đĽď¸ For practices in Charter School mode. This article is for clinicians, interns and supervisors who add students from their own Clients list.
This article shows you how to add a student with Quick intake: checking for an existing record first, filling in the student's details, and what happens once the student is added.
In this article
1. Checking for an existing student first
In Charter School mode, students belong to the school, so a colleague may already have added the student you're seeing. Quick intake searches as you type to help you avoid duplicates.
Click Add new client at the bottom of your Clients list (it says Add new on smaller screens). On a phone, tap Add at the top of the list. The Quick client intake window opens.
Start typing the student's name in Client name. Matching students from across your practice appear below the field.
Check each match. It shows the student's age, grade and school, plus a My Patient badge if you're already their Primary Provider.
Click the right student if they're listed. You'll see Client found in system, and their details fill in automatically.
Click Add to my list.
If the student had been archived, Add to my list restores them to the active list.
Adding an existing student doesn't change their Primary Provider. To take them onto your caseload, use Switch Assignment on their chart. See Caseload, walk-ins and switching assignment.
When you pick an existing student, their details are locked in this window. Edit them afterwards on the student's Client Info tab.
If you see Possible existing client found, there are matches you haven't picked yet. Choose one, or keep typing to create a new record.
â ď¸ Important: Always pick an existing match rather than adding the same student again. A duplicate splits the student's sessions and notes across two records.
2. Adding a new student
If no match comes up, fill in the rest of the form to create a new record. Fields marked with an asterisk are required.
Type the student's full name in Client name. You'll see Creating new client when no existing record matches.
Tick Use preferred name and enter a Preferred name if the student goes by a different name.
Enter the Date of birth as MM/DD/YYYY.
Choose a Grade level: N/A, TK, K, or 1 to 12.
Tick Walk-in if the student shouldn't go on your caseload. Leave it unticked to become their Primary Provider.
Choose the student's Ethnicity/race.
Choose the School site from the list.
Add a Reason for joining if you want (for example, what brings them in today).
Click Add client.
Required fields: Client name, Date of birth, Grade level, Ethnicity/race and School site. The add button stays greyed out until they're all filled in.
The date of birth must be a real date, and the student must be at least one year old.
The school list is a fixed list in the app. If your school site is missing, contact Oasys support.
đĄ Tip: Use Walk-in for a one-off or drop-in visit. Colleagues can still work with the student. They find the student in Quick intake and click Add to my list, then they can open the chart or add the student to their own caseload.
3. What Quick intake doesn't ask for
Quick intake is deliberately short, because students don't have their own Oasys account.
There's no email, phone number, home address or insurance to enter.
There's no parent or guardian to add.
No portal invite is sent. Students and guardians don't get a portal login, and while a student is active on your roster, Oasys sends them no emails, texts or appointment reminders. See Do students and guardians get portal access or notifications?
Gender isn't on the intake form. You can add it afterwards on the Client Info tab.
4. After you add a student
The new student opens straight away so you can start working with them.
The student's chart opens on the Client Info tab, showing Name, Date of birth, School (with the grade), Gender, Ethnicity/race and Seeking help for. Grade level is its own field when you edit.
Whatever you entered in Reason for joining shows as Seeking help for.
Badges at the top show the student's school and either My Caseload or Walk-in.
The student belongs to your school, not to you. Every clinician at your practice can open their chart and write notes for them.
The student shows in your own Clients list. Colleagues who aren't their Primary Provider don't see them in their list until they find them in Quick intake and click Add to my list.
They show up in your school's student list in Practice HQ, with their school, grade, ethnicity and Primary Provider.
â Good to know: To correct a student's details later, open the Client Info tab, click the edit icon, make your changes and click Save.
Frequently asked questions
Why isn't there an Add client button in Practice HQ?
In Charter School mode, students are added by clinicians through Quick intake. School admins manage the student list in Practice HQ but don't add students there.
Do I need the student's or a parent's email?
No. Quick intake doesn't ask for any contact details, and while a student is active on your roster, Oasys sends nothing to them or their guardians.
I added a student as a walk-in by mistake. How do I take them on?
Open the student and click Switch Assignment, then Switch to Caseload. See Caseload, walk-ins and switching assignment.
A colleague already added this student. Can I see them?
Yes. Every student at your practice is open to every clinician. Search for them in Quick intake and click Add to my list. They then appear under All in your Clients list.
I added the same student twice. What should I do?
Keep working in the record that has the student's sessions and notes, and archive the duplicate from its chart. See Caseload, walk-ins and switching assignment.