đ„ïž For practices in Charter School mode. This article is for clinicians, interns and supervisors who run sessions and write notes for students.
This article covers what's different when you work with students: the GIRP note format, which AI features are available, assessments during a session, the school Documents Library, and how scheduling, billing and analytics change on your side.
In this article
1. Writing notes for students
Sessions and notes work as they do in a regular practice, with a few differences. For the basics, see Conducting a session and Writing session notes & using scribe.
The default note format is GIRP (Goals, Intervention, Response, Plan) instead of SOAP.
If your practice requires a specific note template, that template is used instead of GIRP.
The option to save your note preferences for future sessions with a student isn't available. You choose your note settings each session.
Any clinician at your practice can run a session and write a note for any active student, not just their own caseload.
You can't delete a session another clinician created. If you try, you'll see "You cannot delete sessions created by other therapists".
Students have no Health Dashboard, mood journal or health stats, so there's no health data to bring into a note.
2. AI features in Charter School mode
Which AI features you have depends on your role at the practice.
Feature | Licensed Clinician, Clinical Supervisor, Associate Therapist, Admin/Director | Intern |
AI-generated notes (Scribe) | Available if your practice has it turned on | Switched off |
AI session insights | Available if your practice has it turned on | Switched off |
AI assistant | Available if your practice has it turned on | Switched off |
For the Intern role, these features can't be turned back on, by the intern or by the practice. Interns write their notes by hand. See Working as an intern in a charter practice.
The Session Analysis switch doesn't appear in your settings in Charter School mode.
â Good to know: Oasys never records sessions. Scribe only transcribes, and the transcript is deleted once the note is signed and locked.
3. Assessments during a session
In a live in-person session with a student, you can fill in a quick screening without leaving the session.
Click Assessment (with the plus sign) on the session screen.
Choose GAD-7 Anxiety Assessment or PHQ-9 Depression Assessment.
Fill in the answers with the student and submit.
For the full school assessment library, use the Documents Library on the student's chart. See The school Documents Library.
4. The school Documents Library
If your practice has the school Documents Library turned on, the Documents button on a student's chart opens the Documents Library. You fill in assessments with the student, because students don't fill in forms through a portal.
Open the student's chart and click Documents.
Click Add Assessment.
Choose an assessment from the list below.
Fill it in with the student, sign where asked, and submit.
Menu option | What it is |
GAD-7 (Anxiety) | GAD-7 Anxiety Assessment |
PHQ-9 (Depression) | PHQ-9 Depression Assessment |
PSC-35 (Pediatric Symptom Checklist) | A psychosocial screening tool for children and adolescents |
Intake Assessment | Child/Adolescent Full Assessment (MH 533), for an initial evaluation |
Intake Re-Assessment | Child/Adolescent Re-Assessment (MH 714), for a follow-up evaluation |
Click Upload Files to add other documents to the student's record.
Use the All, Assessments and Documents tabs to find completed assessments and uploaded files.
Documents you fill in are recorded as filled on the student's behalf, and this is kept in an audit log.
Once an intake assessment is completed, the student's chart shows an Intake badge.
đĄ Tip: Because the roster is open, colleagues can see the assessments you complete for a student. Check the Assessments tab before starting a new intake, in case one is already done.
5. Scheduling and the calendar
Your calendar works as usual, with these differences. For the basics, see Scheduling sessions.
When you book a session, you can choose any student on your Clients list, including walk-ins, not just those on your caseload. To book a student who isn't on your list, find them in Quick intake and click Add to my list first.
The Cancelled Late status isn't available. Use Cancelled or No Show instead.
While a student is active on your roster, students and guardians don't receive booking emails, texts or appointment reminders from Oasys. Let the student know about appointments yourself.
6. Billing and analytics
Sessions with students aren't billed through Oasys, and your analytics focus on students rather than revenue.
The Billing section, the Create invoice search action and the unbilled sessions reminder on your home screen don't appear.
Your Analytics has two tabs: Sessions and Clients (or Patients, depending on your practice's wording). There's no billing tab.
Client reports show School, Grade, Ethnicity, Sex and Primary Provider columns.
Frequently asked questions
Why does my note default to GIRP?
GIRP (Goals, Intervention, Response, Plan) is the default note format in Charter School mode. If your practice requires a specific note template, that template is used instead.
Why can't I save my note preferences for next time?
Saving note preferences for future sessions isn't available in Charter School mode. Choose your settings each session.
I'm an intern. Why can't I use Scribe?
In Charter School mode, AI notes, AI session insights and the AI assistant are switched off for the Intern role, and neither you nor your practice can turn them back on. Write your notes by hand. See Working as an intern in a charter practice.
Can I send an assessment for a student to fill in at home?
No. Students don't have a portal, so you fill in assessments with the student, from the session screen or the Documents Library.
Why can't I delete a session on a student's record?
You can only delete sessions you created. Ask the clinician who created it.