Invoices generated from the note
Service codes, labs, and prescriptions pulled from the signed chart note. Itemised invoice ready to review the moment the visit closes.
Billing
Billing that moves as fast as care.
Generate invoices straight from the chart, collect payments online or in-clinic, and reconcile against every visit — without leaving Ona.
- Invoice straight from the chart
- Online + in-clinic payments
- Payment plans
- Superbills and CMS-1500
Billing is the part of the clinic that gets stapled on — a separate system, a separate login, a separate team who learns the chart in summary form. Errors compound. Revenue sits in outstanding balances for months.
Ona keeps billing inside the clinical workflow. Invoices pull from the visit automatically. Patients pay online or at the desk. Reconciliation is a side effect of the day, not a Friday afternoon project.
01 · Why it matters
Revenue lives in the friction between systems.
Every handoff between the chart and the billing tool is a place money gets stuck. Fewer systems, fewer leaks.
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.
02 · What you get
Billing that keeps up with care.
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 and receipts sent instantly.
Payment plans that run themselves
Split a balance across weeks or months with auto-charge on cards file. Patients get SMS nudges before each charge — failed cards retry automatically.
Superbills and claim docs
Export superbills for patients submitting their own claims, or generate CMS-1500s for clinics running insurance-side billing. One flow, same data.
Refunds and adjustments, audit-safe
Reversals, partial refunds, and write-offs follow a reviewable flow. Nothing happens in the shadows; every change is logged to the chart.
Real-time revenue view
Daily revenue, outstanding balances by age, top services by margin — live dashboards that update the instant a payment clears.
03 · How a charge flows
Signed note to cleared deposit.
Note signed, charges posted
Service codes, labs, and add-ons map automatically to the fee schedule. You review; you don't re-enter.Patient pays or defers
For self-pay: card on file auto-charges, or the patient gets a clean text-to-pay link. For insurance: claim queues for submission with the right payer rules.Deposits reconcile cleanly
Payments line up with invoice IDs. Bank reconciliation stops being a hand-matching exercise.Denials and failures retry gracefully
Failed cards retry on a smart schedule. Denied claims kick back to a correction queue with the payer's reason pre-mapped.
“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.”
04 · In practice
Billing shaped for how you get paid.
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.
FAQ
Common finance questions.
Do you work with insurance (claim submission)?
Yes — integrated clearinghouse submits claims, tracks status, and routes denials into a correction queue. We support CMS-1500 and most major payers out of the box.
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.
What processor do you use?
Stripe under the hood. We pass through rates; we don't take a cut of your payments.
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.