This article is for providers using the Oasys iOS application.
This is where iOS is strongest for day-to-day clinical work: you can create appointments, block time, reschedule or cancel, and fully run video and in-person sessions from your phone. What you can't do on iOS is configure scheduling (availability, services, fees, widget, connecting Google Calendar). That's web-only.
In this article:
1. Creating an appointment
From the Schedule tab, tap “+” → “Schedule appointment.” A 3-screen wizard:
Details — who it's for (a client, or a couple/family unit), the Service Type (each service shows its CPT code), and the Session Location (Video / In-person / Phone; unsupported modes are disabled).
Date & time — a week strip + available-slot grid (real availability, up to 365 days out; no past days).
Review & Create — summary, a Repeats row, and (in a practice with rooms, when you can manage the practice’s schedule) a Room row. An in-person appointment in a practice that uses locations also has a Location row, which starts on your own office. A time outside your availability shows a note, such as “Outside your availability”, but doesn’t stop you. Button reads Create Appointment or Create Recurring Series.
You can also start this from a client's chart (client pre-filled). The client is notified, and telehealth sessions get a secure video link automatically.
⚠️ Differences from web: the iOS create flow doesn't capture notes or notification toggles. Group sessions aren't creatable on iOS. When a service bills in units, Details also takes Units and Additional services, each with its own price and CPT code. A couple or family whose billing is off has no Additional services. On a recurring series, additional services use the catalog price and CPT. Pricing/CPT can also be set when logging a past session.
2. Setting up recurring sessions
In the Review step's Repeats row: presets (Daily, Weekly, Every weekday, Monthly on the nth weekday, Yearly) or a Custom rule (every 1–99 days/weeks/months/years, multi-weekday, day-of-month vs nth-weekday, ends Never / On date / After N occurrences). Units and additional services stay on every appointment in the series. Reschedule or cancel a single occurrence or the whole series, and extend a series. A series that ends within two weeks shows on Home as Expiring series and in the Action Inbox, where you can Extend or Dismiss it. Series creation materializes up to 20 instances at a time.
3. Client self-booking
⛔ Not configurable in the iOS app. Clients can self-book (per your web availability/policies), and those bookings appear on your iOS Schedule and as appointment requests if approval is required. You set up availability and self-booking on the web.
4. Calendar views
⚠️ Partial on iOS — agenda only. The Schedule tab is a forward-scrolling agenda grouped by day (today and future only — no past). There's no day/week/month grid.
A pull-down month picker lets you jump to a date — you can swipe it forward through coming months.
Today button jumps you back to today if you've scrolled too far ahead.
Booking statuses (color/badge-coded):
Scheduled,
Rescheduled,
Appointment Request,
Reschedule Request,
Cancellation Request,
Completed (dimmed),
No-Show (dimmed),
Cancelled (struck through),
Late Cancelled (struck through),
plus live “In session” badge,
“Starts in N min” badge.
Filters are toggles: Cancelled appointments (hidden by default), Blocked time (shown by default) and, with Google Calendar connected, Google Calendar events (shown by default).
An all-day block shows as an All day row on each day it covers, with the dates of the run, and the filter counts it once.
With Google Calendar connected, events from the calendars you picked on the web show among your appointments, with their title (or Busy), their time and Google Calendar underneath. They can’t be opened or edited on iOS.
⛔ Not in the iOS app: day/week/month grid views, a list of past appointments, and richer filters — all on the web.
5. Editing, rescheduling or cancelling
Open an appointment to reach these:
Edit appointment — an edit sheet lets you change the session mode and room in one save, and shows the service with a Change button (see Change service below). The room appears for an in-person appointment when you can manage your practice’s schedule, and Save warns you before a longer appointment runs into someone else’s booking of that room. (Hidden once the booking is billing-locked.)
Change service — the Service line on the appointment’s Billing card (or its Service card when your practice has billing off) has a Change button. It opens Change service: the services this appointment can take, with their prices and lengths, and what a pick changes. Change Service saves it. When the appointment can’t change (invoiced, paid or claimed), the button shows a lock, and the window says why and offers only Close. Group appointments show their service with no button.
Reschedule — pick a new date/time. Recurring bookings first ask “Only this appointment” vs “This and all future.” Series clashes show a conflict resolver (resolve or skip each occurrence).
Send invite — on a video appointment that isn’t cancelled or over, ••• → Send invite emails the meeting invite. For a couple or family it reaches every member with an account, and the toast says how many people it reached. Group appointments don’t offer it.
Cancel — confirm sheet with Notify the patient (default on) and, for a single appointment, a Late cancellation switch that shows the fee that may be invoiced. Who requested this cancellation? (your client, or Practice staff) is required before you can confirm, and an optional Cancellation reason records why. Your name is recorded as the person processing it.
Mark No-Show — on ended/past appointments (client not notified).
Cancelled appointments — show who cancelled and when, who requested it, and a Cancellation reason card when a reason was given.
Approve/decline client requests — from the detail or Action Inbox. Approving a cancellation request opens a confirmation with any late fee, a late-cancellation checkbox and an optional reason. Before the session starts, Keep Appointment denies a cancellation request after you confirm Deny cancellation request?, and the client is told. A reschedule request whose new time has passed, or a booking request whose time slot has ended, can’t be approved.
⚠️ Difference from web: the web applies the late fee automatically via a “Cancel Late” status; on iOS the therapist applies the late fee opt-in during cancel — never automatic.
6. Starting a telehealth (video) session
Within the 15-minute join window, tap Start Video / Join Video Session. iOS opens a live in-app video call with a waiting room / knock admission, live transcription, an in-call session workspace (Notes + AI Prep Notes), Copy Link and Send invite (live individual, couple and family sessions), screen-share viewing, mic/camera toggles, elapsed timer, and grid + picture-in-picture. Ending the call routes you straight into the review step; the session stays rejoinable until you finalize it.
⛔ Differences from web: no in-call text chat on iOS, and the therapist can't initiate screen share (receive-only). Oasys never records video; transcription is available only until the note is signed.
Group appointments have no Start, Join or Resume button, and no Copy join link. If a phone call or another app holds the audio during a call, a notice above the call controls says so, with Try again. The audio starts by itself when the other call ends.
7. Starting an in-person session
Tap Start In-Person / Start Transcription:
Permission gate → green room (live mic meter) → audio recording → review → processing.
Audio is always transcribed (with speaker diarization).
An AI note is drafted if your practice has AI notes on.
Live notes + AI prep are available during recording, with crash recovery (Resume / Finish & Upload / Discard) and a lock-screen Live Activity.
If you sign out before a recording finishes uploading, it stays on this phone and finishes uploading when you sign back in. Sign Out in More warns you first, with Transcription in Progress while audio is still being captured, or Audio Still Uploading once it has stopped.
Couple and family appointments start in person the same way, from Home or the appointment, and the note is drafted on the couple’s or family’s chart.
⚠️ Difference from web: in-person on iOS always transcribes (no mid-session on/off). No recording is saved for download — audio is used only for the transcript.
8. Starting a phone session
Phone appointments aren't run live. Tap Log Session on a phone booking to open the Log Session form, enter details/notes, and save. A finished phone booking can also be marked complete directly.
9. During any session
Notes panel — auto-saving private notes. Upload file attaches a PDF/JPEG/PNG/HEIC from Take Photo, Photo Library or Choose File; Take Photo isn’t offered during a video call.
AI Session-Prep Notes — TL;DR + focus areas from prior sessions.
Live transcription (video and in-person).
View the client's chart — the prep hero and read-only clinical snapshot.
Dictation Note: iOS uses your keyboard's built-in mic for dictation — there's no in-app record-and-transcribe button. While a live session is holding the microphone keyboard dictation may be unavailable until capture is paused or finished.
⛔ Also not on iOS: an in-call chat visible to the client, a live AI assistant Q&A during the call, and virtual backgrounds / fullscreen controls.
10. Ending a session
Tap End → the review step → Save Session (generates the AI note if enabled). Then review the note and Sign & Lock (or Submit for Review if supervised). See “Writing notes and using Scribe.”
The review step also has Discard session. After you confirm Discard this session?, it permanently deletes the session, and its linked appointment if it has one. On a client you share with colleagues, only the provider who started the session sees Discard session, and only while the session is in progress and unsigned.
11. Logging a previous session
From the Schedule “+” chooser → “Log past session,” a client's chart, or a phone booking.
The standalone flow captures subject, service, mode, date/time, price + CPT, notes, and (if AI notes are on) note template/modalities/instructions/risk/MSE, then Save Session. The price is the rate on the session’s date, with “Custom pricing rule applied” when a client’s pricing rule sets it. A couple or family whose billing is off has no price or CPT fields.
On a client you share with colleagues, the price and CPT fields appear only when the client’s care team lets you bill for that client.
12. Blocking time on your calendar
Schedule “+” → “Block time.”
Set a Title (required), then either Date/Start/End within one day, or tick All day and pick Starts and Ends dates, which can span several days. Timed blocks also take an optional Repeats and an optional Room (when you can manage your practice’s schedule, non-recurring only). Add Details to either kind.
You can edit an existing block as well as create or delete one; recurring blocks can be deleted this-only or all-future.
⛔ Not in the iOS app: connecting Google Calendar. Once it’s connected on the web, More → Scheduling Policies has Block time slots with Google Calendar events, so clients can’t book over those events. Blocks you make in the app are manual.
13. Scheduling policies
More → Scheduling Policies (shown when scheduling management is enabled) covers the rules:
Allow direct booking,
Require approval,
Minimum notice,
Maximum advance booking,
Allow cancellations,
Require cancellation approval,
Late cancellation threshold,
Allow reschedule requests,
Client notification/reminder toggles.
Block time slots with Google Calendar events (when Google Calendar is connected).
⛔ Not in the iOS app: the availability/hours grid and any fee dollar amounts (read-only on iOS).
Each row says where it applies. Enable direct client booking covers the app and the client portal, not your website widget. Require booking approval, Minimum notice period and Maximum advance booking cover all three, so they stay on screen and editable even with direct booking switched off.
14. No-show, late fees & billing
Fee amounts are set per-service on the web. On iOS the appointment billing card shows the service, with its code and a Change button, and the fees this client is billed. A cancelled appointment’s card says No charge. A fee comes into play only when you mark an appointment cancelled late or a no-show, through the cancel sheet’s Late cancellation switch, Mark No-Show, or Change status, and each shows the fee first. The late-cancellation threshold is set in Scheduling Policies; the fee amount is web-only.
On a couple or family session, the Billing card appears only when you’re allowed to see that appointment’s billing.
💡 Why isn't billing here? On your own appointments, the billing card shows the total (or the fee for a missed session) and its billing status, with “Billing is managed on your computer.” Invoices, claims, and payments live on the desktop web app. A cancelled appointment’s card says No charge, and an appointment that doesn't bill says Not billable.
Frequently asked questions
Can I run a video session from my phone?
Yes — full in-app telehealth with waiting room, live transcription, in-call notes, and Copy Link / Send Meeting Invite. Ending the call goes straight to the review step.Can I record a session?
No. In-person audio is used only to produce a transcript (gone after signing).Why is there no week or month calendar?
iOS uses a forward-scrolling agenda with a swipeable month picker and a Today button. Grid views are on the web.Can I change a booking's service, mode, or room?
Yes. Open the appointment and use Edit (mode + room in one save), unless the booking is billing-locked. The room is there for an in-person appointment when you can manage your practice’s schedule. To change the service, tap Change on the appointment’s Service line.Where's billing on the appointment?
Invoices, claims, and payments are on the desktop web app. On your own appointments that carry a charge, the billing card says so: “Billing is managed on your computer.”Can I change a past session's status?
Yes — open the appointment's overflow (•••) menu to reclassify it (e.g. Completed, No-Show, Cancelled).What happens to conflicts when I reschedule a whole series?
You get a conflict resolver: for each clashing occurrence, pick a new time or skip it. It's the same resolver used when creating a series or extending one.Can I extend a recurring series?
Yes — Extend Series adds more occurrences (within a short window; the server adds up to ~20 new bookings and may adjust the end date).