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.
Leads
Patient acquisition software with a lead pipeline for clinics
Ona Leads is patient acquisition software built into the clinical system: a lead pipeline for clinics that keeps every inquiry — from calls, referrals, and your team — in one inbox, then tracks it through stages from New to Converted. One-click convert-to-patient turns an inquiry into a chart, keeping the referral source and notes attached.
- 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.
01 · Why it matters
The gap between 'lead' and 'patient' is where growth leaks.
When inquiries live outside the clinical system, continuity and context both go missing.
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.
02 · Why Ona
A calm, focused lead pipeline.
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.
03 · Flow
From first hello to first visit.
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.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.Assign an owner and a follow-up date
And tag the referral source, so you can see what is actually bringing patients in.Track every touch
An activity timeline stays on the lead record, and multi-site groups can filter by location.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.”
04 · In practice
Simple pipelines that hold up.
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.
FAQ
Common questions.
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.