đĽď¸ For providers using the Oasys web app. To send documents in the first place, see Sending documents and forms.
This article explains who completes each part of a document: what your client sees and does, how signing and counter-signing work, and when you can fill in a form on your client's behalf. It also covers sharing files with clients, and split forms with supervisor sign-off and addendums.
In this article
1. What your client sees and does
Clients open their documents in the Documents tab of their portal ("Review, complete, and sign documents from your care team."). They can filter by All, Outstanding, Completed, and Uploaded, and their home screen shows a Documents card with an overdue or pending count.
For a form or assessment, they fill in the fields and submit. Custom forms and assessments can't be saved as a draft, so your client completes them in one sitting. If the form has a signature field, they select Apply signature to type or draw it.
For a signable PDF, they select Sign now on each signature field, add their signature in Add signature (with Type and Draw tabs), fill any other fields, then click Submit Form. They see "Document Signed" and can Download PDF afterward.
For a worksheet, they download the template, complete it, then Upload & Submit a file back. Their upload can be PDF, DOC, DOCX, JPG, PNG, or TXT, up to 15 MB.
For files, they can click Upload to add their own files, and see files you've shared with them under Uploaded (see Uploading files and sharing them with clients).
Portal clients and guardians must be logged in. External recipients use a link that needs no login (see Sending to an external recipient). Everything works on mobile, and there's also an Oasys iOS app.
2. Signing and co-signing
On a two-party signable document, your client signs first and you counter-sign after.
Order: the client signs first
Once your client signs, the document moves to Awaiting Signature for you. To your client, it already reads as complete. They never see your pending signature, which is why you and your client can see different statuses.
How you counter-sign
Open the client's Documents in My Clients. A banner reads "Patient has signed. Your signature is needed."
Open the document and fill in your therapist fields.
Click Complete Signature. You'll see "Document Completed".
Pending co-signs are also summarized in your sidebar.
There's no saved signature to reuse. You add your signature (typed or drawn) each time you sign.
Treatment plans
If treatment plans are turned on for your account, you can send a plan for your client's signature from the plan's ⎠menu â Send for Signing.
For an adult client, the request goes straight to the client.
For a minor, Send Treatment Plan asks you to choose who receives the signing request, for example one guardian. It's one recipient per request.
While you wait, the menu shows Pending Client Signature. After your client signs, choose Sign treatment plan to add your signature. When both of you have signed, it shows Fully Signed.
Once a plan has been signed, it's locked and Edit Plan and Delete Plan disappear. To change it, click Create New to start another plan. Earlier plans stay under Show Previous.
Once completed, it's locked
A completed or signed document is locked. You can view and download it, but you can't edit it or add a late counter-signature. Where supervision applies, supervisors have their own sign-off path (see Split forms, supervisor sign-off and addendums).
3. Filling a form on your client's behalf
For a standardized assessment or custom form you sent, you can complete it for your client, for example when you go through it together in session.
Open the client's Documents, open the document's ⎠menu, and choose Administer document (Administer assessment for a standardized assessment).
Click Administer Document to confirm. From this point, your client can't open or complete it.
Complete and submit the form.
While you're filling it, your row shows Draft, and your client sees a Pending Therapist Completion row they can't open.
If you close the form before submitting, your answers aren't saved. Choose Administer document again to start over.
Changed your mind before submitting? Choose Re-open for client to hand it back so your client can complete it.
â ď¸ Important: Administer document isn't available for intake forms, signable documents, worksheets, fillable PDFs, or IM+CANS. It also can't be used on a custom form with a signature field, which your client must complete. Split forms have their own handover (see Split forms, supervisor sign-off and addendums).
Adding documents to administer without sending them
You can add an assessment or form to a client's chart for you to complete yourself, without sending it to your client first.
Open the client's Documents and click New â Administer documents.
Select one or more standardized assessments or custom forms without a signature field. If your account has a diagnostic assessment split form, you can select it too.
Click Add documents (the button shows how many you picked, for example Add 2 documents).
Open each Draft row when you're ready, complete it, and submit it.
Nothing is sent. Your client gets no email and doesn't see the document in their portal.
These drafts have no due date, notes, reminders, or Re-open for client, because they were never sent.
To share a completed assessment or custom form with your client, open its ⎠menu, choose Send, pick the portal logins in the Send document window, and click Send. No notification is sent and the answers don't change. Once shared, it can't be taken back from a login.
4. Uploading files and sharing them with clients
You can store files in a client's record and choose which portal logins can see them.
Uploading a file
Open the client's Documents and click New â Upload document.
Add up to 10 files at once, each up to 50 MB (PDF, DOC, DOCX, JPG, PNG, GIF, XLS, XLSX, or TXT).
Choose the portal logins that should see the file under Send to, or leave it empty to keep the file private.
Add an optional description and tags, then upload.
Sharing and taking back files
To share an uploaded file later, open its ⎠menu and choose Send.
Once sent, a file can't be un-sent from a login. To stop sharing it, delete the file.
If the client has no active portal login, you'll see "This client account has no active portal logins."
If you're on a client's care team but aren't their primary provider, you can view and download their files but can't send or delete them.
Files from clients and other cases
Clients and guardians can click Upload in their portal Documents tab. Their files appear in the client's Documents as Client Upload.
There's no pre-built Release of Information (ROI) template. Upload your own ROI PDF as a signable document and send it to the external recipient, such as a school or another provider, by email.
You can't send back a worksheet you filled in with a client in session, because worksheets only go out as blank templates. Upload the completed file and Send it to their portal instead.
5. Split forms, supervisor sign-off and addendums
Some accounts have fillable PDF forms, such as a diagnostic assessment (DA). Some of these are split forms: your client fills in their sections first, then you complete yours.
While it's your client's turn, the form shows Pending. When they submit, it moves to Ready for Review for you.
To take over before your client finishes, open the ⎠menu, choose Administer document, and click Administer Document to confirm. This removes your client's access, anything they haven't submitted isn't saved, and you become responsible for completing the whole form.
Supervisor sign-off
Submit the form. If it needs a supervisor's co-signature, it moves to Awaiting Supervisor.
Your supervisor opens it from their Supervision tab and reviews it. They can make edits before signing off.
Your supervisor clicks Sign to complete the sign-off, and the form moves to Completed.
Addendums
If your practice has addendums turned on for a form, a submitted or completed copy shows an Addendums section.
Open the completed form from the client's Documents and click Add addendum.
Enter the additional information and click Save addendum. Your name and the date appear with the entry.
â Good to know: An addendum adds text below the submitted answers. It doesn't change the answers or the original signatures. Saved addendums can't be edited or deleted, so add another entry for a later correction. Addendums are included when you copy or download the responses.
Frequently asked questions
Why does my client see a document as completed when I see Awaiting Signature?
Your client has signed a two-party document and it's waiting for your counter-signature. Clients never see your pending signature. Open the document and click Complete Signature.
Can I fill in a form for my client during a session?
Yes, for a standardized assessment or a custom form without a signature field. Use Administer document from the document's ⎠menu, or add it to the chart without sending it with New â Administer documents. See Filling a form on your client's behalf.
Can I reuse my signature?
No. You add your signature, typed or drawn, each time you sign.
Can I take back a file I sent to a client?
No, a sent file can't be un-sent from a login. To stop sharing it, delete the file.