š„ļø For practice admins using Practice HQ on the web. Managing supervision needs the Supervision permission, and saving supervision settings also needs the Settings permission.
This article explains how to set up clinical supervision in your practice: choosing which roles supervise and which need supervision, review deadlines, assigning supervisors, how session review and document sign-off work, ending assignments, bulk sign-off and group supervision, notifications, and tracking reviews. For billing rules on supervised sessions, see Supervision and billing.
In this article
1. Who can manage supervision
This section explains what has to be in place before you can use supervision. In Practice HQ, Supervision is in the Administration section of the sidebar.
Supervision has to be turned on for your practice by Oasys. Until it is, Supervision doesn't appear in your Practice HQ sidebar.
To open the Supervision page and create or remove assignments, your practice role needs the Supervision permission. Without it, Supervision doesn't appear in your sidebar. Owners and admins have it by default.
To save supervision settings (roles, deadlines, multiple supervisors, billing policies, group supervision), you need both the Supervision and the Settings permissions. With only Supervision, you can see the settings but saving fails.
Supervision is only available within a practice. A solo provider can't supervise someone without becoming a practice.
2. Setting up roles and review deadlines
This section shows how to choose who supervises, who is supervised, and how long reviews can take.
In Practice HQ, go to Supervision and click Settings (top right).
Under Roles & assignments, tick the roles in Supervising roles ("Select roles that can review and approve supervisees' session notes").
Tick the roles in Requiring supervision ("Select roles that need their session notes reviewed by a supervisor").
In Deadline Settings, click Edit and set the General review deadline in days. The default is 2 days, and you can enter any whole number from 1 to 120.
Optionally, set Role-specific overrides for each role that requires supervision (for example, 1 day for interns). Leave a role blank to use the general deadline.
Click Save Changes.
Role ticks save as soon as you click them. Deadline changes save when you click Save Changes.
A role either requires supervision or can supervise, never both. Once a role is ticked on one side, it's greyed out on the other.
When a session isn't reviewed within the deadline, it's marked overdue: "Sessions will be marked as overdue if not reviewed within N days of submission."
ā ļø Important: Unticking a role immediately ends every active supervision relationship that depends on it. For example, if you untick "Associate" under Requiring supervision, all associates' supervision assignments end. There is no confirmation step, so check before you untick.
3. Assigning supervisors
This section shows how to pair a supervisor with a supervisee. You need at least one supervising role and one role requiring supervision first. Until then, the page shows Configure Roles.
In Practice HQ, go to Supervision and click New assignment.
In Create Supervision Relationship, pick the Supervisor first, then the Supervisee. The lists only show team members whose role is ticked on that side.
If your practice allows multiple supervisors, choose whether to turn on Set as primary supervisor.
Click Create Relationship.
The Supervision page lists each supervisor with their supervisees and the date each assignment started ("As of ā¦"). Use Search by name or email to find someone.
More than one supervisor
To allow it, go to Settings ā Deadline Settings ā Edit and turn on Multiple supervisors ("Allow providers to have more than one supervisor"). It's off by default.
When it's on, one supervisor per supervisee is the primary. The primary is the default reviewer when a session is submitted.
To change the primary, open the ā® menu next to the supervisee and choose Make primary.
When Multiple supervisors is off, the new assignment automatically becomes the primary. Oasys won't let you add a second supervisor: "Multiple supervisors are not allowed for this practice. Please deactivate the existing supervision relationship first."
4. How session review works
This section walks through what happens when a provider whose role requires supervision finishes a note.
Click Sign and Submit for Review instead of Sign and Lock (the provider does this; the confirmation button says Submit for review).
Wait for review. The session is assigned to one supervisor (normally the primary) and shows as Pending Approval. In the supervisor's list it shows as Pending.
Open the session from the supervisor's own Supervision tab. The supervisor is notified and sees it there.
Click Approve Session or Request Revision, with optional comments (the supervisor does this).
Revise if asked. The status becomes Needs Revision. The supervisee updates the note and clicks Resubmit for Review, and the status becomes Resubmitted.
Check the result. Once approved, the status shows Approved.
Only the supervisor the session was assigned to can approve it, and only while their supervision relationship is active. Other supervisors of the same supervisee can't approve it for them.
The Risk Assessment and Mental Status Exam are always available to the supervisor in the review panel.
The supervisor's Supervision Dashboard shows Pending review, Overdue notes and Documents to sign counts.
ā Good to know: Sessions imported from another system show a green Migrated badge in client session cards and practice session lists, including on mobile. Their session details also show Migrated, with any signature date and amendment history available separately. This label describes where the record came from. It doesn't change its signing, locking, supervision, access or billing rules.
5. Documents that need supervisor sign-off
This section covers forms, such as a Diagnostic Assessment or IM+CANS, that a supervised provider completes and their supervisor signs.
Click Submit for Supervisor Review when the supervised provider finishes the form. It shows as Awaiting Supervisor until the supervisor signs.
Open the form from the supervisor's Supervision tab. Documents to sign counts what's waiting. If your practice uses document requirements, a red dot on Compliance also flags documents awaiting a supervisor signature.
Review the form. The supervisor can make edits before signing off.
Click Sign to complete the supervisor sign-off.
This works for forms laid out as PDFs and for multi-part forms such as the Diagnostic Assessment. For document setup and requirements, see Documents and templates.
6. Ending or changing an assignment
This section shows how to end an assignment and what happens afterwards.
Open the ā® menu next to the supervisee.
Choose Remove assignment.
Confirm End Relationship in the End Supervision Relationship? dialog.
If the supervisee has other active supervisors, you can't remove the primary one: "Mark another supervisor as primary before removing this one." Make someone else primary first.
After it ends, the former supervisor loses all access to that supervisee, including their clients, sessions and dashboards.
To restore an ended assignment, create a new assignment for the same supervisor and supervisee. Oasys reactivates the relationship with today as its start date.
Before ending an assignment, ask the supervisor to finish reviewing any sessions still waiting from that supervisee.
Changing a provider's role
If a provider has active supervision relationships, Oasys blocks changing them to a role that can't take part in those relationships: "Cannot change role to 'ā¦'. This therapist has ā¦ that would no longer be valid for the new role. Remove the supervision connections first, then update the role."
7. Bulk sign-off and group supervision
This section covers signing or approving many notes at once, and group supervision meetings.
Bulk sign-off
Bulk sign-off lives in Practice HQ under Settings ā Feature settings, not on the Supervision page. The card appears only if you have the Supervision permission.
Bulk signing provider notes: "Allow providers to sign multiple session notes at once." Providers then see Bulk Sign with their unsigned notes. For supervisees, bulk signing submits all the notes for review.
Bulk approval supervisee notes: "Allow supervisors to approve all pending supervisee notes at once." Supervisors then see Approve All on a supervisee's session list.
Both are off by default. When off, Oasys refuses bulk signing or approval, not just hides the button.
Group supervision
On Supervision ā Settings, turn on Group Supervision Sessions: "Allow supervisors to create and track group supervision meetings."
It saves as soon as you switch it.
8. Notifications
This section explains who gets told about reviews. There are no practice-wide supervision notification settings. Each provider controls their own in their notification settings, under Supervision.
Supervisees: "Get notified when your supervisor approves or requests you to revise session notes."
Supervisors: "Get notified when a therapist submits a session note for review."
Oasys doesn't send reminders for overdue reviews. Overdue reviews show in the supervisor's queue and in Analytics (see Tracking outstanding reviews).
9. Tracking outstanding reviews
This section shows where supervisors and admins can follow review work.
Supervisors see pending reviews in their own Supervision tab and in their dashboard action items. Overdue reviews are flagged against your deadline.
Practice admins can track review performance in Analytics. The Supervision program section shows the supervisee-to-supervisor ratio, Reviews on-time % and Avg review turnaround, overall and per supervisor.
If group supervision is on, the Supervision sessions and Supervisee attendance reports are also available.
The clinician follow-up report lists notes Awaiting supervisor review and notes that Needs revision for each provider. See Clinician follow-up report.
Frequently asked questions
Can a supervisee have more than one supervisor?
Yes. Turn on Multiple supervisors in Supervision ā Settings ā Deadline Settings. It's self-serve and off by default. One supervisor is the primary, and sessions go to them by default.
Where do I set how often supervision meets (weekly, monthly)?
Oasys doesn't have a setting for how often supervision meets. Assignments don't ask for a frequency.
What happens if the supervisor doesn't review in time?
The session is marked overdue against your review deadline (in days). It still waits for that supervisor. Nobody else can approve it.
Can I change who supervises a provider?
Yes. Add the new supervisor (with Multiple supervisors on), make them primary, then remove the old one. Or remove the old assignment and create a new one. New submissions go to the new supervisor, and the former supervisor loses all access to that supervisee. See Ending or changing an assignment.
I clicked "End Relationship" by mistake. Can I undo it?
The dialog says it can't be undone, but you can create a new assignment for the same pair. Oasys reactivates the old relationship from today.
My supervisor can't see a supervisee's Mental Status or Risk Report. Why?
The Risk Assessment and Mental Status Exam are always available to supervisors in the review panel, and no setting turns them off. If the note has neither, the panel says "No Risk Assessment or Mental Status Exam recorded for this session."