đĽď¸ For practice admins using Practice HQ on the web. The Groups tab needs the Caseload permission and group sessions turned on for your practice.
This article shows you how to create and manage therapy groups for any provider in your practice from the Practice HQ Groups tab: choosing a lead, co-facilitators and members, editing, changing the lead, archiving and restoring, and why a group can block other changes. For how providers run group sessions, see Groups, families, couples and minors.
In this article
1. The Groups tab
Groups appears in the People section of the Practice HQ sidebar. It opens Practice groups, a list of every therapy group across your practice.
You need the Caseload permission, and group sessions must be turned on for your practice. If either is missing, the tab isn't shown.
Each row shows the group's Name, Last session, Upcoming session, Led by (the lead, with any co-facilitators underneath), Seats (for example "6 of 10") and Status.
Use Search groups... to find a group by name, and the status filter (All statuses, Active or Archived) to narrow the list.
A group whose lead can't run sessions for some of its members shows a Needs a new lead badge and sorts to the top. See Changing a group's lead.
Click a row to open the group's panel.
â Good to know: Group sessions are turned on for a practice by Oasys. If you have the Caseload permission but don't see Groups, contact Oasys support.
2. Creating a group
You can create a group for any active provider in your practice. Before you start, the lead needs a service with Group turned on, because only group services can be used for a group (see Services and note templates).
Click Create group on the Groups tab.
Choose the Lead. Only active providers are listed. The rest of the form fills in once a lead is chosen.
Enter a Group name and, if you want, a Purpose.
Choose a Service type. Only the lead's group services are listed.
Add Co-facilitators if your practice has care teams turned on.
Add between 2 and 10 Members.
Click Create group.
A Group created message appears with a Schedule sessions button, and the group's panel opens.
Who you can add
If your practice has care teams: choose members from active clients across the practice. Oasys checks care-team access while you choose ("Checking care team access...").
A notice tells you when the lead or co-facilitators aren't on a member's care team yet: "The lead and co-facilitators will be added as co-treaters where needed. New or updated access will be limited to their own session notes and documents. You can change this access later in each client's care team panel."
A client without an active case in your practice can't be added. You'll see "Choose clients with an active case in this practice."
If your practice doesn't have care teams: the member list shows only the clients on the lead's care team. Pick a different lead to see their clients. Other clients can be added once the group exists. Co-facilitators aren't available.
đĄ Tip: If Service type says "No group service types â create one in Default Services first", the lead has no group service yet. Add one, then reopen Create group.
3. Viewing and editing a group
The group's panel has three tabs. Labels such as Manage clients follow your practice's client or patient terminology.
Group details: Name, Lead, Seats, Service type and Purpose.
Members: the Facilitators (the lead and any co-facilitators) and the clients, with how many seats are filled and open.
History: a timeline of when the group was created, who joined, lead and co-facilitator changes, and when it was archived.
A banner at the top lists the group's upcoming sessions.
Editing the name, service or purpose
Open the Group details tab.
Click Edit group details.
Change the Name, Service type or Purpose.
Click Save.
The lead is changed separately. See Changing a group's lead.
Changing members or co-facilitators
Open the Members tab.
Click Manage clients or Manage co-facilitators.
Tick or untick people. Each change shows an Adding or Removing badge.
Check the review at the bottom of the dialog, then click Save members or Save co-facilitators.
A group holds up to 10 clients and must keep at least two.
Removing a member doesn't change their individual care. Their past sessions and notes stay. A removed co-facilitator keeps their care-team access and past work.
If a session is in progress or a note is still being written, you'll see "A session is in progress". Finish it before changing people in the group.
With care teams, a client who isn't on a care team in your practice can't be added ("Not on a care team in this practice"). Where needed, the lead and co-facilitators are added to members' care teams as co-treaters, as when creating a group.
Manage co-facilitators appears only if your practice has care teams turned on.
4. Changing a group's lead
Change the lead when a provider leaves, or when the group shows Needs a new lead. In that case the panel says "The lead can no longer run sessions for ..." with a Choose a new lead button.
Open the Members tab and click Change lead next to the current lead (or click Choose a new lead on the banner).
Choose the New lead.
Read the review. It explains what the new lead can do, which care teams they join, that the previous lead keeps their care-team access and past work, and under Who is told, which clients and providers are notified.
Click Make Name lead (or Add to care teams and make Name lead).
If the change can't go ahead yet, the review says "Name can't lead this group yet" and lists what to fix:
Cancel or reschedule the group's upcoming sessions, from the Scheduling tab.
Finish the session in progress or the note being written, then try again.
Name can't see sessions for some clients: add the new lead to those clients' care teams first.
â Good to know: Members keep their own individual provider and their sessions. Only who leads the group changes.
5. Archiving and restoring a group
Archive a group that has ended to take it off the active list. Its history stays.
Open the group and click Archive.
Oasys checks for anything that would stop the archive ("Checking for archive blockersâŚ").
If nothing is found, confirm the archive.
The archive is blocked while the group has:
Upcoming sessions on the calendar. Cancel or reschedule them first.
Unpaid invoices for its sessions. Resolve them in Billing first.
A roster update still being delivered to members. Try again in a few minutes.
An archived group shows an Archived badge and can't be edited. To bring it back, filter the list by Archived, open the group, click Restore and confirm. "The group will return to the active group list."
6. When a group blocks another change
A group's lead must stay on every member's care team, and a co-facilitator must keep access to every member's record. So some changes elsewhere in Practice HQ wait until the group is sorted out first. These reviews name the group and link you to it on the Groups tab.
Changing a client's primary provider when the current primary leads a group the client is in: the review asks you to Choose a new lead for that group, or to keep the old primary on the care team as a treating provider. If the change is refused, you'll see "The current primary clinician leads a group this client is in. Ask them to remove the client from the group before changing the primary." See Changing a client's primary provider.
Ending a clinician's care-team access to a client: if they lead the client's group, change the lead first. If they co-facilitate it, remove them as co-facilitator first. See Changing or ending a clinician's access.
Deactivating a provider who leads groups: you'll see "Name leads groups that need a new lead first", with an Open group button for each. Choose a new lead for each group, then deactivate the provider. Archived groups count too: restore an archived group first to change its lead.
Archiving a client who is in an active group: remove them from the group first. See Archiving and restoring clients.
7. Group sessions and scheduling
A group is the roster. Its sessions are appointments on the calendar.
The Schedule sessions button on the Group created message opens the Scheduling tab.
The lead runs each session: starting it, taking attendance, notes, signing and billing. Co-facilitators can schedule, reschedule and cancel the group's appointments and join its telehealth sessions. See Group therapy.
Upcoming group sessions appear in Upcoming Sessions on the Scheduling tab, under the group's name. See Practice scheduling.
The Groups list shows each group's Last session and Upcoming session, and the group's panel lists its upcoming sessions.
Frequently asked questions
Why don't I see the Groups tab?
You need the Caseload permission, and group sessions must be turned on for your practice. Ask your practice owner about the permission, or contact Oasys support about group sessions.
Why is the Service type list empty?
The lead has no group service yet. Add a service with Group turned on for that provider, then try again. See Services and note templates.
Why can't I pick co-facilitators?
Co-facilitators are available only if your practice has care teams turned on. Without care teams, members also come only from the lead's care team.
Can I add a client who isn't on the lead's caseload?
With care teams, yes: choose any active client with an active case in your practice, and the lead is added to their care team as a co-treater where needed.
Why can't I archive this group?
It still has upcoming sessions, unpaid invoices, or a roster update in progress. The archive dialog lists them. Clear each one, then archive.
Can I delete a group?
Not from Practice HQ. Archive it instead. You can restore it later.