This article is for practice leadership and admins that have access to Practice HQ and are using the Oasys web platform.
This guide covers setting up clinical supervision workflows in your practice — including session review, approval processes, billing integration, and supervisor-supervisee relationships.
In this article:
1. Setting up supervision
Go to the Supervision section in your practice dashboard.
Enable supervision and configure which roles require it (e.g., associates, interns).
Define which roles can act as supervisors (e.g., licensed supervisors, senior therapists).
Set the approval deadline (default: 48 hours). You can set role-specific deadlines (e.g., interns get 24 hours, associates get 48).
💡 A role either requires supervision or can supervise — the same role can't be both. Assign your roles to one side or the other when you set this up.
2. Creating supervisor relationships
From your practice dashboard, go to Supervision.
Create a new relationship by selecting a supervisor and supervisee.
The supervision type is Clinical.
Set the frequency: Weekly, Biweekly, Monthly, or As Needed.
💡 A supervisee can have more than one supervisor. Turn on the Multiple supervisors setting in your supervision settings — it's self-serve and off by default.
3. How session review works
When a provider whose role requires supervision completes a session:
Instead of Sign and Lock, they see Submit for Review.
The session goes to their assigned supervisor with the status Pending review.
The supervisor is notified and sees the session in their pending reviews queue.
The supervisor reviews the notes and either Approves the session or marks it Needs revision.
If revision is requested, the supervisee edits and resubmits.
Once approved, the note is locked.
4. Supervision and billing
Two settings under Supervision → Billing policies control how supervision interacts with billing:
Allow billing before approval — supervisees can create claims and invoices while a session is still awaiting supervisor review. When this is off, a supervised session is blocked from billing until it's approved.
Bill under supervisor's profile — uses the supervisor as the rendering provider (CMS-1500 Box 24j) on that supervisee's claims instead of the supervisee. This is the incident-to billing setting, so if you're looking for "incident-to" or "Box 24j," this is it.
⚠️ If billing is blocked pending approval, sessions will show as "Blocked" in the Bill Sessions tab until the supervisor approves them.
5. Billing modifiers
Supervised sessions can carry a billing modifier automatically, but the modifier isn't tied to a provider's degree level — it comes from your practice's configuration for that supervisee or role.
Insurance claims — the modifier is applied from your Claim Rules configuration, so you decide which modifier applies to which supervisee or role. Because it's configured per practice, it isn't a fixed table.
Default mapping — where no specific rule is set, the built-in defaults are associate → HO and intern → HN. Superbills and other non-claim paths use your practice's modifier mapping.
💡 Modifiers follow the supervisee's role (associate, intern) and your configuration — not their degree. Set the modifier you want in Claim Rules rather than assuming a fixed HO/HN/HP mapping by education level.
6. Set up supervision before billable work begins
Supervision routing — the review requirement, the billing modifier, and incident-to rendering — applies going forward from when you configure the relationship and the role requirement. It is not retroactive. If a role is marked as requiring supervision after sessions have already been billed under the supervisee's own profile, those earlier claims aren't corrected automatically, which can surface later as a confusing pattern of denials. Set up supervision relationships before a new associate or intern starts seeing billable clients.
7. Notification settings
Under supervision settings, configure:
Notify supervisor when a session is submitted for review.
Notify supervisee when supervisor takes action (approved or revision requested).
Reminder frequency for outstanding reviews: daily, weekly, or never.
8. Tracking outstanding reviews
Supervisors see pending reviews in their dashboard action items. Practice admins can view overdue sessions and outstanding notes stats across all supervisor-supervisee pairs.
Frequently asked questions
Can a supervisee have more than one supervisor?
Yes — turn on the "Multiple supervisors" setting in your supervision settings. It's self-serve and off by default.Do billing modifiers apply automatically?
Yes. For insurance claims the modifier is applied from your Claim Rules configuration for that supervisee or role, so it reflects the setup you choose rather than a fixed table.What happens if the supervisor doesn't review in time?
The system tracks overdue reviews against your configured deadline, and reminders are sent automatically based on your notification settings.Can I change who supervises a provider?
Yes. You can update or deactivate supervision relationships at any time from the Supervision section.My supervisor can't see a supervisee's Mental Status or Risk Report — why?
That visibility is enabled for your practice by Oasys rather than through a settings toggle. If a supervisor is missing it, contact support to have it enabled.