This guide covers creating and managing practice-wide document templates that all therapists can use — including forms, signable documents, worksheets, AI-generated forms, compliance requirements, and note templates.
In this article:
1. Practice templates vs. therapist templates
Practice templates — created by practice admins. Shared with all therapists in the practice (if sharing is enabled). Managed centrally.
Therapist templates — created by individual therapists for personal use. Only visible to that therapist.
Practice admins can import a therapist's template to make it practice-wide. The original remains with the therapist.
2. Creating practice templates
Where to find it: Documents tab in Practice HQ → Document Library.
Custom forms
Click Add Template and choose Form Builder (or AI Generator for automated creation).
Build your form with fields: text, textarea, checkbox, radio, dropdown, date, rating scale, etc.
Set a category: intake, consent, assessment, treatment, permissions, homework, survey, release, or miscellaneous.
Save the template. It becomes available to all therapists immediately.
Signable documents
Upload a PDF file.
Double-click to place signature, date, and text fields on the document.
Assign signer roles (client, therapist) to each field for multi-party signing workflows.
Save the template.
Worksheets
Upload a PDF, DOC, or DOCX file (max 10 MB).
Set a category: homework, exercise, psychoeducation, or miscellaneous.
Save. Therapists can assign the worksheet to clients, who fill it out and return it.
3. AI-generated forms
Click AI Generator when creating a new template.
Describe what the form should contain in plain text, or upload a PDF as a reference.
Review and edit the generated form.
Save as a practice template.
4. Sharing settings
Control how therapists interact with practice templates:
Share templates with therapists — when enabled, all active practice templates appear in therapists' document assignment options.
Allow fill on behalf — when enabled, therapists can fill out documents on behalf of clients.
Require consent for proxy — when enabled, filling on behalf requires documented client consent.
5. Document requirements (compliance)
Practice admins can set document requirements to ensure specific documents are completed:
Go to the Compliance section of your practice dashboard.
Create a requirement specifying which templates must be completed.
Filter by therapist or client cohort.
Set due dates.
Track compliance status: which clients have completed required documents and which are outstanding.
💡 This is useful for ensuring all clients complete intake forms, consent documents, or recurring assessments.
6. Template versioning
When you update a practice template, Oasys creates a new version:
The old version is deactivated but preserved for audit purposes.
Existing assigned documents continue using the version they were assigned with.
New assignments use the latest version.
Versions are linked by a template group ID for tracking history.
7. Note templates
Practice admins can also create clinical note templates under Settings → Clinical → Note Templates:
Build custom note sections and formats for session documentation.
These templates are available to all therapists when writing session notes.
⚠️ Note templates are separate from document templates. Note templates control the structure of clinical session notes (SOAP, DAP, etc.). Document templates are client-facing forms, assessments, and signable documents.
Frequently asked questions
Can therapists modify practice templates?
No. Practice templates are read-only for therapists. They can use them to assign documents but cannot edit the template itself.
What happens to assigned documents if I update a template?
Existing assignments keep the version they were sent with. Only new assignments use the updated version.
Can I see which therapists are using a template?
Yes. The compliance section tracks document assignments and completion across therapists and clients.
Can I import a therapist's personal template?
Yes. Practice admins can import a therapist's template to make it a practice-wide template. This creates a copy — the original stays with the therapist.