🖥️ For practice admins using Practice HQ on the web. You need the Billing permission, and your practice's billing setup should be complete first.
This article shows you how to turn completed sessions into claims and invoices across your practice, create one-off invoices, manage invoice statuses, record payments made outside Oasys, create superbills, and bill from the Practice HQ calendar.
In this article
1. Billing sessions
Bill sessions is the queue of completed sessions that haven't been billed yet. Open Billing → Bill sessions: "Review and bill unbilled sessions across the practice."
Tiles: Total unbilled, Ready, Incomplete, and Scheduled tonight. Click Scheduled tonight to see Tonight's auto-invoice preview, the cash-pay sessions set to invoice automatically tonight.
Tabs: Ready, Incomplete (sessions missing something before they can be billed; the row explains what), and Waived (sessions you waived or priced at $0, so you can restore and bill them later).
Filters: provider, payer, and billing type (Insurance or Cash pay), plus a client search.
Billing several sessions at once
Tick the sessions you want to bill. You can pick several sessions for one client or across clients.
Click Bill Selected. The bar shows how many claims and invoices you're about to create.
Review the Bill selected sessions dialog. It splits your selection into Claims to submit (insurance) and Invoices to create (cash pay).
Click Bill Selected to confirm.
You can also bill one session from its row: send a claim for an insurance session, or create an invoice for a cash-pay session. Previewing an invoice doesn't send anything; the invoice goes out only when you confirm.
Group sessions are billed by the provider who led the group, even when a member is on another provider's caseload.
Collecting responsibility early
If your practice collects estimated client responsibility, insurance rows show Collect PR. Use it to collect the client's estimated share before the claim is submitted. See Collecting estimated client responsibility.
💡 Tip: If some clients have no card on file, a banner says their session and missed-appointment fees will be invoiced instead of charged. Click Fix now to open their billing settings. Missed-appointment fees for insurance clients are charged to the client too, so they also need a card.
2. Editing, waiving and marking sessions paid
Each session row has a menu for adjusting it before you bill.
Check Eligibility: insurance sessions.
Edit Amount & Type: change the amount and billing type.
Waive Payment: move the session to the Waived tab.
Mark as Paid (External): record a payment collected outside Oasys.
Apply Credits: cash-pay sessions, when the client has enough credit. If they don't, the menu offers to manage credits instead.
Undo Client Responsibility Collected: when a pre-collected amount was recorded.
Sessions with several CPT codes
A row shows the primary service name and every CPT code billed for that session, for example "CPT: 90837, 90785".
Edit Amount & Type edits the primary service's amount and any additional service lines (add-on codes such as 90785 or 96131, each with its own units and rate).
Invoices show each line as quantity × unit price.
If someone else changed the session's pricing while you were billing, Oasys asks you to refresh rather than sending a stale total.
Mark as Paid (External) and Apply Credits record the session's full total, including any additional services.
To change the length of a completed session, open it in Calendar, choose Edit Session, and update the end time.
No-shows and late cancellations
No-show and late-cancelled sessions are billed at the fee calculated from the client's pricing rules, or the service's default fee when no rule applies. See Client billing settings.
When someone confirms a late cancellation on the calendar, the dialog shows the late cancellation fee that will apply.
Restoring waived sessions
On the Waived tab, use Un-waive, Restore price, or Edit amount to bring a session back for billing.
A session marked "Waived by a pricing rule" comes back only when you adjust that client's pricing rule.
Group-session billing is restored through each attendee's billing, not from the group row.
⚠️ Important: If your practice is on Fully-managed RCM, waiving, un-waiving, marking sessions paid externally, and editing a session's amount or type aren't available in Bill sessions. See Fully-managed RCM.
3. Managing invoices
Manage invoices lists every client invoice across your practice. Open Billing → Manage invoices.
Tabs: All invoices and Needs attention (overdue, Payment Failed and Processing Failed invoices).
Filters: provider, status, and date range, plus a search by client, email, or invoice number.
Tiles at the top show totals across all statuses.
Invoices with several sessions or lines can be expanded to show each line.
Invoices for a client's share of an insurance claim show a Patient Responsibility badge.
Invoice statuses
These are the same status names providers see.
Status | What it means |
Processing | Being prepared |
Sending | On its way to the client |
Outstanding | Sent and waiting for payment |
Overdue | Outstanding past its due date |
Paid | Paid in full |
Partially Refunded / Refunded | Some or all of the payment was returned |
Payment Failed | The card payment failed |
Processing Failed | The invoice couldn't be created or sent |
Void | Cancelled |
Invoice actions
Open an invoice's row menu. What you see depends on its status.
Send Reminder: Outstanding and Overdue invoices.
Copy Payment Link / Open in Stripe: when the invoice has a Stripe payment page.
Retry: re-charges the card on file for a Payment Failed invoice that was charged automatically. It isn't offered on client-responsibility invoices linked to a claim; void those and bill again instead.
Void Invoice: Processing, Outstanding, Overdue, Payment Failed, and Processing Failed invoices. Voiding can't be undone. It returns the underlying sessions to Bill sessions so you can re-bill them.
Refund Invoice (or Refund Credits for invoices paid with credits): Paid and Partially Refunded invoices. A reason is required. Stripe doesn't return its card-processing fee on a refund.
⚠️ Important: An invoice's due date must be in the future. If the due date is today or earlier, the invoice fails to send and shows Processing Failed. Void it and bill the sessions again with a valid future due date.
Applying a credit that came in late: a credit can't be attached to an invoice that has already been issued. Void that invoice, then apply the credit when you re-bill the sessions.
4. Creating a standalone invoice
A standalone invoice bills a client for something that isn't tied to a session, such as a phone session held outside Oasys. This is available only with practice-managed billing.
Open Billing → Manage invoices and click Create standalone.
Choose the Therapist. Their clients then appear in the client list.
Choose the client.
Enter the Amount (USD), a Description, and a Due Date in the future.
Under Pay with, check the Payer. To bill one of the client's other payers for this invoice only, choose them from the list. If the client has auto-pay on, also check the Card to charge.
Click Send Invoice, or Charge Customer if a card will be charged.
Send Invoice sends an invoice for the client to pay. Charge Customer charges their saved payment method straight away.
Create standalone stays disabled until your practice's payment processing is set up ("Finish payment setup for this practice to create invoices."). See Connecting payment processing.
If the provider you pick has no clients yet, the dialog tells you so.
The payer and card you pick apply to this invoice only. To add a payer or change who is billed by default, use Add contact and Set as Billing Contact in the client's Billing settings.
You can also click Create standalone from a client's workspace (Activity → Invoices). The client is already filled in; choose the provider.
5. External payments
Record a payment collected outside Oasys, such as a check from a client or from an EAP (Employee Assistance Program), so the session isn't billed again. You can review, correct or undo it later.
Recording a payment by check or from an EAP
Open Billing → Bill sessions and find the session.
Open the row's menu and choose Mark as Paid (External).
Choose the Payment method: Cash, Check (check number required) or Other (optional reference or note).
Click Mark as paid.
There's no amount to enter. The payment covers the session's full total, including any additional services.
Only unbilled sessions billed to the client can be marked. If an invoice was already sent, void it in Manage invoices first, then mark the session paid.
If the EAP is billed as an insurance claim, record its payment on the claim instead: Billing → Manage claims → the claim's menu → Mark Paid Manually. See Insurance claims, remittances and eligibility.
Reviewing and undoing external payments
External payments lists payments recorded outside Stripe, with totals for cash, check, other, and credits. Open Billing → External payments and filter by provider if needed.
From a row's menu:
Edit details: correct a recorded cash, check, or other payment (opens Edit payment details).
Revert to unpaid: clears the external payment and makes the session billable again. For a client's insurance share that was marked externally paid, the claim's patient-responsibility status goes back to awaiting payment and any payroll tied to it is reversed.
Unapply credits: for a session paid with credits. The amount goes back to the client's credit balance and the session returns to unbilled.
6. Superbills
A superbill is a statement clients can submit to their insurer for out-of-network reimbursement. Open Billing → Manage superbills, or a client's workspace → Documents → Superbills.
Click Create superbill, choose the provider and client, and continue. From a client's workspace, the client is already filled in; choose the provider issuing the superbill.
Pick the date range of sessions to include: Year to date, Last month, Last 3 months (the default), Custom, or All time. Narrowing the range removes sessions outside it from your selection.
Select the sessions. If diagnosis codes are missing, the wizard warns you first.
Preview the PDF and, if you like, add a label that helps identify this superbill later.
Click Send Superbill.
Filter the list by provider and by status (Sent, Not sent, Draft, Generating, Failed), or search by client, label, or date.
From the list you can download a superbill, send it to the client, add or change its label, or delete it.
Supervised sessions need a supervising provider NPI before you can preview or send the superbill.
Group sessions led by a provider on the client's care team can be included.
Sessions imported from another EHR during a migration can't be added to a superbill. They're historical records. See Moving your records from another EHR.
To send superbills automatically for cash-pay clients, turn on Auto Superbills. See Client billing settings.
✅ Good to know: For privacy, the superbill PDF is never attached to the email. The email tells the client it's ready, and they sign in to their patient portal to view or download it. For a minor, the email goes to each login on the account that has billing access; if none has billing access, no email is sent.
7. Billing from the Practice HQ calendar
You can bill a session straight from its appointment on the Practice HQ calendar.
With the Billing permission, you see the session's billing actions, for example Send Invoice, Bill Session, or Send Claim. They bill through your practice's setup.
With the Clinical records permission, you can open the session note read-only.
For providers on Fully-managed RCM, the billing buttons are replaced with a Managed by Oasys status.
Frequently asked questions
What's the difference between Bill sessions and Manage claims?
Bill sessions is where you create claims and invoices from completed sessions. Manage claims is where you track those claims after they've been created. See Insurance claims, remittances and eligibility.
I marked a payment paid, or waived it, by mistake. Can I undo it?
Yes. Restore a waived session from the Waived tab in Bill sessions. Undo a payment marked paid outside Oasys from Billing → External payments → the row's menu → Revert to unpaid (or Unapply credits for a session paid with credits). The session returns to Bill sessions.
How do I record a payment by check or from an EAP?
Open Billing → Bill sessions, open the session's menu and choose Mark as Paid (External). Choose Check, enter the check number and click Mark as paid. If an invoice was already sent, void it first. If the EAP is billed as an insurance claim, use Mark Paid Manually on the claim in Manage claims instead. To undo, use Revert to unpaid in External payments. See Recording a payment by check or from an EAP.
What does "Payment Failed" on an invoice mean?
The card payment didn't go through. If Oasys charged the card automatically, use Retry once the client has updated their card. Otherwise, void it and bill again.
What does "Processing Failed" on an invoice mean?
The invoice couldn't be created or sent, most often because the due date wasn't in the future. Confirm the CPT code, diagnosis, and pricing, void the invoice, then re-bill from Bill sessions.
Can I invoice a client for something that isn't a session?
Yes, with practice-managed billing. Use Create standalone in Manage invoices.
Why can't I turn on Auto Superbills for a client?
It stays blocked until the required provider and client details (such as diagnosis codes) are complete. The card in the client's Billing settings lists what's missing.
Why didn't the client get the superbill as an attachment?
Superbills are never attached to email. The email has a View your superbill in Oasys button, and the client signs in to their patient portal and opens Payments → Superbills to view or download it.