đĽď¸ For practice admins using Practice HQ on the web. You need the Providers and admins permission to add and manage providers, and only the practice owner can add or remove admins.
This article shows you how to invite providers and non-clinical admins to your practice, read provider statuses on your roster, open a provider's details, and cancel an invitation or deactivate a provider.
In this article
1. Adding a provider
Invite a clinician to join your practice from Providers & admins in the Practice HQ sidebar.
Click Add provider in the top right of the Providers tab.
Enter the person's Full Name, Email and Role in the Invite provider dialog.
Choose a Service location if your practice has multiple locations turned on (optional).
Set a Start date and a Schedule type (Full-time or Part-time) if you want to (optional).
Click Invite. They get an email and appear on your roster as Invitation pending.
If the email already belongs to an Oasys provider, they're invited to join your practice and sign in with their existing account.
The invite is refused if the email already belongs to a client, a practice admin account, or another type of login. The message tells you which. Use a different email, or contact Oasys support.
If you see a message that the provider "has a profile but no login," an earlier invitation didn't finish. Contact Oasys support to clear the account before inviting them again.
Joining your practice doesn't approve a new provider's account. They can start seeing clients only after Oasys approves them, and show Pending approval until then.
đĄ Tip: Throughout Practice HQ, team members are called providers. "Therapist" describes their clinical role, but the buttons and dialogs you'll use say "provider."
2. Adding a non-clinical admin
Admins are non-clinical staff accounts (for example, a practice manager or front desk) with delegated Practice HQ access. Only the practice owner can add or remove them.
Go to Providers & admins and open the Admins tab.
Click Add admin.
Enter their email and name in Add practice admin.
Tick the Practice HQ permissions they should have. New admins start with none.
Click Create admin. They get an email with instructions to set up their login.
The Admins list shows each admin's account, a Delegated access summary (how many permissions are enabled) and their MFA status. Use Search admins... to find someone.
Anyone with the Providers and admins permission can view the Admins list.
The owner can click Permissions on an admin's row to change their access. See Roles and permissions.
The owner can remove an admin with the trash icon (Remove admin).
â ď¸ Important: Removing an admin revokes their Practice HQ access right away and can't be undone. To give them access again, add them as a new admin.
3. Your provider roster and statuses
The Providers tab lists everyone on your clinical team, with a status badge for each provider.
Active: part of your practice and able to work.
Invitation pending: invite sent, not yet accepted.
Pending signup: invite accepted, account setup not finished.
Pending approval: their provider account is under review by Oasys.
Inactive: deactivated. They can't log in to your practice.
To find someone, use Search providers... or the status filter: All statuses, Active, Pending (any of the three pending states) or Inactive. Click Provider or Status at the top of the table to sort.
The Clients column (or Patients, depending on your practice's terminology) shows View (N) to open that provider's caseload. It needs the Caseload or Clinical records permission; without either you see Restricted. See Adding and managing clients.
The MFA column shows each provider's multi-factor sign-in status. It's shown only to people with the Providers and admins permission.
If your practice has multiple locations turned on, a Location column shows each provider's service location.
If your practice is set up in Charter School mode, the roster also shows Sessions and Incomplete (notes not yet finished) for each provider.
4. Provider details, roles and locations
Each provider's row opens their details panel, and their role and location can be changed right from the roster.
Click a provider's row to open their details panel (needs the Providers and admins permission). The header shows the date they joined, and the Profile section has their details.
For active providers, the panel also has Scheduling, Availability and Services sections. These also need the Scheduling permission and appear only if your practice uses availability management.
Use the Role dropdown on a provider's row to change their role. You can also pick a role when you invite them.
If your practice has multiple locations turned on, use the location dropdown on the row to change a provider's service location.
Role and location can be changed only for active providers.
A practice always keeps at least one administrator role. You can't change your own admin role (another administrator must do it), and you can't change the role of the last administrator. Only the practice owner can give a provider the Admin/Director role (not to themselves), and that role also gives them Practice HQ access.
Roles also drive supervision requirements and supervised billing modifiers. For what roles control, and for Practice HQ permissions, see Roles and permissions.
5. Cancelling an invitation
Withdraw an invitation that hasn't been accepted yet.
Click the provider's row (status Invitation pending) to open their details panel.
Click Cancel Invitation in the panel header.
Click Cancel invitation to confirm, or Keep to leave the invitation open.
6. Deactivating a provider
Deactivate a provider who is leaving your practice. They "will lose access to this practice and will no longer be able to log in. Historical records will remain in the practice."
Click the provider's row to open their details panel.
Click Deactivate in the panel header, then Deactivate again to confirm.
Reassign their primary clients if you see Reassignment required. Change those clients' primary provider on the Clients tab (see Changing a client's primary provider), then try again.
Choose what happens to each remaining client relationship, then click Apply decisions & deactivate.
Resolve upcoming appointments if you're asked to. Click Cancel bookings & deactivate, or Keep provider active and sort the appointments out in the calendar first.
For each client relationship, the only option you can pick is End this provider relationship. Transfer to practice care and Continue privately are listed but can't be selected.
Records are kept either way. Only this provider's access ends.
If the provider still has work to finish, you'll see You can't deactivate [name] yet. It lists what's left, such as unbilled sessions to bill or waive, documents they need to sign, or unsigned notes. Only the provider can sign their notes. If they can't sign, contact Oasys support.
If the provider leads a group, choose a new lead for each group in the Groups tab first (Open group). If they lead a couple or family, choose a new provider for it first (Open Couples & families).
If the only thing left is a recurring series, the step is called Stop recurring series? and the button is Stop series & deactivate.
Choosing Cancel bookings & deactivate cancels the appointments (including recurring series) and notifies the clients.
Any connection requests still waiting on the provider are withdrawn.
If deactivation doesn't finish, you'll see Finish provider deactivation. Choose Retry deactivation to finish it. If some changes were already saved you can also choose Resume later; otherwise Keep provider active cancels the attempt.
You can have only one deactivation in progress at a time. Finish or cancel it before starting another.
â ď¸ Important: There's no button to reactivate a deactivated provider in Practice HQ. To reactivate one, contact Oasys support.
Frequently asked questions
Can a provider be part of more than one practice?
A provider works from one practice at a time with their login. If you invite someone who already uses Oasys, they're invited to join your practice with their existing account.
What happens to a provider's clients when they're deactivated?
Their clients and records stay in the practice. You first reassign any clients they're primary for, then decide each remaining client relationship, and cancel or resolve their upcoming appointments. See Deactivating a provider.
Can I see which clients a specific provider has?
Yes. On the Providers tab, click View (N) on the provider's row. This needs the Caseload or Clinical records permission.
Why can't I add a new role for my providers?
Every practice uses the same standard roles: Admin/Director, Licensed Clinician, Clinical Supervisor, Associate Therapist and Intern. Custom roles can't be added. To rename a role or turn on one your practice doesn't offer, contact Oasys support. See Roles and permissions.
Why can't I change a provider's role?
Roles can be changed only for active providers. You also can't change your own admin role or remove the last administrator, only the practice owner can assign Admin/Director, and a role change is blocked if it would break an active supervision relationship.
Why don't I see Add admin?
Only the practice owner can add or remove admins. Other people with the Providers and admins permission can view the Admins list.