đĽď¸ For practice admins using Practice HQ on the web. Only the practice owner can change permissions, and changing a provider's role needs the Providers and admins permission.
This article explains the difference between a provider's role and their Practice HQ permissions, how to assign roles, and how the practice owner grants, changes and removes Practice HQ access on the Permissions page.
In this article
1. Roles vs. permissions
Oasys keeps a provider's clinical role and their Practice HQ access mostly separate.
A role (for example Intern, Associate Therapist or Licensed Clinician) describes a provider's clinical standing. It drives supervision and billing rules, and some roles also turn certain features on or off for that provider.
The exception is Admin/Director: giving a provider that role also gives them Practice HQ access with the standard admin permissions.
Permissions decide which Practice HQ tabs and actions someone can use, such as billing, scheduling, settings or analytics. They're granted on the owner-only Permissions page.
2. Assigning provider roles
Each provider has a Role. The list of roles is specific to your practice.
To change a provider's role, use the Role dropdown on their row in Providers & admins. This needs the Providers and admins permission.
Only the practice owner can give someone the Admin/Director role, and not to themselves. You can't change your own admin role or remove the last administrator, and a role change is blocked if it would break an active supervision relationship. Remove that relationship first.
You can also pick a role when you invite a provider. See Adding and managing your team.
Roles are used to:
Decide supervision requirements: which roles require supervision and which can supervise, set in Supervision settings.
Control billing modifiers on supervised insurance claims. See Supervision and billing.
đĄ Tip: Every practice uses the same standard roles: Admin/Director, Licensed Clinician, Clinical Supervisor, Associate Therapist and Intern. Your practice may offer only some of them, and Admin/Director is always included. Custom roles can't be added. To rename a role or turn one on, contact Oasys support.
3. The Permissions page
The Permissions page lists everyone on your Practice HQ team and the access each person has.
Permissions is its own item in the Practice HQ sidebar, under Administration, not inside Settings. Only the practice owner sees it.
Team member: name and email. Use Search team members... to find someone.
Type: Owner, Provider (a clinician with Practice HQ access) or Admin (a non-clinical staff account). Filter with All types, Owners, Providers or Admins.
Authority: whether the person also has provider (clinical) authority, and Practice HQ access.
Delegated access: how many of the available permissions they have ("N of M enabled") and which ones.
4. Changing someone's permissions
The owner can change any team member's Practice HQ access from their row.
Click Edit on the person's row.
In Edit permissions for [name], tick or untick permissions.
Click Save permissions.
Only the permissions you changed are saved. Everything else stays as it was, including permissions hidden because a feature is off for your practice.
The person's Practice HQ updates within about 30 seconds, or the next time they return to the browser tab. Refreshing the page applies it straight away.
â ď¸ Important: Ticking Clinical records for someone who didn't have it shows a warning, because it grants access to clinical chart records for clients and couple and family records in providers' caseloads.
5. What each permission unlocks
Permissions are organized into four groups.
Group | Permission | What it unlocks |
People | Providers and admins | The Providers & admins tab: add providers, change their roles, status and location, see the Admins list and MFA status, and the per-provider Feature control switches. |
People | Caseload | The Clients / Patients tab: client details, portal invites, adding clients, archiving, care teams and primary-provider assignments. Also the Waitlist tab, if your practice has the waitlist, and the Groups tab, if your practice has group sessions. |
People | Administrative notes | Read and write non-clinical coordination notes on a client. They're staff-only and never visible to the client. Also opens the Clients / Patients tab and its unread-notes badge. |
People | Clinical records | Open client, couple and family charts: sessions, notes, treatment plans, documents, files and contact notes. Also the Unsigned notes action item and View Note on the practice calendar. |
Operations | Scheduling | The Scheduling tab: view calendars and book, reschedule or cancel appointments. |
Operations | Billing | The Billing tab (billing, claims, invoices, insurance), the Billing action item, billing actions on the practice calendar, and Subscription & fees in Settings. |
Operations | Payroll | The Payroll tab: view and export payroll, compensation settings, provider overrides, periods and adjustments, and marking payroll paid. Separate from Billing. |
Operations | Documents | The Documents tab (packets, templates, requirements), the Overdue docs action item, and the Compliance tab if your practice has document requirements. |
Operations | Announcements | The Announcements tab: create and publish announcements to clients. |
Operations | Community | The Community tab, for practices with community outreach services. |
Administration | Supervision | The Supervision tab and supervision settings, including Bulk sign-off. |
Administration | Settings | The Settings tab: practice details, locations, rooms, services, note templates and feature settings. |
Insights | Analytics | The Analytics tab: view analytics and export practice reports. |
đĄ Tip: A permission only appears in the list when the matching feature is on for your practice.
Payroll only appears if your practice has payroll and a billing model or insurance billing.
Scheduling only appears if your practice uses the Scheduling tab, and Documents only if it uses the Documents tab or document requirements.
Supervision only appears if supervision is turned on, and Community only for community outreach practices.
Scheduling, Billing and Payroll don't appear in Charter School mode.
6. Rules the Permissions page enforces
A few rules protect your practice from losing access by mistake.
As the owner, you can't turn off your own Providers and admins permission. You'd see "Keep Manage providers on to avoid losing access. The form was reset."
Admins you add start with no permissions. You choose each one when you create them.
Add a non-clinical admin from Providers & admins â Admins â Add admin (owner only). See Adding and managing your team.
Remove a non-clinical admin with the trash icon (Remove admin) on their row. Providers can't be removed from this page. Use the Providers & admins tab.
To give an existing provider Practice HQ access, the owner changes their role to Admin/Director in Providers & admins, then adjusts their permissions here if needed. Changing who the practice owner is isn't available in Practice HQ. Contact Oasys support.
â ď¸ Important: Removing an admin revokes their Practice HQ access and can't be undone.
Frequently asked questions
Why can't I add a new role for my providers?
Every practice uses the same five standard roles, and custom roles can't be added. To rename a role or turn on one your practice doesn't offer, contact Oasys support.
I gave someone a permission but they still can't see the tab. Why?
Ask them to refresh the page. Some tabs also need a practice feature as well as the permission, for example Payroll or Supervision. See Getting around Practice HQ.
Where can I see my team's multi-factor authentication (MFA) status?
In the MFA column on Providers & admins, including the Admins list. This needs the Providers and admins permission.
How do I change who owns the practice?
Contact Oasys support. Ownership can't be transferred from Practice HQ.
Does a provider's role give them Practice HQ access?
Usually not. Most roles only affect clinical rules such as supervision and billing modifiers. The exception is Admin/Director: giving a provider that role also gives them Practice HQ access with the standard admin permissions, which the owner can then adjust on the Permissions page. Only the practice owner can assign Admin/Director.