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, calendar sync) — 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, 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 (practice therapists with rooms) a Room row. 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, price/CPT overrides, or notification toggles. Group sessions aren't creatable on iOS. Pricing/CPT can 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). Reschedule or cancel a single occurrence or the whole series, and extend a series. 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 two toggles: Cancelled appointments (hidden by default) and Blocked time (shown by default).
⛔ 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 — a full edit sheet lets you change the service, session mode, and room in one save. (Hidden once the booking is billing-locked.)
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).
Cancel — confirm sheet with Notify the patient (default on) and, when a fee is configured, an opt-in “Apply late-cancellation fee · $X” toggle.
Mark No-Show — on ended/past appointments (client not notified).
Approve/decline client requests — from the detail or Action Inbox.
⚠️ 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 Meeting Invite (both live, individual 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.
7. Starting an in-person session
Tap Start In-Person / Record Session:
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.
⚠️ 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; attach PDF/JPEG/PNG/HEIC.
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.”
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.
12. Blocking time on your calendar
Schedule “+” → “Block time.”
Set a Title (required), Date/Start/End (single day), optional Repeats, optional Room (practice therapists, non-recurring only), and Details.
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: the web's “Block Google Calendar conflicts” auto-blocking (no calendar-sync UI on iOS). iOS blocking is manual.
13. Scheduling policies
Settings → 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.
⛔ 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 is read-only — it shows configured fees, and the only place a fee is applied is the opt-in toggle when you cancel. The late-cancellation threshold is set in Scheduling Policies; the fee amount is web-only.
💡 Why isn't billing here? When web would have offered a billing action, the appointment's billing card shows an info button that opens a short sheet explaining that invoices, claims, and payments live on the desktop web app. That's the in-product answer to “where's billing on iOS.”
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 (service + mode + room in one save), unless the booking is billing-locked.Where's billing on the appointment?
Invoices, claims, and payments are on the desktop web app. The billing card's info button explains this in-app.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).