đĽď¸ For providers using the Oasys web app. It covers the notifications you control for yourself and for your clients.
This article lists the emails and notifications Oasys sends to you and to your clients, what triggers each one, and the setting that controls it.
In this article
1. Where notifications are controlled
Three settings decide who gets what.
Setting | Who uses it | What it controls |
Settings â Scheduling policies â Clients Notifications (or Patients Notifications) | You | Whether your clients get appointment update emails and reminders, and when reminders go out. |
Settings â Notifications | You | Notifications sent to you, by email and/or SMS. |
Settings â Notifications in the client portal | Your client | Which notifications they receive, and how. |
đĄ Tip: You can't change a client's own notification choices for them, and they can't override your Clients Notifications switches.
2. How delivery works
These rules apply to every notification type.
Email is the default delivery method for each notification type until someone changes it.
SMS is offered only if SMS notifications are turned on for your account, and only after you verify a phone number. Click (verify phone) next to SMS. Clients verify their own number in their portal settings.
Show Client Initials in Notifications (in Settings â Notifications) shows initials instead of full names in the emails and texts sent to you.
The bell icon in the top bar shows the progress of work running in the background, such as sending invoices or submitting claims. See Navigating your dashboard.
3. Notifications sent to your clients
Some of these go out automatically. Others are sent only when you click a button.
Notification | Sent when | Your control | Client's setting |
Portal invite | You click Send Invite Email or resend the invite | Sent only when you send it | None |
Appointment updates | You or your practice schedules, reschedules or cancels an appointment | Send appointment updates (applies to all your clients) | Booking Updates |
Appointment reminders | Before each appointment, at the times you choose | Send appointment reminders and Reminder timing: 1 hour, 24 hours, 48 hours, 72 hours or 1 week before (default 24 hours and 1 hour) | Session Reminders |
Video session link | You send the invite for a telehealth appointment, or click Send Meeting Invite during a call | Sent only when you send it | Meeting Invites |
New document or shared file | You or your practice sends a document or form, or shares a file | Sent when you send it | Document Assignments |
Document reminder | You send a reminder on an outstanding document (at most once every 24 hours) | Sent only when you send it | Document Reminders |
Secure message alert | You send the client a secure message (the alert never includes the message text) | None | Secure Messages |
Practice announcement | Your practice posts an announcement | Your practice decides | Practice Announcements |
Connection request | You invite someone who already has an Oasys account | None | Therapist Connection Requests |
Good Faith Estimate | You send a Good Faith Estimate | Sent when you send it | None |
Invoice email | An invoice is sent, by you or by auto-billing | Auto-billing on or off (for your account, and per client) | None. Stripe, the payment processor, emails the invoice to whoever pays it. |
Superbill | You send a superbill, or Auto Superbills is on for the client | Auto Superbills and Superbill Delivery in the client's billing settings: Send immediately when invoices are paid, or Send consolidated monthly summary (sent on the 1st) | None |
â ď¸ Important: Turning off Send appointment updates or Send appointment reminders stops them for all your clients. There's no per-client or per-appointment switch on your side.
4. Minors and guardians
On a minor's account, each notification goes only to the login(s) that can see that part of the portal.
Appointment updates, reminders and video session links go to whoever has access to scheduling.
Secure message alerts and practice announcements go to whoever has access to messaging.
Connection requests go to whoever has access to the clinical area.
Good Faith Estimates go to whoever has access to billing.
Document notifications go to the recipients chosen when the document was sent.
See Groups, families, couples and minors for how guardian access works.
5. Notifications sent to you
Choose these in Settings â Notifications. Each can arrive by email, SMS, both or neither.
Bookings: New Appointment Confirmations, Cancellations, Session Reschedules, Reschedule Requests, Appointment Reminders (1 hour, 24 hours, 48 hours, 72 hours or 1 week before), and Waitlist Activity if your practice uses the waitlist.
Documents: Document Submissions, Document Reminders and Treatment Plan Expiry Reminders.
Payments: Payment Updates, when a payment is received or a payment attempt fails.
Clients: Connection Requests and Secure Messages.
Supervision: only if you supervise someone or are supervised.
For setup steps, see Getting started with Oasys.
Frequently asked questions
How do I stop Oasys emailing my clients about appointments?
Go to Settings â Scheduling policies and turn off Send appointment updates and/or Send appointment reminders. This applies to all your clients.
Can I turn reminders off for just one client?
Not from your side. The client can turn off Session Reminders in their portal under Settings â Notifications.
A client wants texts instead of emails. Can I set that?
No. The client chooses SMS in their portal notification settings after verifying their phone number, if SMS is available to them.
I'm getting too many emails. What can I do?
Go to Settings â Notifications and untick Email on the notifications you don't need.
A client says they never got a notification. What should I check?
Check that the setting is on at both ends (your Clients Notifications switches and their own settings), that a minor's login has access to that part of the portal, and that their email address is right. If it still doesn't arrive, contact Oasys support.
Can I change the wording of these emails?
No. The wording of Oasys emails can't be customized.