Invoices drafted from the visit
Ona drafts the visit's invoice from its services, procedures charted during the visit included. Add manual lines or items sold from stock, set a tax rate, discount, and due date, then send.
Billing & Payments
Medical billing and patient payments, built into your EHR
Ona Billing is medical billing software built into the EHR. Each visit's invoice is drafted from the services on the visit, and your team sends it, charges the card on file, or records a payment at the desk. Copays, cancellation fees, promo codes and estimates live on the same patient record, and payments run on your own Stripe account with no cut taken.
- Invoices drafted from the visit
- Charge the card on file
- Copays and no-show fees
- Stripe, with no cut taken
Ona Billing is the medical billing and patient payments module inside Ona, the AI-native practice management platform that combines a CRM, EHR, and RCM in one system. Ona drafts each visit's invoice from the services on the visit, so billing starts from the visit record instead of a Friday-afternoon re-keying session. Your team sends it, charges the card on file, or records a payment at the desk, and payments run on your own Stripe account. Ona takes no cut.
It's built for US practices that bill patients directly — cash-pay and direct primary care, therapy, functional medicine, and med spas — and for hybrid clinics where insurance and self-pay meet on the same visit. Copays, cancellation fees, memberships, and claims share one patient record, so the front desk reads one balance per visit.
01 · Why it matters
Money gets stuck between the chart and the billing tool.
Every handoff between systems is a place a charge goes missing. Fewer systems, fewer leaks.
When billing lives in a separate system, every visit has to be keyed in twice. A service gets missed, a copay is collected twice or not at all, and a no-show costs the practice an hour it never bills for.
In Ona the invoice starts from the visit itself. The services on the visit price it, the card the patient saved pays it, and the balance shows next to the visit in the Visits list. You close the week knowing what's paid, what's due, and what's overdue.
02 · What you get
Billing that keeps up with the visit.
Charge the card on file
Patients save a card at intake or in the patient portal. Charge it straight from a draft: Ona issues the invoice, takes the payment, and emails the patient a receipt.
Copays that settle themselves
Record a copay at check-in and Ona holds it on the patient's account. When the payer's remittance arrives, the invoice re-prices and the copay is applied to what the patient actually owes.
Late-cancel, reschedule and no-show fees
Set a notice window and a flat or percentage fee. Staff confirm or waive it when they cancel, move or mark the visit, and Ona leaves it as a draft, emails it, or charges the card, as you choose.
Promo codes
A percentage or dollar amount off everything, or off chosen services, packages, and memberships, with an expiry date and usage limit. Patients enter codes on the booking page and on portal invoices.
Overdue reminders
Once an invoice passes its due date, Ona marks it Overdue and emails the patient a reminder with a pay link every 30 days, up to a final notice.
03 · How it works
From booked visit to paid invoice.
The visit sets the price
Services carry their price and CPT codes, and procedures charted during the visit join them. Your fee schedule, imported from a spreadsheet if you like, sets what each code bills. Switch a visit between Insurance and Self-pay and Ona shows what the patient will owe before it re-prices.Ona drafts the invoice
The visit's draft invoice is built from its services automatically. Review the lines, or start one yourself from Invoices → New invoice with visits, claims, stock items, or manual lines.Send, charge, or record
Send the bill with a pay link, finalize it without an email, charge the saved card, or record cash, a check, or a card run at the desk with Record onsite payment.Patients pay online
The pay link opens a Stripe checkout, the invoice PDF carries the same link, and the patient portal lists what's due under To pay. Mark a service or package pay-to-book and patients pay when they book.Balances follow up on themselves
Paid invoices settle the visit's Balance. Unpaid ones turn Overdue after their due date and get reminder emails, and insurance remittances re-price any line that was waiting on the payer.
04 · In practice
Billing shaped for how you get paid.
Cash-pay practice
The card on file, charged in one click.
Require a saved card at intake, then charge it from the visit's draft invoice. The patient gets a receipt, and nobody chases a payment link.
Insurance + self-pay mix
One balance per visit.
Collect the expected copay at check-in, let the remittance settle the rest, and read one Balance per visit in the Visits list instead of a copay column and a separate invoice list.
Medical spa / wellness
Packages, memberships, and launch offers.
Sell packages and memberships on your booking page, and covered visits draw down what the patient bought. Promo codes handle the launch offer.
Busy front desk
No-shows that don't cost you the hour.
The no-show fee is confirmed or waived as the visit is marked, then charged to the card on file or invoiced, following the rule you set once in Settings.
FAQ
Common finance questions.
Does Ona offer integrated EHR and billing?
Yes. Billing is built into Ona's EHR. Each visit's invoice is drafted from the services on the visit, and it lives on the same patient record as notes, scheduling, claims, and memberships. There is no separate billing system to sync.
How are invoices created in Ona?
Ona drafts the visit's invoice from its services, including procedures charted during the visit. Nothing goes to the patient until your team sends it. You can also start an invoice from Invoices → New invoice with visits, claims, items sold from stock, or manual lines, and set a tax rate, discount, and due date.
Can we charge a patient's card on file?
Yes. Patients save a card during intake or in the patient portal, and you can require one before intake is complete. Staff charge it from the invoice, even straight from a draft. Ona issues the invoice, takes the payment, and emails a receipt. If the card is declined, you can send the invoice instead.
Can Ona charge late-cancellation, reschedule and no-show fees?
Yes. Under Settings → Billing → Cancellation Fees, set a fee for late cancellations, late reschedules, no-shows, or any mix, each late fee with its own notice window, as a flat amount or a percentage of the visit's self-pay price. Choose whether a fee waits as a draft, is emailed, or is charged to the card on file. Staff confirm or waive it visit by visit, and your policy shows on the booking page.
Can Ona create superbills and estimates?
Yes. On a completed visit, create a superbill from the visit's Billing tab, finalize it, and download the PDF with CPT codes, fees, and provider details for the patient to submit. Each visit also gets an estimate built from its services, with a PDF you can share before the visit.
Does Ona take a cut of payments?
No. Payments run on your own Stripe account at Stripe's 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.
Does Ona support payment plans, HSA/FSA, or text-to-pay?
Not as dedicated features. There are no installment plans on an invoice; for a program paid over time, a membership can bill monthly for a set number of payments. Patients pay with any card your Stripe checkout accepts, and staff can copy an invoice's pay link into a text or email.
Can we issue refunds and export to accounting?
Yes to refunds: refund a payment to the card through Stripe or record a cash refund. Adjustments take a reason, such as courtesy, small balance write-off, or bad debt, and write-offs show by reason in the Revenue report. Report tables, including the Payments received deposit log, download as CSV. There is no direct QuickBooks or Xero integration.
Ready when you are
Get paid for every visit.
Bring your trickiest case — a copay, a no-show, a declined card — to a 15-minute demo.