🖥️ For providers using the Oasys web app. To add someone to your caseload first, see Adding and inviting clients.
This article walks you through managing clients who are already in your caseload, all from the My clients tab: finding them in your list, reading their profile, keeping their contacts up to date, creating a treatment plan, and archiving or restoring them.
In this article
1. Navigating the client list
Your client list is the left panel on the My clients tab, sorted alphabetically, with a count next to the heading.
Search with the bar at the top. It matches name, preferred name, email, or phone number. Couples and families match on their name or any member's name.
Click into an empty search bar to see your Recently viewed clients.
Filter with the filter button next to the search bar: All, Adults, Minors, or Couples & families. The last option only appears if couples and families are turned on for your practice.
Click Show archived clients at the bottom of the list to see archived clients, and Back to active clients to return.
Click a client to open their full profile on the right.
💡 Tip: If your account is set to say "patients" instead of "clients", every label in this article reads "patient" instead (for example My patients).
What the badges and dots mean
A red number next to a name: unread messages from that client.
A red number on the profile picture: items that need your attention for that client, such as notes returned for revision, pending documents or signatures, and unread admin notes.
A yellow dot on the profile picture: hover to see No portal access (chart-only) or Account setup pending (invited but not finished).
A blue dot: the client was Created via booking widget.
Minor, Couple, Family, or Demo labels show what kind of client it is.
Check and X buttons: a client has asked to connect with you. Approve or deny the request right from the list.
A key button: an approved client who has no account yet. Click it to open their profile and set one up.
2. Client profile overview
When you select a client, their profile opens with a header, a details card with tabs, and a Sessions & notes panel.
Header buttons
Some buttons depend on your features and permissions.
Send Invite Email: shown for clients who haven't been invited yet.
Chat: secure messaging, when messaging is enabled for your account and for this client. A red number shows unread messages.
Documents: assign and track intake forms, assessments, and signable documents. A dot means a document needs your attention.
Billing: the client's invoices, payments, payment methods, and billing settings, when billing is enabled.
Copilot: an AI assistant for this client, if your account has it.
The settings (gear) icon: Preferences, Resend portal invite (while setup is pending), Export data, and Archive Client.
Client since: shown under the name. You can change this date.
Details tabs
Clinical: diagnoses, chief complaint, current medications, and mental health history. The Treatment Plan button is here too.
Personal: full name, preferred name, pronouns, sex, email, phone, date of birth (with age), gender identity, and address.
Access (minors only): who has portal access and what each login can see.
Contacts: the emergency contact and other contacts (see Contacts and emergency contacts).
Intake: appears when the client booked through your booking widget and answered intake questions.
Sessions and notes panel
The Sessions & notes panel lists the client's full session history with each note's status. Sessions imported from another system show a green Migrated badge instead of a signed or unsigned status.
Use New to start a video or in-person session, Log Session, Schedule Session, or Add Contact Note.
Use the Notes menu to open Psychotherapy notes (private to you) and Admin notes (care coordination).
Preferences
Open the settings (gear) icon → Preferences to change these per-client switches:
Billing Type: Insurance, Cash Pay, or Not Billed, when billing is enabled.
AI Session Notes: turn transcription off for this client. It's shown when AI note-taking starts automatically for your sessions.
Diary Cards: shown if diary cards are enabled for your account.
Messaging: turn secure messaging on or off for this client. When it's off, the client can't send you messages.
Export data
Open the settings (gear) icon → Export data to download this client's session note PDFs as a single ZIP file. Pick a start and end date, or leave them blank to include all sessions.
3. Contacts and emergency contacts
The Contacts tab lists people connected to the client, with the emergency contact pinned at the top and Other contacts below it.
Adding a contact
Click Add contact.
Enter the Full name and Email. Both are required.
Add a Phone number if you have one. It must be a 10-digit US number.
Choose a relationship: Parent, Spouse, Partner, Child, Sibling, Friend, Guardian, Grandparent, or Other (then type your own).
Add Notes if you want to.
Click Add contact to save.
Each contact on a client needs their own email. If you add a contact, or edit one, to an email another contact on that client already uses, you'll see "Contact with this email already exists".
Setting the emergency contact
Tick Set as the client's emergency contact when adding or editing a contact.
An emergency contact also needs a phone number and a full address: address line 1, city, state, postal code, and country.
A client has one emergency contact at a time. Setting a different one moves the previous one to Other contacts.
Clients can set or change their own emergency contact from their portal, and an emergency contact entered on an intake form fills in this tab too. The latest change wins.
⚠️ Important: Some contacts can't be removed straight away:
The emergency contact: set a different emergency contact first, then remove the old one.
The client's active alternative payer: switch the payer first.
A contact with pending or signed document requests on file: cancel those first.
Contacts for minors, documents and billing
For a minor, the guardians are already the minor's contacts. You can't add a guardian's email as a separate contact, and adding a contact here doesn't give portal access. Use the Access tab for that.
Contacts are also the people you can send documents and forms to on the client's behalf.
Alternative payers (someone else paying for the client's care) are managed from the client's Billing button → Billing Settings → Billing Contact. Click Add contact there to choose an existing contact or + New Contact, then click Add Payer. Adding a payer doesn't make them the billing contact. Select Alternative Payer (or Set as Billing Contact in that payer's menu) so they receive the invoices. See Setting up billing for the full flow.
4. Creating a treatment plan
You can write a treatment plan yourself or let AI draft one from the client's history.
Open the client's profile, go to the Clinical tab, and click Treatment Plan.
Choose Generate with AI (AI drafts a plan from your notes) or Write from scratch (a blank editor) in Create New Plan.
Using AI-assisted planning
Enter the Clinical Details: diagnosis, focus areas, and treatment approach.
Set a Plan Timeline: the duration (short-, medium-, or long-term, or other) and an optional review date.
Add Clinical Context: your own notes (you can dictate them), and optionally session notes, quality measures, and health data.
Choose whether to reference the client's existing plans when generating this one.
Pick the formatting options:
Plan Length: Concise, Normal, or Detailed.
Writing Tone: Professional & Clinical, Collaborative & Supportive, Educational & Informative, or Empathetic & Understanding.
Plan Format: Structured & Hierarchical, Narrative & Flowing, Modular & Sectional, or Integrated & Holistic.
Review and edit the generated plan, then save it.
After the plan is saved
Use the plan's menu to Show Previous versions, Create New, Download PDF, or Send for Signing.
After you send it for signing, the status shows Pending Client Signature, then Fully Signed.
Plans also support expiration tracking.
5. Archiving, restoring, and duplicate clients
Archiving takes a client off your active list while keeping their chart.
Archiving a client
Open the client and click the settings (gear) icon → Archive Client.
Confirm. The client moves into Show archived clients.
What happens next depends on whether they've finished setting up an account:
A client with an account gets an email saying they've been removed from your active roster. Upcoming appointments are cancelled and they're notified of each cancellation. They keep access to their Oasys portal, documents, invoices, and history, but can't see your profile or message you. To add them back you have to re-invite them.
A client without an account gets no roster-removal email, but upcoming appointments are still cancelled and they're notified of each cancellation. You can restore them directly.
✅ Good to know: An archived chart is read-only. You can still view their details, Session history, Treatment plans (with PDF download), and Documents, but you can't write notes or make changes while they're archived. The client's health and mood data stop being shared with you.
Restoring an archived client
If the client hasn't finished setting up an account (never signed up, chart-only, or imported), open them in your archived list and click Restore. No approval is needed.
If the client has an account, they can't be restored directly. Click Re-invite to send them another invitation. They must accept it to reconnect, because clients with accounts control their own care relationships. Re-inviting works as long as they haven't deleted their Oasys account.
Deleting a client or a session
You can't delete a client, only archive them with the settings (gear) icon → Archive Client.
You can delete a single session: open the session, click ... in the top right, then Delete Session.
Duplicate clients
Two client charts can't be merged. Oasys prevents most duplicates: an email that's already in your roster, or that belongs to an existing Oasys client, is blocked or turned into an invite (see If a client can't be added). Duplicates usually come from adding the same person twice with different email addresses.
If you have a duplicate, contact Oasys support from the ? menu → Contact Us with the client's initials, rather than archiving or re-creating charts yourself.
Frequently asked questions
Do clients see my notes?
No. Clients have no access to your session notes, and psychotherapy notes are private to you. A client sees a treatment plan only when you send it for signing, and sees documents you assign or share with them.
In a practice, supervisors and care-team members may see some of your clinical work, depending on how your practice is set up.
Can I change a client's billing type after adding them?
Yes. Open the client's profile, click the settings (gear) icon → Preferences, and change Billing Type at any time.
Why are some buttons greyed out on a client's profile?
If you have shared (care team) access to another clinician's client, some areas aren't included, and hovering a greyed-out button tells you which, for example Billing or Settings. Ask the client's primary provider or your practice admin.
Why can't I save a contact's email?
Another contact on that client already uses the same email, or the email belongs to the client's parent or guardian. Use a different email, or edit the existing contact instead.