🖥️ For practice admins using Practice HQ on the web. What you see in Practice HQ depends on the permissions your practice owner has given you and the features turned on for your practice.
This article helps you find your way around Practice HQ: switching between Practice HQ and your provider dashboard, the sidebar, the Dashboard with its action items, quick actions and activity feed, and what to check when a tab or button is missing.
In this article
1. Opening Practice HQ and switching dashboards
Practice HQ is the practice-wide side of Oasys, separate from a provider's own clinical dashboard.
The top of the sidebar shows your practice logo (if you've uploaded one), Practice HQ, and your practice name.
If you're a provider who also has Practice HQ access, select the practice name at the top of the sidebar and choose Provider Dashboard to switch to your own clinical dashboard. Choose Practice HQ in the same menu to come back.
Dashboard at the top of the sidebar is your Practice HQ home screen. It opens with "Welcome to the Practice HQ!" and shows your action items, quick actions and the practice activity feed.
2. The Practice HQ sidebar
The sidebar groups the Practice HQ tabs by area. You only see the tabs you have permission for.
Group | Tabs |
Overview | Dashboard, Analytics |
People | Clients (or Patients), Groups, Waitlist, Providers & admins |
Operations | Scheduling, Billing, Documents, Messaging, Announcements, Compliance, Community |
Administration | Supervision, Payroll, Permissions, Settings |
Account | My profile (non-clinical admin accounts only) |
The Clients / Patients label follows your practice's terminology setting. See Feature settings.
On smaller screens, a collapsed sidebar shows a shorter name under each icon, for example Calendar for Scheduling and Docs for Documents. On larger screens, hover over an icon to see its name.
If your practice is set up in Charter School mode, Scheduling, Billing, Payroll and Announcements aren't shown.
Sidebar badges
Messaging shows how many unread messages you have.
Billing shows how many billing items need attention (the same number as the Billing action item).
Clients / Patients shows how many unread admin notes there are, if you have the Administrative notes permission.
A red dot on Settings means there are claims processing fees that need attention. See Branding and your subscription.
3. Action items on your Dashboard
Action items are practice-wide to-dos across all your providers, shown at the top of the Dashboard.
Each card appears only if you have the permission behind it.
When a queue is clear, the card stays and says so (None overdue, All caught up or All clear) instead of disappearing.
⚠️ Important: If a card shows "Could not load", the count failed to load. It doesn't mean the queue is empty. Refresh the page to try again.
Overdue docs
Needs the Documents permission, and your practice must use the Documents tab. It counts client documents past their due date across the practice.
Click Overdue docs to open the Overdue documents panel, grouped by provider. Use Expand all / Collapse all to open or close every provider group.
Narrow the list by provider (All providers or one provider), by document type (Assessments, Intake, Consent & signable, Fillable PDFs, Worksheets, Uploads, Other), or by how long it's overdue (1-7 days, 8-30 days, 31+ days). You can also search by client, provider or document.
Click Remind on a row to send the client a reminder. It's sent on behalf of the provider who assigned the document.
Click View to open the client's chart. This needs the Clinical records permission.
Only documents assigned to a client are tracked here. Requests sent to an external contact expire rather than fall due, so they stay in the client's Documents tab. Card-on-file requests are the exception and do appear here.
Documents that belong to a compliance requirement are tracked on the Compliance tab instead. See Compliance tracking.
Unsigned notes
Needs the Clinical records permission. It counts completed sessions whose notes haven't been signed.
Click Unsigned notes to open the panel. Notes are grouped by provider, then by client, with how long each has been waiting.
Provider groups start collapsed. Click a provider to open their notes. View takes you to the note.
When every note is signed, you'll see "Every provider has signed their notes."
Billing
Needs the Billing permission, and your practice must use Oasys billing. It counts billing items stuck on an exception: claims needing attention, overdue invoices, sessions that can't be billed, and payers waiting on an enrollment action.
Click Billing to open the Billing tab. See Billing sessions, invoices and payments.
4. Quick actions and the practice activity feed
The rest of the Dashboard gives you shortcuts and a running view of what's happening across the practice.
Quick actions
Add provider needs the Providers and admins permission.
Add client (or Add patient) needs the Caseload permission. It isn't shown in Charter School mode.
Create intake form needs the Documents permission and intake form creation turned on for your practice. It isn't shown in Charter School mode.
Help center opens the Oasys help center in a new tab.
Practice activity feed
Shows sessions, signed notes, therapy groups, clients being added, archived or reassigned, invoices, appointments and document activity across the practice.
Filter it with the dropdown, for example All Activities, Sessions, Notes Signed, Therapy Groups, New Clients, Archived Clients, Reassigned Clients, Invoices, Appointments or a type of document activity such as Document assigned. In Charter School mode there's also COS Events.
The feed refreshes itself every minute. Click Refresh to update it straight away, or Load More to see older activity.
5. Why can't I see a tab or button?
A missing tab is almost always a permission or a practice feature, not a bug. Use this table to find what's missing.
Permissions are set by the practice owner on the Permissions page. See Roles and permissions.
Features marked "turned on by Oasys" are enabled by Oasys support.
Oasys checks the same rules on its servers, so a link to a tab you don't have access to just returns you to the Dashboard.
I can't see... | You need | Also required / notes |
Practice HQ at all ("Practice HQ access required") | A Practice HQ membership with at least one permission | Ask your practice owner. |
Dashboard | Any Practice HQ access | Hidden while your own provider account is still under review (see below). |
Analytics | Analytics |
|
Clients / Patients | Caseload or Administrative notes | The label follows your practice's terminology setting. |
Groups Caseload Group sessions must be turned on by Oasys. Waitlist | Caseload | Waitlist must be turned on by Oasys. |
Providers & admins | Providers and admins, Settings, or Clinical records | The Admins list needs Providers and admins. Add admin is owner-only. |
Scheduling | Scheduling | Hidden in Charter School mode. |
Billing | Billing | Hidden in Charter School mode. |
Payroll | Payroll | Payroll must be turned on by Oasys, plus a billing model or insurance billing. Hidden in Charter School mode. Billing alone doesn't give Payroll. |
Documents | Documents |
|
Compliance | Documents | Document requirements must be turned on by Oasys. |
Messaging | Practice HQ access | Not shown while your own provider account is under review. |
Announcements | Announcements | Hidden in Charter School mode. |
Community | Community | Community outreach must be turned on by Oasys. |
Supervision | Supervision | Supervision must be turned on by Oasys. |
Permissions | Practice owner | Can't be delegated. |
Settings | Settings |
|
My profile | A non-clinical admin account | Providers manage their profile from their provider dashboard. |
Rooms (in Settings) | Settings | Hidden in Charter School mode. |
Note templates (in Settings) | Settings |
|
Subscription & fees (in Settings) | Settings and Billing | Hidden in Charter School mode. |
Bulk sign-off (in Feature settings) | Settings and Supervision |
|
Feature control switches ("No controllable features available for providers.") | Settings and Providers and admins |
|
Overdue docs / Unsigned notes / Billing action items | Documents / Clinical records / Billing |
|
View Note or billing actions on a practice calendar appointment | Clinical records (notes) / Billing (invoice, claim, price) | See Practice scheduling. |
Other things to check
Just changed someone's permissions? Their Practice HQ picks up the change within about 30 seconds, or when they return to the browser tab. Ask them to refresh the page if it still looks wrong.
Only seeing Providers & admins, Announcements, Settings or Permissions? If you're a provider whose own Oasys provider account hasn't been approved yet, Practice HQ runs in a limited mode. Only those areas (whichever you have permission for) are available, and the Dashboard and Messaging are hidden until your account is approved.
Seeing "We couldn't verify Practice HQ access"? It means the permission check itself failed, for example because of a network problem or an expired session. Click Try again, or sign out and back in.
Frequently asked questions
Why can't I see the Billing tab (or another tab)?
Your practice owner hasn't given you that permission, or the feature isn't on for your practice. Check the table in Why can't I see a tab or button?
I gave someone a permission but they still can't see the tab. What should I do?
Ask them to refresh the page. Also check the table above: some tabs need a practice feature as well as the permission, for example Payroll or Supervision.
An action item says "Could not load". Is the queue empty?
No. The count failed to load. Refresh the page to try again.
Who is a reminder from when I click Remind on an overdue document?
The reminder goes out on behalf of the provider who assigned the document, not from you.
Can I use Practice HQ with a keyboard or screen reader?
Yes. Press Tab when a page opens to show a Skip to main content link, which jumps past the sidebar straight to the page content. Sidebar badges are also read out with the tab name, for example how many billing items need attention.