🖥️ For clients using the Oasys portal on the web. Using the iPhone app? See Documents and forms.
This article shows you how to find, complete and sign the forms your care team sends you, download copies, upload files for your care team, and how documents work for guardians.
In this article
1. Opening Documents
Documents is where you review, complete and sign paperwork from your care team, such as intakes, consents, worksheets and assessments. The page reads "Review, complete, and sign documents from your care team."
Click Documents in the menu (on a phone, Docs in the bottom bar). A badge counts the items that need your action.
Documents appears if your practice has it turned on. School-based practices don't use Documents in the client portal.
You only see documents sent to the login you're using.
Home shows a Documents card that reads N overdue (red), N pending (orange), or View forms when you're all caught up.
The notifications bell at the top can show "You have N overdue document(s)" or "You have N document(s) due soon", with a View Documents button. "Due soon" counts every item still waiting for you that isn't overdue, including ones with no due date.
2. Tabs, search and filters
Use the tabs to find what you need. Outstanding opens by default.
Tab | What it shows |
All | Items that need action first (overdue, then by due date), then completed items, then uploaded files |
Outstanding | Items that still need your action |
Completed | Finished items, newest first |
Uploaded | Files you uploaded, or files your care team sent you |
Search with Search documents and files....
Filter by type with All Types. Only the types you actually have are listed. The filter is hidden on Uploaded.
The list shows Document, Type (when All Types is selected), Status and Date, 10 items per page. If you have a care team, a From column shows which provider sent each item.
The date reads Due, Completed, Uploaded or No due date.
3. Status and type labels
Each document has a status badge and a type badge.
Status | Meaning |
Incomplete | Needs your action |
Overdue | Needs your action and is past its due date |
Pending | Waiting on someone else, such as your provider's part. No action needed from you right now. |
Pending Therapist Completion | Your provider is filling in this form for you. It shows only on All and can't be opened. |
Completed | Finished on your side. It may still be waiting for your provider's signature. |
Uploaded | A file in your portal. See Uploading a file. |
Unknown | Rare. The status couldn't be shown. Contact your practice if it doesn't clear. |
Type badges are Assessment, Worksheet, Intake, Consent, Miscellaneous and File (uploaded files).
Forms split between you and your provider
Some forms have a part for you and a part for your provider. The form appears under Outstanding only while it's waiting for your part.
After you submit, you'll see Form submitted: "Your portion of the form has been successfully submitted." The form leaves Outstanding and stays on All as Pending while your provider finishes. That's expected, not a lost form.
Forms your provider fills in for you
Your provider can complete a form on your behalf, for example during a session. While they do, it shows as Pending Therapist Completion. It can't be opened while your provider is filling it in.
If they hand it back to you, it returns to Outstanding.
Your provider can also send you a copy of a form they've completed. It appears as Completed.
4. Completing and signing a document
Open a document from Outstanding (or All) and follow the steps on screen.
Go to Documents → Outstanding.
Click the document.
Fill in every required field.
Add your signature when asked.
Click the submit button at the end. Its name depends on the form, for example Submit Form.
💡 Tip: Long intakes are easier on a larger screen. Some forms, such as intakes and worksheets, ask you to confirm before closing with unsaved changes. Finish assessments in one go.
Signing a document
Documents to sign show a checklist, Complete the required fields, grouped into Required signatures, Required dates, Required text fields and Required checkboxes. Anything under Optional additions isn't required to finish.
Click Sign now next to a signature to open Add signature.
Choose Type (your name is filled in for you) or Draw (use Clear drawing to start again), then click Apply signature.
Click Submit Form. You'll see Document Signed: "Document signed successfully!"
Signature and date fields in custom forms
For a signature field, click Apply signature, then draw or type your signature. Use Clear signature to redo it.
For a date-signed field, click Use today's date. The date fills in for you and can't be typed. Use Clear date to remove it.
Some forms include information text from your practice, such as instructions. It's there to read, not to fill in.
Your provider can't sign a form with a client signature field for you.
Assessments and worksheets
Open a completed assessment from Completed to see your responses and, for scored assessments, your Total Score and severity. Talk to your provider about what it means for you.
If a guardian completes an assessment on a child's account, it says "Please answer these questions on behalf of your minor."
For a worksheet, click Download to get the worksheet, fill it in, then use Upload Completed Worksheet and click Upload & Submit. Worksheet files can be PDF, DOC, DOCX, JPG, PNG or TXT, up to 15MB. You'll see Worksheet Submitted.
Treatment plans and other requests
When your provider sends your treatment plan for signing, it arrives as a document to sign. Open it from Outstanding, review it and sign.
If your provider asks you to sign a form they've already completed, it also arrives in Outstanding.
Some requests include a note from your provider (Therapist Notes or Note from your therapist, or Notes from and the provider's name if you have a care team). Read it before you start.
Card-on-file requests
Some practices send a card authorization form. It has two steps.
Review the Authorization step and click Continue to Payment Details.
Enter your card on the Payment step and click Save Card & Complete Request.
The card is saved to your Payment Settings. Your first card becomes your default. Adding another card doesn't change your default card or who pays. See Billing and payments.
5. Getting a copy
You can download most completed documents.
On the list, use the ⋮ menu on a completed document and choose Download. This works for signed documents, custom forms, assessments, worksheets you submitted with a file, and card authorizations.
When a completed document is open, use Download at the top. Signed documents and PDF forms show Download PDF instead.
If there's no download option, ask your practice for a copy.
6. Due dates, notifications and reminders
Keep an eye on the Date column for due dates. Overdue items keep the Overdue badge until you complete them.
When your care team sends you a document, you get an email such as "New Document Assigned" (unless you've turned off Document Assignments in Settings → Notifications).
Oasys doesn't send automatic reminders for outstanding documents. Your provider may send you a reminder, by email such as "Reminder: Complete Your" and the document name.
If your provider sends a link to a specific document, it opens on Documents with that item already open. If it can't be found for the login you're using, you'll see Document not found.
7. Uploading a file
You can send your care team a file, such as a referral letter, lab result or insurance card photo.
Open Documents and click Upload (top right).
Select files or drag and drop them into Upload Files. You can rename each file.
Add a Description if you like (up to 1,000 characters).
Click Upload. You'll see Upload Complete, or Partial Upload if some files failed.
Files can be PDF, DOC, DOCX, JPG, PNG, GIF, XLS, XLSX or TXT, up to 50MB each and up to 10 at once.
Uploading needs a current provider connection.
Your uploads appear on Uploaded (and All) with an Uploaded badge. Click a file to preview or download it. Files your care team sends you appear here too.
Your care team can see your upload. Among portal logins, only the login that uploaded it can see it. Another guardian's login on the same account won't see it unless your provider sends it to them.
8. Guardians: each login has its own copy
When a practice sends a document to a minor's account, it's sent to specific logins, for example each parent.
Each login gets its own separate copy. One guardian completing or signing their copy doesn't complete the other guardian's copy.
A guardian only sees the copies sent to their own login.
If a document you expected isn't there, check you've switched to the right account with Switch account, then ask the practice to send it to your login.
9. What you won't see here
Some paperwork never appears in your Documents list.
Practice files that were never sent to you.
Documents in school-based practices, where Documents isn't part of the client portal.
Note templates your provider uses. Those are clinician tools, not client forms.
Documents sent to a different login on the same account. See Guardians: each login has its own copy.
Forms your provider is still drafting. You see them only once they're sent to you.
10. Troubleshooting
Find your problem in the table, then try the fix.
Problem | What to try |
Outstanding is empty but your provider says they sent something | Refresh, check All, and confirm Switch account. Ask them to confirm it was sent to your login. |
A form disappeared after you submitted your part | Normal for split forms. Check All: it shows as Pending while your provider finishes. |
Pending Therapist Completion won't open | Your provider is filling it in. They can hand it back if you need to complete it. |
No documents found when searching | Clear the search and set the type back to All Types. |
Can't submit | Fill every required field and complete every signature. Try another browser. |
Document still shows as not finished | If it's still Incomplete, open it and submit again. If that doesn't work, contact the practice. |
Need a copy | Use ⋮ → Download or Download PDF if shown. Otherwise ask the practice. |
Upload rejected or Upload Failed | Check the file type and size (50MB each, up to 10 at once). Uploading needs a current provider connection. |
If a category has nothing in it yet, you'll see a message such as No Intake Forms, No Consent Forms, No Assessments, No Worksheets or No Documents Assigned. Your provider sends forms when they're needed.
Frequently asked questions
Where do I find a form my provider sent?
Open Documents (on a phone, Docs), or click the Documents card on Home. New items are under Outstanding.
What's the difference between Incomplete and Pending?
Incomplete means it needs your action. Pending means it's waiting on something else, such as your provider's part. No action is needed from you yet.
Can I download a copy after signing?
Yes, once it's fully complete. If it's waiting for your provider's signature, the download appears after they sign. Use Download PDF when the document is open, or the ⋮ → Download menu on the completed document.
How do I sign?
Click Sign now or Apply signature, then type your name or draw your signature and click Apply signature.
Can I upload a document for my provider?
Yes. Click Upload on the Documents page. Files can be up to 50MB each, up to 10 at a time.
My co-parent signed the form. Why does it still show as outstanding for me?
Each guardian login gets its own copy, so each one needs to be completed separately.
Will Oasys remind me about forms I haven't finished?
Not automatically. Check the Documents card on Home and the notifications bell. Your provider may also send you a reminder.