🖥️ For practice admins using Practice HQ on the web. Most of this needs the Documents permission, and working in a client's chart also needs Clinical records.
This article walks you through your practice's document library: the template types, building forms by hand or with AI, packets, the practice-wide sharing switch, and template versions. It also covers managing a provider's documents for them, working with the documents in a client's chart, and following document activity on your dashboard.
In this article
1. Practice templates vs. provider templates
Your providers can send three kinds of document templates.
Practice templates — created by practice admins in Practice HQ. Every provider in your practice can use them. In a provider's own library they appear under a From your practice divider. Providers can send them but can't edit them.
Provider templates — created by individual providers for their own use. Only that provider sees them.
Standard Oasys templates — the built-in templates, such as the standard assessments. Everyone can use them, and they're listed under Standard Oasys templates in your practice library.
To open the library, select Documents in the Practice HQ sidebar. Your role needs the Documents permission ("Manage document packets, templates, and requirements."). Oasys enforces this, not just the menu.
There's no button to copy a provider's personal template into the practice library, or to push a practice template down into a provider's personal library.
To make a provider's form practice-wide, re-create it in the practice library.
Note templates, which shape AI-generated session notes, are managed separately. See Services and note templates.
Required documents and IM+CANS tracking live on the Compliance tab. See Compliance tracking and IM+CANS exports.
2. Creating practice templates
This section shows where each kind of template is created and how to build it.
The library layout
Go to Documents → Documents library. Use the Templates menu to switch between categories, or click Packets to see packets. The create buttons change with the category you're in.
Category | Create buttons |
Assessments | None. These are the standard Oasys assessments. You can search them. |
Worksheets | Upload Worksheet |
Intake Forms | Create Form, Upload PDF Intake |
Consent Forms | Create Form, Upload Signable PDF |
Miscellaneous | Create Form, Upload Signable PDF |
The create buttons only show on a computer-sized screen, not on a phone.
Some buttons depend on features turned on for your practice (custom forms, e-signatures and worksheets). If one is missing, contact Oasys support.
On your Practice HQ dashboard, Quick actions → Create intake form is a shortcut to the same intake form builder.
⚠️ Important: Upload only blank, unfilled templates. Don't upload completed forms or files containing client information. Every upload dialog shows a Blank templates only reminder.
Custom forms
Open Intake Forms, Consent Forms or Miscellaneous and click Create Form.
Choose Create with AI (see AI-generated forms) or Build Manually.
Enter a Title (required) and an optional Description.
Click Add Field for each question, give it a label, and choose its type.
Turn on Required for any field the client must complete.
Click Add Informational Section to add instructions or other text the client reads but doesn't answer.
Drag fields to reorder them, then click Save. The form is saved in the category you created it from.
Field types:
Text, Long Text, Number and Date.
Checkbox and Dropdown, with your own options. A checkbox can turn on Allow Multiple Selections, and both can add an Include "Other" Option with free text.
Rating Scale (1-10), with optional labels for 1 and 10 (for example "Not at all" and "Extremely").
Signature — the client clicks Apply signature and signs. They can clear it and sign again.
Date Signed — the client clicks Use today's date to fill in the date they sign. They can't type a different date.
An informational section supports headings, bold, italics and bulleted or numbered lists. It's never required, and it's left out of the completed form's PDF.
A form needs a title and at least one field, and every field needs a label, or it won't save.
Custom forms and assessments have no draft or save-and-resume. The client completes them in one go.
Signable PDFs
Open Consent Forms or Miscellaneous and click Upload Signable PDF. For intake forms, use Upload PDF Intake → Manual Creation.
Enter a Title and optional Description, then upload the PDF.
From Add a field, drag fields onto the page: Signature, Date, Date Signed, Text and Checkbox.
Click a field to set it up. Turn Required on or off, and under Completed by choose Recipient (the client) or Therapist. This is how you build documents both people complete.
For date fields, pick a Date format. Use Remove field to delete one.
Save the template.
Date lets the signer enter a date you ask for. Date Signed fills in the date on the signer's device when they sign, and can't be changed to another date.
A signable template needs at least one field the client completes, or it won't save ("Templates need at least one recipient field for the patient to complete.").
Worksheets
Open Worksheets and click Upload Worksheet.
Enter a Title and an optional Description.
Upload a PDF, DOC or DOCX file (max 10 MB).
Click Save Worksheet.
Providers can then send the worksheet to clients, who fill it in and return it. Worksheets are always sent blank.
Previewing, editing and deleting templates
Click a template's row to preview it.
Click the pencil icon to edit a custom form or signable PDF. Worksheets can't be edited. To change one, delete it and upload a new version.
Click the trash icon to delete a template. It's hidden from future sends, and documents already sent stay available to clients.
Standard Oasys templates can't be edited or deleted.
If your practice is set up in Charter School mode
The Documents tab shows a simpler Document library with an Add template button.
Add template uploads a PDF, DOC or DOCX file (max 10 MB). There's no form builder or AI generator.
Each template's menu has Rename and Delete. Deleting is permanent.
Practice templates are always available to your providers, and there's no sharing switch.
3. AI-generated forms
There are two ways to have AI draft a form for you.
Create Form → Create with AI — describe the form in plain text. Available for Intake Forms, Consent Forms and Miscellaneous.
Upload PDF Intake → Generate with AI — upload a blank PDF (up to 10 MB) and AI turns it into an editable intake form. It works with image-based PDFs and scans. This is for intake forms only.
Start one of the options above. For a text description, describe the information to collect, the sections and any required fields.
Click Generate (or Generate with AI for a PDF).
Keep working while it runs. You'll see "We are generating your document" and get a notification when the template is ready.
Open the new template from the library, review it, and edit anything that needs changing.
💡 Tip: The generated form is saved to your library as soon as it's ready. Providers can send it right away, so review it promptly.
AI drafting applies to client-facing document templates only. Note templates have no AI builder (see Services and note templates).
4. Document packets
A packet bundles several documents so they can be sent together, for example a full intake bundle.
Practice packets
In Documents library, click Packets.
Click Create packet.
Enter a Packet Name and an optional Description.
Select at least one document, then click Create Packet.
Practice packets can include standard Oasys documents and your practice templates, but not a provider's personal templates.
Every active provider in the practice can use them. Providers see them under From your practice in their own Packets view. They can send or schedule them but can't edit or delete them.
Use the edit and delete icons on a packet's row to change or remove it. Deleting a packet is permanent.
A provider's own packets
To build or edit a packet for one provider, use Provider documents (see Managing a provider's documents for them).
5. Sharing settings
Your practice templates are always shared with every provider in your practice. There's no switch to turn sharing off. Providers can use your active practice templates when they send documents, alongside their own templates and the standard Oasys templates. Your templates can also be sent to people on your waitlist (see Managing the waitlist).
There are no practice-level switches for filling documents on a client's behalf. Providers do that from the client's documents: open the document's ⋮ menu → Fill on behalf, and use Re-open for client to hand it back. See Sending documents and forms.
6. Managing a provider's documents for them
Use this to work in one provider's own document library, for example to set up their templates or send documents for them.
At the top of Documents library, click Provider documents.
Search for and choose the provider.
Work in their library. A banner confirms "You're managing documents on behalf of [provider]. Anything you send or create here is issued from their account."
Click the Documents Library breadcrumb to go back to the practice library, or use the provider picker to switch providers.
From a provider's library you can:
Create, edit and delete that provider's templates and packets. Deleting a template removes it from their library, and documents already sent stay available to clients.
Click Send documents to send to their clients, one time or on a recurring schedule.
Open Scheduled to see and manage their scheduled sends.
7. Documents in a client's chart
Each client's chart in Practice HQ has a Documents tab that lists the forms sent to them and the files added to their chart.
Open the client's chart, for example from Providers & admins → a provider's caseload → the client.
Click the Documents tab.
Sort by Document, Type, Status or Updated, and click a row to open a completed document or a file.
Each row's ⋮ menu shows only the actions that apply:
Download — saves a completed document or an uploaded file.
Send reminder — reminds the client about a document still waiting on them. It's sent as the provider who sent the document, even if you opened the chart from a co-treating provider's caseload. You can remind once every 24 hours, and the option reads Reminded in the last 24 hours until then.
Delete — removes a document assignment that hasn't been signed or completed. Any unfinished responses are removed, and this can't be undone.
To add files, such as a referral letter:
Click Upload.
Choose up to 10 files at once: PDF, DOC, DOCX, JPG, PNG, GIF, XLS, XLSX or TXT, max 50 MB each.
Edit each file's name if you want, and add an optional description that applies to all of them.
Click Upload. If a file fails to upload, it stays in the list so you can try again.
Send reminder and Delete need the Documents permission. Upload needs Clinical records.
You can delete files you uploaded yourself.
Records imported from another system, such as discharge summaries, appear in the list too.
8. Template versioning
Every time you edit a practice template, including renaming it, Oasys saves a new version.
The old version is deactivated but kept for your records.
Documents already sent keep the version they were sent with.
New sends use the latest version.
9. Document activity on your dashboard
The Practice activity feed on your Practice HQ dashboard shows document events alongside sessions, notes and other activity.
Open the activity filter (it starts on All Activities).
Choose a document event to see only that kind.
The document filters are:
Documents sent, Document assigned, Reminder sent and Filled for client.
Schedule created, Schedule updated, Schedule cancelled and Schedule executed.
Packet created, Packet updated and Packet deleted for providers' own packets.
Practice packet created, Practice packet updated and Practice packet deleted for your practice packets. These show the admin who made the change.
Template created, Template updated and Template deleted.
✅ Good to know: When an admin does something for a provider, such as sending a document from Provider documents, the feed adds "Done by [admin] on behalf of [provider]".
Frequently asked questions
Can providers change practice templates?
No. Practice templates and practice packets are read-only for providers. They can send them but can't edit them.
What happens to sent documents if I update a template?
Documents already sent keep the version they were sent with. Only new sends use the updated version.
Can I import a provider's personal template?
No. Re-create the form in the practice library, or use Provider documents to manage it in that provider's own library.
Can a custom form collect a signature?
Yes. Add a Signature field and, if you want the date, a Date Signed field. You can also use a signable PDF to place signatures on your own document.
Can I generate a form with AI?
Yes. Use Create with AI from a text description (intake, consent or miscellaneous), or Generate with AI from an uploaded intake PDF. Review the result before providers send it.
Can I sign a treatment plan myself, without the client seeing it?
No. The treatment plan is sent to the client or guardian first. Once they've signed, the provider sees Sign treatment plan to add their own signature.
Can I see which providers are using a template?
Not as a usage report. The Compliance tab only tracks documents flagged as required for specific clients. The Practice activity feed on your dashboard shows document sends and assignments as they happen.
Why is Send reminder grayed out on a chart document?
A reminder was sent in the last 24 hours. You can send another once 24 hours have passed.