This article is for practice leadership and admins that have access to Practice HQ and are using the Oasys web platform.
This guide covers creating and managing practice-wide document templates that all therapists can use — including forms, signable documents, worksheets, document packets, 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 (when sharing is enabled). Managed centrally.
Therapist templates — created by individual therapists for their own use. Visible only to that therapist.
A practice admin can import a therapist's personal template to make it practice-wide. This creates a copy — the original stays with the therapist.
💡 Template sharing runs in one direction only: a therapist's personal template can be imported up to the practice library by an admin. There is no reverse path — a practice template can't be pushed down into an individual therapist's personal library, and there's no self-serve way to copy a template directly between two therapists.
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 using these field types: Text, Long Text, Number, Checkbox, Dropdown, Date, and Rating Scale.
Set a category: intake, consent, assessment, treatment, permissions, homework, survey, release, or miscellaneous.
Save the template. It becomes available to all therapists immediately.
⚠️ The Form Builder has no signature field. If you need a client signature, use a signable document (uploaded PDF) instead. As a workaround inside a custom form, add a required "print name" text field plus a required date field.
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.
Signable documents are the only template type that captures a real signature.
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.
Worksheets are always assigned blank for the client to complete on their own.
3. AI-generated forms
The AI Generator has two input modes, and they cover different form types:
Describe the form in plain text — generates intake, consent, or miscellaneous forms.
Upload a PDF as a reference — generates an intake form only.
Review and edit the generated form, then save it as a practice template.
💡 AI generation applies to client-facing document templates only. Note templates have no AI builder — they're built field by field (see Note templates below).
4. Document packets
A packet bundles several forms into a single set so they can be assigned together (for example, a full intake bundle).
Practice-wide packets — a practice admin can build and manage a packet at the practice level in the Documents tab of Practice HQ, for use across all therapists.
Per-therapist packets — packets can still be built for an individual therapist from the Documents tab by viewing that therapist's documents and opening their packets.
5. 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.
Fill on behalf — a Practice Owner/Admin capability, configured per template in the Document Library, that lets a therapist pre-fill a document for a client to view or download.
Require consent for proxy — when enabled, filling on behalf requires documented client consent.
6. 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.
7. 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.
8. Note templates
Note templates control the structure of clinical session notes (SOAP, DAP, etc.), and they're managed separately from document templates under Settings → Clinical → Note templates:
Build custom note sections and formats, field by field, for session documentation.
Create a note template at the practice level to make it available to all providers — with practice note templates in place, providers use the practice's templates.
Without practice-level note templates, each provider uses their own personal note templates.
⚠️ 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 import a therapist's personal template?
Yes. A practice admin can import a therapist's template to make it practice-wide. This creates a copy — the original stays with the therapist. Sharing only works in this direction; practice templates can't be pushed down into a therapist's personal library.Can I sign a treatment plan myself, without the client seeing it?
Not currently — treatment plans are sent to the client/guardian to sign; clinician self-signing isn't available yet.Can I generate a form with AI?
Yes — from a text description (intake, consent, or miscellaneous) or by uploading an intake PDF. Note templates are built field-by-field, and the custom Form Builder has no signature field — use an uploaded signable PDF for signatures.