đ„ïž For practices in Charter School mode. Start here if you're a school admin, clinician, intern or supervisor at a practice that runs in Charter School mode.
This article is a quick tour of what changes in Charter School mode: how student records work, the terms you'll see, and what's different for school admins, clinicians, interns, supervisors, students and guardians. Each section links to the article in this guide with the full steps.
In this article
1. What Charter School mode is
Charter School mode sets Oasys up for school-based mental health services.
It's built around simple student intake, practice-wide access to student records, and support for walk-in students.
Oasys turns the mode on and sets it up for your practice. On a student's record, you choose their school from a list in the app. If your school is missing, contact Oasys support.
Screens keep your practice's own wording, Clients or Patients. Some screens also say Client Info. This guide says "students" in its explanations.
đĄ Tip: Many features work the same as in any Oasys practice. This guide covers what's different. For everything else, use the regular Provider Guide and Practice HQ Guide.
2. Students belong to your school
Student records belong to the school, not to one clinician.
Every clinician in your practice can find any active student, open their chart, run sessions and write notes.
Your own client list shows the students you're the Primary Provider for, students you added, and students you've pulled in with Add to my list. To reach anyone else, search for them in Quick intake first.
A student on your list is either on your caseload or a walk-in for you.
Clinicians add students with Quick intake. Practice HQ doesn't have an add button for students. See Adding a student with Quick intake.
Clinicians move a student between caseload and walk-in with Switch Assignment. See Caseload, walk-ins and switching assignment.
Psychotherapy notes are shared too. Anyone with access to the student can see them, with who created and last updated each one.
3. Terms you'll see
These words come up across Charter School mode.
Term | What it means |
Caseload | Students you're the primary provider or a co-provider for. |
Walk-in | A student on your list who isn't on your caseload, including a student on a colleague's caseload. You can still open their chart and help them. |
Primary Provider | The clinician a student is assigned to. Leave it unassigned to make the student a walk-in. |
Switch Assignment | The button in a student's chart for moving them onto or off a caseload. |
Academic year | August 1 to July 31, shown as "AY" in analytics and filters. |
COS | Community Outreach Services: outreach events your team logs, if your school has Community turned on. |
GIRP | Goals, Intervention, Response, Plan: the default note format in Charter School mode. |
4. What's different for school admins
School admins work in Practice HQ, which shows fewer tabs in Charter School mode.
The sidebar has no Scheduling, Billing, Payroll or Announcements. Settings has no Rooms or Subscription & fees. See Navigating Practice HQ in Charter School mode.
The student list shows School, Grade, Ethnicity, Sex and Primary Provider. There's no add button and no Send invites. See Managing your student list.
Once a year, you move every student up a grade with Advance Grades. See Advancing grades for a new school year.
Documents is a document library for uploaded templates, and Analytics is organized by academic year with breakdowns by school, grade and ethnicity. See Documents, analytics and community outreach.
5. What's different for clinicians
Clinicians can reach any student at the school and have a simpler dashboard.
Your student list has All, Caseload and Walk-ins filters, and a student's chart opens on Client Info. See Caseload, walk-ins and switching assignment.
Notes default to GIRP, and assessments such as GAD-7 and PHQ-9 are filled in with the student. See Sessions, notes and assessments with students.
Billing, the notifications bell, the Health Dashboard, Mood Journal and Health Stats aren't shown.
You can't delete a session another clinician created, and bookings have no Cancelled Late status.
6. What's different for interns and supervisors
The Intern role works differently in Charter School mode.
For the Intern role, AI-generated notes (Scribe), AI session insights and the AI assistant are turned off. Interns write their notes themselves. See Working as an intern in a charter practice.
Supervisors see a supervisee's students split into caseload and walk-in views, including walk-in students the supervisee has seen in a session. See Supervising interns in a school practice.
Supervision has no billing policies in Charter School mode.
7. What's different for students and guardians
Students and guardians don't use Oasys directly.
They have no portal account and get no account invites.
While a student is active on your school's roster, Oasys doesn't send them or their guardians emails, texts, push notifications or appointment reminders.
Your school's team keeps the student's record.
8. Features your school may have turned on
These are switched on separately, so your school may or may not have them.
School groups: open or closed groups by school, with session notes that record a headcount. See School groups and community outreach.
Community: log outreach events by school. See School groups and community outreach and Documents, analytics and community outreach.
Documents Library: a clinician's panel for assessments (GAD-7, PHQ-9, PSC-35, MH 533 and MH 714) and uploaded files. See Sessions, notes and assessments with students.
đĄ Tip: If one of these is missing and you need it, contact your Oasys representative. Oasys turns them on.
Frequently asked questions
Who turns Charter School mode on or off?
Oasys sets up Charter School mode for your practice. Contact Oasys support if you have questions about how your practice is set up.
Why don't I see Scheduling or Billing in Practice HQ?
They're not shown in Charter School mode. Neither are Payroll, Announcements, Rooms or Subscription & fees.
Will the screens say "Students"?
No. They use your practice's wording, Clients or Patients, and some screens say Client Info.
Can every clinician see every student?
Any clinician in your practice can open any active student's record, whether the student is on their caseload or not. Your client list shows only some students, though. To reach a student who isn't on it, search for them in Quick intake and click Add to my list.
Does Oasys record sessions with students?
No. Oasys never records sessions. Where AI notes are turned on, it only transcribes, and the transcript is deleted once the note is signed and locked.