đĽď¸ For practices in Charter School mode. This article is for school admins who manage students on the Practice HQ Clients tab and need the Caseload permission.
This article explains how your student list works in Practice HQ: what the Clients tab shows, how students get added, how to set or clear a student's primary provider, and what you can't do from Practice HQ.
In this article
1. Your student list on the Clients tab
The Clients tab lists every student at your school. It's called Patients if that's your practice's terminology.
Each row shows Name, School, Grade, Ethnicity, Sex and Primary Provider. These replace the session-date and status columns a regular practice sees.
Grades show as TK, K, 1st, 2nd and so on up to 12th.
Any blank value shows Not specified.
Click a column header to sort by it.
Use Search clients... to find a student by name.
Use the provider filter to see one provider's students.
Use the status filter to narrow the list. It starts on Active. Choose Archived to see archived students, or All statuses to see everyone.
2. How students are added
Practice HQ has no Add client button in Charter School mode. Students are added by your clinicians.
Clinicians add a student with Quick client intake from their own client list. It searches existing records first, so the same student isn't added twice. See Adding a student with Quick intake.
The clinician who adds a student becomes their primary provider, unless they tick Walk-in.
New students appear on your Clients tab once they've been added. Until then, the tab says students will appear once providers in your practice begin adding them.
Send invites and account invites aren't available. Students and guardians have no portal. While a student is active on your roster, they get no invites, emails, texts or appointment reminders from Oasys. See Do students and guardians get portal access or notifications?
3. Primary providers, caseload and walk-ins
Use the Primary Provider column to see whose caseload a student is on, and to change it.
A student with a primary provider is on that provider's caseload.
A student set to Unassigned has no primary provider, so they're a walk-in. Any clinician at your school can still find them by searching in Quick intake and open their chart.
A Provider inactive badge appears under a student whose primary provider is inactive. Choose an active provider for them.
Changing or clearing a primary provider
Click Manage care team under the provider's name in the student's Primary Provider column. A panel opens showing the student's current primary provider.
Click the Primary provider dropdown, then search for and choose an active provider, or choose Unassigned to make the student a walk-in.
The change is made right away, and you see Primary changed. There's no separate confirm step.
Nobody is notified. Let the clinicians involved know yourself.
Only active providers are listed.
If your practice also has care teams turned on, choosing a provider opens a review step before the change is made. See Care teams and client access.
đĄ Tip: Clinicians can also move students on and off their own caseload with Switch Assignment in the student's chart. See Caseload, walk-ins and switching assignment.
4. Opening a student's details
Click a student's row to open their details panel.
You need the Caseload permission to see and edit a student's details, or Administrative notes to read and write admin notes.
A student's details can be opened only when they have a primary provider. Walk-ins (Unassigned) can't be opened from the Clients tab.
Email addresses aren't shown in Charter School mode: not on the list, not in the details panel, and not in the clinical chart view (which also hides phone).
A student's grade, school and other intake details are kept on the Client Info tab of their chart, which clinicians edit.
For the rest of the details panel and admin notes, see Adding and managing clients.
5. Archiving and graduates
Archiving and restoring students isn't available on the Practice HQ Clients tab in Charter School mode. Students leave the active list in two ways.
Grade-12 students are archived as graduates when you advance grades for a new school year. See Advancing grades for a new school year.
A clinician archives a student from the student's chart. This archives the student for the whole school.
To bring an archived student back, a clinician opens the student from the archived view of their client list and clicks Restore, or finds them in Quick intake and clicks Add to my list. No invite is needed.
Archived students still show on your Clients tab under the Archived status filter.
â ď¸ Important: Student records can't be deleted, only archived. If a student was archived by mistake, ask one of your clinicians to restore them.
Frequently asked questions
Why can't I add a student from Practice HQ?
In Charter School mode, students are added by clinicians with Quick client intake, which records their grade, school and other intake details. See Adding a student with Quick intake.
Why is there no email address for my students?
Students don't get portal logins, invites or emails, so Oasys doesn't ask for or show one in Charter School mode.
How do I make a student a walk-in?
Click Manage care team in their Primary Provider column, then choose Unassigned in the Primary provider dropdown. Any clinician can still find them in Quick intake and open their chart.
Why won't a student's details open when I click their row?
They're probably a walk-in with no primary provider. Assign a primary provider first, or ask a clinician to open them from the clinician side.
A student's grade or school is wrong. Can I fix it here?
Not from Practice HQ. A clinician can correct it on the Client Info tab of the student's chart.