# Ona Health - full content > Ona is an AI-native, all-in-one practice management platform for US healthcare practices: one system that replaces a separate EHR, practice-management tool, and patient portal. Last updated: 2026-09-17. Full text of every product page, the help centre and the release notes, captured from the live site on this date. Pricing verified against https://ona.health/pricing.md (updated 2026-09-09). **What it is.** One platform combining CRM, EHR, and RCM, so the 3-5 disconnected tools most practices run on become a single patient record. Because Ona owns the whole workflow - a new patient inquiry flows into scheduling, scheduling into the clinical visit, and the visit into a clean insurance claim - it automates the handoffs other stacks leave to staff: no re-entry, no tab-switching, no middleware. **Who it is for.** Independent US practices at every size. Ona scales from solo clinicians to multi-location groups and enterprise systems, with shared team calendars, role-based access and location-scoped teams, and serves cash-pay and insurance-based practices, in person, hybrid, or fully remote. It is a general ambulatory EHR, not a small-practice-only product. Dedicated pages cover primary care, physical therapy, nutrition, integrative and functional medicine, behavioral health, naturopathic medicine, women's health, and med spas. **How it is different.** The field splits into enterprise-scale platforms (athenahealth), marketing-bundled suites (Tebra), and tools built for allied health or wellness rather than medical prescribing and insurance (Jane App, SimplePractice). Ona does the whole job in one modern product with AI built in rather than added on. Choose a different platform if you need inpatient or hospital workflows, or already run a mature purpose-built system for your specialty. **Pricing.** Per seat, per month, with every feature included on every plan: practitioner seats $130 per month, staff seats $45 per month. Annual billing takes 10% off everything. Add-ons: e-prescribing +$45 per prescribing practitioner, EPCS +$25 (requires e-prescribing), calls (calling, transcription, recording) $25 per month, omnichannel messaging $150 per month (included for practices with 2 practitioners or fewer), AI receptionist by included minutes ($100 for 400, $150 for 600, $200 for 800, $400 for 1,500 minutes per month, then $0.20 per minute). Ona Clearing House plans for insurance billing (running on Stedi, Ona's clearinghouse partner, with no separate Stedi account needed): Starter $69 (100 claims), Core $149 (250 claims), Practice $249 (500 claims), Growth $499 (1,000 claims), Scale $1,099 (2,500 claims) per month, all with unlimited providers and payer enrollments included. Practices with 5 or more practitioners, several locations, or volume that doesn't fit a tier get custom pricing. No setup fees and no long-term contract. Migration from any EHR or practice management tool is free, typically within one business day, with a full cutover usually taking 1-3 weeks for smaller practices. Every plan starts with a 14-day free trial, no credit card required. **Compliance.** HIPAA compliant. A BAA is in place with every Ona workspace, with Ona acting as business associate to the practice. Data is encrypted in transit and at rest, messaging and video calls are end-to-end encrypted, tenants are isolated, access is role-based, and audit trails are immutable. **Company.** Operated by ONA HEALTH SOLUTIONS INC, a Delaware corporation, with offices at 28 Geary Street, Suite 650, San Francisco, CA 94108. Contact: contact@ona.health **Entity disambiguation.** This is Ona Health, the US B2B practice management platform at ona.health. It is not affiliated with the Ontario Nurses' Association, the Online News Association, Ona.io, O'NA HealthCare, or any similarly named consumer application. Ona's verified profiles are the LinkedIn and Instagram accounts listed under Company below. **Crawler policy.** Every AI answer engine and search crawler is explicitly allowed on public pages (GPTBot, ChatGPT-User, OAI-SearchBot, ClaudeBot, Claude-User, Claude-SearchBot, anthropic-ai, PerplexityBot, Perplexity-User, Google-Extended, GoogleOther, Bingbot, Applebot-Extended, DuckAssistBot, MistralAI-User, GrokBot, and CCBot). Authenticated surfaces are not indexable and should not be fetched. ## Core pages ### Ona | AI-First Practice Management Platform URL: https://ona.health # Focus on your patients, Ona Ona will do the rest. AI-first practice management platform - one system that replaces your EHR, billing and patient tools, from intake and scheduling to the full insurance cycle. New · AI Receptionist Book a demo quick walkthrough · no obligation Built by a team and advised by experts from All you need to run your practice ## Your all-in-one practice management platform. Ona is one system in place of a CRM, EHR and RCM - with automated intake, visit transcription, charting, reports and insurance billing built in. Practices use it to check eligibility before the visit and track every claim from draft to payment in one queue - whether you are a solo clinician or a group running multiple locations. Features ## Ona has all you need to grow your practice . Automated charting Your templates, filled automatically. Ambient Scribe Own telehealth E-prescribing Billing & Invoicing Insurance & Eligibility Patient Portal Omnichannel ### Automated charting: notes that write themselves Automated charting in Ona is AI charting built into the EHR: you define your note templates once, then the system drafts a structured SOAP note from an ambient recording, intake answers, or dictation. You review and sign, so nothing leaves the chart until you approve it. ### Ambient AI scribe for clinical notes Ona's Ambient AI Scribe is an AI medical scribe that records a patient visit in the room or on a telehealth call - or from uploaded audio - then automatically drafts a structured clinical note against your template. It diarizes each speaker, times every turn, and hands you a review-ready draft to edit and sign. ### Telehealth built into the chart. Ona's built-in telehealth is encrypted, browser-based video that opens directly from the patient's chart - no separate app, account, or pasted links. Because video visits live inside the practice management platform, clinicians launch a call in one click, review images and screen-share on-screen, and record the audio to draft the visit note without leaving the record. ### E-prescribing and EPCS, built into the patient chart Ona e-prescribing lets clinicians send electronic prescriptions directly from the patient chart through an embedded DoseSpot dispensary, including EPCS for Schedule II-V drugs with two-factor signing that meets DEA rules. Refills, interaction checks, and the medication list all update in one record the moment a prescription goes out. ### Medical billing built into your EHR Ona's billing is medical billing software built into the EHR, so charges post straight from the signed chart note. Practices generate itemized invoices, collect payments online or by text-to-pay, and route denied claims into a denial and rejection queue - all designed to help them get paid faster and chase fewer denials, without leaving one system. ### Real-time insurance eligibility and claims software, built into your EHR Ona's insurance and eligibility tools run real-time eligibility checks and manage insurance claims inside the same EHR that holds the chart. Coverage status, co-pay, deductible, and out-of-pocket max surface before the visit; claims generate from the signed note, submit through an integrated clearinghouse, and track from draft to accepted or denied. ### Patient portal - everything the patient needs, one login Ona's patient portal is a single, mobile-first web app where patients log in once to book and reschedule visits, complete intake, sign consents, message the care team, view results, documents and prescriptions, pay invoices, and join telehealth - giving your practice patient self-service in one place, with nothing to install. ### Every patient conversation - calls, texts, email, and chat - in one HIPAA-compliant inbox Ona Omnichannel is the unified patient communication inbox in Ona's practice management platform. Phone calls, SMS, email, secure in-app messaging, and website chat land in one conversation per patient or lead, opened from the chart and answered by the team from the same app - with an internal layer of notes and @mentions the patient never sees, and every message and call encrypted, role-scoped, and logged. One system instead of five. Phone answering, scheduling, EHR, AI scribe and billing. The full platform ### Every tool your practice runs on, in one place. #### Front of House 01 AI receptionists Picks up every call, 24/7. 02 Leads Acquisition pipeline in Ona. 03 Forms & Interviews Two ways to collect patient input. 04 Online scheduling Self-service team booking. 05 Support Real humans, in-app chat and email. #### Clinical Workflow 06 Automated charting Your templates, filled automatically. 07 Ambient Scribe Records the visit, drafts the note. 08 Own telehealth Encrypted video, in the chart. 09 E-prescribing DoseSpot, in the chart. 10 Labs & Supplements Orders and protocols in-chart. 11 Consents Digital, audit-ready consents. #### Operations 12 Omnichannel Calls, SMS, email, and chat in one inbox. 13 Billing & Invoicing Invoices and payments in one flow. 14 Insurance & Eligibility Eligibility checked before the visit. 15 Tasks Kanban board for your team. 16 Reports Ops and financial dashboards. 17 Notifications Smart alerts for your team. #### Patient Engagement 18 Patient Portal One login for everything. 19 Food journaling Photo-first meal logging. Book a demo 19 tools - one platform Before Ona ## Modern healthcare runs on a patchwork of tools. A typical practice runs a separate phone service, scheduler, EHR, scribe tool and billing system - five disconnected products stitched together by hand. Each one is another login, another vendor invoice, another window left open at 9 PM. tool fragmentation 01 copy to calendar 02 attach to visit 03 paste transcript 04 re-enter codes Call Handling 3 missed today Scheduling Double-booked Scribing Recording · 04:12 Charting 7 notes queued Billing $14,280 pending Who it's for ## Built for every kind of practice. Ona is built for primary care, behavioral health, physical therapy, women's health, nutrition, functional and integrative medicine, naturopathic practices and med spas - in person, hybrid or fully remote. 01 every shape ### All sizes & care models. From solo clinics to enterprise systems, cash-pay or insurance-based - Ona scales with you, supporting in-person and remote care alike. 02 built to grow ### Ambitious practices. Built to stretch from a single practice to a multi-location group: shared templates, role-based access and one vendor bill instead of five - without losing the simplicity that keeps daily work light. 03 AI-native ### Forward-thinking clinicians. Ona automates the work that does not need a human - answering routine calls, drafting notes, checking insurance eligibility - and every AI draft waits for your review. Nothing is signed until you approve it. AI Receptionist ## Your phone, finally answered. Ona's AI receptionist answers your practice's phone 24/7, books appointments on your real calendar, and writes the transcript and intake into the chart before the call ends. Urgent or sensitive calls always route to a human. $100 per month for 400 minutes (corrected: the live homepage still shows an older $100 figure in one section while its own FAQ states $100; see https://ona.health/pricing.md) - hear it on two real calls. 01 Returning patient 02 First-time caller Read the full deep-dive Read the full deep-dive Voices from practice ## Clinicians already running every day on Ona. 01 OB/GYN " The AI intake catches what patients won't volunteer in the first five minutes. By the time she's on my table, I already know what I'm walking into - and the visit actually starts where it should . " Dr. Amara Okonkwo MD, FACOG · Portland, OR 02 Family Practice " I'm a solo shop - billing, scheduling, charting, the works. Before Ona it was four tabs and a spreadsheet. Now it's one window, and last Friday I closed out at 4:30 for the first time in years. " Jordan Reyes FNP-BC · Burlington, VT 03 Registered Dietitian " My clients do the deepest work between sessions - food logs, mood notes, questions they forgot to ask. Ona's structured follow-ups mean nothing slips. Retention is up 22% since January. " Priya Srinivasan MS, RDN, CDCES · Austin, TX 4.9 average rating 98% recommend Ona Pricing ## Pay for the seats you use. Transparent per-seat pricing with add-ons you switch on as you grow. Example: 2 practitioner seats plus 1 staff seat comes to $305 per month, and annual billing takes 10 % off everything. Every plan starts with a 14-day free trial - full access, no credit card required. Answer four quick questions below and we'll print your number. - 01 Team - 02 Prescribing - 03 Front desk - 04 Insurance ### Who's on the team? Seats are the only thing every practice pays for. Everything else is optional. Practitioners Clinicians who see patients $130 / seat / month 2 Staff Front desk, billing, admin $45 / seat / month 1 Back Next Total / mo $305 Ona Health Your estimate · USD / month Monthly Annual · −10% 2 × practitioner seat $260 1 × staff seat $45 Total / month No setup fee. No long-term contract. $305 Book a demo 14-day free trial · no credit card Running 5 or more practitioners, several locations, or volume that doesn't fit a tier? Ona is priced around your practice instead - talk to us for a custom quote . The feedback loop ## Have feature requests ? We don't work like other platforms. Users tell us what they need and we ship it - Ona's median time from feature request to release is 14 days . We build for you , not for ourselves. 14 days median ship time 100% user-directed roadmap ## Ready to transform your practice? Join clinicians who run scheduling, charting, billing and insurance in one place - solo practices and multi-location groups alike. Try everything free for 14 days, no credit card required. Book a demo 15-minute walkthrough - No obligation - Secure platform FAQ ## Questions & Answers Plain answers about what Ona is, who it is for, and what it costs. What is Ona? Ona is an AI-first practice management platform for US healthcare practices - one system that replaces your EHR (electronic health record), CRM (customer relationship management) and RCM (revenue cycle management) tools. It bundles 19 tools on one platform, covering scheduling, intake, charting, telehealth, e-prescribing, billing, insurance and a patient portal. Who is Ona for? Ona works for solo clinicians, group practices and multi-location clinics, whether cash-pay, insurance-based or both. It serves nine specialties: primary care, behavioral health, physical therapy, women's health, nutrition, functional medicine, integrative medicine, naturopathic doctors and med spas - and every feature is available on every plan. How much does Ona cost? Ona uses transparent per-seat pricing: in the on-page estimate, 2 practitioner seats plus 1 staff [Section continues on the page.] ### About Ona - The practice, rebuilt URL: https://ona.health/about Modern Modern healthcare healthcare runs runs on on a a patchwork. patchwork. A A phone phone line line here, here, a a scheduler scheduler there, there, an an EHR, EHR, a a scribe, scribe, a a billing billing system system - - five five disconnected disconnected tools, tools, stitched stitched together together by by hand. hand. A typical practice signs into five or six products before lunch. A phone service that only takes messages. A scheduler that never talks to the chart. An EHR designed a decade ago. A scribe tool bolted on last year. A billing system run by a vendor you email and hope hears back. None of them were built to work together - so the work of making them work together quietly becomes your job. Every Every handoff handoff is is a a copy-paste. copy-paste. Every Every login login is is one one more more tab tab left left open open at at nine nine at at night. night. Work Work that that should should take take minutes minutes takes takes the the whole whole evening evening - - and and the the patient patient waits. waits. Every seam between tools is paid for in minutes. Re-typing a phone number into the calendar. Pasting a transcript into a note. Re-keying codes into billing. Multiply that by every patient, every day, and the tax is enormous: hours of charting after the kids are asleep, claims that sit unsent for weeks, revenue that leaks a little at a time. It never shows up as a line item. It shows up as the evening you don't get back - and as attention the person in front of you never receives. We We believe believe clinicians clinicians should should practice practice medicine, medicine, not not software. software. The The busywork busywork belongs belongs to to the the machine. machine. The The judgment judgment belongs belongs to to you you - - nothing nothing is is signed signed until until you you approve approve it. it. So we started from a single conviction: software should do the work that doesn't need a human, and disappear for the work that does. Ona's AI answers the phone, drafts the note, and checks eligibility - but every draft waits for your review, and nothing is signed until you approve it. We don't automate judgment; we clear the runway for it. And we build in the open, alongside the clinicians who use Ona. The median time from a feature request to the day it ships is fourteen days. So So we we built built Ona. Ona. One One system system in in place place of of five. five. The The phone phone answers answers itself, itself, the the visit visit writes writes its its own own note, note, insurance insurance is is checked checked before before the the door door opens opens - - and and we we ship ship what what clinicians clinicians ask ask for for in in days, days, not not years. years. Ona is your EHR, your CRM, and your revenue cycle in one platform. An AI receptionist that answers every call around the clock and books on your real calendar. An ambient scribe that writes the visit straight into the chart. E-prescribing and labs in-chart. Telehealth on the same page as the note. Insurance checked before the patient walks in - from eligibility to a paid claim, tracked in a single queue. Nineteen tools. One login. One bill. Built to scale from a solo clinic to a multi-location group, in person or fully remote. Focus Focus on on your your patients. patients. Ona Ona will will do do the the rest. rest. The rest - the calls, the notes, the codes, the claims, the follow-ups - is ours to carry. What's left is the part only a clinician can do: the attention, the diagnosis, the reassurance, the care. That is the practice, rebuilt. And we are only getting started. - The Ona team See the practice, rebuilt - in 15 minutes. Book a demo quick walkthrough · no obligation ### Pricing - Transparent per-seat plans URL: https://ona.health/pricing # Pay for the seats you use. Transparent per-seat pricing with every feature included on every plan. Switch on add-ons as you grow, save 10 % on everything with annual billing, and start with a 14-day free trial - no credit card required. - 14-day free trial - No credit card - 10% off annual - HIPAA compliant Book a demo from $45 / seat Practitioner seat $130 / month Estimate your plan ## Four questions. One number. - 01 Team - 02 Prescribing - 03 Front desk - 04 Insurance ### Who's on the team? Seats are the only thing every practice pays for. Everything else is optional. Practitioners Clinicians who see patients $130 / seat / month 2 Staff Front desk, billing, admin $45 / seat / month 1 Back Next Total / mo $305 Ona Health Your estimate · USD / month Monthly Annual · −10% 2 × practitioner seat $260 1 × staff seat $45 Total / month No setup fee. No long-term contract. $305 Book a demo 14-day free trial · no credit card Running 5 or more practitioners, several locations, or volume that doesn't fit a tier? Ona is priced around your practice instead - talk to us for a custom quote . Two seat types ## One platform, priced by who's using it. Practitioner seat $130 / mo per practitioner / month · 10 % off on annual billing For clinicians who see patients - charting, scheduling, telehealth, and the full clinical workspace. Staff seat $45 / mo per staff member / month · 10 % off on annual billing For front desk, billing, and admin - the same platform, scoped to the non-clinical work they do. Features ## Ona has all you need to grow your practice . Automated charting Your templates, filled automatically. Ambient Scribe Own telehealth E-prescribing Billing & Invoicing Insurance & Eligibility Patient Portal Omnichannel ### Automated charting: notes that write themselves Automated charting in Ona is AI charting built into the EHR: you define your note templates once, then the system drafts a structured SOAP note from an ambient recording, intake answers, or dictation. You review and sign, so nothing leaves the chart until you approve it. ### Ambient AI scribe for clinical notes Ona's Ambient AI Scribe is an AI medical scribe that records a patient visit in the room or on a telehealth call - or from uploaded audio - then automatically drafts a structured clinical note against your template. It diarizes each speaker, times every turn, and hands you a review-ready draft to edit and sign. ### Telehealth built into the chart. Ona's built-in telehealth is encrypted, browser-based video that opens directly from the patient's chart - no separate app, account, or pasted links. Because video visits live inside the practice management platform, clinicians launch a call in one click, review images and screen-share on-screen, and record the audio to draft the visit note without leaving the record. ### E-prescribing and EPCS, built into the patient chart Ona e-prescribing lets clinicians send electronic prescriptions directly from the patient chart through an embedded DoseSpot dispensary, including EPCS for Schedule II-V drugs with two-factor signing that meets DEA rules. Refills, interaction checks, and the medication list all update in one record the moment a prescription goes out. ### Medical billing built into your EHR Ona's billing is medical billing software built into the EHR, so charges post straight from the signed chart note. Practices generate itemized invoices, collect payments online or by text-to-pay, and route denied claims into a denial and rejection queue - all designed to help them get paid faster and chase fewer denials, without leaving one system. ### Real-time insurance eligibility and claims software, built into your EHR Ona's insurance and eligibility tools run real-time eligibility checks and manage insurance claims inside the same EHR that holds the chart. Coverage status, co-pay, deductible, and out-of-pocket max surface before the visit; claims generate from the signed note, submit through an integrated clearinghouse, and track from draft to accepted or denied. ### Patient portal - everything the patient needs, one login Ona's patient portal is a single, mobile-first web app where patients log in once to book and reschedule visits, complete intake, sign consents, message the care team, view results, documents and prescriptions, pay invoices, and join telehealth - giving your practice patient self-service in one place, with nothing to install. ### Every patient conversation - calls, texts, email, and chat - in one HIPAA-compliant inbox Ona Omnichannel is the unified patient communication inbox in Ona's practice management platform. Phone calls, SMS, email, secure in-app messaging, and website chat land in one conversation per patient or lead, opened from the chart and answered by the team from the same app - with an internal layer of notes and @mentions the patient never sees, and every message and call encrypted, role-scoped, and logged. One system instead of five. Phone answering, scheduling, EHR, AI scribe and billing. The full platform ### Every tool your practice runs on, in one place. #### Front of House 01 AI receptionists Picks up every call, 24/7. 02 Leads Acquisition pipeline in Ona. 03 Forms & Interviews Two ways to collect patient input. 04 Online scheduling Self-service team booking. 05 Support Real humans, in-app chat and email. #### Clinical Workflow 06 Automated charting Your templates, filled automatically. 07 Ambient Scribe Records the visit, drafts the note. 08 Own telehealth Encrypted video, in the chart. 09 E-prescribing DoseSpot, in the chart. 10 Labs & Supplements Orders and protocols in-chart. 11 Consents Digital, audit-ready consents. #### Operations 12 Omnichannel Calls, SMS, email, and chat in one inbox. 13 Billing & Invoicing Invoices and payments in one flow. 14 Insurance & Eligibility Eligibility checked before the visit. 15 Tasks Kanban board for your team. 16 Reports Ops and financial dashboards. 17 Notifications Smart alerts for your team. #### Patient Engagement 18 Patient Portal One login for everything. 19 Food journaling Photo-first meal logging. Book a demo 19 tools - one platform Add-ons ## Switch on more as you grow. ### E-prescribing +$45 / prescribing practitioner Send prescriptions to any pharmacy straight from the chart, with drug-interaction checks built in. ### Controlled substances (EPCS) +$25 / prescribing practitioner Add EPCS on top of e-prescribing to prescribe Schedule II-V medications with compliant identity proofing. ### Calls - calling, transcription & recording $25 / month Place and receive calls from inside Ona, with every call transcribed and recorded onto the patient record. ### Omnichannel - SMS, email & chat $150 / month One inbox for patient conversations across every channel. Included for practices with 2 practitioners or fewer. AI receptionist ## Priced by the minutes you use. A voice-first agent that answers every call 24/7, books against your live calendar, and captures intake into the chart. Pick the monthly minutes that match your call volume; anything beyond is $0.20 / minute . 400 minutes $100 / mo Included call minutes per month, then $0.20 / minute . 600 minutes $150 / mo Included call minutes per month, then $0.20 / minute . 800 minutes $200 / mo Included call minutes per month, then $0.20 / minute . 1,500 minutes $400 / mo Included call minutes per month, then $0.20 / minute . Need more minutes? Larger volumes are priced individually. Ona Clearing House ## Insurance billing, sized by your claims. Submit claims, receive ERAs, and run eligibility checks straight from Ona. Every plan includes unlimited providers and payer enrollments; cash-pay practices don't need one. Starter $69 per month Core $149 per month Practice $249 per month Growth $499 per month Scale $1,099 per month Claims / month 100 250 500 1,000 2,500 ERAs / month 100 250 500 1,000 2,500 Eligibility checks / month 200 500 750 1,500 3,750 Providers Unlimited Unlimited Unlimited Unlimited Unlimited Payer enrollments Included Included Included Included Included Billed monthly, or annually at 10 % off · higher claim volumes are quoted individually Pricing FAQ ## Pricing questions, answered. How does Ona's pricing work? Ona is priced per seat, per month. Practitioner seats are $130 and non-clinical staff seats are $45. Every feature is included on every plan - you only add optional priced add-ons like e-prescribing, calls, or the AI receptionist when you need them. For example, 2 practitioner seats plus 1 staff seat comes to $305 per month. Is there a free trial? Yes. Every plan starts with a 14-day free trial with full access to every feature - no credit card required. You can run the trial alongside your current system before you commit. Is there a discount for annual billing? Yes. Paying annually takes 10% off everything on your plan - seats, add-ons, the AI receptionist, and clearing house plans alike. Do I pay extra for AI features? No. AI-powered intake, conversational assessments, and note drafting are included in the base seat price at no extra cost. The only separately priced AI add-on is the AI receptionist, which starts at $100 per month for 400 minutes. How is the AI receptionist priced? By included call minutes. 400 minutes is $100, 600 minutes is $150, 800 minutes is $200, 1,500 minutes is $400 per month. Minutes beyond your tier are $0.20 / minute, and larger volumes are available on request. What does the Ona Clearing House cost? Clearing house plans start at $69 per month for 100 claims, 100 ERAs, and 200 eligibility checks, up to $1,099 per month for 2,500 claims. Every plan includes unlimited providers and payer enrollments. Ona Clearing House runs on Stedi, our clearinghouse partner, so there is no separate account to open or pay for. What's the difference between a practitioner seat and a staff seat? A practitioner seat ($130) is for a clinician who sees patients and needs the full clinical workspace. A staff seat ($45) is for front-desk, billing, and admin team members. Every seat is on the same platform - staff seats are simply scoped to non-clinical work. What about larger teams or multiple locations? Practices running 5 or more practitioners, several locations, or volume that doesn't fit a tier get custom pricing built around the practice. Tell us about your team and we'll quote it. Are there setup, migration, or contract fees? No setup fees and no long-term contract. Ona's team exports and imports your data from any EHR or practice management tool at no cost, typically within one business day, and a full migration usually takes 1-3 weeks for smaller practices. ## Start your 14-day free trial. Full access to every feature, no credit card required. See a live [Section continues on the page.] ## Features ### Automated Charting and AI Charting in the EHR URL: https://ona.health/features/ai-charting - SOAP, DAP, BIRP + custom - [placeholder] fields - Recording, intake or dictation - Edit-before-sign Automated charting is Ona's note-drafting engine inside the EHR. You build the templates your practice runs on - SOAP, DAP, BIRP, a functional-medicine timeline, or freeform - with [placeholder] fields that pull patient and visit data into the right slots. Ona drafts the structured note; you review and sign, so nothing leaves the chart until you explicitly approve it. It's built for clinicians who lose hours to documentation - primary care, behavioral health, physical therapy, functional and integrative medicine, and nutrition - and any solo-to-multi-provider practice that runs on structured notes. If your day is 10-20 notes across SOAP, DAP, or BIRP formats, automated charting is built for you. Ambient transcription on the left, the structured SOAP draft on the right - in the same window. Every minute spent charting is a minute not spent with a patient, a family member, a cup of tea. A busy clinician writes 10-20 notes a day; at five minutes each that's most of a shift per week. The problem isn't the typing. It's the context-switch - zoom out of the conversation, recall what was said, re-structure it in your head, translate it into clinical prose. Ona takes the structuring off your plate. You only review what's already there. ### Charting lives inside the EHR Not a separate app - the draft appears in the chart already mapped to your template, so there is nothing to copy and paste. ### One patient record The same note can be drafted from an ambient recording, from intake answers, or from dictation - all tied to the same chart. ### AI-native, clinician-signed Every draft requires your review and your signature. Ona drafts, you decide - nothing leaves the chart until you explicitly sign. ### Your data stays yours Personalization learns your preferred phrasings on your practice only, never pooled across customers. Ona never trains models on your recordings. ### Your templates, not ours SOAP, DAP, BIRP, functional-medicine timeline, custom, freeform - pick one or build your own. [placeholder] fields pull medications, allergies, vitals, and history into the right slots. ### Patient language, clinical prose Ona separates the conversation from the record. What your patient says stays in their voice in the transcript; what you sign reads like a clinical note. - 01 ### Start the visit Open the chart and start recording with ⌘ R or the record button. A per-visit consent banner shows on screen and the patient can pause it. - 02 ### Speakers stay separate Multi-speaker diarization keeps clinician and patient turns separate in the transcript. Ambient noise, interruptions, side-conversations - Ona's model was built around messy real rooms, not podcast studios. - 03 ### A structured draft, in your template Ona drafts against your chosen template - SOAP, DAP, BIRP, functional-medicine timeline, custom, or freeform - with [placeholder] fields that pull medications, allergies, vitals, and history into the right fields. - 04 ### Or draft before the visit even starts Drafts can also be generated from intake answers or from dictation, not only from a recording - useful for automated chart prep ahead of the appointment. - 05 ### Review, adjust, sign Every draft lands in a review state: accept it, edit inline, or diff against the transcript, then sign. Nothing is finalized until you do. " I used to stay late to finish notes. Now I finish them in the patient's chair while they pay - and I haven't missed a single line item in weeks. " Solo functional-medicine MD ### A 90-minute first visit becomes a 3-minute review. Lifestyle, timeline, and symptoms get diarised cleanly. Ona drafts the functional-medicine timeline template and surfaces the five threads you'll want to follow up on. Multi-clinician practice ### Templates stay consistent across providers. Everyone signs a SOAP note that reads the same. The practice manager can audit that no required section is ever blank - across hundreds of visits a week. Telehealth-first therapist ### DAP notes write themselves post-session. Ambient audio from the video call is diarised in place. The DAP draft is ready the moment the call ends; no re-listening required. Registered dietitian ### Food recalls captured cleanly, automatically. Spoken 24-hour food recalls get structured into macros, meal timings and symptoms - ready to chart against the plan you set last visit. · What is AI charting? AI charting is software that drafts a clinical note for you from a recording, intake answers, or dictation, then hands it back for review and signature. In Ona it runs inside the EHR and drafts against the note templates your practice already uses. How does automated charting work? You start a visit and record it (or upload audio, or dictate). Ona separates the speakers, drafts a structured note against your template with patient data pulled into [placeholder] fields, and puts it in the chart in a review state for you to edit and sign. Can Ona automate SOAP notes? Yes. SOAP is a built-in format, alongside DAP, BIRP, a functional-medicine timeline, custom, and freeform templates. Ona drafts the SOAP note in your structure; you review, adjust, and sign. How does automated chart prep work before a visit? Ona can draft from a patient's completed intake answers, so a structured note is waiting in the chart before the appointment starts. You refine it during or after the visit, then sign. Does automated charting replace clinician review? No. Every draft lands in a review state and nothing leaves the chart until you sign. You can accept the draft, edit inline, or diff it against the transcript first. What happens if the patient speaks another language? Transcription handles the major languages you're likely to see in a multilingual practice, and the note can be generated in a different language from the conversation - useful if you consult in Spanish and chart in English. Ready when you are ## Stop writing notes after hours. See how Ona drafts notes against your templates in a 15-minute demo - we'll use one of your real visit formats. Book a demo Explore every feature ### AI Receptionist for Clinics and Healthcare Practices URL: https://ona.health/features/ai-receptionists - 24/7 call answering - Books against your calendar - Escalation to humans - Structured intake capture Ona's AI receptionist is a virtual front-desk agent that answers the phone, day or night. It detects why the caller is reaching out - booking, rescheduling, a results follow-up, or a prescription refill - then books against real availability and writes a transcript, recording, and structured intake straight to the patient record. It is one of the 19 tools inside Ona's AI-native, all-in-one practice management platform, so the phone line and the chart are the same system. It fits solo-to-enterprise clinics that lose patients to missed calls: primary care, behavioral health, physical therapy, women's health, nutrition, integrative and functional medicine, naturopathic doctors, and medspas. Cash-based or insured, in-person or remote - every plan includes the full platform. A real call: the agent recognises the patient, reads the live calendar, and lands the booking before they hang up. Your front desk is already doing three jobs - checking people in, taking copays, and fielding the phone. The phone is the one that loses. New patients hear a ring-out, current patients get sent to voicemail, and everyone ends up frustrated. The fix isn't another hold tune. It's an extra pair of ears on the line that doesn't sleep, doesn't take lunch, and speaks your scheduling rules natively. ### One system, one patient record Calls, calendars, charts, and leads live inside Ona's AI-native, all-in-one practice management platform - which combines CRM, EHR, and RCM - not a bolt-on phone service wired to a separate tool. ### Books on your real calendar Every call books on your live Ona calendar and writes to the chart, so the front desk and clinicians work from the same live data. ### HIPAA compliant Calls are encrypted in transit and at rest, PHI stays in your tenant, and every call is logged to the patient record with a full transcript. ### Human judgment stays in the loop The agent hands urgent and sensitive calls to a person with a warm transfer instead of guessing. You choose the escalation list and the hours. ### Handles multiple languages Callers choose, or the agent adapts on the first few syllables - and can take a call in Spanish while writing the chart note in English. ### Scripts you control Your hours, your services, your cancellation policy, your voice. Scripts are editable without an engineering ticket. A brand-new caller. Intake captured, lead created, and the right team member notified - automatically. - 01 ### Every call is answered, 24/7 No call drops to voicemail. A natural, unhurried greeting in your practice's voice, and the agent reads caller intent to route the conversation - no keypresses, no keywords. - 02 ### Booked against real-time availability The agent honors service duration, clinician preferences, and buffer times, offers real slots, and sends a confirmation by SMS and email. - 03 ### Written into the chart before the call ends Transcript, recording, and structured intake land on the patient record. First-time callers become leads in the CRM with the right team member notified. - 04 ### Handled in the caller's language Callers choose, or the agent adapts on the first few syllables - and can take a call in Spanish while writing the chart note in English. - 05 ### Escalated when a human is needed Urgent symptoms, billing disputes, or anything your rules flag as human-only get a warm transfer; sensitive flows ring a human directly. Scripts are editable without an engineering ticket. Where the call ends up: a card in the patient's Calls tab next to their texts and emails, with the recording and a speaker-labelled transcript - and the team notified to review it. Solo MD, no front desk ### The phone stops being the bottleneck. New-patient calls get triaged, intake captured, and booked - while the clinician is still in a visit. No one's paid to watch the phone; no one needs to. Multi-site group ### One receptionist across every location. Callers reach a single number and land on the right calendar, regardless of which clinic they wanted. Staff hiring stops being a per-location problem. Concierge + after-hours ### Members get a human feel, 24/7. VIP callers recognised by phone number get bespoke greetings and priority escalation paths. The same rails handle after-hours calls for everyone else. Bilingual community clinic ### Care in the caller's first language. Spanish-speaking patients don't wait for the bilingual coordinator to be free. The agent handles the full flow in their language and writes the chart note in English. · Is Ona an AI receptionist for clinics? Yes. Ona's AI receptionist answers calls for clinics of any size, books appointments against your live Ona calendar honoring service duration, clinician preferences, and buffer times, and writes a transcript, recording, and structured intake to the chart before the call ends. Does it work as an AI receptionist for healthcare practices? Yes. It is built for healthcare practices across Ona's specialties, supports multiple languages, and keeps every call HIPAA compliant - encrypted in transit and at rest, with protected health information kept in your tenant and a full transcript logged to the patient record. Can it handle urgent calls with 24/7 AI call answering for medical practices? The AI receptionist answers 24/7, so no call goes to voicemail. Urgent symptoms and sensitive flows - such as mental-health distress or medication safety concerns - bypass the agent entirely and ring a human, and you can flag any call type as human-only. Is there an AI virtual receptionist for a naturopathic clinic? Yes. Naturopathic doctors are one of Ona's supported specialties, and every feature is available on every plan, so a naturopathic clinic gets the same AI virtual receptionist that answers calls, books visits, and captures intake into the chart. How fast can it go live and what does it cost? Most clinics are answering live calls within about a week, and number porting or running in parallel first is supported. The AI receptionist add-on starts at $ 100 per month for 400 call minutes, with larger minute tiers available and overage at $ 0.20 per minute. Will my patients know they're talking to AI? We recommend disclosing it once, up front - most patients are fine with it, and the honesty builds trust. The voice is natural enough that the experience feels familiar. Ready when you are ## Your phone, finally doing its job. Book a fifteen-minute demo and we'll walk through a real call live, on your scripts. Book a demo Explore every feature ### Ambient AI Scribe for Clinical Notes URL: https://ona.health/features/ambient-scribe - Record or upload audio - Diarized transcript - Template placeholders - Edit before sign The Ambient AI Scribe listens to a real consultation and turns it into a first-draft clinical note, so you document by exception instead of typing from scratch. It works for in-person visits, encrypted telehealth calls, and audio you upload after the fact. Every draft stays in a review state until you sign, so nothing enters the chart on its own. It's built for solo and group practices carrying a heavy documentation load - primary care, behavioral health, women's health, functional and integrative medicine, nutrition, and physical therapy. If clinicians on your team spend more time writing notes than seeing patients, ambient charting automation hands those hours back. Every recording is diarised into timestamped speaker turns - clinician and patient, side by side. You zoom out of the conversation, reconstruct what was said, and translate it into clinical prose - usually hours later, usually after clinic. Every one of those steps is a chance to lose a detail or drift from what actually happened. When the encounter is the source of truth, the reconstruction disappears. Ona keeps the conversation verbatim and does the structuring, so the note you sign is grounded in the visit - not in what you can remember of it three patients later. ### One system, one patient record The note is drafted, reviewed, and signed inside the same chart that holds scheduling, e-prescribing, labs, and billing - no separate scribe app to sync. ### Clinician stays in control Every AI draft opens in a review state and requires your signature, so nothing is charted without a human sign-off. ### Private and encrypted Recordings are encrypted in transit and at rest inside your dedicated tenant, playable only by users with chart access. Ona never trains models on your audio. ### Works across languages Transcribe a visit in one language and generate the note in another - consult in Spanish, chart in English. ### Record live or upload after Start a consent-first recording in the room or on a telehealth call, or upload an MP3, M4A, or WAV up to 100MB you captured elsewhere. Both routes land in the same place. ### Multi-speaker diarization Clinician and patient turns are separated and timestamped, so the transcript reads like the visit happened - interruptions, side-talk, and all. Templates use plain [placeholder] syntax - Ona fills each field from the chart, with a live example note beside the editor. - 01 ### Start recording, consent-first Record in the room or on a telehealth call behind a per-visit consent banner the patient can see and pause. Consent language is configurable by jurisdiction and logged with a timestamp. - 02 ### Or upload audio captured elsewhere Drop in an MP3, M4A, or WAV up to 100MB to clear a dictation backlog - it runs through exactly the same pipeline as a live recording. - 03 ### Ona diarizes the transcript Multi-speaker diarization separates clinician from patient and timestamps every turn. Ambient noise, interruptions, real rooms - the model was built for them, not for podcast studios. - 04 ### A draft is generated against your template SOAP, DAP, BIRP, functional-medicine timeline, custom, or freeform - the transcript is mapped onto whichever template you chose, with patient and visit data pulled into [placeholder] fields. - 05 ### Review, adjust, sign Edit inline or diff the draft against the transcript, then sign. Nothing leaves the chart until you do. The finished note arrives structured against your template - Past Medical History here - ready to review and sign. " I record the visit, we talk like humans, and the structured note is waiting when the door closes. I haven't taken charts home in a month. " In-room family medicine ### A 15-minute visit, charted before the next knock. Record the consult and keep eye contact the whole time. The SOAP draft is structured against your template before the patient is back in the waiting room. Telehealth therapist ### DAP notes drafted the moment the call ends. Ambient audio from the video visit is diarised in place. The DAP draft is ready as the call drops - no re-listening, no after-hours catch-up. Practice clearing a backlog ### Yesterday's dictations, uploaded and structured. Upload a batch of recorded or dictated visits. Each one comes back as a structured note against the right template, ready for the signing clinician. Multilingual clinic ### Consult in one language, chart in another. The conversation happens in the patient's language; the note is generated in the language your records are kept in. Nothing is lost in the hand-off. · What is an ambient AI scribe? An ambient AI scribe records a patient consultation and automatically drafts a structured clinical note from the conversation. Ona's scribe diarizes each speaker, maps the visit to your template, and returns a review-ready draft you edit and sign. Is Ona an AI medical scribe I can use on telehealth visits? Yes. Ona captures in-person visits and encrypted telehealth calls, or you can upload MP3, M4A, or WAV audio up to 100MB after the fact. Each recording uses a per-visit consent banner the patient can see and pause. How does ambient charting automation keep me in control of the note? Every draft opens in a review state. You edit inline, accept it verbatim, or diff it against the transcript, and nothing enters the chart until you sign. Does Ona train AI models on my recordings? No. Ona never trains on your audio, and recordings are encrypted in transit and at rest inside your dedicated tenant. Can the scribe work across languages? Yes. Ona can transcribe a visit in one language and generate the note in another - for example, consult in Spanish and chart in English. How do template placeholders work? Templates use plain [placeholder] syntax. When a note is generated, each placeholder is replaced with the relevant patient and visit data - chief complaint, medications, allergies, assessment - so the structure stays consistent and the right fields fill themselves. Ready when you are ## Stop charting after hours. See the Ambient Scribe run against one of your own visit templates in a 15-minute demo. Book a demo Explore every feature ### Medical Billing Software Built Into Your EHR URL: https://ona.health/features/billing - Invoice straight from the chart - Online + in-clinic payments - Payment plans - Superbills and CMS-1500 Ona Billing is the invoicing and payments module inside Ona, an AI-native, all-in-one practice management platform that combines a CRM, EHR, and RCM in one system. Invoices pull service codes, labs, and prescriptions from the signed chart note, so billing becomes a side effect of the visit instead of a Friday-afternoon project. Payments run on Stripe with pass-through rates, and Ona does not take a cut of your payments. It's built for solo and growing US healthcare practices - primary care, behavioral health, physical therapy, women's health, nutrition, integrative and functional medicine, naturopathic doctors, and medspas - running cash-pay, insurance, or hybrid billing. It fits practices that want clinical notes and revenue on one patient record rather than a separate billing system bolted onto the EHR. Itemised invoice on the left, payment history and ageing receivables on the right - without leaving the chart. Every handoff between the chart and the billing system is a place money gets stuck - a miscoded service, a missed charge, a statement that never got mailed. The more systems, the bigger the leak. When billing and the chart are the same system , charges post the moment the note is signed. Patients pay from the portal in two taps. You close the week knowing where every dollar is. ### One patient record Billing sits on the same chart as scheduling, notes, e-prescribing, and insurance, so there is no second system to reconcile. ### Charges come from the signed note Nothing is re-keyed. That closes coding gaps and keeps claims clean, so your team chases fewer denials. ### Transparent payments Stripe under the hood with pass-through rates and no cut taken on what you collect. ### Denials, refunds, and adjustments in one place Handled alongside claims - each one requires a reason and is audit-logged in your financial reports. ### Cards, HSA/FSA, and text-to-pay Patients pay online from the portal, at the front desk, or via a text-to-pay link - with stored payment methods, Apple Pay / Google Pay, and receipts sent instantly. ### Payment plans that run themselves Split a balance with auto-charge on the card on file. Patients get SMS nudges before each charge, and failed cards retry automatically. - 01 ### Sign the note, charges post Service codes, labs, and prescriptions carry straight onto an itemized invoice, ready to review the moment the visit closes. You review; you don't re-enter. - 02 ### The patient pays, however they prefer Online from the portal, at the front desk, or by text-to-pay - using stored payment methods, Apple Pay / Google Pay, card, or a health savings account / flexible spending account (HSA/FSA). - 03 ### Or split it into a payment plan Auto-charge the card on file, with SMS nudges before each charge. Failed cards retry automatically. - 04 ### Submit insurance claims Through an integrated clearinghouse, with CMS-1500 (the standard professional claim form) and most major payers supported out of the box. Denied claims kick back to a denial and rejection queue with the payer's reason attached. - 05 ### Watch the money on live dashboards Daily revenue, outstanding balances by age, and top services by margin - plus CSV export of revenue, payments, and adjustments for your bookkeeper or accounting tool. " We moved off our legacy PMS/billing setup and the finance team's stress went down measurably. Month-end close used to take days. It takes an afternoon now. " Cash-pay / DPC practice ### Predictable monthly membership billing. Recurring charges, add-ons, and one-off invoices - all in one billing record per patient. Retention is visible; revenue is unsurprising. Insurance + self-pay mix ### Two rails, one view. Insurance-billed services and cash add-ons run side by side. Patient responsibility calculates cleanly after payer adjudication. Medical spa / wellness ### Packages, series, and gift cards. Series of treatments (6 IVs, 4 acupuncture, etc.) draw down per visit. Packages and gift cards supported with automatic balance tracking. Multi-clinician group ### Per-provider revenue, clean splits. Revenue by clinician and service - ready for compensation calculations. No spreadsheets, no arguments. · Does Ona offer integrated EHR and billing? Yes. Billing is built into Ona's EHR, so invoices generate from the signed chart note and live on the same patient record as notes, scheduling, and insurance. There is no separate billing system to sync. Is Ona medical billing software for insurance and cash-pay practices? Yes. Ona handles cash-pay invoicing and insurance-side billing. It exports superbills for patients submitting their own claims and generates CMS-1500 claims, and a service can be billed cash-only, to insurance, or both. How does Ona help practices get paid faster? Charges post the moment a note is signed, patients pay online or by text-to-pay, payment plans auto-charge the card on file, and failed cards retry automatically - so collection moves with the visit instead of waiting for a month-end billing run. How does Ona reduce claim denials? Claims generate from the signed note through an integrated clearinghouse, and denied claims route into a denial and rejection queue with the payer's reason attached, so your team can correct and resubmit in one place rather than starting over. Does Ona take a cut of payments? No. Payments run on Stripe with pass-through rates, and Ona does not take a percentage of what you collect. Ona uses transparent per-seat pricing - 2 practitioner seats plus 1 staff seat is an estimated $ 305 /month - with a 14-day free trial and no credit card required. Can patients pay from the portal? Yes. Stored payment methods, Apple Pay / Google Pay, card, and HSA/FSA - plus text-to-pay for patients who won't touch a portal. Can we issue refunds or adjustments? Yes - from the chart, with a required reason. Everything is audit-logged and visible in your financial reports. How does accounting export work? You can export revenue, payments, and adjustments as CSV for your bookkeeper or accounting tool. Deeper direct integrations are on the roadmap - tell us which you use. Ready when you are ## Close the month in an afternoon. Bring your trickiest edge case (claim denials, payment plans, superbills) to a 15-minute demo. Book a demo Explore every feature ### Digital Consent Forms, Fully Audit-Ready URL: https://ona.health/features/consents - Versioned templates - Timestamped signatures - Per-visit + evergreen - Immutable audit trail Ona digital consents are version-controlled consent templates with required checkboxes and timestamped digital signatures, built into an all-in-one practice management platform. Each signed form is tied to the patient record it belongs to, so consent stops being a filing-cabinet problem. Signed records cannot be altered, only superseded, and every one exports as a self-contained audit PDF. It's built for US practices that face audits, payer scrutiny, or per-visit consent rules - behavioral health, primary care, physical therapy, women's health, integrative and functional medicine, naturopathic doctors, and telehealth-native teams. It fits any practice that needs signed consent it can retrieve and prove on demand. A patient signing a versioned consent from their portal - captured with timestamp, IP, and user agent. Paper consents are fine, right until somebody asks for a specific one. Then it's twenty minutes of drawer-diving, and if the patient signed before your last template update you're now reading a document nobody remembers approving. A digital, versioned consent is replayable . You can see exactly what this patient read, on this date, with these acknowledgements ticked - and produce the PDF in seconds when someone asks for it. ### Consents live on the chart The same patient record as scheduling, charting, and billing - a signed form stays with the rest of the chart, with no separate e-signature tool to reconcile. ### Signed records are immutable They cannot be altered, only superseded by a new version - so you can always reconstruct exactly what a patient saw and signed. ### Legally binding signatures Digital signatures hold under ESIGN (Electronic Signatures in Global and National Commerce Act) and UETA (Uniform Electronic Transactions Act), captured with timestamp, signer, IP, user agent, and template version. ### Part of the whole platform An AI-native, all-in-one practice management platform - CRM, EHR, and RCM in one place - with a 14-day free trial and no credit card required. ### Required checkboxes, enforced Critical acknowledgements can't be skipped. Patients can't sign until they've ticked every required box. No more "I didn't see that part." ### Per-visit and evergreen HIPAA privacy notice once a year, telehealth consent every telehealth visit, release-of-records on demand. Each template carries its own expiry rule. The template library - every consent versioned, with publish dates and required acknowledgements. - 01 ### Build a version-controlled template Required checkboxes are enforced, and each template carries a version and a diff against prior versions. The old version is preserved forever. - 02 ### The patient signs, with proof captured Typed, drawn, or tap-to-sign. Every signature captures a timestamp, the signer, the IP address, the user agent, and the exact template version. - 03 ### Set per-visit or evergreen expiry A HIPAA privacy notice once a year, a telehealth consent every telehealth visit - each template carries its own rule. - 04 ### Minors and revocations, handled Guardians sign for minors with the relationship recorded. Patients can revoke a consent, and the original signature is superseded, never deleted. - 05 ### Retrieve and export on demand Find any consent by patient, template, version, or date range and export a self-contained audit PDF - no drawer-diving. Every signed consent on the patient's chart - searchable by template, version, and date. " I used to dread audit prep. Now it's three filter clicks and a PDF export. The first audit we did with Ona finished two hours early. " Telehealth-first therapy ### A telehealth consent every visit, painlessly. The consent auto-attaches to the telehealth service. Patients sign before they can join the video call - no clinician chasing signatures mid-session. IV therapy clinic ### Procedure-specific risk acknowledgements. A Myers' cocktail consent reads different from a chelation consent. Each procedure carries its own template and required acknowledgements, versioned independently. Pediatric group ### Guardian signatures without the legal mess. Guardians sign for minors with identity verification. Custody arrangements are recorded on the consent itself. Multi-state practice ### State-specific templates, kept separate. Build a template per state and map it to the right service. Telehealth across state lines stops being a compliance headache because each state's version lives where you expect it. · What are digital consent forms? Digital consent forms are electronic consent documents patients sign online instead of on paper. In Ona, each form is a version-controlled template with required checkboxes, and every signature records a timestamp, the signer, and the exact template version on the patient record. Are Ona's consents audit-ready? Yes. Each signature captures a timestamp, signer, IP address, user agent, and template version, and signed records are immutable - they cannot be altered, only superseded. You can export any consent as a self-contained audit PDF. Can I pull a signed consent on demand? Yes. Consents are searchable by patient, template, version, or date range, and you can export any consent as a self-contained audit PDF - no digging through a filing cabinet. Is a digital signature legally binding for patient consent? Yes, under ESIGN (Electronic Signatures in Global and National Commerce Act) and UETA (Uniform Electronic Transactions Act) in the US. Ona's signatures include a timestamp, the signer, and the exact template version. What happens if we need to update a consent template? You publish a new version. Patients from that date forward see the new one. Old signatures remain tied to the version they signed - you can always reconstruct what any patient saw and signed. Can patients revoke consent later? Yes - they can revoke by request through the portal or during a visit. The revocation is timestamped and kept with the record; the original signature is not deleted but superseded. How do you handle consents for minors? Guardians sign on behalf of a minor and the relationship is captured on the consent record. When a patient transitions to adulthood, you can reassign consents to them in their own name. Can I send an updated consent to existing patients? Yes - assign a template to a cohort of patients and they'll be prompted to sign the next time they open their portal or come in for a visit. Ready when you are ## Make audits boring again. Bring your current consent PDFs to a 15-minute demo - we'll show you the moment they become searchable. Book a demo Explore every feature ### E-Prescribing and EPCS Software for Clinics URL: https://ona.health/features/e-prescribing - DoseSpot, embedded - EPCS for controlled substances - Refills in one queue - Live medication list E-prescribing (also written electronic prescribing or eprescribing) is the practice of sending a prescription electronically from the clinician straight to the pharmacy, instead of by paper, phone, or fax. In Ona, it runs on an embedded DoseSpot dispensary that sits on every patient record inside the EHR, so prescribing, refills, and the medication history stay in one place. Controlled substances are handled through EPCS in the same flow, with no paper backup. It's built for US practices that prescribe as part of care - primary care, behavioral health, women's health, functional and integrative medicine, and naturopathic doctors prescribing within their state scope. It fits both solo clinicians and multi-provider groups that need controlled-substance prescribing and on-call refills without bolting on a separate e-prescribing tool. DoseSpot embedded in the chart - pharmacy, sig, refills, two-factor - all in one screen. Every step between "you should start this" and "the patient has the bottle" is a place a script can die. Calling it in, dictating to a fax machine, handing the patient a paper to take downstairs - each handoff loses a little adherence and a little of your morning. E-prescribing closes the loop. The pharmacy receives the script while the patient is still in the chair; the medication list updates the second you sign; the next refill comes back into the same queue, not a different fax tray. The tiny administrative tax on every prescription drops to zero. ### One patient record Prescriptions, the structured medication list, charting, labs, and billing all live in the same system, so nothing is re-keyed between apps. ### Embedded DoseSpot dispensary The e-prescribing engine trusted by major electronic health record systems, reaching nearly every US retail, mail-order, and specialty pharmacy. ### EPCS built in, not bolted on Controlled-substance prescribing uses the same flow as any other script - EPCS is built in, not a separate portal, with tamper-evident logs recording who prescribed what, when, and from where. ### Part of the whole platform E-prescribing sits alongside charting, labs, billing, and insurance. The e-prescribing add-on is +$ 45 per prescribing practitioner, with EPCS a further +$ 25 on top. ### Refills in one queue Pharmacy refill requests land in the same inbox as new scripts. Approve, deny, modify dose, or convert to a new prescription - one click, full response back to the dispenser, medication list synced. ### Interactions and allergies, surfaced early Allergy contraindications and known interactions flag at the point of signing - not after. Severity is shown, source is cited, and final judgement stays with the prescriber. - 01 ### Open the medications panel From the visit or the patient record, the medications panel is one tab over from labs and supplements. Existing medications, dose, and last refill date are already in view. - 02 ### Pick the drug and the pharmacy Search the formulary, set the sig and quantity, choose a pharmacy from the directory or the patient's saved favourite. Ona pre-fills what it knows - strength, common instructions, refills allowed. - 03 ### Sign with two-factor For legend medications, a single PIN. For controlled substances, DoseSpot's DEA-compliant EPCS two-factor - push or hardware token, whichever you set up. - 04 ### The script lands, the list updates DoseSpot confirms transmission to the pharmacy in seconds. The medication list ticks over to the new state immediately; the audit log captures who, what, when, and from where. - 05 ### Licensure checks and delegated prep Ona checks your active licensure against the patient's state at signing and warns you up front. Front-desk staff and nurses can prepare draft prescriptions for a clinician to review and sign, with both roles on the audit trail. " I used to keep a notepad of refills to call in at the end of clinic. Now the refill queue is empty before my last patient leaves - and I haven't touched the fax machine in months. " Solo psychiatrist ### Schedule II refills without the controlled-substance ceremony. EPCS sits inside the regular signing flow. Two-factor adds a few seconds; the rest of the workflow stays identical to a non-controlled refill. The DEA audit story is just the log. Integrative-medicine clinic ### Supplements and prescriptions sit side by side. The chart already houses the supplement protocol from the Labs & Rx tab. Adding the short course of antibiotics that goes with it doesn't mean a separate system - it's the next button over. Multi-provider practice ### MAs and nurses prep, prescribers sign. Support staff queue draft prescriptions during intake. The prescriber sees the interaction and allergy flags at signing, two-factors, done. The whole practice gets the time back, not just the doctor. Telehealth-first endocrinologist ### Patients leave the video call with the script already at their pharmacy. The visit ends, the script is sent, the medication list updates, and the AI note picks up the medication change without anyone re-typing the dose. The whole sequence takes under thirty seconds. · What is e-prescribing (electronic prescribing) in Ona? Ona's e-prescribing sends prescriptions electronically from the patient chart to the pharmacy through an embedded DoseSpot dispensary. The structured medication list updates the moment a script goes out, so there is no paper, phone, or fax step. Does Ona support EPCS for controlled substances? Yes. Schedule II-V controlled substances move through DoseSpot's EPCS with DEA-compliant two-factor authentication at signing (push or hardware token), and identity proofing is completed once at onboarding. How does on-call e-prescribing and refills work? Pharmacy refill requests land in the same queue as new prescriptions, so an on-call clinician can approve, deny, modify the dose, or convert to a new script from any browser. Ona checks active licensure against the patient's state at signing and warns you up front. Which pharmacies can I send electronic prescriptions to? The embedded DoseSpot network reaches nearly every US retail, mail-order, and specialty pharmacy. Each prescription routes to the pharmacy the patient chooses at the point of signing, and their preferred dispenser is saved on the chart. Do you check for drug interactions and allergies? Yes - the medication list and patient allergies are visible while you prescribe, and the system flags known interactions and allergy contraindications before you sign with severity and a citation. Final clinical judgement, of course, stays with the prescriber. Can support staff prepare prescriptions for a prescriber? Yes. Front-desk staff and nurses can prepare draft prescriptions and queue them for a clinician to review and sign, with both roles captured on the audit trail. What happens if the [Section continues on the page.] ### Food Journal App for Dietitians and Practices URL: https://ona.health/features/food-journal - Photo-first meal logging - Searchable food catalog - Macro & calorie tracking - Clinician dashboard Ona's food journal is a photo-first meal-logging tool inside the patient portal, paired with a clinician dashboard. Patients log meals by searching a curated food catalog and picking a portion; macros and calories populate automatically. On the clinical side, those entries become calorie and macro trend charts, meal patterns, and adherence tracking against per-patient targets. It's built for registered dietitians and nutrition practices, plus functional-medicine, integrative, and primary-care clinicians running weight-management, metabolic-health, and pediatric-nutrition plans. It fits any practice that needs patients to keep an honest food log between visits without turning them into gram counters . Patient meal entries on the left, clinic-side trend charts for calories, macros, and meal patterns on the right. Asking a patient to count grams by hand is asking them to become a dietitian for eight weeks. Asking them to search a food and pick a portion takes under a minute - and is a thing humans will actually keep doing past week two. On your side, a week of entries rolls up into a dashboard of calorie and macro trends, meal patterns, and progress against the targets you set. Visits start at "let's talk about Wednesday dinners," not "remind me what you ate last week." ### One patient record The food journal lives in the same portal and chart as scheduling, intake, consents, messaging, and billing, so nutrition data is never stranded in a separate app. ### No gram counting Photo-first, portion-based logging removes the manual math - which is why patients keep it up between visits. ### AI-native, all-in-one platform Journaling, charting, and intake run in one system, and journal data is never used to train external models. ### Honest scope Wearable and CGM integrations (Apple Health, Oura, Whoop, CGMs) are on the roadmap, not live today. The journal covers the food side of the picture. ### Per-patient targets Set daily calorie and macro targets per patient from clinical presets or by hand. Adherence is scored against the target you actually chose. ### Trend charts, ready to read Calories over time, macro distribution, and meal-pattern charts for any date range. Click a bar to jump straight to the day that caused it. Patients log meals from their phone in seconds - search a food, pick a portion, done. - 01 ### Patient logs a meal in the portal They search the food catalog and pick a portion; macros and calories fill in automatically, with no manual gram counting. Most entries take well under a minute. - 02 ### Entries group themselves by meal Breakfast, snacks, lunch, and dinner - with optional notes. Patterns show up in the structure itself, not just the total at the bottom of the day. - 03 ### You set the targets Daily calorie and macro targets are per patient, starting from clinical presets or entered by hand. - 04 ### The dashboard shows the trends Calorie and macro trend charts, meal patterns, and adherence - with adjustable date ranges and click-through to any single day. - 05 ### Each visit opens from real data A pre-visit summary sits alongside the chart. Parents can log for younger children while teens log their own. " I used to spend the first fifteen minutes of a visit reconstructing the patient's week. Now we start with the chart already on the table. " Weight management ### Calorie and macro accountability without the shame spiral. Patients see their own trends. Off-plan days show up as data, not a lecture - and the conversation next visit can be about why, not what. Metabolic health ### Macro distribution over time. Protein, carbs, and fat balance across the week, alongside your targets. Useful for anyone working on insulin sensitivity, performance, or body composition. Functional medicine ### Notes plus food, side by side. Encourage patients to leave a note when they feel off. Over weeks, the qualitative and quantitative start to tell the same story. Pediatric nutrition ### A parent logs, a child stays a child. Parents record meals for younger children. Teens can log their own. The clinician sees the same unified view either way. · Is there a food journal app for dietitians inside Ona? Yes. Ona includes a photo-first food journal in the patient portal with a clinician dashboard, built for registered dietitians and nutrition-focused practices. It is part of the platform, not a separate app or paid add-on. How does photo meal logging work? Patients log meals in the portal by searching a curated food catalog and picking a portion. Macros and calories populate automatically, so there is no manual gram counting. Can I use it for nutrition tracking across my practice? Yes. You set daily calorie and macro targets per patient, and the clinician dashboard shows calorie and macro trends, meal patterns, and adherence, with a pre-visit summary on the chart. Date range is adjustable and click-through jumps into any specific day. Does the food journal integrate with wearables or CGMs? Not today. Direct integrations with Apple Health, Oura, Whoop, and continuous glucose monitors are on the roadmap; for now the journal covers the food side of the picture. Is patient food data private? Yes. Journal data lives inside your workspace, encrypted in transit and at rest, and is never used to train external models. Ready when you are ## Ask the thing you couldn't ask before. "What did Wednesday look like?" - answered in thirty seconds. Book a fifteen-minute walkthrough. Book a demo Explore every feature ### Patient Forms & Conversational Interviews URL: https://ona.health/features/forms-interviews - Conversational interviews - Static forms - Secure one-time links - Signed & auditable "Tell me about your sleep" and "I consent to this procedure" are not the same kind of question. One needs to follow the patient wherever their answer goes. The other needs to be identical for every patient, and signed. Ona gives you both, and they are genuinely different tools - interviews for the conversation, and forms for the document. Same delivery, same chart, different jobs. In progress interview Most systems give you a form builder and stop there. So the intake history - the part that genuinely varies per patient - gets squeezed into checkboxes and a free-text box, and you read three pages to find the one sentence that mattered. Push everything the other way and you have the opposite problem. A conversation is a wonderful way to take a history and a poor way to record consent, because consent has to be the same words, in the same order, for everyone - and provably so. In progress form Interview ### A conversation that adapts. Reach for this when the answer you need depends on the previous answer. You describe the ground you want covered and how to cover it. Ona runs it as a chat on the patient's phone, in plain language, at their own pace - asking the follow-up a fixed form could never have known to ask. - Built from steps and subjects - topics to cover, not fixed questions - Ona asks, follows up, and only moves on once the step is covered - Returns a structured result: what's working, areas of attention - Extracts diagnoses, medications, allergies and observations onto the chart Form ### A document that holds still. Reach for this when every patient must see exactly the same thing - and sign it. The same blocks in the same order, every time. The patient has to read to the end before they can sign, and what they signed is fixed at submission - the document can't quietly change underneath a signature. - Five block types: text, single choice, multiple choice, short and long answer - Mark any question required; the patient can't submit until it's answered - Review, agree, then sign - a drawn signature on every submission - Stored with a document hash, the signature, and an audit trail The form builder, with the patient's view previewed live beside it. ### Intake that asks properly Conversational pacing means hard topics land more gently than a checkbox, and a vague answer gets a follow-up instead of a shrug. ### Structured clinical records A completed interview returns diagnoses, medications, allergies and observations as editable records linked to the chart - not a paragraph for you to re-type. ### Signed and provable Every form submission carries a drawn signature, a hash of the exact document that was signed, and a timestamped audit trail you can open years later. ### Start from the library Ready-made interviews - intake, follow-up, mental health, functional medicine - and form templates you can import and edit rather than build from nothing. ### Secure one-time links Both go out as a link that needs no sign-in, expires, and can only be used once. Or hand a tablet to the patient at the desk and have them fill it in there. ### Attached to the service Pin an interview and a consent to a service once. Booking it sends everything in a single email, so nobody has to remember. - 01 ### Build it or import it Draft an interview as steps and subjects, or a form as ordered blocks with a live preview of what the patient will see. Or import one from the library and edit it. - 02 ### Attach it to a service Pin it to the services it belongs to. From then on, booking that service sends it automatically - or send it by hand to one patient when you need to. - 03 ### The patient completes it They open a secure one-time link on their phone. No app, no password, no account. An interview is a chat; a form is read, answered and signed. - 04 ### It lands on the chart Answers arrive under Inputs on the patient record before the visit - a structured summary and clinical records from an interview, a signed document from a form. " We stopped trying to make one form do everything. History is a conversation now, and the paperwork is paperwork. The first minute of a visit went from "let me catch up on you" to "given your sleep and your stress, let's start here." " New-patient history ### Interview - because it varies. Timelines, medications, lifestyle patterns. Every patient's history goes somewhere different, and the follow-up question is usually the one that matters. Policies & agreements ### Form - because it must not vary. Financial policy, cancellation terms, a specific procedure agreement. Same wording for everyone, signed, and retrievable exactly as it was signed. Behavioral health ### Interview - because tone matters. Mood, sleep, stress and risk answered in conversation rather than as a grid of radio buttons - and summarised so you can read it in a minute. Post-visit feedback ### Form - because it's short. A handful of fixed questions, the same for everyone, easy to compare across patients. No conversation required. · What's the difference between a form and an interview? An interview is a conversation - Ona asks about the subjects you define, adapts its follow-ups to the answers, and returns a structured summary plus clinical records. A form is a fixed document - the same blocks in the same order for every patient, completed and electronically signed. Use an interview to take a history; use a form when the wording must not change and you need a signature. Do patients need an account? No. Both go out as a secure one-time link that opens in any phone or desktop browser with no sign-in. The link expires and can only be used once. Patients who do have a portal login can complete them there instead. Can a patient fill something in at the front desk? Yes - forms have a "fill on this device" mode that hands your tablet to the patient in a locked-down view and records which staff member witnessed it. What does the clinician see after an interview? Three tabs on the patient record: the structured result - what's working well and areas of attention - the full conversation transcript, and the clinical records Ona extracted: diagnoses, observations, allergies and medications, all editable. How do you prove what a patient signed? At submission Ona stores the signature, a SHA-256 hash of the exact document that was on screen, the timestamp and the request metadata. Editing the template afterwards leaves the signed copy untouched, and a mismatch between a document and its hash is rejected rather than quietly accepted. Can we migrate our existing PDF intake? Bring it in and we'll help split it. Usually the history half becomes an interview and the policy-and-signature half becomes a form - which is the part most PDFs were doing badly anyway. Is this HIPAA-compliant? Yes. Answers, conversations and signed documents are [Section continues on the page.] ### Real-Time Insurance Eligibility and Claims Software URL: https://ona.health/features/insurance - Real-time eligibility checks - CMS-1500 from the signed note - Status pipeline tracking - Denial & rejection workflow Insurance and Eligibility is the revenue-cycle layer inside Ona's all-in-one practice management platform, which combines CRM, EHR, and RCM. It verifies coverage before the visit and works claims after it, so eligibility, benefits, and billing sit on the same patient record as the chart. Because it shares one system with charting and billing, service codes pull straight from the signed note into a claim. It's for US practices that bill insurance - primary care, behavioral health, physical therapy, women's health, and similar specialties - including hybrid clinics that run cash-pay and insurance side by side. It fits solo clinicians and small teams who want eligibility and claims handled without buying a separate billing system. Every claim in one queue - draft, submitted, accepted, or denied - grouped by status so nothing ages in the wrong column. When the front desk guesses at coverage, patients get surprise bills and practices write off chunks of every month. Auditing the guess after the fact doesn't fix anything - it just assigns blame. Checking eligibility up front flips the order. Before the visit, Ona confirms active coverage and surfaces exactly what the patient will owe. No surprises at the desk, no write-offs on Friday. ### One system, one record Eligibility, claims, charting, and billing share a single patient record, so a claim is built from the same note the clinician already signed - no re-keying between an EHR and a separate billing tool. ### Answers before care Coverage and cost show up before the visit, not after a claim bounces - active status, co-pay, deductible, and out-of-pocket max on the patient record. ### Flexible by design Mark a service cash-only, insurance-billed, or both; keep billing in-house or let an RCM partner work the same queue. ### Medicare and Medicaid supported Both are supported for eligibility checks and claim submission, with state-specific rules configured during onboarding where needed. ### Status pipeline you can watch Every claim moves through draft → submitted → acknowledged → accepted or denied. The list groups by status so nothing quietly ages in the wrong column. ### Denials in a workable queue Denied and rejected claims surface in the same list with payer reasons attached, and patient responsibility posts as a balance after adjudication. A CMS-1500 draft built from the signed note - diagnoses and service lines pre-filled, ready to review and submit. - 01 ### Run a real-time eligibility check Active coverage status, co-pay, deductible, and out-of-pocket max return in a single sheet on the patient record. Failures surface up front, not at the desk Monday morning. - 02 ### Coverage lives on the chart The latest eligibility result stays with the patient, so the front desk can quote the right co-pay before the visit instead of guessing. - 03 ### Generate the claim from the signed note Signed services and diagnoses assemble into a pre-filled CMS-1500 (the standard professional claim form) draft - nothing re-keyed. - 04 ### Submit and track through the pipeline Through an integrated clearinghouse, watching each claim move: draft, submitted, acknowledged, then accepted or denied. - 05 ### Work denials, resolve the balance Denials and rejections land in a queue with payer reasons attached. Patient responsibility posts as a balance after adjudication. " We went from running eligibility on a 3-day lag to real-time. Our bad-debt line dropped by half in two quarters. " Primary care + urgent care ### High volume, fewer surprises. Check eligibility as patients book and again at check-in when something feels off. The latest result stays visible on the chart for the whole team. Specialty practice ### One list for the whole billing queue. Drafts, submissions, acknowledgements, accepted, denied, paid - all in a single grouped list. No one has to remember which tab a claim lives in. Out-of-network / superbill ### Itemised claims patients can self-submit. An itemised CMS-1500 with diagnoses and service lines generates from the note. Share it with the patient so they can submit to their payer without calling the office. Multi-provider clinic ### Rendering provider kept straight. Rendering NPI and provider billing config live in settings and flow into every claim. Who saw the patient, under which plan, always matches. · Does Ona do real-time insurance eligibility? Yes. Ona runs real-time eligibility and benefits checks against the major national and regional payers, returning active coverage status, co-pay, deductible, and out-of-pocket max on the patient record. If a payer isn't supported yet, our team can usually add it during onboarding. Is this insurance claims software, or just eligibility? Both. Ona generates a CMS-1500 claim from the signed note, submits it through an integrated clearinghouse, and tracks it through the status pipeline - draft, submitted, acknowledged, accepted or denied - with a denial and rejection queue in the same place. Does Ona offer integrated EHR and billing? Yes. Insurance, eligibility, charting, and billing run in one system, so service codes, labs, and prescriptions pull from the signed chart note into the claim and the invoice without switching tools. Is Ona an all-in-one EHR? Ona is an AI-native, all-in-one practice management platform that bundles CRM, EHR, and RCM - 19 tools on one platform - so scheduling, charting, insurance, and billing live on a single patient record. Every feature is available on every plan. Does this replace our current billing service? It can - the workflows are simple enough that many small practices run billing in-house on Ona. Higher-volume groups often keep their RCM partner and let them work inside the same claims queue. Does Ona support Medicare and Medicaid claims? Yes. Medicare and Medicaid are both supported for eligibility checks and claim submission, and services can be marked cash-only, insurance-billed, or both for hybrid practices. Some state-specific Medicaid rules are handled out of the box; others we configure during onboarding. Ready when you are ## Stop guessing at coverage. Bring a real claim and a real denial to a fifteen-minute demo - we'll run both. Book a demo Explore every feature ### Supplement Dispensary and Lab Orders in the Chart URL: https://ona.health/features/labs-rx - Embedded Fullscript dispensary - Lab orders from the chart - Supplement protocols - Structured medications list Labs and Supplements turns three disconnected tools - a lab-ordering platform, a supplement dispensary, and a medication list - into one view on the patient record . You connect a Fullscript account once per workspace, and the dispensary becomes available on every patient with a valid email. Orders, results, and a structured medications list all sit on the same chart. It's built for integrative and functional medicine practices, naturopathic doctors, and dietitians who order out-of-pocket lab panels and dispense or recommend supplements, then need that history in one legible picture. It fits solo clinics and group practices that today juggle a dispensary in one tab and the chart in another. Fullscript dispensary embedded in the patient record, with lab orders on one tab and supplement protocols on another. Every extra tool is a seam where information goes missing. A lab result buried in one portal, a supplement protocol emailed from another, a medication list that only lives in the clinician's head. Ona keeps all three on the patient record. The dispensary is embedded - not a separate login - and the medications section sits beside labs and supplements in the same clinical view. ### One patient record Lab orders, supplement protocols, and the medications list live on the same chart instead of scattered PDFs you reconcile later. ### Part of an all-in-one platform Labs and Supplements is one of 19 tools on Ona, an AI-native, all-in-one practice management platform that combines CRM, EHR, and RCM. ### Prescribing sits right next door Embedded DoseSpot e-prescribing, including EPCS, runs from the same chart - so ordering, dispensing, and prescribing share one record. ### Honest about scope Automated drug-interaction and dose checks are not part of Labs and Supplements today. Interaction and allergy flags do appear inside the DoseSpot e-prescribing flow. ### Supplement protocols on the chart Build and send treatment plans from the same dispensary sheet. The protocol lives on the chart, not in a third-party email. ### Results and status, synced Lab results and order status sync back to the Labs tab on the record, so you review them where you already work - across visits, not just this one. - 01 ### Connect Fullscript once One connection per workspace; the dispensary activates on every patient record with a valid email. No per-clinician wiring. - 02 ### Open the dispensary from the chart The embedded Fullscript sheet opens directly from the patient's Labs or Supplements tab - no second app. - 03 ### Order labs or build the protocol Use Fullscript's catalog, pricing, and coverage to pick labs or supplements, set the plan, and send it to the patient. - 04 ### Status and results sync back Order status and incoming results land in the Labs tab on the record, so you review them where you already work. - 05 ### Keep the medication list beside it A structured medications list sits next to the Labs and Supplements tabs; add medications manually during or after the visit so the picture stays complete. " I stopped juggling Fullscript in one tab and the chart in another. The order goes where the patient lives - and when the result comes back, it's already where I'll look. " Functional medicine ### Speciality labs and protocols side by side. Order a lab panel, then build the follow-up supplement protocol in the same sheet. Both end up on the chart tied to the same patient. Integrative primary care ### Results where the clinician actually looks. Results sync back to the Labs tab on the patient - no checking a separate dashboard before every visit. Nutrition & wellness ### Supplement plans without a second tool. Recommend, send, and track supplement protocols through Fullscript without leaving the patient record. Group practice ### One dispensary connection, every clinician. Connect Fullscript once at the workspace level; everyone on the team uses the same embedded flow on every patient. · What is a supplement dispensary platform? It is software that lets a practitioner recommend, order, and track supplement protocols for patients in one place. In Ona, the dispensary is embedded on the patient chart through Fullscript, so protocols and order status live on the record rather than in a separate tool. Can I order labs in the chart? Yes. You place lab orders from the embedded dispensary on the patient chart, and order status and results sync back to the Labs tab on that same record. How does the Fullscript dispensary work in Ona? Labs and supplements run through an embedded Fullscript dispensary. You connect a Fullscript account once per workspace, and the dispensary activates on every patient with a valid email; which labs you can order follows your Fullscript catalog. Does Ona e-prescribe medications? Yes - Ona embeds DoseSpot directly in the chart, including EPCS for controlled substances with DEA-compliant two-factor signing. From the Labs & Rx tab you can jump straight into the prescribing flow alongside the supplement protocol. See the e-prescribing feature for the full workflow. Where do lab orders and results live? On the patient record. The Labs tab shows orders and results, and a structured medications list sits beside the Labs and Supplements tabs on the same chart. Both sync from Fullscript, so you don't have to check a separate dashboard. Does Ona check for drug interactions on supplements? Automated interaction and dose checks are not part of the Labs and Supplements feature set today. Interaction and allergy flags do appear at the point of signing inside Ona's DoseSpot e-prescribing flow. Ready when you are ## Stop juggling dispensary tabs. Bring your current lab + supplement workflow to a 15-minute walkthrough - we'll show how it collapses onto the chart. Book a demo Explore every feature ### Patient Acquisition Software and Lead Pipeline URL: https://ona.health/features/leads - One inquiry inbox - Board or table view - Owner + follow-up date - Convert to patient Leads is the patient-acquisition layer inside Ona's AI-native, all-in-one practice management platform, which combines CRM, EHR, and RCM. Instead of running a separate sales CRM, your prospective-patient pipeline lives in the same product as scheduling, charting, and billing. Because inquiries and patient records share one system, converting a lead keeps its full context intact . It's for practices actively growing their patient base - primary care, women's health, integrative and functional medicine, behavioral health, and medspas or aesthetics clinics focused on new-client growth and re-engagement. It fits solo clinicians and multi-location groups who want to track inquiries without buying and syncing a standalone CRM. Board of inquiries by stage on the left, a single lead with activity and follow-up on the right. When a web form lives in one app and the chart lives in another, nobody's sure which services are growing, which referral partners matter, or why leads go quiet. The conversation becomes guesswork. Keeping acquisition inside Ona means the inquiry, the follow-up, and the first visit all share one record - and one product your team already knows. ### One system, one record The pipeline sits inside the same platform as scheduling, charting, and billing, so nothing is re-keyed when an inquiry becomes a patient. ### Context that carries over Convert-to-patient keeps the referral source and every note attached to the chart, not stranded in a separate sales tool. ### Built for how clinics intake patients The stages and fields map to real front-desk work - from referral to scheduled visit to converted patient. ### Honest about scope Leads come in by manual entry or API today. Direct web-form and ad-platform capture, a self-serve CSV importer, and two-way sync with HubSpot or Salesforce are not available yet. ### Owner + follow-up date Assign each lead a teammate and a follow-up date so nothing quietly ages out. Overdue follow-ups stay visible in the pipeline. ### Referral source tagging Capture how the lead arrived on creation - a referral partner, a specific campaign, a word-of-mouth intro. Roll it up later to see what's working. - 01 ### Log every inquiry in one inbox Leads are created from the dashboard when calls or referrals come in, added manually, or pushed in via the API - with contact details, location, referral source, and notes. - 02 ### Work them on a board or a table Six stages: New, Contacted, Waiting on referral, Scheduled, Converted, and Lost. Drag on the Kanban board or change status inline in the sortable list. - 03 ### Assign an owner and a follow-up date And tag the referral source, so you can see what is actually bringing patients in. - 04 ### Track every touch An activity timeline stays on the lead record, and multi-site groups can filter by location. - 05 ### Convert to a patient in one click The referral source and notes carry over to the new chart, so the first visit starts with the full history. " Inquiries used to live in four places. Now my front desk opens one board, sees who to call back, and actually sees the thread when it turns into a patient. " Front desk ### A clean list of who needs a call back. The New and Contacted columns make the work for the day legible. Follow-up dates stop leads from disappearing into a spreadsheet somewhere. Referral-driven practice ### Track where patients actually come from. Tag referral sources on creation; the leads page gives you an honest view later of which partners and channels turn into booked visits. Multi-location group ### One queue, split by location. Each lead carries a location so teams at different sites can filter down to their own pipeline without losing the full-org view. Admin handoff ### Less ‘let me check with them'. Notes and activity live on the record, so handoffs across your team feel less like rummaging and more like reading. · Does Ona have patient acquisition software? Yes. Ona Leads is a patient-acquisition pipeline built into the clinical system. It collects inquiries in one inbox and tracks each one through New, Contacted, Waiting on referral, Scheduled, Converted, and Lost - inside the same platform as the chart, so you do not need a separate CRM. Is there a lead pipeline for clinics in Ona? Yes. The lead pipeline works as a kanban board or a sortable table, with an owner and follow-up date on every lead, referral-source tagging, an activity timeline, and per-location filtering for multi-site groups. How do I convert inquiries to patients in Ona? One click. Convert-to-patient turns a lead into a patient chart and carries the referral source and notes across, so context is never lost between the inquiry and the first visit. How are leads added to Ona? Leads are created from the dashboard when calls or referrals come in, entered manually, or pushed in through the API. Direct web-form and ad-platform capture and a self-serve CSV importer are on the roadmap; the onboarding team can help map existing lists. Does Ona sync with a CRM like HubSpot or Salesforce? Not today. Two-way sync with tools like HubSpot or Salesforce is not available yet, so clinics with heavy marketing-automation needs may still run a dedicated CRM alongside Ona. For most practices, keeping the pipeline in the same system as the chart removes the need for one. Ready when you are ## Make your pipeline honest. Bring your current lead list and we'll show you what the board looks like in a 15-minute walkthrough. Book a demo Explore every feature ### Patient Notifications and Role-Aware Clinic Alerts URL: https://ona.health/features/notifications - Per-event email toggles - In-app unread counts - Per-user defaults - Workspace-level controls Notifications is the alerting layer of Ona's AI-native, all-in-one practice management platform. It sends a small, curated set of per-event emails - grouped under Organization, Meetings, Chat, and Patient updates - and shows in-app unread counts for chat, so your team hears about what matters without drowning in noise . Every email links straight to the record inside Ona. It's built for the whole clinic team - clinicians, front-desk staff, and admins - across Ona's specialties, from primary care and behavioral health to nutrition, women's health, functional medicine, and medspas. It fits solo practices and multi-provider clinics where different roles need to watch different events. Per-clinician notification preferences grouped by category, with autosave and clear descriptions. Every clinic we've seen with paging-app chaos has the same pattern: staff quietly silence everything, and the one alert that really mattered gets missed. It's not a discipline problem - it's a design problem. We start with a small, well-scoped set of events and let each clinician decide which ones they want by email. Anything inside the app already has unread counts. Fancier routing - quiet hours, escalation, on-call, Slack & Teams - is on the roadmap rather than pretending to exist. ### One system Alerts fire from the same platform that runs your scheduling, charting, consents, billing, and chat - no separate notifications tool to wire up. Ona combines EHR, CRM, and RCM in one place. ### One patient record Every alert links back to the exact booking, patient, or message, so there is no hunting across apps. ### Role-aware defaults Admins set the workspace baseline and each user overrides for their own account, so a front-desk booking alert and a clinician's consent alert never collide. ### Only documented events Ona ships a small set of notifications rather than a pile you end up silencing - only events explicitly wired up and documented in settings send an email. ### Grouped by category Settings live under clear headings: Organization, Meetings, Chat, and Patient updates. No hunting through a single long list. ### Autosave as you toggle Flip a switch and it's saved. A small inline indicator confirms so you're never unsure whether it stuck. - 01 ### An event fires A booking-page appointment, a completed patient interview, a signed consent, or a new chat message - any of the supported events. - 02 ### Preferences decide Each user's preference says whether they want an email for this event type. No preference means the workspace default. - 03 ### Delivered once, linked back The email links directly to the record in the app - the booking, the patient, the message - so one click drops you where the work is. - 04 ### In-app counters update Chat rooms show unread counts in the workspace so you skip email for things you are already watching in the app. - 05 ### Admins set the baseline Organization-wide defaults are set by admins; clinicians and staff adjust their own toggles, and each change autosaves. " I turned off what I didn't want to hear about and kept what I did. Nothing clever - and finally my inbox feels honest. " Clinicians ### The patient-update emails, not the rest. Keep interviews-completed and consent-received on; quiet the broader organization emails you don't need. Front desk ### Stay on top of meetings and booking-page activity. Booking-page appointments email the desk so scheduling stays visible without a dashboard refresh every hour. New teammates ### Organization welcome emails stay on. When someone joins the workspace, org-level emails make the arrival visible. Toggle off once onboarded. Focused clinicians ### In-app only. Prefer to live in the app? Turn email toggles off; keep the unread counts inside the workspace as your signal. · How do patient notifications work in Ona? Ona emails your team when patient activity needs attention - a completed interview, a received consent, or a new chat message - under the Patient updates and Chat categories. Each user chooses which of these emails they get, and every email links to the patient's record. Can I get appointment alerts when someone books? Yes. Booking-page appointments are a per-event email you can switch on, so front-desk staff keep scheduling visibility. The email links straight to the booking inside Ona. How do role-aware clinic alerts work? Admins set workspace-level defaults, then each person overrides them for their own account. In practice, clinicians keep interview and consent alerts, front desk keeps booking-page alerts, and admins keep organization-level defaults for the team. What notification channels does Ona support? Email today, plus in-app unread counts for chat. SMS and push notifications are on the roadmap. Ona does not route alerts into Slack or Teams yet, and there are no quiet-hours or escalation rules today. Can admins set defaults for the team? Yes - workspace-level defaults for notifications, with each user able to override for their own account. Does every event send an email? Only the ones we've explicitly wired up and documented in settings. We'd rather add events deliberately than spam inboxes by default. Ready when you are ## Turn down the noise - without missing what matters. Bring your current notification frustrations to a 15-minute walkthrough; we'll show you what we send and what's on the way. Book a demo Explore every feature ### Omnichannel Patient Communication Inbox URL: https://ona.health/features/omnichannel - Phone calls - SMS - Email - In-app chat - Website chat - AI receptionist - Internal notes - @Mentions - HIPAA compliant Ona Omnichannel is the unified patient communication inbox built into Ona, the AI-native, all-in-one practice management platform. Every way a patient or prospective patient reaches your practice - a phone call, a text, an email, a message from the portal, a chat started on your website - lands in one conversation per person , opened from their chart and answered by your team from the same app. No shared inbox to reconcile, no personal phones, no call log living somewhere else. The same thread carries a quieter, team-only layer: switch a message to Internal and it never leaves the building, @mention a colleague and they're paged, turn a message into a Note and it stays pinned to the patient. Ona Omnichannel is for any practice that wants compliant patient communication without a phone system, a texting tool, and a messaging app that all disagree about what was said - primary care, behavioral health, physical therapy, women's health, nutrition, integrative and functional medicine, naturopathic doctors, and medspa teams, from a solo clinic to a multi-site group. One patient, every channel: In-App, SMS, Email, Calls, Widget, and Notes as tabs on the same conversation - here the Calls tab, with browser calls, an inbound call, and one the AI receptionist took, each with its recording and transcript. Most clinics run patient communication across a phone system, a texting app, a shared email login, a portal nobody checks, and whoever's personal phone the patient happened to get. Each one holds part of the story. Nobody holds all of it, and the person covering tomorrow holds none of it. Omnichannel means one thread per person, whatever channel they used, sitting on their chart. Ona's version is the one your compliance officer can live with and your front desk will actually adopt: every channel in the same window, the same composer, the same permissions - and a conversation that reads in order even when it hopped from a missed call to a text to an email. ### One thread per person The inbox groups by patient or lead, not by channel. Pick a person and their calls, texts, emails, portal messages, and website chats sit side by side as tabs - with the most recent one on top, whichever way they reached you. ### Phone calls, in the browser Call a patient from their thread without leaving Ona, or have Ona ring your mobile first and connect the patient. Inbound calls ring your team's browsers; every call becomes a card in the conversation with a recording and a transcript. ### Two-way SMS A dedicated local number for your practice, registered with the carriers so texts actually arrive. Replies come straight back into the thread; reminders, confirmations, and follow-ups all travel over the same number. ### Email that stays on the chart A practice email address that delivers into the inbox instead of a shared login. Subjects, replies, and attachments live with the patient, so "who answered that email?" has an answer. ### Secure in-app messaging Patients message their care team from the portal - one plain thread, no channel tabs, no internal tooling. On your side it's just another tab on the same person. ### Website chat that creates leads One line of code puts a chat button on your own website. A visitor leaves their name and starts talking; your team answers from the same inbox, and the visitor is already a lead in your CRM. ### AI receptionist as the safety net Nobody free to answer? After your ring window the AI receptionist picks up, books or takes a message, and the call lands in the thread with its transcript - flagged so the team knows to review it. ### A team layer under every thread Flip the composer to Internal and the box turns amber: what you type never reaches the patient, on any channel. @Mention a colleague, or start a Note that stays pinned to the chart and can be resolved when it's done. ### Groups and access control Open threads are visible to the whole team by default; restrict a sensitive one to named members. Spin up a group for a complex case, and include the patient when they should be in the room. ### HIPAA compliant Messages, recordings, and transcripts are encrypted in transit and at rest, scoped by role, and stored with author and timestamp. A BAA is in place with every Ona workspace. Patients only ever see their own thread. - 01 ### Provision your channels once Settings → Omnichannel gives your practice a local phone number (SMS and calls), a dedicated email address, browser calling, and the website widget. Turn on what you use; the inbox adapts. - 02 ### Conversations arrive under the person An inbound text, email, call, portal message, or website chat is matched to the patient or lead by number and address. New callers and visitors become leads automatically, so nobody re-keys a phone number. - 03 ### Reply on whichever channel fits Every channel is a tab on the same person, with the same composer. A quick confirmation goes by text, a document by email, a nuanced answer by phone - and the history of all three is one scroll away. - 04 ### Keep the team in the loop, privately Switch to Internal to leave context the patient never sees, @mention whoever needs to act, or start a Note that stays pinned to the chart until someone resolves it. - 05 ### Close it, and find it later Close a conversation when it's done and reopen it when the patient comes back. The thread is always one click from the chart, from the Contacts list, or from the floating messenger anywhere in Ona. An SMS conversation continued from the chart - @mentioning a teammate pulls them in without leaving the thread, and the Notes tab already carries one open note. Open a patient's Calls tab and dial from the browser, or have Ona call your mobile first and bridge the patient in - your practice number is the caller ID either way. Inbound calls ring the browsers of whoever you've chosen to answer: the whole team, the front desk, or a named on-call group. Pick up from the call bar at the bottom of the screen, keep navigating while you talk, and jump to the patient's page from the same bar. Every call - answered, missed, or handled by the AI receptionist - is written into the conversation as it happens: ringing, in progress, then the outcome with duration, a recording you can play back, and a searchable transcript. Missed and AI-answered calls mark the thread unread and raise a notification for the answering group, so the callback happens. A call the AI receptionist answered, opened from its card: outcome and duration, the recording ready to play, and the full transcript - with the dial bar waiting at the bottom to call the patient back. - 01 ### Switch a message to Internal One toggle, on every thread. The amber banner is the safety cue: visible to your team only, never sent to the patient, whichever channel the [Section continues on the page.] ### Online Scheduling and Self-Service Team Booking URL: https://ona.health/features/online-scheduling - Hosted public booking page - Shared team calendar - Per-clinician availability - Services with duration & buffer Ona online scheduling pairs a hosted public booking page with one live, shared team calendar. Patients choose a service, clinician, and time slot against real-time availability, and each booking posts to the shared team calendar automatically. Per-service rules set duration, buffer, minimum notice, and advance-booking window so only genuinely open slots appear. It's built for solo and multi-clinician practices - primary care, behavioral health, women's health, nutrition, physical therapy, integrative and functional medicine, naturopathic doctors, and medspas - that want patients to book themselves instead of playing phone tag. It fits both in-person and telehealth-native teams working across time zones. A shared weekly calendar for the clinic, with each clinician's column and the services laid out for the day. Every practice has two calendars: the one the front desk uses, and the one patients guess at. When they drift apart - which they always do - you pay in double-bookings, gaps, and grumpy waiting rooms. A single source of truth changes the math. Patients see what's actually open. Staff see what's coming. Clinicians stop getting surprise add-ons at 4:55 pm. The tension between "easy to book" and "booked correctly" just disappears. ### Scheduling lives in the same system Charting, telehealth, billing, and insurance share the calendar, so it is one patient record with no separate booking tool to sync. ### Self-service team booking Booking runs across your whole roster on a single live calendar - the front desk and the patient work from the same real-time availability. ### Confirmations and time zones, built in Booking confirmations ship with the product, and time-zone handling is built in for telehealth across states - the patient sees their local time, the clinician sees theirs. ### Part of the whole platform An AI-native, all-in-one practice management platform - CRM, EHR, and RCM in one place - with a 14-day free trial and no credit card required. ### Services that carry their own rules Each service type has its own duration, buffer, minimum notice, advance-booking window, and eligible providers - so patients always book the right shape of visit. ### Drag-to-reschedule Move an appointment on the calendar and the chart, patient, and team all see the update. Canceling frees the slot; nothing gets stranded. - 01 ### Patient picks a service and clinician They choose from the services and providers you've enabled on a hosted public booking page. - 02 ### Ona offers only real open slots Every slot honours the service's duration, buffer, minimum notice, advance-booking window, and the eligible providers for that visit. - 03 ### Booked onto one shared team calendar The appointment lands on the shared calendar and the patient's chart, with an "Add to Google Calendar" option on the confirmation so the patient has it on their phone. - 04 ### Availability stays accurate Per-clinician weekly hours plus date-specific overrides keep the calendar honest, and per-service time zones show patients their local time and clinicians theirs. - 05 ### Reschedule without the phone tag Staff drag appointments on the calendar; patients manage their own from the patient portal. Everyone sees the same state. " We stopped managing two calendars. Now the front desk looks at the same view the patient booked into, and Fridays feel like a workday again. " Functional-medicine practice ### 90-minute initials and 20-minute follow-ups, clean. Different service types carry different durations and buffers - the scheduler offers the right shape for each without any manual gating. Solo clinician ### Your hours, your rules - no admin team needed. Set a weekly pattern, add date overrides for vacation or conferences, share the booking-page link. Patients see only what's actually open. Team clinic ### Patients book with the right clinician for the visit. Enable services per clinician so each provider only appears on the booking page for visits they actually do. Telehealth-first group ### Interstate scheduling without calendar math. Services have their own timezone; the patient sees their local time; the clinician sees theirs. Both are stored on the appointment. · What is online scheduling in Ona? Online scheduling is a hosted booking page where patients pick a service, clinician, and open slot against your team's real-time availability. Confirmed appointments post to one shared team calendar automatically, and you control which services and providers are visible. Can patients book appointments themselves with self-service booking? Yes. Patients choose a service, clinician, and available time slot and confirm, with no phone calls needed. Booking confirmations are included, with an "Add to Google Calendar" option so the appointment lands on their phone. How does team booking work across multiple clinicians? Every clinician shares one live calendar. Per-clinician weekly hours and date-specific overrides, plus per-service rules for duration, buffer, minimum notice, advance-booking window, and eligible providers, mean patients only see slots that are genuinely open. Does scheduling handle time zones for telehealth? Yes. Time zones are handled per service - the patient sees their local time and the clinician sees theirs - which keeps multi-state telehealth booking accurate. Does Ona sync with my own Google Calendar? Yes - two-way. Each clinician connects their own Google account in settings. Busy time from their personal calendars blocks those hours in Ona so patients can't book over them, and scheduled visits are written to a dedicated Ona calendar in their Google account. Visit titles use patient initials by default, and Ona never reads the titles, guests, or descriptions of anyone's personal events. Outlook and iCloud aren't supported yet. How do you handle complex services with prep / cleanup time? Each service type has its own buffer. That buffer is applied after the visit so the calendar reserves the full envelope; the patient only sees the visit time. Does online scheduling send SMS reminders? Booking confirmations are built in today. Automated SMS and email reminder cadences and built-in waitlists are on the roadmap - tell us if that's a must. Can we run a multi-location clinic from one workspace? You can run multiple clinicians with different schedules today. Location-aware scheduling (per-site hours, rooms, equipment) is not part of today's feature set. Ready when you are ## Give your front desk their afternoon back. Walk through your real schedule in a 15-minute demo - bring your messiest calendar and we'll map it. Book a demo Explore every feature ### Patient Portal with Full Self-Service URL: https://ona.health/features/patient-portal - One login, nothing to install - Book and reschedule - Complete intake, sign consents - Secure messaging - Payments and invoices The patient portal is the patient-facing side of Ona's all-in-one practice management platform. It is a browser-based web app - no download - that patients reach from an emailed invite tied to their own record. One login covers booking, intake, consents, secure messaging, records, payments, the food journal, and telehealth, so the portal becomes the relationship between visits. It's built for the practice types Ona serves - primary care, behavioral health, physical therapy, women's health, nutrition, integrative and functional medicine, naturopathic doctors, and medspas. It fits any team that wants patients booking, completing intake, and paying for themselves instead of calling the front desk. The patient's home in the mobile app - upcoming visits. Patients need a way to reach you, read their results, pay their bill, and stay on track between appointments - without calling the front desk for every step. A good portal makes the relationship feel close at hand . Bad ones feel like a filing cabinet with a broken login. We're aiming for the first kind - and being deliberate about what we keep out so the surface stays calm. ### One patient record Everything a patient does in the portal writes back to the same chart your clinicians work in - not a separate patient app bolted onto a legacy system. ### One login for the whole relationship Booking, intake, consents, messaging, results, payments, food journal, and telehealth all sit behind a single sign-in. ### Part of the whole platform The portal ships inside Ona's AI-native, all-in-one CRM, EHR, and RCM system - not as a bolt-on. ### Nothing to install It runs in any modern browser, so patients reach it from an emailed invite. Native iOS and Android apps are on the roadmap. ### Secure messaging with the care team Direct chat threads with their clinician and the practice. No personal-phone sprawl, no "just call the front desk" for every small question. ### Bills and payments in the open Outstanding balances and invoices are visible in the portal, with secure online payment - so statements and surprise charges stop showing up in the mail. - 01 ### Invited and onboarded The patient receives an emailed invite onto a sign-up flow tied to their existing record. There is nothing to download and it runs in any modern browser on phone or desktop. - 02 ### Book, intake, and sign - before the visit From one login they book or reschedule visits, complete a conversational intake on their phone, and sign digital consents ahead of the appointment. - 03 ### Message the team, see the results Secure messaging with the care team, plus lab results, documents, and prescriptions in one place. - 04 ### Pay and journal between visits Patients view and pay invoices, and keep a photo-first food journal between visits. - 05 ### Join telehealth straight from the portal Encrypted video with no separate app and no patient account to create. " I went from calling my old clinic and sitting on hold to doing everything in one app. I know when my next visit is, I can see my results, and I don't miss the phone. " Solo clinician, no portal today ### First working digital relationship with your patients. For solo clinicians moving off paper, the portal is often the first digital touchpoint a patient has with them. First impressions hold. Small group ### One account per patient, across the team. Whoever the patient sees inside your practice, the portal stays the same. No duplicate accounts to reconcile. Functional medicine ### Journaling and habits meet the care plan. Food journal entries surface to the clinician alongside labs and supplement protocols. Between-visit care stops being guesswork. Behavioral health ### A calm, quiet home for a sensitive relationship. Low-contrast, low-noise UI and tightly scoped messaging make the portal feel supportive rather than demanding. · What is a patient portal? A patient portal is a secure web app where patients handle their own care admin - booking, intake, consents, messaging, records, and payments. Ona's portal does all of this from one login, in any browser, with nothing to install. What can patients do with patient self-service in Ona? Patients book and reschedule visits, complete conversational intake, sign consents, secure-message the care team, view results and prescriptions, pay invoices, and keep a food journal. No phone calls to the front desk are needed. Can patients book, complete intake, sign consent, and see their records with one login? Yes. One login covers booking, intake, consents, records, results, documents, prescriptions, messaging, payments, the food journal, and joining telehealth - all tied to the same chart your clinicians use. Do patients need to download an app to use the patient portal? No. The portal is a mobile-first web app that runs in any modern browser. Patients get an emailed invite tied to their record and sign in - nothing to install. Native iOS and Android apps are on the roadmap; PWA-style install is being considered too. Is the patient portal HIPAA compliant? Yes. Patient data is encrypted in transit and at rest, messaging and video are end-to-end encrypted, and access is role-scoped with audit trails. Can patients connect wearables or outside records? Patients and staff can upload documents and outside PDFs to the record. Direct integrations with Apple Health, Google Fit, or wearables aren't part of today's feature set. How do you handle accessibility? We design for high contrast, readable typography, and keyboard-navigable flows. Formal WCAG conformance claims we're not ready to make yet - if accessibility compliance is a procurement requirement, tell us and we'll walk you through our current state honestly. Can we brand the portal with our logo and colors? Not today. Your patients see a consistent Ona portal tied to your practice's name and booking link. Deeper white-labeling is a roadmap conversation. Ready when you are ## Give patients a reason to open the app. Walk through the patient seat in a 15-minute demo - then see your side of the same data. Book a demo Explore every feature ### Practice Financial and Operational Reports URL: https://ona.health/features/reports - Visit outcomes - Revenue summary - Patient A/R aging - Claims A/R aging Reports is Ona's fixed set of well-tuned operational and financial dashboards, built on the same live data the rest of the platform uses - no overnight batch. One date-range picker drives every view, and accounts receivable figures are always shown as of today. It replaces the spreadsheet exports and end-of-month guesswork most small practices still run on. It's built for the practice owners and managers who want to read the numbers themselves - solo and small-group clinics across primary care, behavioral health, physical therapy, nutrition, integrative and functional medicine, women's health, and medspas. It fits both cash-pay and insurance-billed practices without needing a dedicated analyst . Activity, Revenue, and A/R across tabs, with a date-range selector that ties the whole view together. A Reports page with four tabs: Activity, Revenue, Patient A/R, and Claims (when the insurance flow is turned on). A single date-range picker drives the tabs that care about time; the A/R views are always "as of today". We'd rather ship a small, honest set of reports than a wall of charts nobody trusts. Deeper analytics - cohorts, SQL access, scheduled emails, BI connectors - are on the roadmap rather than pretending to exist. ### Visit outcomes Completion, no-shows, and cancellations by provider - over the selected date range. ### Visit frequency Intake vs follow-up cadence and the provider mix behind the volume, so you see who is carrying what. ### Revenue summary Charged, collected, and outstanding amounts with a monthly trend - the start-the-quarter view, not a vanity chart. ### Collections detail Payment methods and a day-by-day collections trend so you can see where the money actually lands. ### Patient A/R aging A live snapshot of outstanding patient balances and denied claims - bucketed by age so you chase the right ones first. ### One-click export Every section has an Export button for CSV or Excel - send numbers to your accountant or board deck without screen-grabbing charts. ### One system, one dataset Reports read the same records used for charting, scheduling, and billing, so numbers reconcile instead of drifting across separate tools. ### Live, not batched Figures reflect what has been saved, with no overnight sync to wait on. Each report lists its range and as-of timestamp. ### Tuned, not overwhelming Six focused reports answer the questions practices actually ask, rather than a wall of dashboards to configure. ### Honest scope No custom report builder or BI connectors today - both on the roadmap. One-click CSV or Excel export covers deeper analysis for now. - 01 ### Pick a date range once Every report in the Activity, Revenue, and Patient A/R tabs updates to that window - last week, last month, last quarter, custom - while A/R views stay "as of today." - 02 ### Track operations Visit outcomes reports completion, no-shows, and cancellations by provider; Visit frequency shows intake-versus-follow-up cadence and provider mix. - 03 ### See the money Revenue summary reports charged, collected, and outstanding with a monthly trend; Collections detail breaks down payment methods and a day-by-day trend. - 04 ### Watch receivables Patient A/R aging buckets outstanding balances and denied claims by age, so you know what to chase first. - 05 ### Turn on Claims, then export When the insurance flow is enabled, the Claims tab surfaces claim status. Export any section to CSV or Excel in one click. " We used to run the practice on a spreadsheet. Now I check a few tabs on Monday morning, see the numbers, and know exactly where to push. " Founder / owner ### Revenue + A/R. The charged / collected / outstanding summary, plus a glance at the oldest aging buckets - the two views that decide the week. Practice manager ### Activity + outcomes. Completion, no-shows, and cancellations by provider tell you where to focus scheduling and follow-up effort. Billing / RCM ### Patient A/R and claims. Live aging for patient balances and, when enabled, claim-level status and aging - with exports for the RCM team's own workflows. Clinical lead ### Visit mix and throughput. Visit frequency and provider mix show who is doing what, without asking. · Does Ona have practice financial reports? Yes. The Revenue tab reports charged, collected, and outstanding amounts with a monthly trend, plus a Collections detail view by payment method - all built on live billing data and exportable to CSV or Excel. Can I see revenue by payer in Ona? The Revenue tab summarizes charged, collected, and outstanding across the practice, and the Claims tab (when insurance is enabled) surfaces claim status. There is no native by-payer chart today, but you can export any section and pivot by payer in a spreadsheet. Is there an aging receivables dashboard? Yes. The Patient A/R aging report buckets outstanding patient balances and denied claims by age, always shown as of today, so you can prioritize collections and follow-ups. How fresh is the reporting data? Reports read the same operational data the rest of the app uses, so figures reflect what's been saved - no overnight batch. Each report lists its range and as-of timestamp. Can I export reports or connect a BI tool? Every section exports to CSV or Excel in one click. Direct BI connectors like Looker, Tableau, or Metabase, scheduled email reports, and a custom report builder are on Ona's roadmap, not available today. Are claims reports included? When the insurance flow is enabled, a Claims tab adds status and aging views for submitted / paid / denied claims. Otherwise it's hidden so the view stays clean. Ready when you are ## Run the practice on numbers, not vibes. See your own data in the dashboard during the demo. Book a demo Explore every feature ### Practice Software Support and Onboarding URL: https://ona.health/features/support - Real humans, not bots - In-app chat & email - Screen-share when chat stalls - Guided onboarding, included Ona support is human help delivered inside the AI-native, all-in-one practice management platform your team already works in. Instead of a chatbot or a wall of help articles, you reach a real Ona specialist over in-app chat or email, with a screen-share when a written answer is not enough. Support, guided onboarding, and workflow tuning are included on every plan at no extra cost . It fits solo clinicians and small practices - primary care, behavioral health, nutrition, integrative and functional medicine, physical therapy, women's health, naturopathic and medspa teams - who are switching systems single-handed and cannot afford to sit in a ticket queue. Larger practices get a dedicated account manager who knows their setup. A good EHR is infrastructure; a good support team is the difference between "this software saves me hours" and "this software costs me my week." Most vendors ship the first and hide from the second. We staff Ona's support with people who've worked in clinics and who stay close to the product. When you message us you talk to someone who's watched a Tuesday morning in your seat - not a scripted tier-one queue. ### A real Ona specialist You reach a person over in-app chat or email - not a chatbot and not a wall of help articles. We aim for a same-day answer on anything non-trivial. ### Support sits in one system with your practice The specialist can see the workflow you are describing - charting, scheduling, billing, and messaging all live on one platform. ### Everything is included Real human support, guided onboarding, and workflow tuning come with every plan, with no add-on fee. ### Honest on hours Ona is primarily a business-hours team that stays responsive outside those hours. For round-the-clock phone coverage, Ona's AI receptionist answers patient calls 24/7. ### Screen-share when chat stalls When a conversation is going in circles, we hop on a call and share screens. Most issues close in minutes once someone is looking at it alongside you. ### Workflow tuning included A new service to set up, a weird billing edge case, an unusual intake flow - we'll build it with you. No "professional services" quote for things that shouldn't need one. - 01 ### Message a real Ona specialist From in-app chat or email - replies come from people, not a bot and not a script. No priority form, no triage questions, no "have you cleared your cache?" - 02 ### Screen-share when chat stalls A specialist hops on and works through the problem with you directly, rather than pushing you onto a scheduled meeting. - 03 ### Guided onboarding when you switch Data migration, service mapping, and booking-page setup, with live training sessions that are recorded. - 04 ### Workflow tuning, no quote attached Included, with no "professional services" quote for changes that should not need one. - 05 ### Same-day on anything non-trivial That is what we aim for - and recurring asks shape what we build next, so the next team doesn't have to ask the same question. " Our old vendor had a ticket queue. Ona has a team. When something needs fixing the person I talk to knows my practice - that shouldn't be remarkable, but it is. " Solo clinician, going live ### From demo to a Tuesday running on Ona. We help bring your services, hours, and patients across and sit with you during the first real bookings. Most solos are live in one to two weeks. Small clinic, messy migration ### Old PDFs, tangled spreadsheets, partial data. We take what you've got and work through it with you - mapping the fields, cleaning up what we can, flagging what needs a human decision. Practice with a new workflow ### A new service or payer drops next Monday. We help set up the service, the price, any billing/insurance bits, and walk through a test booking together - so Monday isn't a surprise. Team new to modern software ### Training that sticks. Short live sessions during onboarding, tuned to your team's actual questions. We record them so the people who couldn't make it aren't lost. · Is support included with the practice software? Yes. Every Ona plan includes real human support, guided onboarding, and workflow tuning at no extra cost. How does in-app support work? You message a real Ona specialist from in-app chat or email and get a reply from a person, not a bot. When a written answer is not enough, the specialist moves to a screen-share. Ona aims for a same-day answer on anything non-trivial. What onboarding help do I get when I switch systems? Guided onboarding covers data migration, service mapping, and booking-page setup, plus live training sessions that are recorded. No matter which EHR or practice management tool you use today, Ona helps you move over; most solo practices are live in one to two weeks, and migration for smaller practices is typically 1-3 weeks. Is Ona support available 24/7? Ona is primarily a business-hours support team today and stays responsive outside those hours, but it does not promise a 24/7 on-call rotation. Separately, the AI receptionist answers patient phone calls 24/7. Do larger practices get a dedicated contact? Yes. Larger practices get a dedicated account manager who knows your setup. Solo and small practices talk to the same small team either way, so it stays personal without needing a formal assignment. Do you build custom integrations? For workflow and data requests that fit the product, we lean in. For deep custom engineering - a new external integration, a bespoke module - we scope it honestly rather than wave it through. Ready when you are ## A software vendor that picks up the phone. Book a 15-minute call with a real person - not a BDR reading a script. Book a demo Explore every feature ### Clinic Task Management on a Kanban Board URL: https://ona.health/features/tasks - Practice kanban board - Five fixed columns - One owner per card - Color-coded tags Tasks is the team coordination board inside Ona, the all-in-one practice management platform. It replaces a separate project tool with a simple kanban board tuned for clinic work: follow-ups, prior authorizations, callbacks, and refunds. You drag cards between five fixed columns, assign one owner, and everything autosaves. It's built for small clinic teams - primary care, behavioral health, physical therapy, women's health, and cash-pay or specialty practices - that coordinate follow-ups, prior authorizations, and callbacks across a handful of people. It fits practices that want that work inside their EHR instead of scattered across a separate app, spreadsheets, or chat threads. A shared board of everything in flight. Drag between columns, assign, tag, done. When every pending thread lives in someone's head (or drafts folder, or the back of a sticky note), the team can't see what's open - and the manager becomes the bottleneck by default. Tasks belong somewhere shared: on a board, with a status, with a name next to them. That's it. No priorities, no sprints, no dependency graphs - just the shared list of what the practice is carrying today. ### One system The board lives inside Ona's AI-native, all-in-one practice management platform, next to scheduling, charting, insurance eligibility, and billing - so clinic coordination is not stranded in a separate app. ### Purpose-built for clinics The statuses and card fields are shaped around follow-ups, prior authorizations, and callbacks - enough to replace Asana, Trello, or Monday for a small clinic's day-to-day coordination. ### Simple by design Drag, assign one owner, tag, and autosave - no setup ceremony to get the team running. ### Honest scope Cards describe team work today. They are not linked to individual patient records yet, and due dates, recurring tasks, and reminders are on the roadmap. ### Five columns, not fifty Backlog, Todo, In Progress, Done, Cancelled. The minimum set that covers clinic workflows without turning your board into an engineering ticket system. ### Markdown descriptions Richer than a title, lighter than a doc. Checklists, links, headings - enough to capture the context a teammate needs without switching tools. - 01 ### Move work across five fixed columns Backlog, Todo, In Progress, Done, and Cancelled - pick up a card and drop it in the next column. Cancelled is there for the ones that don't need doing anymore, so the board doesn't grow a graveyard. - 02 ### Give every card one owner So the team knows exactly who is expected to move it forward. Leave it unassigned for an open queue, or hand it off with a click. - 03 ### Tag and filter Color-coded tags for the categories your clinic cares about - prior auths, callbacks, refunds, follow-ups - and filter the board by them, or by your own name. - 04 ### Write markdown descriptions Checklists, links, and headings on each card: richer than a title and lighter than a document. - 05 ### Skip the busywork Every change autosaves, so the board stays current without a manual save step - and reflects it immediately for everyone else. " I killed three spreadsheets in our first week. The board runs the clinic now - everyone can see what's open without me having to ask. " Front desk ### The callback list, made shared. Voicemails, missed calls, walk-ins that need a follow-up - each one becomes a card with a tag. Nobody gets lost in a single person's head. Billing ### Denials and refunds, in the open. Instead of a parallel tracking spreadsheet, keep the open billing threads on the same board the rest of the team is on. Tag them "billing" and filter. Clinicians ### My personal to-do, shared when I want. Labs to review, scripts to refill, notes to tidy up. Keep them on the team board so someone else can pick them up if the day runs long. Admin / owner ### A Monday standup in five minutes. Filter by the "In Progress" column and a tag or two. That's the standup agenda, already written for you. · What is clinic task management in Ona? Ona Tasks is a shared kanban board where your clinic tracks follow-ups, prior authorizations, callbacks, refunds, and internal to-dos. Each item is a card with one owner and color-coded tags that moves through Backlog, Todo, In Progress, Done, and Cancelled. Can Ona track prior authorizations? Yes. Create a card for each prior authorization, assign an owner, tag it, and move it across the board until it is approved or cancelled. Cards are not linked to a specific patient record today, and there are no due dates or automated reminders yet. Does Ona have a kanban board for a medical practice? Yes. The practice kanban board uses five fixed columns - Backlog, Todo, In Progress, Done, and Cancelled - with drag between columns, single-owner cards, filterable color tags, and markdown checklists, all autosaved. Can I set due dates or reminders on tasks? Not today. Due dates, recurring tasks, and task reminders are on Ona's roadmap. For now the board shows status and owner, and the team works it live. Does Tasks work on mobile? The web board is responsive and works in a mobile browser. There is no native iOS or Android app today. Does this replace tools like Asana, Trello, or Monday? For a small clinic's day-to-day coordination, yes - and it saves you one more login. If you're running big cross-functional projects, a full project tool is still the right call. Tasks is deliberately light. Ready when you are ## Clear the mental load. See the board with your own team's workflows in a short call. Book a demo Explore every feature ### Built-In Telehealth for Clinical Practices URL: https://ona.health/features/telehealth - Encrypted video (LiveKit) - Waiting room with pre-flight checks - One-click join from the visit - Browser-only, no downloads Ona telehealth is encrypted, browser-based video, built on LiveKit, that opens straight from the consultation record inside Ona's AI-native, all-in-one practice management platform. Patients join from an emailed link in any modern browser - Safari, Chrome, Edge, or Firefox, on desktop or mobile - with no account and no app to install. The visit stays tied to the chart, so scheduling, the call, and the note live in one system. It's built for telehealth-native and hybrid practices - women's health, behavioral health, nutrition, primary care, and functional or integrative medicine - that run remote and in-person visits from a single record. Solo clinicians and multi-clinician teams alike book, see, and document patients without bolting a video tool onto a separate EHR. Join from the visit. Patient joins from a link in their email - no account, no app install. When the video lives in a separate tool from the chart, the clinician splits their attention between the patient on screen and the right window to type into. Nothing about that scales - and the polish you lose is exactly what made telehealth feel good in the first place. Stitching the call into the visit changes its whole shape. You can watch and work in the same window, and the note gets written as you go rather than after. ### One system Video visits, scheduling, charting, and billing run on the same platform instead of separate tools stitched together. ### One patient record The call opens from the chart and the note lands back on it, so there is nothing to copy between apps. ### Private and secure The call is encrypted end-to-end, a BAA is signed at onboarding, every session is access-logged, and Ona never uses patient audio to train models. ### No patient friction Browser-only join, with no download and no account for a one-time visit - Safari, Chrome, Edge, or Firefox, on desktop or mobile. ### Waiting room with pre-flight checks The patient grants mic and camera access, sees a live preview, and waits for the scheduled start. A running countdown means fewer "is this working?" texts. ### Pair with the AI scribe Record the visit audio with per-visit consent and Ona transcribes it and drafts a structured note. You look at the patient instead of typing; review and sign after. - 01 ### Open the visit and join in one click The join button lives on the patient's chart - no pasted links and no third-party app. - 02 ### The patient joins from an emailed link They grant microphone and camera access in a waiting room with pre-flight checks, see a live preview, and the Join button unlocks at the scheduled start time. - 03 ### Screen-share, image review, and chat in-call All of it attached to that record - the visit, interview template, and history sit alongside the video. - 04 ### Record the audio, get the note drafted With per-visit patient consent, Ona transcribes the call and drafts a structured note for the clinician to review and sign. - 05 ### The connection adapts, the visit continues LiveKit adapts stream quality to the connection automatically and keeps the visit going as audio if the video cannot sustain. " The first time I did a video visit in Ona I almost cried. I'd been juggling three apps for two years - this was just one page, and the note was already most of the way written. " Therapy + psychiatry ### Every session, in one place. Video, the visit note, and the patient's history in one window. Use an interview template for structured assessments and keep the narrative in your own voice. Functional & integrative medicine ### 90-minute initials without five tabs. Screen-share a lab report, walk the patient through it, and keep the note open on the side. Any supplement recommendations flow through to Fullscript from the same visit. Coaches & allied health ### Check-ins that feel professional. A proper video room with a waiting area - not a personal Zoom link - with the visit record attached to it. Follow-up care ### Faster than a phone tag loop. Short virtual follow-ups with a link that's already in the patient's inbox. No new invites, no setup chatter - they click and they're in. · What is built-in telehealth? Built-in telehealth means the video visit runs inside your practice management platform instead of a separate app. In Ona, the encrypted call opens from the patient's chart and the visit note is drafted on that same record. Can I get practice management software with telehealth included? Yes. Ona is an all-in-one practice management platform - scheduling, charting, billing, and video visits in one system - so telehealth is included rather than a separate integration, and it is available on every plan. How do video visits in the chart work? You open a visit from the patient's chart and join in one click. The patient joins from an emailed browser link with no app or account, and you can screen-share, review images, and record the audio with consent to draft the note - all tied to that chart. Do patients need to download an app or create an account? No. Ona telehealth runs in any modern browser (Safari, Chrome, Edge, Firefox) on desktop or mobile, with full audio and video on a phone. Patients join a one-time visit from an emailed link with no download and no account. Is Ona telehealth HIPAA compliant, and can we record visits? Ona telehealth is built to meet HIPAA requirements: the call is encrypted end-to-end, a BAA is signed at onboarding, and every session is access-logged. You can record the visit audio with patient consent to power the note; full-video recording is not the default, and Ona does not use patient audio to train models. How does the waiting room work? The patient opens the link, grants mic/camera, and sees a live preview. A countdown runs to the scheduled start; once the time hits and their mic is working, Join unlocks. There isn't a separate "admit patient" step on the clinician side today - the rails keep them from joining early. Do you support group visits or shared medical appointments? Today's visit model is 1:1 (one clinician, one patient). We don't currently ship purpose-built group visits or shared medical appointments; if that's core to your practice we'd like to hear about it before you commit. What about low-bandwidth patients? LiveKit adapts stream quality to the network automatically. In practice, visits stay connected as audio if the video can't sustain - so the conversation keeps going and the note still lands in the chart. Ready when you are ## Stop running the visit in four tabs. Book a short demo from the clinician seat - we'll do it by video, naturally. Book a demo Explore every feature ## Specialties ### Behavioral Health URL: https://ona.health/specialties/behavioral-health 02 Conventional care # Notes that hold up when the auditor calls. Mental-health parity enforcement finally has teeth, and prior-auth practices are under direct scrutiny. Behavioral health needs documentation built to survive an audit - not just read as a clinical note. Book a demo Explore features For therapy & psychiatry Chapter 02 Behavioral Health 02 The compliance bar for behavioral health just moved. Parity enforcement now expects documentation that can stand next to medical and surgical benefits, and prior-authorisation practices are being examined directly. A clean clinical note is no longer the same thing as an audit-ready record - and that gap is a new, growing burden on practices that were already stretched. Ona is built so the record is defensible by default. The ambient scribe drafts structured notes in your method, consents are version-controlled with a timestamped audit trail, and eligibility and benefits are verified on the chart before the visit - so what you can prove keeps pace with what you do. 01 ### Structured notes, in your method. Consent-first recording drafts each session against SOAP, your custom template or freeform, with placeholders pulling patient and visit data. The result is a consistent, structured record - the kind an auditor can follow - without flattening your clinical voice. Explore Automated charting 02 ### Consents that are audit-ready by default. Version-controlled consent templates with required checkboxes. Every signature is captured with timestamp, user agent and IP - an immutable audit trail you can hand to a payer or a lawyer without a scramble. Explore Consents 03 ### Eligibility verified before the session. Real-time eligibility and benefits verification with co-pay, deductible and plan details on the chart. Claim submissions and denials route back into the same workflow - so the prior-auth trail lives where the visit does. Explore Insurance & Eligibility - 01 ### Coverage is confirmed up front. Real-time eligibility pulls co-pay, deductible and plan rules onto the chart before the first session - so the prior-auth conversation starts from facts, not guesses. - 02 ### The session opens on a clean screen. Telehealth opens with camera and mic previews and a proper waiting room. Consent is per-visit and explicit; the scribe records only once it's given. - 03 ### The note lands structured. The draft arrives against the template you chose - your sections, your shorthand - as a consistent, structured record rather than a free-text block an auditor has to untangle. - 04 ### The trail is ready before anyone asks. Signatures carry timestamp, user agent and IP; messages and consents log to the record. An audit pack is a filter and an export, not a fire drill. - Own telehealth Encrypted video, in the chart. - Omnichannel Calls, SMS, email, and chat in one inbox. - Patient Portal One login for everything. Tap any of the above to read its full page - or see the complete catalogue . · How does Ona make documentation audit-ready? Notes draft into a consistent structure, consents are version-controlled with timestamped signatures, and every signature captures user agent and IP for an immutable audit trail. The record is defensible without extra after-the-fact work. Can patients opt out of being recorded? Yes - recording is consent-first. A banner is shown at the start of each visit, and you can run the session without recording at all. Does Ona help with eligibility and prior auth? Real-time eligibility and benefits verification surfaces co-pay, deductible and plan details on the chart, and claim submissions and denials route back into the same workflow - so the coverage trail stays with the visit. Is between-session messaging safe to use? Yes. Chat is HIPAA-grade - end-to-end encrypted, role-scoped and logged to the patient record with full history - so the relationship stays warm without the liability of personal SMS. Ready when you are ## See Ona in behavioral health, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ### Functional Medicine URL: https://ona.health/specialties/functional-medicine 07 Integrative & cash-pay # Bring the lab work onto one chart. Functional medicine runs dozens of specialised panels patients pay for out of pocket, and the interpretation lives in the trends. Ona keeps orders, protocols and results on one chart instead of scattered across vendors. Book a demo Explore features For functional medicine Chapter 07 Functional Medicine 07 The defining challenge in functional medicine is lab complexity. Practices run a wide range of specialised panels - microbiome, hormone, food-sensitivity and more - mostly outside insurance, and the clinical value comes from tracking trends across many biomarker types that never fit a normal flowsheet. It's a data problem as much as a clinical one: keeping orders, protocols and results legible when they don't naturally sit in one place. Ona pulls that work onto a single chart. Lab orders and supplement protocols are placed through an embedded Fullscript dispensary with results and order status syncing back, the ambient scribe frames the interpretation in the note, and patient-reported symptom data sits alongside - so the trends you reason from live next to the patient, not across five logins. 01 ### Orders, protocols and results in one place. Lab orders and supplement protocols are placed through an embedded Fullscript dispensary, with results and order status syncing back to the record. A separate Medications section keeps the list legible - one source of truth for the lab-heavy practice. Explore Labs & Supplements 02 ### Interpretation captured in the note. Consent-first recording drafts the visit against your template, with placeholders pulling patient and visit data - so the reasoning across panels is recorded with the visit, not lost in a separate spreadsheet. Explore Automated charting 03 ### Symptom data that meets the biomarkers. Photo-first logging with AI-assisted macro and symptom tagging rolls up into a clinician dashboard - so the patient-reported signal you correlate against the panels is already on the chart before the visit. Explore Food journaling - 01 ### A baseline that captures the detail. Conversational intake with branching gathers history, symptoms and lifestyle context as structured data - the starting point a panel-heavy work-up needs. - 02 ### Orders placed from the chart. Labs and supplement protocols go out through the embedded Fullscript dispensary, with results and order status syncing back so the work-up doesn't scatter across vendor portals. - 03 ### Interpretation lives with the visit. The ambient scribe drafts the reasoning against your template, while the food-journal dashboard puts patient-reported symptom data next to the panels. - 04 ### The trend stays legible over time. Results, notes, symptom data and messages sit on one chart, so the next visit opens with the picture across panels rather than a stack of disconnected PDFs. - Forms & Interviews Two ways to collect patient input. - Patient Portal One login for everything. - Omnichannel Calls, SMS, email, and chat in one inbox. Tap any of the above to read its full page - or see the complete catalogue . · How does Ona handle a lab-heavy practice? Lab orders and supplement protocols are placed through an embedded Fullscript dispensary, with results and order status syncing back to the chart and a separate Medications section keeping the list legible - one source of truth for orders and results. Where does the interpretation across panels live? In the note. The ambient scribe drafts the visit against your template with patient and visit data pulled in, so the reasoning is recorded with the visit and stays available at the next one. Can patient symptom data sit alongside the results? Yes. Photo-first food and symptom logging rolls up into a clinician dashboard you can scan before a visit - so the patient-reported signal is on the same chart as the panels. Do patients get a clear view of their own data? The mobile-first portal keeps documents, prescriptions, messages and visits in one login, so patients can follow their own plan between appointments. Ready when you are ## See Ona in functional medicine, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ### Integrative Medicine URL: https://ona.health/specialties/integrative-medicine 06 Integrative & cash-pay # Run a cash-pay practice without the billing drag. Insurance still won't reimburse the extended visits and coaching that define integrative medicine - so most practices run cash-pay or HSA/FSA. Ona's billing flexes to fit, instead of fighting it. Book a demo Explore features For integrative medicine Chapter 06 Integrative Medicine 06 The defining constraint of integrative medicine hasn't moved: insurance won't pay for the things that make it work - long visits, in-depth coaching, personalised lifestyle planning. So most practices run on cash-pay, HSA and FSA. The software problem isn't documentation complexity; it's payment flexibility, because a billing flow built for insurance claims gets in the way of a practice that doesn't file them. Ona's billing is built to flex. Generate itemised invoices straight from the chart, take payment by card, bank transfer or a payment plan, and send receipts the moment a payment clears - receipts patients can submit for HSA/FSA reimbursement. The financial flow fits the cash-pay model instead of fighting it. 01 ### Billing that fits a cash-pay model. Itemised invoices straight from the chart, payment by card, bank transfer or payment plan, and receipts sent the moment a payment clears - itemised receipts patients can submit for HSA/FSA. No insurance-claim machinery in the way. Explore Billing & Invoicing 02 ### Where patients pay, book and stay engaged. Upcoming visits, documents, prescriptions and messages in one mobile-first login. Patients book, reschedule, complete intake and sign consents without calling - friction the cash-pay relationship can't afford. Explore Patient Portal 03 ### Long visits, wherever the patient is. Encrypted browser-based video with a waiting room and one-click join. The extended, coaching-style visit that defines the practice runs from the chart - no third-party room, no pasted links. Explore Own telehealth - 01 ### Inquiries land in one place. Leads from your site, the AI receptionist and referrals drop into a stage-based pipeline with owner, source and last-touch data - so the cash-pay funnel isn't a spreadsheet. - 02 ### Booking and payment in one flow. Self-service booking against real-time availability, with payment by card, bank transfer or plan - and an itemised receipt the patient can submit for HSA/FSA. - 03 ### The long visit runs in the chart. In-person or over telehealth, the ambient scribe drafts the extended visit against your template, so the depth of the work doesn't cost you the documentation. - 04 ### The receipt clears on the spot. Payments post against the patient record the moment they clear; receipts go out automatically. Balances, refunds and statements are one click away. - Online scheduling Self-service team booking. - Automated charting Your templates, filled automatically. - Leads Acquisition pipeline in Ona. Tap any of the above to read its full page - or see the complete catalogue . · Does Ona work for a cash-pay or HSA/FSA practice? Yes - billing is built to flex. Itemised invoices from the chart, payment by card, bank transfer or payment plan, and receipts the moment a payment clears that patients can submit for HSA/FSA reimbursement. No insurance-claim machinery required. Can I offer payment plans for higher-priced programmes? Yes. Billing supports card, bank transfer and payment plans out of the box, with itemised invoices and receipts sent automatically and every transaction posting against the patient record. How do extended, coaching-style visits work? Telehealth runs encrypted in the browser with a waiting room and one-click join, and the ambient scribe drafts the long visit against your own template - so depth of care doesn't translate into hours of documentation. Can patients handle everything themselves? The mobile-first portal lets patients book, reschedule, complete intake, sign consents and pay without calling the office - keeping the cash-pay relationship low-friction. Ready when you are ## See Ona in integrative medicine, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ### MedSpas & Aesthetics URL: https://ona.health/specialties/medspas-aesthetics 09 Integrative & cash-pay # Win on retention, not just the next new face. New-client growth has cooled, so retention - memberships, recall, repeat visits - is the lever that matters now. Ona ties scheduling, re-engagement and flexible billing together so nobody slips through. Book a demo Explore features For medspas & aesthetics Chapter 09 MedSpas & Aesthetics 09 The growth math for medspas has flipped. New-client acquisition has softened and even existing clients visit a little less, so the practices pulling ahead are the ones winning on retention - which is exactly why membership and recall programmes are growing. The strain is operational: high appointment volume and paperwork without a central system tying scheduling, packages and recall together. Ona is that central system. Online scheduling keeps the high-volume calendar full, a re-engagement pipeline keeps lapsing clients from going cold, role-aware reminders drive recall, and flexible billing handles payment plans and the receipts that membership-style programmes run on - all in one place rather than four. 01 ### A high-volume calendar that fills itself. Self-service booking against real-time availability across the team, with confirmations, reminders and reschedules automated. The volume of appointments that strains a front desk runs on rails. Explore Online scheduling 02 ### A re-engagement pipeline, not just acquisition. A stage-based pipeline captures inquiries and tracks clients with owner, source and last-touch data - so lapsing clients surface for re-engagement instead of quietly disappearing. Retention becomes a workflow, not a hope. Explore Leads 03 ### Flexible billing for packages and plans. Itemised invoices from the chart, payment by card, bank transfer or payment plan, and receipts the moment payment clears - the billing flexibility membership- and package-style programmes depend on. Explore Billing & Invoicing - 01 ### The calendar stays full. Self-service booking against real-time availability with automated reminders and reschedules keeps a high-volume schedule running without the front desk living in email. - 02 ### Payment that fits the package. Itemised invoices, payment plans and automatic receipts handle packages and membership-style billing in the same flow as the booking. - 03 ### Recall that actually fires. Role-aware notifications across email, SMS and push drive timely recall, while the re-engagement pipeline surfaces clients who haven't rebooked. - 04 ### A relationship that compounds. The portal and HIPAA-grade chat keep the client connection warm between visits, so retention builds on a real relationship rather than a discount. - Notifications Smart alerts for your team. - Patient Portal One login for everything. - Omnichannel Calls, SMS, email, and chat in one inbox. Tap any of the above to read its full page - or see the complete catalogue . · How does Ona help with retention and recall? A stage-based pipeline surfaces lapsing clients for re-engagement, role-aware notifications across email, SMS and push drive timely recall, and the portal plus chat keep the relationship warm - so retention runs as a workflow instead of a hope. Can it handle packages and membership-style billing? Billing supports itemised invoices, payment plans and card/bank-transfer collection with automatic receipts - the flexibility package- and membership-style programmes run on, all in the same flow as scheduling. Will it keep up with appointment volume? Self-service booking against real-time availability, with automated confirmations, reminders and reschedules, keeps a high-volume calendar running without overloading the front desk. How do clients stay engaged between visits? The mobile-first portal keeps visits, documents and messages in one login, and HIPAA-grade chat keeps a direct, professional line open - so the relationship doesn't go cold between appointments. Ready when you are ## See Ona in medspas & aesthetics, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ### Naturopathic Doctors URL: https://ona.health/specialties/naturopathic-doctors 08 Integrative & cash-pay # Software that adapts to how you're licensed to practise. Naturopathic scope, prescribing rights and reimbursement vary enormously by state, and many practices dispense supplements directly. Ona's billing, prescribing and dispensing flex to fit how your practice actually runs. Book a demo Explore features For naturopathic doctors Chapter 08 Naturopathic Doctors 08 For naturopathic doctors, the work is shaped less by clinical documentation than by configuration and compliance. Licensure and scope vary enormously by state, prescribing rights differ from place to place, reimbursement is gated by licensure status, and many practices dispense supplements directly to patients. The software has to bend around how a given practice is actually allowed to operate. Ona is built to flex. Billing handles cash-pay and insurance side by side, e-prescribing is there when your scope includes it, and an embedded dispensary covers the supplements you sell from the practice - so the system fits the shape of your licence and your business rather than forcing a single mould. 01 ### Dispense supplements from the practice. An embedded Fullscript dispensary lets you build and sell supplement protocols directly, with orders and results syncing back to the chart - so in-practice dispensing lives in the same record as the rest of care. Explore Labs & Supplements 02 ### Prescribing where your scope allows it. An embedded DoseSpot dispensary sends legend and controlled medications with EPCS and two-factor signing, posting against the structured medication list - ready when your licence includes prescribing rights. Explore E-prescribing 03 ### Cash-pay and insurance, side by side. Itemised invoices from the chart, payment by card, bank transfer or plan, and receipts on clearance - so a practice whose reimbursement depends on licensure can bill cash-pay and insured patients from the same flow. Explore Billing & Invoicing - 01 ### Coverage and consent up front. Eligibility verification surfaces what a patient's plan will and won't cover, and version-controlled consents capture signatures with a full audit trail - so the compliance footing is set from the start. - 02 ### Care documented in your voice. The ambient scribe drafts the visit against your template, keeping the record consistent without flattening a naturopathic approach into someone else's format. - 03 ### Protocols and prescriptions, as your scope allows. Build supplement protocols through the dispensary, and prescribe through the embedded DoseSpot dispensary where your licence permits - both posting to the same chart. - 04 ### Billing that matches the practice. Invoice cash-pay and insured patients from one flow, take payment by card, bank transfer or plan, and send receipts automatically - including ones patients can submit for reimbursement. - Insurance & Eligibility Eligibility checked before the visit. - Consents Digital, audit-ready consents. - Patient Portal One login for everything. Tap any of the above to read its full page - or see the complete catalogue . · Does Ona adapt to my state's scope and billing? Ona flexes around how your practice runs - cash-pay and insurance billing side by side, e-prescribing available where your scope includes it, and in-practice supplement dispensing - so the system fits your licence rather than forcing one mould. Can I dispense supplements directly from the practice? Yes. An embedded Fullscript dispensary lets you build and sell supplement protocols, with orders and results syncing back to the chart so dispensing lives in the same record as the rest of care. What about prescribing rights? E-prescribing is embedded via DoseSpot - legend and controlled medications with EPCS and two-factor signing, posting to the structured medication list - ready for use where your licence includes prescribing. Can I bill both cash-pay and insured patients? Yes. Itemised invoices, card/bank/payment-plan collection and automatic receipts handle cash-pay, while real-time eligibility verification supports insured patients - all from the same workflow. Ready when you are ## See Ona in naturopathic doctors, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ### Software for Dietitians and Nutrition Practices URL: https://ona.health/specialties/nutrition 05 Integrative & cash-pay # Nutrition care that runs alongside the meds. GLP-1s have reshaped weight management fast, and dietitians increasingly manage patients alongside pharmacological treatment, not instead of it. That's a coordination problem - and Ona keeps the whole thread in one place. Book a demo Explore features For dietitians & RDNs Chapter 05 Nutrition 05 The GLP-1 wave changed the nutrition job description. With a large and growing share of weight-management patients now on medication - and oral versions and broader coverage accelerating it - dietitians increasingly work alongside a pharmacological treatment rather than as a stand-alone intervention. The hard part isn't writing the note; it's coordinating a plan that has to move in step with the medication. Ona makes that coordination cheap. Photo-first journaling keeps the day-to-day honest, bounded between-visit messaging keeps the plan moving without bleeding into personal SMS, and the chart keeps the medication and supplement picture legible - so nutrition care and drug treatment stay on the same page. 01 ### The journal patients actually fill in. Snap a photo, answer two follow-ups, done. AI-assisted macro tagging and symptom logging piggy-back on each entry, so adherence and tolerance - including how patients respond alongside medication - show up on the clinician dashboard without anyone counting grams. Explore Food journaling 02 ### Notes from the conversation, in your voice. Consent-first recording drafts the visit against your template - SOAP, your own format or freeform - with placeholders pulling patient and visit data automatically, so the first draft is already close. Explore Automated charting 03 ### Coordination that fits between visits. HIPAA-grade chat - end-to-end encrypted, audit-trailed, role-scoped - keeps the plan moving between visits and the record clean. The right call when nutrition has to flex around a changing medication. Explore Omnichannel - 01 ### A clear starting line. Conversational intake gathers history, symptoms, medications and lifestyle context in plain language, with branching that keeps patients on what's relevant - so you know where the drug treatment sits from day one. - 02 ### A plan that lives in the portal. Upcoming visits, documents, messages and the food journal sit under one mobile-first login. Patients stop forgetting what they agreed to between sessions. - 03 ### A week that keeps going. Journal entries and bounded messages land next to the chart. Adherence and tolerance trends show up on the dashboard without the patient keeping score. - 04 ### A follow-up that shows the work. The next visit opens with the journal dashboard and the messaging thread in plain view - so you adjust the plan around the medication instead of reconstructing the week. - Labs & Supplements Orders and protocols in-chart. - Own telehealth Encrypted video, in the chart. - Patient Portal One login for everything. Tap any of the above to read its full page - or see the complete catalogue . · Can I coordinate nutrition care alongside GLP-1 treatment? Yes. Intake captures current medications, the food journal surfaces adherence and tolerance trends, and bounded messaging keeps the plan moving between visits - so nutrition care stays in step with a changing drug treatment in one record. Can patients log without typing? The journal is photo-first. Ona estimates macros from the photo and asks a couple of quick follow-ups; patients confirm or tweak. Symptom logging rides along on each entry. How do I stay in touch between visits without drowning? HIPAA-grade messaging inside the product - end-to-end encrypted, role-scoped and logged to the patient record. The relationship stays warm; your evenings don't disappear into SMS. Where do labs and supplement protocols go? Labs and supplement protocols are placed through an embedded Fullscript dispensary, with results and order status syncing back to the chart so there's one source of truth. Ready when you are ## See Ona in nutrition, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ### Physical Therapy URL: https://ona.health/specialties/physical-therapy 03 Conventional care # Protect the margin on every billed unit. Flat Medicare rates and tightening documentation rules are pushing PT margins down and denials up. Ona keeps the documentation tight, the billing clean and provider attribution clear on every unit. Book a demo Explore features For physical therapy Chapter 03 Physical Therapy 03 Physical therapy is being squeezed from two directions at once. Reimbursement is effectively flat-to-down while CMS tightens documentation requirements, so the same care produces more denials and thinner margins. And as PTAs move to general supervision, practices need to track who delivered and who supervised each billed unit - a new attribution problem the old paperwork never had to solve. Ona keeps the paperwork that protects the margin from becoming the bottleneck. The ambient scribe drafts documentation that holds up to scrutiny, eligibility and claims live in the same workflow, billing itemises cleanly per visit, and reporting makes per-clinician throughput and attribution legible at a glance. 01 ### Documentation that survives review. Consent-first recording drafts each visit into a structured note against your template, with placeholders pulling patient and visit data. Consistent, complete documentation is the cheapest insurance against a denial. Explore Automated charting 02 ### Fewer denials, handled in one place. Real-time eligibility and benefits verification with co-pay, deductible and plan details on the chart. Claim submissions and denials route back into the same workflow - fix and resubmit without tab-hopping between payer portals. Explore Insurance & Eligibility 03 ### Clean, itemised billing per visit. Itemised invoices pull automatically from visit codes and the visit record. Patients pay by card, bank transfer or payment plan, and every transaction posts against the patient - so the per-visit margin is never a mystery. Explore Billing & Invoicing - 01 ### The slate fills itself. Self-service booking against real-time availability keeps the schedule full across the team, with reminders and reschedules automated so cancellations don't leave dead slots. - 02 ### Each visit is documented as it happens. The ambient scribe drafts a structured note against your template - the documentation that defends the unit is written while you're treating, not at 7pm. - 03 ### Eligibility and claims stay in one flow. Coverage is confirmed before the visit; claims and any denials route back into the same workflow for a fast fix-and-resubmit. Fewer claims fall through the gap. - 04 ### The numbers are legible at a glance. Reports surface per-clinician throughput, visit mix and ageing receivables - so attribution and margin are something you can see, not reconstruct. - Reports Ops and financial dashboards. - Online scheduling Self-service team booking. - Tasks Kanban board for your team. Tap any of the above to read its full page - or see the complete catalogue . · Will the documentation hold up to tighter rules? The ambient scribe drafts a consistent, structured note against your template every visit, with patient and visit data pulled in automatically. Complete, consistent documentation is the most reliable defence against a denial. How does Ona reduce claim denials? Eligibility is verified before the visit, and claim submissions and denials route back into the same workflow so your team can correct and resubmit without leaving the chart or hopping payer portals. Can I see per-clinician throughput and attribution? Yes. Reports cover per-clinician throughput, visit mix, patient retention and ageing receivables, with recurring snapshots scheduled to the right inboxes - so who did what, and what it earned, stays visible. Does billing handle per-visit invoicing cleanly? Itemised invoices pull from visit codes and the visit record automatically, patients pay by card, bank transfer or plan, and every transaction posts against the patient record for clean reconciliation. Ready when you are ## See Ona in physical therapy, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ### Primary Care URL: https://ona.health/specialties/primary-care 01 Conventional care # Give the clinic back its clinical hours. Primary care drowns in documentation - close to two hours of paperwork for every hour of care. Ona's ambient scribe and AI receptionist hand those hours back, so a shrinking workforce isn't stretched any thinner. Book a demo Explore features For primary care Chapter 01 Primary Care 01 The single biggest driver of primary-care burnout isn't the patients - it's everything around them. For every hour in the room, clinicians spend nearly as long again on notes, charting and the phones, and a worsening workforce shortage means the people left are asked to carry more of it each year. Ona attacks the load at its source. The ambient scribe drafts the note while you talk, the AI receptionist absorbs the calls that used to pull staff off care, and prescriptions and invoices close out inside the chart. The job stays clinical; the busywork stops compounding. 01 ### The note drafts itself while you talk. Consent-first ambient recording turns the visit into a structured draft against SOAP, your custom template or freeform. Placeholders pull patient and visit data automatically, so the first draft is already 90% there - you review and sign in your voice. Explore Automated charting 02 ### Phones that don't pull staff off care. A voice-first AI receptionist picks up every call, books against your live calendar and triages anything urgent to a human - 24/7. The front desk stops choosing between the patient at the counter and the one on the line. Explore AI receptionists 03 ### Prescriptions sent without leaving the chart. An embedded DoseSpot dispensary sends legend and controlled medications with full EPCS, two-factor signing and the audit trail written for you. Refills come back to the same queue; the structured medication list stays honest. Explore E-prescribing - 01 ### The phones are handled before the doors open. The AI receptionist answers overnight and early-morning calls, offers slots that match real-time availability and books them. Only the genuinely urgent reaches a human, as a structured note. - 02 ### The visit stays in the room. You hit record, the patient sees a consent banner, and you talk the way you always do. The transcript is diarised and drafted against your template in the background - no laptop wall between you. - 03 ### The note is ready before the next patient. Review, adjust, sign. Prescriptions go out through the embedded dispensary in the same flow, so nothing waits for the end of the day. - 04 ### Nothing spills into the evening. Invoices are out, messages are triaged, tomorrow's calendar is confirmed. The two-hours-of-paperwork tax simply isn't there to pay. - Online scheduling Self-service team booking. - Billing & Invoicing Invoices and payments in one flow. - Patient Portal One login for everything. Tap any of the above to read its full page - or see the complete catalogue . · How much of the note does the scribe actually write? Enough that you're editing, not authoring. Recording runs in the room or over telehealth, drafts against SOAP, your own template or freeform, and pulls patient and visit data into placeholders - so the first draft lands close to done. Does the AI receptionist really cut the phone load? It answers every call 24/7, books against your live calendar, and only escalates the urgent ones to a human as a structured note. Missed calls stop becoming missed patients, and the front desk stops living on hold. Can I prescribe without a second system? Yes. E-prescribing is embedded via DoseSpot - legend medications, controlled substances with EPCS, refills and interaction flags - all posting against the structured medication list on the chart. What if something breaks mid-clinic? You reach a real Ona specialist through in-app chat, day or night, weekends included - with screen-share when we need to see the problem. Ready when you are ## See Ona in primary care, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ### Women's Health URL: https://ona.health/specialties/womens-health 04 Conventional care # Built for telehealth-native women's health. Menopause and hormone care has gone telehealth-first and multi-state, with consumer health data arriving faster than legacy charts can absorb it. Ona is built to keep up - agile where the old EHR is rigid. Book a demo Explore features For women's health Chapter 04 Women's Health 04 Women's health is the fastest-moving segment in the market right now. Menopause and hormone care has gone telehealth-native, practices operate across state lines, and patients arrive with hormone tracking, symptom logs and wearable data the legacy EHR was never designed to absorb. The pain isn't documentation complexity - it's keeping a fast-evolving, telehealth-first model from outrunning the software underneath it. Ona is co-designed with practitioners in this space - including Lara Briden, ND, a recommending advisor on the landing page. That shows up in the details: telehealth that opens on a clean screen, a conversational intake that handles sensitive history gracefully, charting that keeps the long arc legible, and a mobile-first portal where patient-reported data actually lands. 01 ### Telehealth that feels like a consulting room. Encrypted browser-based video with camera and mic previews, a proper waiting room and one-click join - no downloads, no third-party links. The visit is stitched into the visit record, so a telehealth-first practice still keeps one chart. Explore Own telehealth 02 ### Conversational intake for sensitive history. Interviews walk patients through their history as a chat in plain language, following up where an answer warrants it - particularly useful for delicate topics a flat form would make them abandon. Anything that needs a signature stays a form. Explore Forms & Interviews 03 ### A note that keeps the long arc legible. Consent-first recording drafts against SOAP, your custom template or freeform, with placeholders pulling patient and visit data - so the relationship that outlasts any single visit stays readable visit to visit. Explore Automated charting - 01 ### Intake that earns trust. The conversational intake walks patients through sensitive questions a flat form would make them abandon. Everything arrives as structured data, so you open the session already caught up. - 02 ### A visit that uses its minutes. Telehealth opens on a clean screen; consent-first recording keeps you in conversation while the scribe drafts against your template. Multi-state, telehealth-first care runs from the same chart. - 03 ### A plan that lives where the patient does. Documents, messages, the food journal and next visits sit in one mobile-first portal. Patients can book, reschedule, complete intake and sign consents without calling the office. - 04 ### A follow-up that starts with evidence. Symptom and journal data and the messaging thread roll into the dashboard; the next visit opens with trends in plain view, so the conversation starts where it should. " I strongly recommend Ona as a tool for practitioners - it does everything for you! " - Food journaling Photo-first meal logging. - Patient Portal One login for everything. - Omnichannel Calls, SMS, email, and chat in one inbox. Tap any of the above to read its full page - or see the complete catalogue . · Is Ona built for telehealth-first, multi-state practice? Yes. Telehealth is encrypted, browser-based and stitched into the chart - no third-party rooms - and the same record runs across locations, so a telehealth-native, multi-state model lives in one place. How does intake handle sensitive topics? An AI-guided conversational mode walks patients through questions in plain language with conditional branching, designed for less digital-literate patients and for delicate topics a flat form would make them abandon. Where does patient-reported data land? Photo-first food and symptom logging rolls up into clinician dashboards you can scan in thirty seconds before a visit, and the patient portal keeps documents, messages and visits in one mobile-first login. Can I use my own charting template? Yes. The ambient scribe drafts against SOAP, your custom templates or freeform - your sections, your voice - with placeholders pulling patient and visit data so the first draft arrives closer to done. Ready when you are ## See Ona in women's health, in 15 minutes. Book a demo and we'll walk through your own workflows - no slides, no pitch. Book a demo Explore every feature ## Product documentation ### Help Center URL: https://ona.health/help # How can we help ? Guides for everything in Ona - from your first patient record to your first paid claim. Search guides, features, and fixes… ⌘K ## Getting started Set up your workspace, team, services, and payments. - Setting up your workspace - Inviting your team & roles - Setting up services 4 articles ## Scheduling & visits Calendars, booking, visits, and telehealth. - Setting up your calendar and availability - Booking an appointment for a patient - Creating and running a visit 5 articles ## Patients Adding patients, their records, and what they can do on their own. - Adding a patient - The patient portal and self-service - Building care plans 3 articles ## Omnichannel Calls, texting, email, in-app chat, and the website widget - one inbox. - Omnichannel - one inbox for every conversation - Setting up your channels - Texting and emailing patients 6 articles ## Faxes & referrals Digital fax and incoming referrals. - Sending and receiving faxes - Managing incoming referrals 2 articles ## Forms, interviews & consents Collecting patient input - interviews, forms, screenings, and consents. - Choosing between forms and interviews - Building interviews - Building forms 5 articles ## Charting & notes Templates, note signing, and chart configuration. - Choosing your charting sections - Building note templates - Reviewing and signing an AI-drafted note 4 articles ## AI tools Ambient Scribe, AI Receptionist, Ona Assistant, and the command menu. - Recording visits with Ambient Scribe - Setting up the AI Receptionist - Using Ona Assistant 4 articles ## Billing & payments Invoices, card payments, and memberships. [Section continues on the page.] ### Adding a patient URL: https://ona.health/help/add-a-patient Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Add a patient with nothing more than a first and last name - Email them an invitation to the patient portal as you create them - Tell Invited from Active at a glance, and resend an invitation - Fill in the rest of the record yourself, or share a setup link You'll need: nothing beyond a name - an email address only if you want to invite the patient to the portal. Adding a patient is deliberately cheap. A name is enough to create a record, and everything else - birth date, address, insurance, payment method - can arrive later, either from you or from the patient. The question worth answering at creation time isn't "do I have all their details?" but "who is going to enter them?" ## The Patients list Go to Patients in the left sidebar. 1 Patients in the sidebar 2 Add Patient 3 Status 4 Tags 5 Filters and billing summary Columns run Patient (name and email), Phone , Birth Date , Insurance , Status , Tags , and Added . The Insurance column only appears if your organization has the insurance flow switched on, and Added is the only sortable column. Tags are editable straight from the row, and the row menu on the right archives a patient. Status is worth reading carefully, because it isn't a field anyone sets: - Invited - an invitation has been emailed and not yet accepted. - Active - everything else, including patients who were never invited and patients who have [Section continues on the page.] ### Setting up the AI Receptionist URL: https://ona.health/help/ai-receptionist Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Provision a dedicated phone number that answers inbound calls - Check the receptionist is live and ready to take calls - Choose what happens when a caller isn't an existing patient - capture a lead, or register them as a patient on the spot - Write instructions it follows on every call - Upload documents it can reference - intake protocols, FAQs, pricing You'll need: the Owner or Admin role. The AI Receptionist answers your inbound calls. Existing patients can book, reschedule, and cancel visits over the phone; callers who aren't patients yet are handled the way you choose - as a lead for follow-up, or as a brand-new patient registered during the call. ## Turn the line on Go to Settings → AI Receptionist . The AI Receptionist page, showing the line toggle, provisioning status, and new-caller handling The Receptionist line toggle enables "call intake to provision a dedicated receptionist number". Switching it on assigns a phone number to your practice. ## Provisioning status Provisioning status shows "current phone number and assistant connection details". When everything is working it reads Active - "the receptionist is ready to answer inbound calls" - with an active badge. Below that: - Phone number - the provisioned number, e.g. +1 (415) 918-5486. - Last ready - when the assistant last confirmed it was available. This is the number to publish or [Section continues on the page.] ### AI tools URL: https://ona.health/help/ai-tools Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # AI tools Ambient Scribe, AI Receptionist, Ona Assistant, and the command menu. 4 articles Recording visits with Ambient Scribe Record the visit conversation - onsite, on a video call, or by upload - and get a speaker-labelled transcript that drives the AI note. 4 min read Setting up the AI Receptionist Provision a phone line, choose what happens to new callers - lead capture or full patient registration - write custom instructions, and build a knowledge base. 5 min read Using Ona Assistant Ask questions in plain language and get answers grounded in your organization and, when you are on a chart, the patient record itself. 3 min read Using the command menu Press ⌘K to open one search box that finds patients and visits, runs quick actions, adds a task, jumps to any page, and inserts your saved snippets - or press the dot key to go straight to snippets. 8 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Recording visits with Ambient Scribe URL: https://ona.health/help/ambient-scribe Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Record every visit - in person or over video - so you can focus on the patient - Get an automatic, speaker-labelled transcript of the conversation - Have the recording populate the chart and drive the AI note - Upload an existing audio file instead of recording live You'll need: a visit open. For an onsite recording, a device with a microphone. Ambient Scribe is the feature that lets you stop typing during a visit. Ona records the conversation, transcribes it, and uses it to draft the note and summary - so the documentation comes from what was actually said, not from what you remember to type afterward. ## Recording every visit Every visit can be recorded, whichever way you meet the patient: - In person - start an onsite recording from the visit; the device's microphone captures the room. - Over video - joining the video call captures the conversation automatically. The controls live in the bar at the bottom of the visit and in the Recordings section of the visit sidebar. ## The Recordings view Go to Recordings in the Inputs section of the visit sidebar. It's a two-pane view: recordings on the left, the transcript on the right. 1 Recordings in the visit sidebar 2 Empty state 3 Transcript pane 4 Upload a recording Before anything is captured, the left pane reads "No recordings yet - start an onsite recording or join the video call to capture this visit," [Section continues on the page.] ### Billing & payments URL: https://ona.health/help/billing Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Billing & payments Invoices, card payments, and memberships. 3 articles Invoicing patients and collecting payments Bill patients directly with invoices - as distinct from claims to insurers - collect card payments through Stripe, and track balances. 3 min read Setting up memberships and recurring billing Charge patients on a recurring basis - create monthly or yearly plans, put a card on file, enroll patients, and manage renewals and cancellations. 7 min read Care Time and chronic care management Log the minutes your team spends managing a patient between appointments, and close the month into draft CCM claims - thresholds, consent, the CPT code ladder, and what blocks a close. 11 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Scrubbing claims with billing rules URL: https://ona.health/help/billing-rules-and-claim-scrubbing Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Set checks that run before a claim is submitted, catching errors early - Require a documentation note before a visit can be billed - Enforce coding standards like units and diagnosis codes on every line - Get warned before a payer's filing deadline passes - Override any rule for a specific insurance type or payer You'll need: the Owner or Admin role. Claim scrubbing means checking a claim for problems before it goes out. A rejection costs days of turnaround; a rule that catches the same problem before submission costs nothing. This page is where those rules live. ## Global rules Go to Settings → Billing Rules - "organization-wide defaults with insurance-type and payer overrides". 1 Billing Rules in the settings menu 2 Scope column 3 Global rules 4 Claim scrubbing 5 Limits & reminders 6 Custom rules The column on the left sets scope. Global rules are "defaults for all payers", and apply "to every payer unless overridden". ### Claim scrubbing - 8-minute rule - flags claims where timed CPT units don't satisfy Medicare's 8-minute rule. - Units on every billable CPT - requires at least one unit on each billable CPT code before submission. - Diagnosis codes on every line - requires every claim line item to have a linked diagnosis code. - Note required per visit - requires at least one documentation note before a visit can be billed. On by default. - Prior [Section continues on the page.] ### Booking an appointment for a patient URL: https://ona.health/help/booking-an-appointment Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Book straight from the calendar by clicking an open slot - Book from the Visits list when the time isn't decided yet - Have the date, time, and clinician filled in for you - Attach services, consents, and interviews as you book You'll need: at least one service, and clinician availability set. See Setting up your calendar & availability . Booking an appointment and creating a visit are the same action in Ona. There is no separate "appointment" record - the visit is the appointment, and it becomes the clinical container once the patient arrives. There are two entry points, and the only difference is how much is filled in for you. ## Book from the calendar Use this when you're looking at a clinician's week and want a specific slot - the usual case with a patient on the phone. Go to Calendars , select the clinician, find an open slot, and click it. The Create New Visit dialog opened from a calendar slot, with date and time pre-filled The Create New Visit dialog opens with Date and Time already set to the slot you clicked, and the clinician taken from the calendar you were viewing. Fill in the patient and services, then click Add New Visit . Because the date and time come from the slot, this route avoids the most common booking mistake - typing a time that the clinician isn't actually available for. ## Book from the Visits list Use this when the time isn't [Section continues on the page.] ### Building consents URL: https://ona.health/help/building-consent-forms Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Import a ready-made consent form - treatment, telehealth, HIPAA, and more - Build your own with rich text and checkboxes - Send a consent to a patient for signature - Attach consents to services so they send automatically You'll need: nothing to start - five consent templates ship ready to import. A consent is a form the patient reads and agrees to - consent to treatment, telehealth consent, a privacy acknowledgement. Ona sends it, the patient signs it, and the signed consent attaches to their record. It's the paperwork side of intake, handled without paper. ## The Consents page Go to Library → Consents - "create and manage consents with rich text content and checkboxes". 1 Your consents 2 Send 3 New Consent 4 Library tabs 5 A library card Like Templates and Interviews, the page has two parts: your consents along the top, each with a Send action, plus New Consent ; and a Library of predefined consents "ready to import and customize". ## Import a ready-made consent The library is tagged All , Treatment , Telehealth , HIPAA Privacy , General , Custom . The five that ship cover the common cases: - Consent to Treatment - general consent for assessments, recommendations, and follow-up care. - Telehealth Consent - for remote care, technical limitations, and emergency guidance. - Privacy Practices Acknowledgement - the patient acknowledges receiving your privacy [Section continues on the page.] ### Building forms URL: https://ona.health/help/building-forms Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Import a ready-made form - patient intake, medical history, post-visit feedback - Build your own from text, choice and free-text blocks - Send a form to a patient, or hand them a tablet to fill it in at the desk - Attach forms to services so they send automatically You'll need: nothing to start - three form templates ship ready to import. A form is a fixed document the patient reads, answers and signs. Every patient sees the same blocks in the same order - that's the whole point of it. If you want questions that adapt to the patient's answers, you want an interview instead; see Forms or interviews - which to use . ## The Forms page Go to Library → Forms - "create and manage static forms with questions, choices and free-text answers". The Forms page, showing your forms above the import library Like Interviews and Consents, the page has two parts: your forms along the top with New Form , and below them a Library of predefined templates "ready to import and customize". ## Import a ready-made form Five templates ship with Ona: - Patient Intake Form - a long first-visit form covering basics, medical history and a conditions checklist. - Medical History Interview - focused history, shorter than the full intake. - Post-Visit Feedback - a handful of fixed questions for after the visit. - PHQ-9 Depression Screening and GAD-7 Anxiety Screening - standardized [Section continues on the page.] ### Building interviews URL: https://ona.health/help/building-interviews Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Import a ready-made interview - intake, follow-up, mental health check-in - Build your own from steps and subjects - Send an interview to a patient, or try it out yourself first - Attach interviews to services so they send automatically You'll need: nothing to start - five interviews ship ready to import. An interview is a conversation , not a form. The patient opens a link and has a chat: Ona asks about the subjects you defined, in plain language, and follows up when an answer is vague or opens something worth pursuing. You get back a structured summary and clinical records on the chart, usually before the patient arrives. This is the opposite of a Form, which shows every patient the same questions in the same order and ends in a signature. If you need fixed wording or a signature, build a form instead - see Forms or interviews - which to use . ## The Interviews page Go to Library → Interviews - "create and manage conversational interviews completed with Ona". 1 Interviews in the Library menu 2 Your interviews 3 New Interview 4 Send and Try out 5 Library tabs 6 A library card Along the top are your interviews, each showing its step and subject counts with Send and Try out actions, plus New Interview . Below is the Library of predefined interviews "ready to import and customize". ## Import a ready-made interview The library is tagged All , Default , Intake [Section continues on the page.] ### Setting up your calendar and availability URL: https://ona.health/help/calendar-and-availability Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - See each clinician's week, with booked visits and open slots side by side - Set the days and hours you work, and add split shifts - Copy one day's hours to the rest of the week - Block specific dates for holidays or leave, without changing your weekly pattern - Set default appointment length, buffer, minimum notice, and how far ahead patients can book You'll need: at least one team member. Availability is set per person, not per practice. The calendar shows when each clinician works and what's already booked. Patients booking online can only pick slots this calendar leaves open, so it's worth getting right before you publish a booking page. ## The calendar view Go to Calendars in the left sidebar. 1 Calendars in the sidebar 2 Member picker 3 Date navigation 4 Week grid 5 Edit Availability 6 Legend The panel on the left lists team members with a search box. Select one or more to show their calendars; the counter reads e.g. "1 of 1 members · 1 selected · Clear". Use Today and the arrows to move between weeks. The date range is shown between them. The legend at the bottom distinguishes Visit (booked, shown in red) from Available (open, shown shaded). Today's column is highlighted, and a line marks the current time. ## Setting availability Click Edit Availability in the top right. The dialog is titled with the person's name, e.g. "Arnold Bays's Calendar". 1 [Section continues on the page.] ### Building care plans URL: https://ona.health/help/care-plans Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Import a starter protocol - hypertension, type 2 diabetes, weight management, post-operative recovery - Build your own reusable template and apply it to any patient - Publish a plan the patient reads in their portal, with a downloadable PDF - Track goals to an outcome, with targets and review dates - Give the patient a checklist they can tick off themselves - Share a photo or video from their chart You'll need: an owner or admin to turn Care Plans on in Settings. Everything after that is open to your whole clinical team. A care plan is the forward-looking half of a patient's record. A note says what happened; a plan says what happens next - the concerns you're treating, what you're aiming for, what the patient should do, and what they need to tick off before you see them again. It is the one clinical document written to be read by the patient rather than about them. That changes how it behaves. A plan has a draft you edit privately and a published version the patient sees, and the two only meet when you decide they do. Everything in this article follows from that split. ## Turning care plans on Go to Settings → Care Plans . The toggle reads "Health concerns, goals, and recommendations a patient can follow between visits." The Care Plans settings page, with the feature toggle and the chronic care management options below it Only owners and admins can reach [Section continues on the page.] ### Care Time and chronic care management URL: https://ona.health/help/care-time-and-ccm Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Track the minutes your team spends managing a patient between appointments - Enroll a patient in Medicare chronic care management against a signed consent - See at a glance who has cleared the monthly threshold and who hasn't - Preview the month before you bill it, then close it into draft claims - Read exactly why a patient was skipped or blocked You'll need: care plans turned on, an active care plan per patient, a signed Care Management consent, and a fee schedule entry for every CCM code you bill. The close refuses to guess a price. Chronic care management pays for the work that happens when the patient isn't in front of you - the phone calls, the medication reconciliation, the coordination with the specialist, the record review. It is real work that historically went unbilled because nobody was counting it. Care Time counts it. Staff log minutes against a patient's plan as they go, and at month end the total is turned into draft CCM claims. The counting is easy. The part that catches people out is that logging time and being able to bill it are two different things , and the gap between them only shows up at close. ## Turning it on Care management lives inside Settings → Care Plans , underneath the main toggle - it only appears once care plans are on, because CCM time is always logged against a plan. The Care Plans settings page, with the chronic care [Section continues on the page.] ### Charting & notes URL: https://ona.health/help/charting Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Charting & notes Templates, note signing, and chart configuration. 4 articles Choosing your charting sections Choose which of the nine charting sections appear on patient records and visits, so unused sections stop being clutter. 2 min read Building note templates Build reusable note skeletons with placeholder syntax, or import from the 18-template library - SOAP, DAP, intake, and referral letters. 3 min read Reviewing and signing an AI-drafted note Generate an AI-drafted note from a template, edit the draft, and sign it - what filling placeholders needs, and what signing locks. 4 min read Correcting a signed note Signed notes lock by design. What the lock covers, why there is no edit button, and the right ways to correct the record. 3 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Choosing your charting sections URL: https://ona.health/help/choosing-charting-sections Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Turn charting sections on or off across the whole organization - Hide sections your practice never uses, to shorten the chart - Switch on Procedures, which is off by default You'll need: the Owner or Admin role. This setting applies to everyone, not just you. Ona ships with nine charting sections. Not every practice needs all of them, and an unused section is clutter on every patient record and every visit. This page controls which ones appear. ## The Charting page Go to Settings → Charting - "choose which charting sections appear in the patient record and visit canvas". 1 Charting in the settings menu 2 The nine sections 3 Procedures, off by default Each row is a section with a one-line description and a toggle: - Vitals - blood pressure, heart rate, temperature, weight, and other vital signs. - Diagnoses - ICD-coded conditions tracked on the patient record. - Observations - clinical observations and measurements outside the core vitals. - Allergies - allergies and intolerances, including no-known-allergies status. - Medications - current and past medications on the patient record. - Recommendations - care recommendations and follow-up guidance for the patient. - Notes - generated and hand-written clinical notes. - Procedures - aesthetic injections and minor procedures with photos, injection-site diagrams, and CPT codes. - Media - photos and other [Section continues on the page.] ### Working the claims queue URL: https://ona.health/help/claims-queue Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - See every claim grouped by where it stands with the payer - Submit drafts singly or in a batch - Read why a claim was rejected, in the payer's own words - Compare versions of a claim as it was corrected and resubmitted - Download a CMS-1500 PDF - Filter by status, workflow bucket, patient, payer, or service date You'll need: insurance and a clearinghouse configured. See Setting up insurance . The claims queue is where billing work happens day to day. Go to Claims in the left sidebar - "review and submit insurance claims". 1 Claims in the sidebar 2 New draft 3 List and Board views 4 Draft group 5 Select and Submit 6 Status groups Claims are grouped by status, each group showing a count. Every row carries the patient, a claim ID, the payer, the billed amount, and a date. Switch between List and Board with the toggle in the top right. List suits working through claims in order; Board suits seeing where volume is piling up. ## Claim statuses 1 Status 2 Bucket 3 Patient and payer 4 Service date 5 Billing Rules link Seven statuses track a claim's life with the payer: - Draft - built but not sent. Still editable. - Submitted - sent to the clearinghouse. - Acknowledged - the payer confirms receipt. Not yet a decision. - Accepted - the payer accepted it for adjudication. - Rejected - bounced before adjudication, usually a format or data problem. Fix and [Section continues on the page.] ### Setting up your clearinghouse URL: https://ona.health/help/clearinghouse-setup Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Choose who transmits your claims and eligibility requests - Use Stedi, managed by Ona, with no separate account - Or connect your own Claim.MD account with an API key - Create payer enrollments once insurance setup is complete You'll need: insurance configured first. See Setting up insurance . A clearinghouse sits between your practice and the payers. It takes the claims Ona builds, translates them into the format each payer expects, transmits them, and brings back responses. You can't submit claims electronically without one. ## Choosing a clearinghouse Go to Settings → Clearinghouse - "choose the clearinghouse your organization transacts with and manage its settings". 1 Clearinghouse in the settings menu 2 Stedi 3 Claim.MD 4 Coming soon 5 API key 6 Enrollments Two options are available today: - Stedi - "managed by Ona - no separate account". Ona holds the relationship; you don't sign up separately or manage credentials. - Claim.MD - "bring your own Claim.MD account". You contract with Claim.MD directly and connect it to Ona. Waystar and Office Ally are listed as Coming soon . The selected option is outlined, with a control in its corner to disconnect. Which to pick depends on whether you already bill. A practice starting fresh usually wants Stedi, since there's no separate account, contract, or credential to manage. A practice already submitting [Section continues on the page.] ### Using the command menu URL: https://ona.health/help/command-menu Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Jump to any patient, visit, or page from one search box - Run quick actions like Add new visit without navigating first - Capture a task without leaving the screen you're on - Insert saved text - snippets - wherever your cursor already is, one keystroke away - Move around Ona with the keyboard instead of the sidebar You'll need: to be signed in as a member of the practice. The command menu is available on every screen. The command menu is one search box that finds records, opens pages, runs actions, and drops saved text into whatever you're typing. Once you know it's there, it's the fastest way to get anywhere in Ona. ## Opening the command menu Press ⌘K on a Mac, or Ctrl+K on Windows and Linux, from anywhere in the app. The same keys close it again. If you'd rather click, there's a search icon in the sidebar header, next to the Ona logo. 1 Search box 2 Commands 3 Pages 4 Keyboard hints and result count The placeholder says exactly what it covers: "Search patients, visits, snippets, pages…". Before you type, the menu shows the common commands and pages as a starting list. ↑ and ↓ move through it, Enter opens the highlighted row, and Esc closes the menu. A second shortcut skips a step. Press . - the dot key on its own, no modifier - and the menu opens straight into your snippet library rather than the main list. It's listed in the keyboard hints along the bottom [Section continues on the page.] ### Connecting Stripe for patient payments URL: https://ona.health/help/connecting-stripe Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Link a Stripe Express account to take card payments from patients - Check whether onboarding, charges and payouts are all switched on - Pick up an unfinished Stripe onboarding where you left off - Open your Stripe dashboard to see payments and payouts You'll need: the Owner or Admin role, plus your business details and bank account. Stripe verifies both during onboarding. Ona uses Stripe Express to collect card payments from patients and pay them out to your bank. Until it's connected, you can still create invoices, but patients can't pay them online. ## Connect your account Go to Settings → Connect Stripe , in the Billing group. Once your account is fully connected, the menu item reads Stripe with a connected badge. The Connect Stripe page for a connected account, with onboarding complete, charges and payouts enabled, and Open Stripe dashboard - Check the email at the bottom of the card. Stripe uses it as the admin email for the Express account. - Select Connect with Stripe . Stripe opens in the same tab. - Complete Stripe's onboarding: your business details, identity verification, and the bank account for payouts. Stripe holds these details, not Ona. - When you finish, Stripe sends you back to this page and the status updates. The admin email is yours The admin email is always the email of the person signed in, and you can't change it here. If a [Section continues on the page.] ### Correcting a signed note URL: https://ona.health/help/correcting-a-signed-note Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Understand why a signed note can't be edited - See the audit trail a signed note carries - Know your options when a signed note needs to change You'll need: the signed note open on the visit or patient record. Once you sign a clinical note, it locks. This is deliberate - a signed note is part of the legal medical record, and an editable legal record isn't a legal record. This article explains what "locked" means in Ona and what to do when a signed note needs correcting. ## A signed note is read-only Open a signed note from its visit or the patient record. It looks like the draft editor, but it behaves differently. 1 Signed badge 2 Formatting toolbar (inactive) 3 Note body (read-only) 4 Audit line The differences from a draft: - The badge reads Signed , not Draft. - The formatting toolbar is greyed out - you can't type into the body. - There are no Save or Sign buttons in the footer. A draft has them; a signed note doesn't. - The bottom carries an audit line: Signed · [date, time] · IP: [address] · UA: [browser] . This records who attested the note, when, and from where. ## The only action is Export Open the note card's ⋮ menu. 1 The signed note card 2 The action menu - Export PDF only The menu offers Export PDF , plus Share with patient (or Stop sharing with patient ). There is no Edit, no Delete, no Amend. The note's content is fixed; sharing only [Section continues on the page.] ### E-prescribing URL: https://ona.health/help/e-prescribing Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # E-prescribing DoseSpot setup, sending prescriptions, and medication history. 3 articles Setting up DoseSpot Connect your clinic to DoseSpot, then give each prescriber and each staff member the right kind of e-prescribing account. 6 min read Sending a prescription Open DoseSpot from any patient chart to write a prescription - or, on a proxy account, prepare one and queue it for a prescriber to review and send. 5 min read Viewing a patient's medication history See what a patient has actually been dispensed - including prescriptions written outside your practice - from the Medication History view inside DoseSpot. 5 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Faxes & referrals URL: https://ona.health/help/faxes Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Faxes & referrals Digital fax and incoming referrals. 2 articles Sending and receiving faxes Get a digital fax number, send and receive from the app, forward your existing line, and route referral faxes straight to the referral inbox. 3 min read Managing incoming referrals Receive faxed referrals, let Ona parse and match them to patients, and work the incoming-referrals inbox. 2 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Sending and receiving faxes URL: https://ona.health/help/faxes-and-referrals Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Get a dedicated toll-free fax number - Forward faxes from your existing number to a digital inbox - Send and receive faxes without a fax machine - Route incoming faxes to referrals automatically You'll need: the Owner or Admin role to provision the number. Healthcare still runs on fax - referrals, records requests, lab paperwork. Ona gives you a digital fax so none of it needs a machine: incoming faxes arrive as documents, outgoing ones send from the app, and referral faxes route straight into your referral inbox. ## Fax settings Go to Settings → Fax & Referrals - "provision a dedicated toll-free fax number to send and receive faxes, or forward incoming documents to a digital inbox to process referrals without changing your existing number." 1 Fax toggle 2 Fax number 3 Digital inbox toggle 4 Forwarding address 5 Open Faxes - Fax - "allow your clinic to send faxes from this number." When on, sending is enabled. - Fax number - your dedicated toll-free number, e.g. +1 (866) 698-1028, marked "Fax is on - sending is allowed." - Digital inbox - "forward faxes to a digital inbox to receive documents without changing your fax number." This is the key option for a practice that already has a fax number: you keep it and forward to Ona. - Forwarding address - the address to forward from your existing fax service, e.g. [email protected] . "Set up forwarding from your [Section continues on the page.] ### Forms, interviews & consents URL: https://ona.health/help/forms Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Forms, interviews & consents Collecting patient input - interviews, forms, screenings, and consents. 5 articles Choosing between forms and interviews Ona has two ways to collect patient input. Interviews are a conversation Ona runs; forms are a fixed document the patient signs. How to tell which one a job needs. 5 min read Building interviews Build conversational interviews from steps and subjects, import from the template library, and attach them to services so a structured history arrives before the visit. 6 min read Building forms Build static forms from text, choice and free-text blocks, import the ready-made templates, and send them for signature by link, by email, or on a tablet at the desk. 6 min read Building self-scoring screening forms Turn a form into a screening instrument like the PHQ-9 - answers get point values, Ona totals the score, bands it by severity, and flags high-risk answers for the clinician. 6 min read Building consents Create consents with rich text and discrete checkboxes, import the standard templates, and auto-attach them to services. 3 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Choosing between forms and interviews URL: https://ona.health/help/forms-vs-interviews Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What this explains - The difference between a Form and an Interview in Ona - A quick rule for deciding which one a job needs - What each one gives the clinician afterwards - Where consents fit in You'll need: nothing - this is an orientation article. Both features are under Library . Ona has two separate features for collecting patient input, and they are not variations of the same thing. Interviews are a conversation: Ona asks about the subjects you defined, follows up based on what the patient says, and hands you back a structured result. Forms are a document: the same questions in the same order for every patient, read and signed. Picking the wrong one is the most common source of frustration with intake, so it's worth two minutes to get this right. ## The quick rule Ask yourself one question: does the wording have to be identical for every patient? - Yes - it's a Form . Policies, agreements, anything with a signature, anything you might have to produce later exactly as the patient saw it. - No - it's a Interview . History, symptoms, lifestyle, goals: anything where the useful follow-up depends on the previous answer. A second check, if the first one didn't settle it: do you want the answers as structured clinical data? Only interviews extract diagnoses, medications, allergies and observations onto the chart. A form's answers stay a document. ## Interviews - a conversation [Section continues on the page.] ### Generating lab requisitions URL: https://ona.health/help/generating-lab-requisitions Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Generate a signed PDF requisition for any lab, with no integration needed - Pull patient, provider and insurance details from the record automatically - Fax the requisition to the lab, or download and print it You'll need: the Owner, Admin, Doctor or Staff role. Faxing needs fax enabled for your practice. A requisition is the paper route. Use it when the lab isn't reachable through Junction or Fullscript, or when the patient is taking the order to a lab of their choice. Ona builds the PDF, and you send it. Status and results don't flow back automatically, so upload the report when it arrives (see Reviewing lab reports ). ## Creating a requisition - Open the patient and go to Lab Orders in the Dispensary section. - Select Order labs → Lab Requisition . If your practice has no lab integration, the button reads New lab request . - Fill in the New lab requisition sheet: - Destination lab (required): the lab's name, for example Quest Diagnostics. - Tests & panels (required): type each test, and press Enter or comma to add it. - Diagnoses (ICD-10) : add codes for medical necessity. The description is optional. - Collection date , Instructions to the lab (for example, "Fasting required") and Comments . - Select Generate requisition . The requisition appears in Lab Orders as Generating , then Send and View appear once the PDF is ready. ### Optional details [Section continues on the page.] ### Getting started URL: https://ona.health/help/getting-started Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Getting started Set up your workspace, team, services, and payments. 4 articles Setting up your workspace Fill in your profile, your organization's contact details and opening hours, and the locations and rooms you work from. 6 min read Inviting your team & roles Invite team members by email, fill in their provider details, and combine the Owner, Admin, Clinician and Staff roles to control what each person can do. 6 min read Setting up services Create the services and packages your practice offers, with price, duration, visit defaults, reminders, billing codes, booking rules and pay-to-book. 8 min read Connecting Stripe for patient payments Connect a Stripe Express account so patients can pay invoices, bookings and memberships, and understand what each connection state means. 3 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### How claims move through Ona URL: https://ona.health/help/how-claims-move-through-ona Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What this explains - The full journey of an insurance claim, from patient to payment - What each stage depends on, and where things can stall - Which article covers each step in detail This is a concept overview, not a how-to. It ties the billing articles together so you can see the whole path. An insurance claim in Ona isn't created in one place - it's assembled from data entered across the product, then moved through the payer's system. Understanding the whole path makes each individual step, and each rejection, easier to reason about. The claims journey: one-time setup, then the per-visit path from coverage check to payment ## The one-line version Set up once → document a visit → build a claim from it → send it through a clearinghouse → track the payer's response → get paid. Everything that follows is that sentence, expanded. ## Stage 0 - One-time setup Before any claim can go out, four things must be configured. They're done once, though enrollments take the longest: - Insurance - your organization's billing NPI (Type 2), Tax ID, legal name, and each clinician's rendering NPI (Type 1). See Setting up insurance . - Clearinghouse - who transmits your claims: Stedi or Claim.MD. See Setting up your clearinghouse . - Enrollments - per-payer authorization to transact through the clearinghouse. Slowest step; payers take weeks. Gated on insurance setup. - Billing rules - the checks [Section continues on the page.] ### Insurance & claims URL: https://ona.health/help/insurance Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Insurance & claims Eligibility, clearinghouses, superbills, and the claims pipeline. 7 articles How claims move through Ona The full journey of an insurance claim, from one-time setup through the per-visit gated sequence to payer response - the map for every other claims article. 5 min read Setting up insurance The foundation for everything insurance-related: organization, clinician, and facility NPIs, payer details, and what enrollments depend on. 5 min read Setting up your clearinghouse Choose and connect a clearinghouse, start payer enrollments early, and follow the ordered chain that ends with electronic claim submission. 3 min read Scrubbing claims with billing rules Catch claim problems before submission with scrubbing rules - a rejection costs days, a rule that prevents it costs nothing. 4 min read Reading eligibility results Run real-time eligibility checks and read the 271 response - coverage badges, benefit details, and what an inconclusive result means. 4 min read From signed note to superbill and claim The strictly gated chain from signed note to completed visit to superbill to claim - and why superbills are frozen snapshots. 4 min read Working the claims queue Work claims day to day: payer statuses versus workflow buckets, rejected versus denied, claim versions, and the clearinghouse audit trail. 4 min read ## Can't find what you're looking for? Book a demo and we'll walk [Section continues on the page.] ### Setting up insurance URL: https://ona.health/help/insurance-setup Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Switch on real-time eligibility checks and electronic claim submission - Require patients to give you their insurance before they can finish intake - Record the billing NPI and Tax ID that appear on every claim - Add each clinician's rendering NPI, validated against the NPPES registry - Set the enrollment contact email payers use for correspondence You'll need: the Owner or Admin role, your organization's Type 2 NPI, and your EIN. This page is the foundation for everything insurance-related in Ona. Eligibility checks, claim submission, and payer enrollments all depend on it, and the clearinghouse page will refuse to create enrollments until it's complete. ## Turn insurance on Go to Settings → Insurance - "enable insurance features and set the billing provider details used on your claims". The Insurance settings page, showing the master toggle, the patient intake rule, and billing provider fields The toggle at the top "activates real-time eligibility checks (270/271) and claim submission (837P)". Those are the X12 transaction types: 270 asks a payer about coverage, 271 is their answer, and 837P is a professional claim. Nothing insurance-related works until this is on. ## Require insurance at intake Directly below the master toggle sits Patient intake , which "applies to patient self-registration and one-time profile links". Require insurance decides whether a [Section continues on the page.] ### Internal notes and mentions URL: https://ona.health/help/internal-notes-and-mentions Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Switch any message to Internal so it never reaches the patient - @Mention a teammate inside a conversation and get notified when it's their turn - Track and resolve mentions from the Mentions tab - Turn a message into a standalone Note pinned to the patient - Rename, resolve, and reopen Notes as the situation changes You'll need: nothing extra - internal messages, mentions, and Notes work for every active member of your organization. Not everything typed in a patient thread belongs to the patient. A question for whoever's covering next, a flag for billing, a running note on something to watch - Chats keeps all of that one toggle away from the message you're already writing, instead of pushing it into a separate app. ## Sending an internal message Every patient and lead thread - whatever channel it's on - has a Message / Internal toggle in the composer, next to the send button. Switch to Internal and the whole box turns amber, with a banner spelling out what that means: Internal note - visible to your team only, never sent to the patient. Nothing typed in that mode reaches the patient, regardless of whether the thread itself is SMS, email, or in-app. 1 Mentions - Open and All 2 A mention rendered as a chip in the message 3 Resolve mention 4 Message / Internal toggle 5 Mention a teammate 6 Start a note 7 "Started a note" - the redirect left in this thread The [Section continues on the page.] ### Inviting your team & roles URL: https://ona.health/help/inviting-your-team-and-roles Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Invite colleagues by email, or share their invitation link yourself - Give each person one or more roles: Owner, Admin, Clinician or Staff - Fill in a member's profile, NPI, taxonomy codes and signature - See who has joined, who is still invited, and who has been archived - Resend an invitation, or archive someone who has left You'll need: the Owner or Admin role. Have each person's work email ready. Your team lives under Settings → Team Members . ## The team list The Team Members page, listing two members with their roles, Active status and join date The table has five columns: - Name : the display name, followed by credentials, for example "Arnold Bays MD, PhD". - Email : the address the invitation went to. - Roles : one badge per role. A person can hold several, for example Owner and Clinician. - Status : where the person is with their account (see below). - Joined : when they were added. Select Name or Joined to sort. Use the Status and Role filters above the table to narrow a long list. The member count is shown under the last row. Select a row to open that member. Status What it means Active They've accepted the invitation and can sign in. Invited They haven't accepted yet. A warning envelope icon means their link has expired, so resend it. Deactivated They've been archived and can no longer sign in. ## Invite a member - Select Invite [Section continues on the page.] ### Invoicing patients and collecting payments URL: https://ona.health/help/invoices-and-payments Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - See every patient invoice grouped by where it stands - Create an invoice and add line items - Send an invoice to a patient and track what's owed - Watch a balance move from Draft to Sent to Paid You'll need: Stripe connected to collect card payments. See Connecting Stripe . Invoices are how you bill the patient directly - the copay, the self-pay visit, the retail item - as distinct from what you bill insurance through claims. Go to Invoices in the left sidebar to "review patient invoices and balances". 1 Invoices in the sidebar 2 New Invoice 3 Status groups (Draft, Sent, Paid) 4 Balance due ## Invoice statuses Invoices are grouped by status, each group with a count: - Draft - created, not yet sent. Still editable. - Sent - delivered to the patient, awaiting payment. - Paid - settled. Each row shows the patient, an invoice number (e.g. INV-00011), the amount, the balance due, the number of line items, and a date. A $100.00 due in red is an outstanding balance. ## Creating an invoice New Invoice in the top right starts one. Add the patient and line items - each a service or product with a price - and the total sums automatically. The fastest, most accurate route is to raise the invoice from a completed visit rather than from scratch: the services charted on the visit become the line items, so the billing matches what was actually delivered. Building an [Section continues on the page.] ### Reviewing lab reports URL: https://ona.health/help/lab-reports Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Get results from Junction automatically, or upload any lab report to have its values extracted - Read each value against its reference range, beside the original document - Acknowledge critical results, and mark reports reviewed - Follow a marker across reports in Trends You'll need: a patient record open. Acknowledging a critical result needs the Owner, Admin or Doctor role. Lab Reports is where results live, whichever way the test was ordered. It sits above Lab Orders in the Dispensary section of the patient record. ## Where reports come from - Junction orders : results arrive on their own, tagged Junction . See Ordering labs through Junction . - Faxes : lab results that come in by fax are added for you. - Uploads : anything else, such as a requisition result, a Fullscript results PDF, or a report the patient brings in. ## Uploading a report - Select Upload report . - Drop in the file. PDF, Word, JPEG, PNG and HEIC are accepted, up to 25 MB. - Give it a Title (for example, "CMP - Quest, April 2026"). You can also add the Lab / ordering provider , the Specimen collection date and an Internal note . - Select Upload & parse . The report shows Queued , then Parsing , while Ona extracts the values. It then moves to Needs review . If extraction fails ( Parse failed ), try uploading a clearer copy. ## Reading a report Select a report to open it. A [Section continues on the page.] ### Managing inventory URL: https://ona.health/help/managing-inventory Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Track stock of injectables, fillers, supplies, and retail items per location - Receive, transfer, adjust, and write off stock - Get alerts when items hit their reorder point - Set consumption protocols so stock depletes as it's used You'll need: Inventory enabled under Settings, and at least one location. Inventory tracks physical stock - Botox vials, dermal fillers, exam-table paper, retail sunscreen. For a practice doing injectables or selling product, it keeps count of what's on hand and warns you before you run out. ## The Inventory page Go to Inventory in the left sidebar - "track stock, run audits, and configure consumption protocols". A location selector sits in the top right, since stock is held per location. 1 Inventory in the sidebar 2 Location selector 3 Stock/Movements/Alerts/Protocols tabs 4 Stock actions 5 Item columns 6 Status Four tabs organize it: - Stock - current items and quantities. - Movements - the history of stock in and out. - Alerts - items needing attention (the tab shows a count). - Protocols - consumption rules. ## The stock list Each item shows Item name and SKU, Category (Injectable, Filler, Supply, Retail), Unit (vial, syringe, roll, bottle, tube), On hand , Reorder at , and Status . When on-hand falls to the reorder point, status flips to Out of stock or low, and the item surfaces in Alerts . The Reorder at threshold is [Section continues on the page.] ### Managing leads URL: https://ona.health/help/managing-leads Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - See every prospective patient in one acquisition pipeline - Track where each lead came from - AI receptionist, Google, referral, friend - Move leads through stages from New to Converted - Assign a lead to a team member and schedule follow-ups - Watch pipeline health at a glance You'll need: nothing - leads arrive on their own once channels are connected. A lead is a prospective patient who hasn't booked yet. The Leads page is your acquisition pipeline: everyone who called, enquired, or was referred, and where each stands on the way to becoming a patient. ## The Leads page Go to Leads in the left sidebar - "manage your patient acquisition pipeline". 1 Leads in the sidebar 2 New Lead 3 Table and Board views 4 Lead source 5 Status 6 Pipeline summary Each row shows the lead's name and source (e.g. "via AI receptionist", "via Friend", "via Google"), contact details, Status , who it's Assigned To , a Follow-up action, and when it was created. Toggle between Table and Board in the top right; New Lead adds one by hand. ## Pipeline stages The Pipeline panel on the right shows the stages with live counts: - New - just arrived, no contact yet. - Contacted - someone has reached out. - Waiting on Referral - pending a referral to come through. - Scheduled - an appointment is booked. - Converted - became a patient. - Lost - didn't proceed. Change a lead's [Section continues on the page.] ### Managing incoming referrals URL: https://ona.health/help/managing-referrals Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Receive referrals by fax into a dedicated inbox - See referrals parsed and matched to patients automatically - Convert a referral into a patient record - Watch inbox health - processed, failed, linked You'll need: a fax number provisioned. See Settings → Fax & Referrals. Referrals are how other providers send patients your way. Ona gives you a fax number, receives the referrals, reads them, and tries to match each one to a patient - turning a stack of faxed PDFs into structured records. ## The Referrals page Go to Referrals in the left sidebar - "review, match patients, and convert referrals into patient records". 1 Referrals in the sidebar 2 Referral columns 3 Status 4 Referral inbox (fax number) 5 Inbox health Each row shows the Patient name and date of birth, the Source (referring provider), a subject, Status , whether it's Linked to a patient, and when it was Received . ## How referrals arrive The Referral inbox panel on the right shows your dedicated fax number. Other providers fax referrals to it, and Ona "forwards referral PDFs from your existing source to this inbox to process them automatically". So an incoming fax doesn't sit as an image to retype - Ona reads it and creates a referral record. ## Statuses and matching - Processed - Ona has read the referral. - Failed - it couldn't be read or processed. Separately, Linked patient shows whether [Section continues on the page.] ### Viewing a patient's medication history URL: https://ona.health/help/medication-history Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Open a patient's medication history from inside DoseSpot - See fills from other prescribers and other practices, not just your own - Use it to reconcile what a patient is actually taking - Record the medications that matter on the Ona chart You'll need: DoseSpot set up for your clinic and for your account, and the patient's demographics complete. The patient's authorisation before you pull their history. What a patient tells you they're taking and what they've actually been dispensed are often two different lists. Medication history closes that gap: DoseSpot can query the patient's pharmacy and payer records and show you what has genuinely been filled, including scripts written by clinicians who have nothing to do with your practice. It's the same integration you prescribe through, so if DoseSpot is already working for you, medication history is already available - see Setting up DoseSpot if it isn't. ## Opening a patient's DoseSpot chart Go to Patients , open the patient, and choose DoseSpot under E-Prescribing in the chart sidebar. The same item sits in the sidebar of an open visit, so you can reach it mid-consultation without leaving the note. DoseSpot loads in place, inside Ona. It's normal for it to sit blank for a couple of seconds before the chart appears. 1 Medication History in the DoseSpot navigation ## Viewing the history In the DoseSpot navigation [Section continues on the page.] ### Setting up memberships and recurring billing URL: https://ona.health/help/memberships Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Turn on memberships and create monthly or yearly plans - Put a card on file for a patient, or let them add their own - Enroll a patient and charge them automatically each period - Handle failed payments, renewals and cancellations You'll need: Stripe connected with charges enabled, and a card on file for every patient you enroll. See Connecting Stripe . A membership is a standing charge: the patient's card is billed the same amount every month or every year until somebody stops it. That makes it different from everything else in billing - an invoice bills the patient once for work that was done ( Invoices and patient payments ), a claim bills the insurer, and a membership bills nobody in particular for anything in particular. It's the concierge fee, the wellness plan, the unlimited-messaging tier. Because the charge happens without anyone present to approve it, memberships have two hard prerequisites. Both are worth getting straight before you start. ## Before you start: Stripe Memberships run on Stripe subscriptions against your clinic's connected account, so Stripe must be connected with charges enabled . Until it is, memberships aren't half-available - they're invisible. Memberships doesn't appear under Settings → Billing at all, and going to the page directly sends you to Connect Stripe instead. On a patient record you'll see it stated plainly: an amber "Online [Section continues on the page.] ### Mentioning teammates URL: https://ona.health/help/mentioning-teammates Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Tag a teammate by typing @ in notes, tasks, and leads - Pick from your organization's members as you type - Send them a notification that links back to the exact spot - Keep the question and its context in the same place You'll need: nothing - mentions work for every active member of your organization. Work rarely belongs to one person. A note needs a second opinion, a task needs whoever actually owns it, a lead needs the person who spoke to them last. Mentions are how you pull someone in without leaving what you're working on: you tag them where the context already lives, and Ona tells them. ## Tagging someone Type @ and a picker opens under your cursor. Keep typing to narrow it - it matches on name and email. The mention picker open in a task description, showing matching team members - ↑ and ↓ move through the list - Enter or Tab inserts the highlighted person - Esc dismisses the picker and leaves your @ as ordinary text - Or just click a name Only active members are suggested. Someone you've invited who hasn't accepted yet won't appear until they do - see Inviting your team and roles . ## What a mention looks like The inserted mention is a highlighted chip carrying the person's name. A saved task description containing a highlighted mention chip The chip is part of the text, not an attachment to it. It saves with everything else, survives later [Section continues on the page.] ### Working across multiple locations URL: https://ona.health/help/multiple-locations Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Understand how a location flows through the whole product - Assign visits to a location and a specific room - Keep stock, claims, and scheduling correct per site You'll need: more than one location set up. See Setting up your workspace . A practice with more than one site - a downtown clinic and an uptown clinic, say - needs each location to behave as its own place: its own rooms, its own stock, its own address on claims. Ona threads the location you set up through every part of the product. This article shows where it surfaces, so a multi-site practice knows what to check. ## Locations are the anchor Locations are defined under Settings → Locations (see Setting up your workspace ), each with its address, phone, rooms, and - importantly for billing - its CMS-1500 service facility fields (Facility NPI Box 32a, Taxonomy Box 32b). That last part is why locations matter beyond logistics: the location identifies where care happened on a claim. The Locations page, each site with its rooms nested beneath Once a location exists, it appears throughout: ## On a visit When you create a visit (see Creating a consultation / starting a visit ), an in-person visit takes a Location - and you can narrow it to a specific room within that location. The location picker lists rooms nested under each site, so you can assign "Downtown Clinic → Room 111" rather than just the building. [Section continues on the page.] ### Building note templates URL: https://ona.health/help/note-templates Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Import a ready-made clinical template - SOAP, DAP, intake, referral letters - Build your own template from scratch - Use [placeholder] fields that fill in when the template is applied - Filter the library by specialty: primary care, mental health, therapy, pediatrics You'll need: nothing to start - 18 templates ship ready to import. A note template is a reusable skeleton for clinical documentation. Instead of writing a SOAP note from a blank page every visit, you apply a template and fill in the gaps. Templates are what make the AI-drafted note and the visit summary consistent across your practice. ## The Templates page Go to Library → Templates in the left sidebar - "create and manage templates with [placeholder] syntax". 1 Templates in the Library menu 2 Your templates 3 New Template 4 Library specialty tabs 5 A library template card The page has two parts. Along the top are your templates, plus New Template to build one. Below is the Library - "predefined clinical templates ready to import and customize", 18 in total. ## Import a ready-made template The fastest start is to import. The library is tagged by specialty - All , SOAP , Intake , Referrals , Primary Care , Mental Health , Therapy , Pediatrics , Functional Medicine - with a count on each tab. Each card shows the template name, a description, and the specialty it belongs to. Two actions: - Preview [Section continues on the page.] ### From signed note to superbill and claim URL: https://ona.health/help/note-to-superbill-and-claim Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - See a visit's billing in one place: service, quote, superbill - Turn a completed visit into a CMS-1500-style superbill - Read the line items - CPT codes, units, fees - before billing - Finalize a superbill, or void and recreate it - Enable auto-charge for a patient with a card on file You'll need: a completed visit with a signed note, and a service on the visit. Insurance configured if you'll submit a claim. Once a visit is documented and signed, its billing is assembled here. The visit's Billing tab is the bridge between the clinical record and the money - it gathers the service, the quote, and the superbill that a claim is built from. ## The visit Billing tab Open the visit and go to Billing in the Admin section of the sidebar. 1 Service 2 Quote 3 Billing panel 4 Auto-charge 5 Superbill Four things sit on this screen: - Service - what was delivered and its price, e.g. Manual Therapy Session, US$100.00. - Quote - an auto-generated estimate, e.g. BQ-000016, in Draft. This is the patient-facing price before anything is billed. - Billing - links a charge to the visit. Until then it reads "No billing is linked to this visit yet." - Superbill - "a CMS-1500-style billing summary frozen from this visit." Auto-charge this visit collects chargeable invoices from a card on file. It stays off until the patient has a saved card - the panel says so: "Add a card on [Section continues on the page.] ### Configuring notifications and reminders URL: https://ona.health/help/notification-settings Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Set which clinic events send email and which send SMS - Schedule automatic appointment reminders and confirmation requests - Customise the email and SMS copy each notification sends - Set organization-wide defaults that members can override You'll need: the Owner or Admin role to change organization defaults, reminders, and templates. Notifications decide how clinic events reach your team and your patients - a new booking, a chat message, a completed consent, an upcoming appointment. Too few and things get missed; too many and everyone tunes them out. This page is where you strike that balance. ## The Notifications page Go to Settings → Notifications - "shape how clinic events reach the team and patients". The Notifications settings page, showing email and SMS defaults The page has two cards of channel defaults: - Organization email defaults - "baseline email notifications for the whole organization. Members can override the ones sent to them." - Organization SMS defaults - "baseline text-message notifications for appointment, chat, and form moments." The SMS card needs a provisioned phone number ( Settings → Omnichannel ); until one exists the toggles are disabled. The list of notifications comes straight from the platform, grouped by category - Account & lifecycle , Appointments , Messaging , and Forms & consents - and each row says whether it's sent to [Section continues on the page.] ### Omnichannel URL: https://ona.health/help/omnichannel Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Omnichannel Calls, texting, email, in-app chat, and the website widget - one inbox. 6 articles Omnichannel - one inbox for every conversation How Ona keeps a patient's calls, texts, emails, portal messages, and website chats in one conversation - and how to find your way around the Chats inbox. 7 min read Setting up your channels Provision a phone number for SMS and calls, a dedicated email address, and browser calling in Settings → Omnichannel - then choose who answers inbound calls. 5 min read Texting and emailing patients Send and receive SMS and email from a patient's conversation - what each channel is good for, how replies arrive, consent and opt-outs, and how the in-app portal thread fits in. 4 min read Phone calls Call patients from the browser or through your mobile, answer inbound calls from the call bar, and find every call - with its recording and transcript - as a card in the conversation. 5 min read Chatting with website visitors Put a chat widget on your own website - visitors leave their details, become leads, and chat with your team straight from the Chats inbox. 5 min read Internal notes and mentions Switch a message to Internal to keep it off the record with the patient, @mention a teammate to pull them in, or turn it into a resolvable Note pinned to the chart. 4 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [Section continues on the page.] ### Omnichannel - one inbox for every conversation URL: https://ona.health/help/omnichannel-messaging Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - See every conversation with a patient or lead - phone, SMS, email, in-app, website - in one place - Switch channels mid-conversation without losing the history of the others - Start a conversation from Chats, from a patient or lead record, or from the floating messenger - Keep team-only context on the same thread with internal notes and @mentions - Control who on your team can see a conversation You'll need: any active member role to use the inbox. Provisioning channels needs Owner or Admin - see Setting up your channels . "Omnichannel" is one idea: a conversation belongs to a person , not to the channel they happened to use. A patient who calls on Monday, texts on Tuesday, and emails a photo on Wednesday has one conversation in Ona, opened from their chart, with each channel as a tab. Your team reads the whole story in order and replies on whichever channel fits - and the conversation carries a private layer of notes the patient never sees. This article is the map. The channel-specific details live in their own articles: Setting up your channels , Texting and emailing patients , Phone calls , Chatting with website visitors , and Internal notes and mentions . ## The channels Every channel lands in the same inbox and works with the same composer. Channel What it is Where it comes from In-App Secure messaging with a patient through the patient portal Every [Section continues on the page.] ### Setting up your channels URL: https://ona.health/help/omnichannel-settings Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Get a local phone number for two-way SMS and phone calls - Register the number with the carriers so texts are delivered at scale - Get a dedicated email address for patient and lead conversations - Enable phone calls from the browser and from your mobile - Decide who rings - and who is notified - when a patient calls You'll need: the Owner or Admin role. Every setting here applies to the whole practice. Every channel in the inbox needs something provisioned once. That all happens in Settings → Omnichannel , and it's the only place you need to come back to when you want to add a channel or change how inbound calls are handled. The website widget has its own page - see Chatting with website visitors . ## Phone number The Phone number section provisions the number your practice texts and calls from. Pick Provision number , choose the area code you'd like, and Ona assigns a local number in it - the number is registered with the carriers automatically. The Omnichannel settings page: the phone number, the email address, the Phone calls section, and 10DLC registration The number appears formatted, with a copy button. It's the number to publish for texting; once calling is enabled below, it's also your caller ID and the number patients call. ### Carrier registration US carriers filter unregistered business traffic, so a number that isn't registered can have its texts [Section continues on the page.] ### Using Ona Assistant URL: https://ona.health/help/ona-assistant Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Ask questions about your practice and get answers grounded in your data - Ask about the patient or visit you're looking at, with context already loaded - Get a starting point - a summary, a timeline, a next step - you then verify You'll need: to be signed in. The Assistant is available throughout the app. Ona Assistant is a chat assistant with context of your organization and, when you're on a patient or visit, of that record too. You ask in plain language; it answers from what's actually in your Ona data. ## Opening the Assistant The Assistant launcher sits at the bottom-right of the app. Click it to open the panel. 1 Ona Assistant header 2 Context chips 3 Ask anything input The panel greets you with "How can I help you today?" and an Ask anything box. Below the input, context chips show what the Assistant is currently scoped to - on a visit for Emily Carter, the chips read Consultation and Emily , so it already knows which visit and patient you mean. There's also Attach files and a Legal information note. The context chips are the thing to watch. They tell you what "this patient" or "this visit" refers to before you ask - so you're not guessing whether the Assistant knows who you mean. ## Asking about a patient With a patient in context, you can ask directly about them. Ask "What is this patient's main concern and diagnosis?" and the Assistant answers from the [Section continues on the page.] ### Ordering labs URL: https://ona.health/help/ordering-labs Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Ordering labs Junction and Fullscript orders, lab requisitions, and lab reports. 4 articles Ordering labs through Junction Place electronic lab orders from the patient chart, follow each order from requisition to result, and unstick orders that stop updating. 6 min read Ordering labs through Fullscript Order labs from the Fullscript catalog inside the patient chart, and open the results PDF when it comes back. 2 min read Generating lab requisitions Create a PDF lab requisition, filled in from the patient record, and fax it to any lab. 3 min read Reviewing lab reports Read parsed lab values next to the original report, acknowledge critical results, mark reports reviewed, and follow markers over time. 3 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Ordering labs through Fullscript URL: https://ona.health/help/ordering-labs-through-fullscript Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Browse the Fullscript lab catalog and order tests without leaving the chart - See Fullscript lab orders in the same list as your other orders - Open the results PDF from Fullscript once it arrives You'll need: the Owner, Admin, Doctor or Staff role, a Fullscript connection, and an email address on the patient. Fullscript's lab catalog includes both routine panels and specialty tests, such as DUTCH hormone testing. The order, and any payment for it, is handled in Fullscript. Ona keeps the order in the patient's Lab Orders list and links through to the results. ## Connecting Fullscript - Go to Settings → Dispensary → Labs and turn Labs on. - Open Connect Fullscript (also at Settings → Dispensary → Fullscript ). - Select Connect Fullscript and sign in to your Fullscript practitioner account in the pop-up. The card shows Connected with your Practitioner ID. The same connection powers supplement recommendations . Reconnect Fullscript signs in again if the connection lapses, and Disconnect Fullscript removes it. Patients need an email address Fullscript matches patients by email. If the patient has no email on their record, their Fullscript orders and recommendations won't sync to Ona. Add an email in Patient Information first. ## Placing an order - Open the patient and go to Lab Orders in the Dispensary section. - Select Order labs → Order via Fullscript . If [Section continues on the page.] ### Ordering labs through Junction URL: https://ona.health/help/ordering-labs-through-junction Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Order lab panels and a la carte tests electronically, without leaving the patient chart - See each test's collection method, turnaround and lab fee before you add it - Track an order from Ordered to Completed , with its requisition, labels and collection instructions attached - Cancel an order, or ask Junction to resend updates when an order looks stuck You'll need: the Owner, Admin, Doctor or Staff role, and your practice connected to Junction. Junction is Ona's electronic lab ordering route. The order goes straight to the lab. Its status updates on its own as the sample is collected and processed, and the results come back into the patient's chart as a lab report. You don't need to fax or re-key anything. ## Connecting Junction An Owner or Admin sets Junction up once for the practice. - Go to Settings → Dispensary → Labs and turn Labs on. - Open Connect Junction (also at Settings → Dispensary → Junction ). - Select Provision clinic in Junction . When the connection card reads Ready , and the webhook shows Registered , anyone with an ordering role can place orders. If the card shows Setup incomplete , or the webhook reads Not registered , select Re-run provisioning , then Check status . If the page says the deployment has no Junction credentials, contact Ona support. That part is configured on our side. ### Patient messaging Under Patients , the Junction [Section continues on the page.] ### The patient portal and self-service URL: https://ona.health/help/patient-experience Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Send patients a no-login link to fill in their own details, insurance, and payment method - Let patients complete interviews and consents before a visit - Let patients book themselves online and join telehealth visits - Understand what your patients see and do, so you can guide them You'll need: a patient record, and the relevant features switched on (booking pages, omnichannel). Ona pushes as much as possible onto the patient's own device - intake, insurance, consent, booking, payment - so your front desk isn't retyping what the patient could enter themselves. This article covers the patient-facing side from the clinic's point of view: what patients can do, and how you enable each piece. ## Self-setup: the patient fills in their own record Every patient record has a Details & Settings page holding their profile, contact, address, emergency contact, and insurance. 1 Section tabs 2 Personal details 3 Contact & communication 4 Address Rather than fill this in for the patient, you can send them a link to do it themselves. Use Share a setup link at the top of the page. 1 Share a setup link 2 The share popover 3 Copy setup link 4 QR Code The popover explains it: "Share a secure setup link - [patient] fills in their details, insurance and payment method." You can Copy setup link to send over SMS or email, or show a QR Code for a patient in the waiting room to scan. [Section continues on the page.] ### Patients URL: https://ona.health/help/patients Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Patients Adding patients, their records, and what they can do on their own. 3 articles Adding a patient Create a patient from just a first and last name, optionally email them a portal invitation, then fill in the record yourself or send them a setup link to do it. 6 min read The patient portal and self-service What patients can do on their own device - setup links, intake, insurance, consents, booking, and payment - and how you enable each piece. 5 min read Building care plans Build a reusable protocol once, apply it to any patient, and publish a plan they follow between visits - goals, recommendations, tasks and shared photos, with every published version kept. 11 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Phone calls URL: https://ona.health/help/phone-calls Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Call a patient or lead from their conversation, in the browser or through your own phone - Answer inbound calls to the practice number from the call bar, on any page - See every call as a card in the person's conversation, updating live - Play the recording and read the transcript of a finished call - Know what happens when nobody picks up You'll need: phone calls enabled in Settings → Omnichannel ( Setting up your channels ). Calling from your own phone - and being rung on it - needs a phone number on your member profile. Calls used to be the one channel that left no trail - a number dialled from someone's cell, a voicemail nobody logged. In Ona a call is a message like any other: it's placed from the person's conversation, it shows up there while it's happening, and once it's over the recording and transcript stay on the chart. ## Calling someone Open a patient or lead and pick their Calls tab, or use the Call entry in the contact menu on any patient or lead row. Two ways to place the call: - Call in your browser - the call runs through your computer's microphone and speakers. Your practice number is the caller ID. - Call from my phone - Ona rings your own mobile first; when you pick up, it dials the patient and connects you. Handy on the move, or when a headset isn't. The number it rings is the one on your profile, and you can override it per call. A [Section continues on the page.] ### Practice management URL: https://ona.health/help/practice Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Practice management Leads, tasks, reports, permissions, and running the org. 9 articles Managing leads Track prospective patients from first call or enquiry to booked visit - your acquisition pipeline, fed by the AI Receptionist. 2 min read Using tasks The shared to-do board for everything that is not a visit - follow-ups, chasing forms, onboarding steps - assigned and tracked. 2 min read Reading reports Read the Activity, Revenue, Patient A/R, and Claims report tabs, and export the data behind them. 2 min read Timesheets - clocking in, manual entries, and payable time Let your team clock in and out from the account menu, fill in shifts they forgot, and give admins a per-member breakdown of worked, break, and payable time with hourly rates and export. 8 min read Configuring notifications and reminders Set organization-wide email and SMS defaults per notification, schedule appointment reminders with confirmation requests, customise message templates, and let members override their own alerts. 6 min read Working across multiple locations Location is a thread, not a screen: how the location you set flows through visits, calendars, inventory, and claims for multi-site practices. 3 min read Roles, licences, and permissions The separate settings behind what a person can do in Ona - role, subscription, patient visibility and prescribing - and the symptom each produces when it's missing. 4 min [Section continues on the page.] ### Reading eligibility results URL: https://ona.health/help/reading-eligibility-results Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - See at a glance whether a patient's coverage is active - Check when the result was retrieved and how long it stays valid - Read the payer, member ID, and group from the insurance card on file - Work through the detailed benefits the payer returned - deductibles, copays, limits - Add a second insurance, or record scripts and prior authorizations You'll need: insurance switched on, and the patient's insurance details recorded. An eligibility check asks the payer, in real time, whether this patient is covered. Ona sends a 270 request and stores the 271 response, then shows you the result as a badge on the patient record. ## Where the result appears The patient header carries an eligibility badge - Insurance Eligible , Ineligible , or Unknown . The same badge appears in the Insurance column of the Visits list, so you can scan a day's visits for coverage problems before anyone arrives. Click the badge to open the Eligibility Check panel. 1 Status and coverage 2 Checked and valid-until dates 3 Insurance on file 4 Scripts & auths 5 Benefits ## The summary - Status - the overall result, e.g. Eligible . - Coverage - whether coverage itself is active. Status and coverage are separate fields, and they can disagree. - Svc code - the service type code the check was run for, e.g. 30 (Health Plan). This comes from the benefit type codes set on the service. - Checked [Section continues on the page.] ### Reading reports URL: https://ona.health/help/reading-reports Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - See operational and financial insight across four report groups - Track visit outcomes - completion, no-shows, cancellations by provider - Review revenue, patient accounts receivable, and claims performance - Set the time window and export any report You'll need: activity in the system - reports reflect real visits, invoices, and claims. Reports turn the day-to-day data - visits, invoices, claims - into a view of how the practice is doing. Go to Reports in the left sidebar for "operational and financial insights". 1 Reports in the sidebar 2 Report group tabs 3 Time window 4 A report with its Export control ## The four report groups Tabs across the top switch between groups: - Activity - visit operations. Includes Visit outcomes (completion, no-shows, cancellations by provider) and Visit frequency (intake vs. follow-up cadence and provider mix). - Revenue - money earned over the period. - Patient A/R - accounts receivable: what patients owe, and how aged the balances are. - Claims - insurance claim performance: submitted, accepted, rejected, paid. ## Time window and export The control in the top right sets the period, e.g. Last 30 days . Every report has its own Export button for pulling the underlying data out - into a spreadsheet, an accountant's hands, or a board pack. Always check the time window before reading a figure. "No-shows: 0" over the last 7 [Section continues on the page.] ### Recommending supplements URL: https://ona.health/help/recommending-supplements Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Recommend supplements through Fullscript without leaving the chart - Keep recommendations attached to the patient, so the next clinician sees what was advised You'll need: a Fullscript connection, and an email address on the patient. The supplement dispensary runs through Fullscript . You build the protocol in Fullscript's catalog, the recommendation is attached to the patient in Ona, and the patient orders through Fullscript. ## Recommending supplements Open the patient, or a visit, and go to Supplements in the Dispensary section. 1 Supplements in the visit sidebar 2 Open Fullscript Open Fullscript launches the catalog, where you build a protocol and recommend products to the patient. Keep supplement recommendations in the record, not only in conversation with the patient. A charted recommendation shows up on the patient's summary under Recommendations. The next clinician sees what was advised, and the patient has it in writing. ## The Fullscript connection Supplements depend on your practice being connected to Fullscript. An Owner or Admin sets it up under Settings → Dispensary → Fullscript , by signing in to the practice's Fullscript practitioner account. The same connection is used for ordering labs through Fullscript . Fullscript matches patients by email. If a patient has no email on their record, their recommendations won't sync to Ona. Related guides [Section continues on the page.] ### Reviewing and signing an AI-drafted note URL: https://ona.health/help/reviewing-and-signing-a-note Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Generate a clinical note from a template, pre-filled with visit and patient data - Edit the draft in a full rich-text editor - Sign the note to finalize it - Export a signed note as a PDF You'll need: a visit, and at least one note template. See Building a note template . Ona drafts your clinical notes so you review and sign rather than write from scratch. The draft is built from a template you choose, with placeholders filled from the visit and patient record. You stay in control - nothing is signed until you sign it. ## Generate a note Open the visit and go to its Notes section. When there are none, it reads "No notes yet." A visit's Notes section, empty, with the Generate one link Click Generate one (or Generate note once notes exist). The dialog asks which template to use. 1 Dialog title and description 2 Template dropdown 3 Generate note button It states plainly what happens: "Choose a template to generate a note for this patient. Placeholders will be filled with visit and patient data." Pick a template - your imported ones appear here, e.g. SOAP Note, Mental Status Exam - and click Generate note . A note that comes back full of "N/A" isn't broken. Placeholders fill from what's recorded, so a visit with no recording and no charted findings has little to draw on. The richer the visit - a recording, charted vitals, a diagnosis - the more the draft writes [Section continues on the page.] ### Roles, licences, and permissions URL: https://ona.health/help/roles-licences-and-permissions Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Understand the difference between a role, your subscription and patient visibility - Know why someone can't see patients, create a visit or prescribe - Fix each problem in the right place You'll need: the Owner or Admin role to change any of this. Several separate settings decide what a person can do in Ona: their role , your organization's subscription , the patient visibility rule, and prescribing setup. They're easy to confuse, and confusing them is behind most "why can't this person do X?" questions. This reference explains each one and how they interact. ## Roles: what someone is allowed to do Roles are set under Settings → Team Members when you invite or edit a member. See Inviting your team & roles . Roles are checkboxes, so one person can hold several, and their permissions add up. - Owner : full control of the organization. Only an existing Owner can give someone this role, on a member who has already been invited. The organization always needs at least one active Owner. - Admin : access to Settings and team management. - Clinician : sees patients, charts visits and signs notes. Which patients depends on patient visibility (below). - Staff : front-desk and support work across the practice, with every patient visible but no access to Settings. Settings is only available to Owners and Admins. Anyone else sees just Profile , Calendar Sync and Security [Section continues on the page.] ### Scheduling & visits URL: https://ona.health/help/scheduling Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Scheduling & visits Calendars, booking, visits, and telehealth. 5 articles Setting up your calendar and availability Set weekly availability, split shifts, and date overrides - and understand the three layers of rules that decide which slots patients can book. 4 min read Booking an appointment for a patient Book from the calendar or the visits list - two entry points into the same Create New Visit flow, because in Ona the visit is the appointment. 3 min read Creating and running a visit Create a visit, attach services, interviews, and consents, and work the visit workspace from scheduled through completed. 5 min read Running telehealth visits Run video-call visits: separate join links for clinician and patient, identical charting and billing, and the place-of-service code that matters. 3 min read Setting up your website and online booking Add your logo, turn on your public welcome and booking pages so patients schedule themselves, and see which settings they pull from. 4 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Building self-scoring screening forms URL: https://ona.health/help/screening-forms Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Import PHQ-9 and GAD-7 ready-made, with scoring and severity bands preconfigured - Turn any form into a screener with the Screening toggle - Give answers point values, set severity cutoffs, and add risk flags - See the score, the severity band and any flags the moment the form is submitted You'll need: nothing - PHQ-9 and GAD-7 ship ready to import. Screening turns a form into an instrument. Each answer carries a point value, and when the patient submits, Ona totals the points, matches the total against severity bands you define, and raises any flags you've configured - all automatically, at the moment of submission. Scores are visible to clinicians only. The patient fills in an ordinary form and never sees a number. It's built for standardized mental-health instruments - PHQ-9, GAD-7 and anything with the same shape - but works for any form where fixed answers map to points. ## Import a ready-made screener The fastest start is not to build anything. Two screeners ship in the form library under Library → Forms : - PHQ-9 Depression Screening - the nine-item Patient Health Questionnaire, with the canonical 0-27 scoring, all five severity bands, and a preconfigured suicidality flag on item 9. - GAD-7 Anxiety Screening - the seven-item anxiety scale, scored 0-21 with its standard bands. Import copies one into your own forms with the full scoring setup attached [Section continues on the page.] ### Sending a prescription URL: https://ona.health/help/sending-a-prescription Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Open DoseSpot from a patient chart or an open visit - Write and send a prescription as a prescriber - Prepare a prescription on a proxy account and queue it for a prescriber - Know which prescriber's queue you are writing into - Read the messages that stop DoseSpot from opening You'll need: DoseSpot set up for your clinic and a DoseSpot account of your own ( Setting up DoseSpot ). A DEA number on file for controlled substances. Prescribing starts from the patient, not from a separate application. DoseSpot loads inside the chart you're already in, on the patient you're already looking at. What you can do once it opens depends entirely on which kind of DoseSpot account you were given. A prescriber writes and sends. A proxy prepares and hands off. The screens differ, and it's worth knowing which one you're on before you start typing. ## Opening DoseSpot Go to Patients , open the patient, and choose DoseSpot under E-Prescribing in the chart sidebar. The same item sits in the sidebar of an open visit, so you can prescribe mid-consultation without leaving the note. DoseSpot loads in place. It's normal for it to sit blank for a couple of seconds before the chart appears. The DoseSpot chart open inside Ona, showing the patient, their pharmacy, and pending prescriptions ## Syncing happens on its own The first time anyone opens a patient in DoseSpot, Ona pushes that [Section continues on the page.] ### Setting up DoseSpot URL: https://ona.health/help/setting-up-dosespot Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Connect your clinic to DoseSpot - Give a prescriber an account that signs and transmits prescriptions - Give a staff member a proxy account that prepares prescriptions for a prescriber - Store DEA registrations so prescribers can write controlled substances - Unlink someone who leaves You'll need: the Owner or Admin role, each prescriber's NPI, and their DEA numbers for controlled substances. Ona prescribes through DoseSpot , a certified e-prescribing service. Enrolment happens once for the clinic and once for each person, and it's the only setup between an empty practice and a prescription arriving at a pharmacy. Go to Settings → DoseSpot - "Set up e-prescribing, link prescribers, and sync patients before launching DoseSpot charts." Everything on this page is admin work; nobody else needs to see it. ## The connection card The DoseSpot settings page, showing the connection card and the provisioning steps beneath it The card at the top is the clinic's own connection, in one of three states: - Ready - "Linked prescribers and proxies can launch DoseSpot from any patient chart." - Setup incomplete - the clinic exists in DoseSpot, but nobody is linked yet. - Not provisioned - the clinic hasn't been created yet. Start at Step 1. Beneath it sit Clinic ID , Members linked , and Charts - either Launchable or Locked . Read Ready carefully: it describes the [Section continues on the page.] ### Setting up services URL: https://ona.health/help/setting-up-services Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Create the services your practice offers, each with a price, duration and default visit mode - Give a service its own appointment reminders, or let it follow the practice schedule - Attach consents, forms and interviews that are added automatically - Set claim defaults, such as CPT code, place of service and modifiers - Control how far ahead and how close to the time patients can book, and whether they pay upfront - Choose which services and packages your booking page shows, and in what order - Bundle several services into a package sold at a single price You'll need: access to Services in the sidebar. Build any consents, forms or interviews you want to attach in Library first. A service is one thing your practice offers: a consultation, a vaccination, a therapy session. It carries a price, a duration, the billing codes used on claims, and the rules for booking it online. Set it up once, and every visit that uses it starts from those settings. ## The Services & Packages page Go to Services in the left sidebar. The Services & Packages page, showing seven service cards above two package cards The page has two sections. Services lists individual offerings, and Packages lists bundles of services sold at one price. Each service card shows: - The name, with its colour, and two optional icons. The eye means it's shown on your booking page. The card means patients [Section continues on the page.] ### Setting up your workspace URL: https://ona.health/help/setting-up-your-workspace Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Set the name, photo, credentials and bio patients see - Add your NPI, taxonomy codes and signature for claims and signed documents - Record your practice's phone, address and opening hours - Choose whether clinicians see every patient or only their own - Add the sites you work from, the rooms inside them, and their claim identifiers You'll need: any role for your own profile. The Owner or Admin role for Organization and Locations. Settings is at the bottom of the left sidebar. Owners and Admins see the full settings menu. Everyone else sees Profile , Calendar Sync and Security . Three pages matter first: My Profile (you), Organization (the practice) and Locations (where you work). None of them save as you type. When you change something, a bar appears at the bottom of the page. Select Save changes to keep your edits, or Discard to undo them. ## Your profile Go to Settings → My Profile . The My Profile page, with the profile photo, display name, personal details and contact sections The page is split into sections. Fill in what applies to you. - Your profile : your photo (JPG, PNG or WebP, up to 5 MB) and your Display Name . The display name is required. It's how you appear across Ona and to patients, for example "Dr. Jane Smith". - Personal details : first, middle and last name, date of birth and gender. Ona uses your legal name on clinical and billing [Section continues on the page.] ### Creating and running a visit URL: https://ona.health/help/starting-a-visit Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Create a visit and assign it to a patient, clinician, date, and location - Attach services, consents, and interviews so billing and paperwork are ready before the patient arrives - Move a visit through its stages, from Scheduled to Checked in to Completed - Chart inside the visit: vitals, diagnoses, allergies, medications, and notes - Record an in-person visit or join a video call, then generate a note from the recording - Reschedule, cancel, or mark a no-show You'll need: at least one service set up, and one location if you see patients in person. A visit in Ona is the container for everything clinical that happens with a patient at a point in time: the summary, vitals, diagnoses, notes, recordings, prescriptions, and the billing that follows. Create it before the appointment, then work inside it during and after. ## Create a visit Go to Visits in the left sidebar and click Add New Visit in the top right. 1 Visits in the sidebar 2 Add New Visit 3 timeframe tabs - Today, Tomorrow, This week, Next week, All Visits The Create New Visit dialog opens with the visit details on the left and three expandable sections on the right. 1 Visit details 2 Services 3 Consents 4 Interviews 5 Add New Visit to save Fill in the left column: - Title - defaults to "Visit". Replace it with something specific, like "Initial assessment". This is what staff see in the visit list [Section continues on the page.] ### Supplements & inventory URL: https://ona.health/help/supplements-and-inventory Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting # Supplements & inventory Supplement recommendations and physical stock. 2 articles Recommending supplements Recommend supplements through Fullscript from the patient chart, and keep every recommendation on the record. 1 min read Managing inventory Track physical stock per location - catalog items, count what is on hand, record consumption, and get warned before you run out. 2 min read ## Can't find what you're looking for? Book a demo and we'll walk you through it live - or email [email protected] and a human will help. Book a demo ### Running telehealth visits URL: https://ona.health/help/telehealth-visits Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Run a visit as a video call instead of in person - Join the consultation room from the visit - Send the patient their meeting link - Chart the telehealth visit exactly like an in-person one You'll need: a visit created with the Video call mode. See Creating a consultation / starting a visit . A telehealth visit in Ona is a normal visit with a video call attached. Everything else - charting, notes, billing - works the same as an in-person visit; the only difference is how you and the patient meet. ## Setting a visit to video A visit's mode is set when it's created: Video call or In person . A video visit shows Online in its header rather than a room or location. You can also switch an existing visit between modes from the bar at the bottom of the visit workspace, which shows Video call and In person toggles. Choosing a service tagged as telehealth (like the seeded "Telehealth Consultation") naturally pairs with the video mode. ## Joining the call The bar at the bottom of a video visit carries the call controls. 1 Online in the header 2 Video call / In person mode 3 Join a call 4 Copy patient link - Join a call - opens the consultation room for you, the clinician. - A copy button beside it - copies the patient's meeting link to your clipboard, confirmed by a "Patient meeting link copied to clipboard" message. So there are two links, and they're not the [Section continues on the page.] ### Texting and emailing patients URL: https://ona.health/help/texting-and-emailing-patients Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Text a patient or lead from their SMS tab and see their replies in the same place - Email with a subject line and attachments from their Email tab - Message portal patients securely on the In-App tab - Know when a patient can and can't be texted You'll need: a provisioned phone number for SMS and a provisioned email address for Email - see Setting up your channels . In-App works for every patient with a portal account. Three of the tabs on a patient's conversation are written channels: SMS , Email , and In-App . They share one composer and one history, so the choice between them is about the message, not the tool. This article covers what's specific to each. For the inbox itself, see Omnichannel - one inbox for every conversation . ## Choosing a channel - SMS is immediate and gets read. Use it for anything short and time-sensitive - a confirmation, a "we're running ten minutes late", a link. It's also what patients reply to fastest. - Email carries detail. Use it for anything with a document attached, anything the patient will want to find again, or anything too long to be a text. - In-App is the secure channel. Use it for anything you wouldn't put in a text or an email - it never leaves the portal, and the patient reads it after signing in. Nothing stops you from mixing them. A text saying "I've emailed you the instructions" is a perfectly good use of two [Section continues on the page.] ### Timesheets - clocking in, manual entries, and payable time URL: https://ona.health/help/timesheets Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Clock in and out in one click from the account menu, on desktop or phone - Add or correct a shift you forgot to clock - every change is kept in an edit history - Deduct an unpaid break from long shifts automatically, with one org-wide rule - See worked, break and payable time per member for any date range, with hourly rates and a payroll export You'll need: the Owner or Admin role to turn the feature on, set the break rule, set rates, and see the team breakdown. Every member can clock in and keep their own timesheet. Timesheets is an optional feature for practices that pay staff by the hour, or simply want a record of who was in when. Members clock in and out from the account menu in the sidebar; the time lands on their personal timesheet; admins get one page that rolls the whole team up into payable hours - and dollars, once a rate is set - for whatever pay period they pick. It is deliberately light-touch. There's no approval queue and no schedule to reconcile against. A shift is either clocked (started and ended with the button) or manual (typed in afterwards), and the admin view flags which is which, plus anything that was edited after the fact. That's usually all a small practice needs to run payroll honestly without adding a chore to everyone's day. ## Turning it on Go to Settings → Timesheets and flip the toggle. While it's off, nothing timesheet-related [Section continues on the page.] ### Troubleshooting URL: https://ona.health/help/troubleshooting Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Find the cause behind the most common "why isn't this working?" moments - Fix problems at their real source, which is usually a setting upstream Most issues in Ona trace back to a setting elsewhere, not the screen in front of you. This guide is organized by symptom. ## A clinician can't create a visit The Add New Visit button is disabled. Hover over it to see why. Licences are assigned automatically, so a disabled button almost always means your organization's subscription isn't active. The reason names the problem, such as a trial that has ended or a failed payment. An Owner or Admin fixes it under Settings → Subscription . See Roles, licences, and permissions . ## A clinician sees an empty patient list Everything looks set up, but their patient list is blank. Your organization is likely set to Assigned Patients Only under Settings → Organization → Patient Visibility . That's working as intended - the clinician sees only patients assigned to them. Either assign them patients, or switch the org to All Clinicians See All Patients . ## A service, appointment type, or slot won't appear when booking A slot shows only when both of these allow it: - Clinician availability (Calendars → Edit Availability). - The service's booking rules (Services → the service → Booking : buffer, notice, window and any custom weekly schedule). Organization opening hours don't affect [Section continues on the page.] ### Two-step verification URL: https://ona.health/help/two-step-verification Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Turn on two-step verification for your own account - Set up an authenticator app and keep a working backup - Know what sign-in looks like afterwards - Reset it for a team member who has lost their phone You'll need: an authenticator app on your phone or in your password manager, and a confirmed email address. Everything is under Settings → Security . Two-step verification asks for a 6-digit code from an authenticator app on top of your usual sign-in. A stolen or reused password stops being enough on its own, which is the single most useful thing you can do for an account that reaches patient records. It's per person and optional . You turn it on for yourself; there is no organization-wide switch that forces it on everyone. Owners and admins can't turn it on for someone else - but they can clear it if that person gets locked out. ## Turning it on Go to Settings → Security . The Two-step verification section shows Not enabled . - Click Set up . You'll be asked to confirm it's you first - your password, or Confirm with Google / Confirm with Apple if that's how you sign in. This step is deliberate: it stops anyone who wanders up to an unlocked laptop from attaching their own authenticator to your account. - Scan the QR code with your authenticator app. Google Authenticator, 1Password, Bitwarden, Authy and the built-in iPhone and Mac password managers all work - Ona [Section continues on the page.] ### Using tasks URL: https://ona.health/help/using-tasks Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Track your team's work on a shared kanban board - Move tasks through Backlog, Todo, In Progress, Done, Cancelled - Tag and assign tasks, and filter by member or tag - Set reminders so nothing is forgotten You'll need: nothing - a starter set of tasks ships with your workspace. Tasks are the shared to-do board for your practice. Anything that needs doing but isn't a visit - following up on a result, chasing a form, onboarding steps - lives here so it doesn't live in someone's head. ## The Tasks board Go to Tasks in the left sidebar - "manage and track your team's work". The Tasks kanban board, showing columns from Backlog to Cancelled Tasks are a kanban board with five columns, each showing a count: - Backlog - captured, not yet scheduled. - Todo - ready to start. - In Progress - being worked on. - Done - finished. - Cancelled - dropped. Drag a card between columns as work moves. The + on each column header adds a task straight into that column. You don't have to be on this page to add one. ⌘K → New task captures a task from anywhere in Ona - assigned to you, dropped into Todo - so a thought you have mid-visit doesn't wait for you to navigate here. See Using the command menu . ## Cards Each card shows a title, a tag (e.g. Getting Started , Explore ), a date, and the assignee's initials. The seeded workspace uses tasks as an onboarding checklist [Section continues on the page.] ### Setting up your website and online booking URL: https://ona.health/help/website-and-online-scheduling Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Add your practice logo to the pages patients see - Turn on a public welcome page, with your tagline, specialties and contact email - Turn on your booking page so patients book themselves - Copy share links for both pages, and preview them before sending You'll need: the Owner or Admin role. Services and clinician availability set up, so there's something to book. Ona gives your practice a public face: a welcome page that introduces you, and a booking page where patients schedule themselves. Both are switched on here, and both pull from settings you've already filled in elsewhere. ## The Website & Widget page Go to Settings → Website & Widget . It has four sections: Logo , Welcome Page , Booking Pages and Website Widget . 1 Website in the settings menu 2 Enable welcome page 3 Tagline and specialties 4 View landing page 5 Enable booking pages 6 View booking page Changes to the welcome page, booking pages and widget save automatically. The logo is the exception: select Save after uploading or removing it. ## Logo Your logo replaces the Ona wordmark on your welcome, booking, sign-in and patient portal pages. Select Upload logo , choose a PNG, JPEG or WebP up to 2 MB, then select Save . A horizontal logo that includes your practice name works best. Use Replace or Remove to change it later. ## Welcome page The Welcome Page is how your organization appears to [Section continues on the page.] ### Chatting with website visitors URL: https://ona.health/help/website-chat-widget Search… ⌘K Getting started Scheduling & visits Patients Omnichannel Faxes & referrals Forms, interviews & consents Charting & notes AI tools Billing & payments Insurance & claims E-prescribing Ordering labs Supplements & inventory Practice management Troubleshooting What you can do here - Add a chat button to your own website with one line of code - Collect every visitor's details as a lead, automatically - Answer website conversations from the Chats inbox, like SMS and email - Customise the colour, copy, and placement with a live preview You'll need: the Owner or Admin role, and access to edit your website's HTML. The website widget is a small chat window that lives on your own website - not your Ona pages, the site your practice already runs. A visitor clicks the button, leaves their name, and starts chatting. On your side, that's a new lead and a normal conversation in Chats ; on theirs, it's a direct line to your front desk without a phone call or a contact form that goes nowhere. ## How the widget works The widget is a script served from your Ona practice URL. Pasted into your website, it draws either a floating button in the bottom-right corner or an always-open chat block embedded in the page - your choice per page. When a visitor submits the contact form, Ona creates a lead with the source "widget" and opens a Widget conversation linked to it. Your team answers from the Chats inbox; the visitor sees replies while their chat is open, and if they come back later on the same browser, the conversation picks up where it left off - for up to 30 days. Because the widget is served from your practice URL, your styling changes apply everywhere it's [Section continues on the page.] ## Release notes ### Ona Release Notes - What's New in the Platform URL: https://ona.health/release-notes Release notes # Notes from the roadmap. New features, refinements and fixes for practices running on the platform. 4 releases · Latest Sep 16 · Read the latest 2026 - Latest Sep 16 , 2026 · v 2026.09.16 Sep 16 Latest ## A dashboard you arrange, and intake that goes out when you choose The dashboard home is now a grid of widgets each member can add, move and resize, and the forms, consents and interviews attached to a visit can be held and sent a set time before it. New · Improved · Fixed - New - Improved - Fixed - Sep 14 , 2026 · v 2026.09.14 Sep 14 v 2026.09.14 ## A better way to order labs: from requisition to reviewed result without leaving the patient chart Order lab panels through Junction without leaving the patient chart, follow every order from requisition to result, and review parsed values next to the original lab report. New · Improved - New - Improved - Sep 13 , 2026 · v 2026.09.13 Sep 13 v 2026.09.13 ## Diagnoses by the level, and a booking page that takes payment Adding a diagnosis is now a search-then-narrow flow through the ICD-10 hierarchy, and the public booking page has been rebuilt around three steps with pay-before-you-book for the services you choose. New · Improved - New - Improved - Sep 10 , 2026 · v 2026.09.10 Sep 10 v 2026.09.10 ## Introducing release notes Ona now has a public changelog. Every meaningful change to the platform gets an entry here, written for the people who use it. New - New ### A dashboard you arrange, and intake that goes out when you choose | Ona Release Notes URL: https://ona.health/release-notes/dashboard-and-intake-schedule 5 min read Copy link 5 min read · Copy link New ### A dashboard built from widgets The dashboard home is now a grid of widgets: My Schedule , Notifications , My Tasks , Week Capacity , visit and patient counts with trends, consent, form and interview progress, Birthdays , and, where your practice uses them, Eligibility , Claims in Flight and Leads Pipeline . Admins, clinicians and staff each start from a layout that suits their role, and only see widgets for the work they can do. The range picker in the header ( 1D , 7D , 30D , 90D , 12M ) sets the period for every count widget at once, and each one compares that period with the one before it. Your day at the top: schedule, notifications and tasks. Further down: capacity, intake progress, eligibility and leads. New ### Make it yours Choose Customize to rearrange the dashboard. Drag widgets to reorder them, drag the corner to resize, and remove any with × . As a widget grows it shows more, so My Schedule moves from today's agenda to a multi-day calendar. Add widget opens a catalogue you can search or filter by My day , Clinical , Operations and Billing . Drag a card onto the grid where you want it. You can add the same widget more than once. Choose Done to save. Your layout is yours alone, and it follows you to every device you sign in from. Reset puts back the default for your role, and Cancel discards the changes. Customize: drag, resize, and add from the catalogue. ## Dashboard changes - Widgets by role. Admins, clinicians and staff each start from their own layout, and only see widgets for the work they can do. - One range for every count. Pick 1D to 12M once, and each count shows its change from the previous period. - Resize to see more. Widgets show more as they grow. - Saved per member. Your arrangement follows you across devices and doesn't change anyone else's. - Back to the default any time. Reset restores your role's layout. If you keep it, you'll also get later [Section continues on the page.] ### Diagnoses by the level, and a booking page that takes payment | Ona Release Notes URL: https://ona.health/release-notes/diagnoses-and-booking-page 3 min read Copy link 3 min read · Copy link New ### Pick a diagnosis level by level The add-diagnosis dialog is a different shape. Type a condition and the matches land in the first column; open one and its more specific codes appear in the next, and the next, until you reach the code you actually mean. The path you took stays visible, so "L70 → L70.3" reads as a decision, not a lookup. Every code carries its billability. Category headers are marked not billable and the leaves that can go on a claim are marked billable , so the code you send to the front desk is the one the payer will accept. The selection line at the foot of the dialog always shows the full code and its official description before you commit. Search once, then narrow column by column. Deeper codes open a third column; the chosen path is summarised at the bottom. ## Dialogs changes - Search, then narrow. Matches on the left, more specific codes to the right. Arrow keys move between rows, → opens a column, ↵ confirms. - Billable at a glance. Categories that cannot be claimed are labelled, so you don't discover it at scrubbing time. - Custom entry stays. For a condition without a code, or a code you already know, Custom entry in the search bar skips the columns. - One shell for every record. Diagnoses, observations, allergies and medications now share the same dialog frame and action bar, so the buttons are where you left them. Tip Keyboard first The hints along the bottom of the dialog are live: ↑↓ chooses, → opens, ↵ goes to the next step, ⌘↵ jumps straight to a custom entry. Improved ### A booking page that takes payment The public booking page is now three steps: what, when, confirm. Packages sit above single visits, each with its included visits and price, and services you have flagged pay upon book are collected before the visit exists. Once the patient reaches the confirm step their time is held for 30 minutes while they pay on Stripe; if they don't, the slot is [Section continues on the page.] ### Introducing release notes | Ona Release Notes URL: https://ona.health/release-notes/introducing-release-notes 1 min read Copy link 1 min read · Copy link New ### One place for what changed Ona ships improvements every week, and until now most of them arrived quietly. From today, each release gets a short entry on this page: what changed, why it matters, and where to find it in your workspace. Entries are listed newest first and tagged new , improved or fixed , so you can tell at a glance what kind of change each one is. ## What to expect - Written for clinics. Each entry describes the change from the point of view of the person using it, with screenshots where they help. - Notable releases in the dashboard. When a release is worth knowing about, a short What's new card appears at the foot of the sidebar for your team. Dismiss it once and it stays dismissed, on every device you sign in from. ### A better way to order labs: from requisition to reviewed result without leaving the patient chart | Ona Release Notes URL: https://ona.health/release-notes/junction 5 min read Copy link 5 min read · Copy link New ### Order labs from the chart A patient's Lab Orders tab now has a single Order labs menu. Choose Order via Junction for an electronic order with tracked status and results, send the patient to Fullscript, or generate a downloadable Lab Requisition PDF as before. Ordering through Junction is three steps: confirm the patient, select the order set, then review and submit. Filter by lab, search tests by name or code, and switch between Panels and A la carte . The patient's zip code is applied for you, and every test shows its collection method, typical turnaround and lab services fee before you add it. The rail on the right keeps the patient details, the tests in the order and any Ask on Order Entry questions in view, so nothing is missing when you continue to review. One menu for every way to order. Search, add, review. The order builds up in the rail on the right. Improved ### Every order, from requisition to result The Lab Orders tab groups orders by month and filters them by In progress , Results and Requisitions . Junction orders show the lab, collection method, date and live status, with a Results ready badge the moment results arrive. Paper requisitions sit in the same list, with Send and View a click away. Open an order to see everything about it in one place: the results summary with marker count and when they were received, the tests and markers ordered, a timeline from Ordered through Requisition created and Partial results to Completed , and the order's details, including who ordered it and when it last synced. The requisition, labels and collection instructions are attached as documents. Junction orders and requisitions in one list, grouped by month. Results, timeline, details and documents for a single order. New ### Results you can read at a glance Open lab report brings up the original document from the lab side by side with its parsed values. Each marker shows its code, value [Section continues on the page.]