigned by another therapist. You’ll see messages like “Patient already has an outstanding [document]” or “Patient already has this signable intake form assigned.” Once the earlier copy is completed or removed, you can assign the same document again. (Regular signable docs and worksheets can be assigned repeatedly.)
9. Sending to an external recipient (non-client)
You can send a document to someone outside Oasys — a guardian, an alternative payer, or a referring/other contact — who has no portal account. It works by emailing them a secure magic link they open to sign, no account needed. The exact constraints:
Signable PDFs only. Regular forms, assessments, and worksheets can’t go to an external recipient.
Up to 5 documents per send.
The external-recipient option only appears after you’ve selected a qualifying signable document — that’s why it seems missing otherwise.
You pick them from the client’s Saved contacts group (add the contact first if they’re not there).
An expired or used link shows: “This link is no longer available. Please contact the therapist who sent it.”
10. Recurring document assignments
Set a document to send automatically on a schedule — e.g. a PHQ-9 monthly. Manage every recurring schedule on the Scheduled Documents page:
Edit a schedule’s name, target clients (all current, or all current & future), documents, and notes.
Delete it to stop future sends (“No further documents will be sent”). There is no pause/resume — stopping a recurrence means deleting it.
Frequency options are Weekly, Bi-weekly, and Monthly.
A recurring external schedule keeps the saved contact it was created with — to send to a different contact, create a new schedule.
💡 This is useful for ongoing assessments where you want to track scores over time without manually re-assigning the same document each period.
11. Tracking document status
Each assigned document has a status:
Assigned — sent; awaiting the client.
Pending Completion — a therapist-fill PDF needs you to fill it.
Ready for Review — a split form where the client finished their part.
Awaiting Patient — you filled your part; awaiting the client’s signature.
Awaiting Signature — your (therapist) signature is needed.
Awaiting Supervisor — pending supervisor signature.
Completed — fully done. Refused — the client declined. Expired — past its expiry.
The client sees different labels — on purpose
Clients see a simpler set: Completed, Overdue, Incomplete, Pending. They never see your therapist-only states. So a two-party document the client has signed shows Completed to the client while you still see Awaiting Signature — that’s expected, not a bug.
Overdue is not the same as expired: an overdue document is still completable.
12. Sending reminders
You don’t have to chase clients by hand:
On any document still in Assigned status, open its actions menu (⋮) and choose Send reminder (bell icon).
Overdue documents also show a Remind button in the Overdue Documents panel on your Home tab.
Reminders are limited to once every 24 hours per document.
13. Reviewing completed assessments & score trends
When a client completes an assessment:
Open the document from the client's profile or your Documents tab.
View the scored results (color-coded by severity for standardized assessments).
Review individual responses.
Track score trends over time if the same assessment has been assigned multiple times. A score-trend graph plots the change over time.
Download as PDF for your records.
Notes about score trends:
Most instruments auto-score into severity bands (e.g. GAD-7, PHQ-9, AUDIT); some use a single cutoff (PCL-5).
Multi-part instruments show subscales — DASS-21 breaks into Depression / Anxiety / Stress.
A few (SSAS, HBCS) intentionally show no severity because they have no validated cutoff.
C-SSRS (suicide risk) is handled specially: it uses risk categories, not a numeric score, and surfaces a safety message when risk is present (“Please consult with a mental health professional”).
14. Editing, removing, & reassigning
Editing a template creates a new version. It does not change copies already assigned to clients — those keep the version they were sent.
Removing an assignment: a document’s actions menu shows Remove (not yet completed) or Delete (completed). Both are permanent (“This action cannot be undone”). There is no separate “unassign” — removal is the mechanism.
External requests have their own Resend link and Cancel request actions.
Reassigning: once an earlier copy is completed or removed, you can assign the same document again.
15. Printing, exporting & downloading
What you can download today, with a Download action:
A completed signable PDF (“Download PDF”).
A client’s worksheet submission (the file they uploaded) and the original template.
Uploaded files in a client’s document library, and filled fillable PDFs.
What currently has no download/print option:
Completed Form Builder forms.
Completed diagnostic assessments (DA) and standardized assessment results.
16. Minors & guardians
Minor (child) accounts have their own document behavior, based on the fact that they have 1 or more guardian with access and control of the account.
A guardian must switch into the minor’s portal
A guardian who also has their own Oasys client account has two separate portals. To see or complete documents assigned to the minor, they must switch into the minor’s account using the account-switch button in the top-right, then open the Documents tab. Anything they do in their own portal — including entering a credit card — applies only to their own account and does not appear in the minor’s chart.
Multiple guardians are supported
A minor’s account can be reached by one or more guardians (one is the primary). You add and manage them on the minor’s profile under the guardian info tab. When you send a document for signature, you send to one guardian at a time — each gets their own copy.
17. What your client sees and does
Clients open assigned documents in the portal’s Documents tab (“Review, complete, and sign documents from your care team”), filtered by Outstanding / Completed. The home screen shows a Documents card with an overdue or pending count. What they do depends on the type:
A form or assessment — fill the fields and submit (“Form submitted”).
A signable PDF — click each field on the PDF, add a signature by drawing or typing it (“Add your signature”), then Submit Form (“Document Signed”). They can Download PDF afterward.
A worksheet — download the template, complete it, then Upload & Submit a file back. The client’s upload accepts PDF/DOC/DOCX/JPG/PNG/TXT up to 15 MB.
Portal clients (and guardians) must be logged in; external recipients use a no-login magic link (§9). Everything works on mobile, and there’s a native Oasys iOS app.
18. Signing & co-signing
Order: the client signs first
On a two-party signable document, the client signs first. The document then moves to awaiting your signature. To the client, it already reads as complete — they never see your pending signature (this is why a client and therapist can see different statuses).
How you counter-sign
Open the client’s Documents in My Patients; a banner reads “Patient has signed. Your signature is needed.” Open the document, fill your therapist fields, and click Complete Signature (“Document Completed”). Pending co-signs are also summarized in your sidebar.
Treatment plans
A treatment plan can be sent for signature natively: Treatment Plan → ⋮ → Send for Signing (after adding the guardian on the Access tab), to one guardian at a time; you then add your signature via Sign treatment plan.
Once completed, it’s locked
A completed/signed document is locked — you can view and download it but not edit it or add a late counter-signature. Supervisors have their own co-sign path where supervision applies.
19. Getting an outside document into the record
Clients cannot upload their own documents to the portal — the whole flow is therapist-initiated. To get an outside record in (e.g. a prior assessment from another provider), you upload it: a client’s Documents panel has an Upload Files option (“Add files to the client’s document library”).
There is no pre-built Release of Information (ROI) template — upload your own ROI PDF as a signable document and send it to an external recipient (school/provider) by email.
You can complete a fillable PDF on behalf of a client (“Fill for patient”) where that type applies.
You cannot currently send a worksheet you filled out with a client in session back to them — worksheets only support assigning a blank template for the client to complete.
20. Document sources
System presets — pre-built assessments available to all therapists.
Practice templates — created by your practice admin, read-only for therapists, visible only when your practice has template sharing enabled.
Your templates — the personal templates you’ve created or uploaded.
Frequently asked questions
Can clients see all my document templates?
No. Clients only see documents you've explicitly assigned to them. Your template library is private.
What happens if I assign the same intake form twice?
Oasys prevents duplicate assignments. If an intake form is already pending for a client, the system will flag it during assignment.
Can I edit a document after a client has completed it?
No. Completed documents are locked. You can view and download them but not modify the client's responses.
How do I create a form with AI?
Click AI Generator when creating a new template. Describe what the form should contain in plain text, or upload a PDF as a reference. Review and edit the generated form, then save.
Can I send documents to someone who isn't a client?
Yes — for signable documents only. Use the external recipient option to send up to 5 documents to an email address outside Oasys. They need to be associated with a client of yours.Can a client upload their own document?
No. All documents are therapist-initiated; you upload outside records yourself.
Why does my client say a form is done but I see it as assigned?
Either they signed a two-party document (you still need to counter-sign) or, for a guardian, they may be in their own portal instead of the minor’s.
Can I send a form to a non-client contact?
Only signable PDFs, via the external-recipient email link, up to 5 at a time. Regular forms and assessments can’t be sent externally.
How do I add a signature to my custom form?
You can’t — signatures require an uploaded signable PDF.