This guide covers setting up and configuring your practice on Oasys. Everything here is managed from the Settings tab in Practice HQ.
In this article:
1. Practice details
Where to find it: Settings → Organization → Practice Details.
Configure your core practice information:
Practice name and legal business name
Website URL
Main office address
Primary contact — name, title, email, and phone
Practice logo — used on documents and branding
2. Managing locations
Where to find it: Settings → Organization → Locations.
If your practice has multiple offices:
Enable the multiple locations feature.
Add each location with a nickname and full address.
Mark one location as the default.
Therapists can be assigned to specific locations, and locations appear as options when scheduling appointments.
3. Defining services
Where to find it: Settings → Clinical → Default Services.
Define the session types your practice offers. Each service includes:
A name, default duration, and session mode (telehealth, in-person, phone)
Default pricing and billing codes
These services are available to all therapists in the practice when booking appointments.
4. Choosing terminology
Where to find it: Settings → Organization → Terminology.
Choose whether your practice uses "Patients" or "Clients". This applies across the entire platform for all therapists in your practice.
💡 When set at the practice level, individual therapists cannot override this — they'll see a message that the setting is managed by the practice.
5. Feature control
Where to find it: Settings → Organization → Feature Control.
Manage which features are available to each therapist:
View all therapists grouped by role.
Toggle specific features per therapist (e.g., DBT Diary Card).
Search for therapists by name.
6. Theme and branding
Where to find it: Settings → Account → Theme & Branding.
Each user can customize their own appearance — options include System (follows OS), Light, Dark, Ocean, and Oasis themes.
💡 This is a personal preference — it doesn't affect other users in the practice.
7. Subscription and fees
Where to find it: Settings → Account → Subscription & Fees (requires billing permission).
View your plan type, billing interval, and seat count.
See seat breakdown by type and cost per seat.
View claims processing fee status.
⚠️ This manages your Oasys platform subscription — not client payment collection. Client payments are set up in the Billing tab.
8. Permissions
Practice managers can be granted granular access:
Manage Therapists — access therapist management
Manage Clients — access client management and scheduling
View Analytics — access analytics and dashboards
Manage Billing — access billing, payroll, and subscription
Manage Settings — access practice settings, note templates, and feature control
Frequently asked questions
Can individual therapists override the terminology setting?
No. When set at the practice level, it applies to all therapists. They'll see a message that it's managed by the practice.
Can I have different services for different therapists?
Default services are practice-wide, but individual therapists can also define their own services in their personal settings.
What's the difference between Subscription & Fees and Billing?
Subscription & Fees (in Settings) manages your Oasys plan. Billing (separate tab) is where you manage client payments, claims, and invoices.