A timer that follows you
Start the timer on a patient's Care Time tab and it stays with you across the app: pause, resume, discard, or stop and log. It survives a page refresh. Or log time by hand for work you've already done.
Chronic Care Management
Chronic care management software that turns care time into claims
Ona's chronic care management software logs the minutes your team spends on patients between visits, with a timer or by hand, against their active care plan. Enrollment checks for a signed CCM consent, and each month a previewed close turns qualifying time into draft CCM claims priced from your fee schedule.
- Timer or manual logging
- Consent-checked enrollment
- Preview before you close
- Draft CCM claims each month
Ona Care Time is the chronic care management software inside Ona, the AI-native practice management platform. Staff and clinicians log the phone calls, medication reviews and care coordination they do between visits against the patient's active care plan. At the end of the month, Ona checks every patient against your thresholds and drafts the CCM claims.
It's built for primary care and internal medicine practices with Medicare patients living with chronic conditions, where hours of between-visit work have never been counted. CCM runs on care plans, so you switch it on from Settings → Care Plans.
01 · Why it matters
The work between visits is real work. Count it.
Chronic patients generate a steady stream of calls, refill questions, specialist coordination and record review. It takes real hours, and in most practices nobody writes it down, so it goes unbilled month after month.
Ona counts it as it happens, against the plan it serves. The harder part is knowing whether the month is billable: enrollment, consent, the code thresholds and your prices all have to line up. Ona checks each one and tells you plainly when one doesn't.
02 · What you get
Care time you can bill, and a reason when you can't.
Staff or clinician, set by role
Whether minutes bill as staff time or clinician time comes from the role of the person whose time it is, not from a dropdown. Owners, admins and doctors log on the clinician codes; staff on the staff codes.
Consent-checked enrollment
A patient is enrolled against their active care plan, and only with a signed consent of the Care Management type. The consent library includes a Chronic Care Management Enrollment consent to send.
A code ladder you can check
By default, 99490 from 20 staff minutes with 99439 add-ons, and 99491 from 30 clinician minutes with 99437 add-ons, each add-on capped at two units. Verify the thresholds against current CMS rules for the year you bill.
Preview before you close
Run preview evaluates every patient exactly as the close would, without writing anything. Blocked patients come first, each with the reason, such as a missing consent or an unpriced code, and a way to fix it.
Draft claims, priced by you
Closing drafts one insurance claim per patient, dated the last day of the month, with up to four ICD-10 codes from the care plan and a line per code, priced from your fee schedule. Ona ships the codes, not the prices.
03 · How it works
From a logged phone call to a draft claim.
Turn it on and price the codes
Under Settings → Care Plans, turn on Track care-management time and set the minimum billable minutes (20 by default) and the place-of-service code (11 by default). Then add prices for the CCM codes under Settings → Billing → Fee Schedule.Enroll the patient
Give the patient an active care plan and a signed Care Management consent, then click Enroll on their Care Time tab. Time logged before enrollment still counts once they're enrolled, as long as that happens before the month closes.Log time as you work
Start the timer, or log time manually with the activity, such as a phone call, patient message, care coordination, medication management or care plan review, plus the minutes and a short note.Preview the month
In Billing → Care Time, pick the period and click Run preview. Every patient shows staff and clinician minutes and whether they bill, fall short or are blocked, and why.Close into draft claims
Close period drafts the claims and marks the time as claimed. If nobody closes it, the month closes automatically at 03:00 UTC on the 2nd, skipping anything blocked.
04 · In practice
What this looks like on a real day.
Primary care practice
A month of phone calls, finally on a claim.
A nurse logs calls and a medication review for a patient with diabetes across the month. On the 2nd the month closes on its own, and a draft 99490 claim is waiting in Claims for review.
Practice manager
Nothing blocked goes unnoticed.
The first week of each month starts with Run preview. A patient whose consent isn't on file shows as blocked with its fix, instead of quietly missing the automatic close.
Physician-owner
Clinician time billed as clinician time.
When the owner reviews a patient's records and coordinates with a specialist, the minutes land on the clinician codes because of their role. Nobody picks a rate.
Clinical director
The program, in one report.
Reports → Chronic care management shows minutes logged, enrolled patients and how many reached 20 minutes each month, so the reach of the program is visible at a glance.
FAQ
Common questions about CCM in Ona.
What is chronic care management software?
Chronic care management (CCM) software tracks the time a care team spends on patients with chronic conditions outside visits and turns qualifying months into CCM claims. In Ona it runs on the patient's care plan inside the EHR, so time, consent, diagnoses and claims share one record.
Which CCM codes does Ona bill?
By default, 99490 for 20 or more minutes of staff time with 99439 add-ons per further 20 minutes, and 99491 for 30 or more minutes of clinician time with 99437 add-ons per further 30 minutes, each add-on capped at two units. One base code is billed per patient per month. The thresholds come from a configurable ladder, so verify them against current CMS rules for the year you bill.
Is patient consent required for CCM?
Yes. Ona only enrolls a patient with a signed consent of the Care Management type, and the consent library includes a Chronic Care Management Enrollment consent. Without one, the patient is blocked at close.
What does the monthly close create?
Draft insurance claims: one per patient, dated the last day of the period, with up to four ICD-10 codes from the care plan's health concerns. They join your other claims for review and submission. The underlying time is marked as claimed and can't be edited afterwards; corrections happen on the claim.
Can I fix a care time entry after logging it?
Unclaimed entries can be voided with a reason and logged again; they're never deleted. Once a month is closed, its time is frozen.
Who can log time and close the month?
Clinicians log their own time, and owners, admins and front-desk staff can also log time for a teammate. Only owners, admins and staff can preview and close the month.
Do I need care plans to use CCM?
Yes. Track care-management time lives under Settings → Care Plans and appears once Care Plans is on, because every minute is logged against the patient's active plan. Ending a plan ends its enrollment, so enroll the patient again on the new plan.
Does Ona support RPM, PCM or behavioral health integration codes?
Not today. Care Time covers chronic care management codes only, not remote patient monitoring, principal care management or behavioral health integration.
Ready when you are
Count the care you already give.
Book a demo and we'll walk through a month of care time, from the first logged call to the draft claim.