Captured without typing
Calls, texts and emails from unknown people, AI receptionist calls, and your website chat and contact form all create leads, each marked with its source. Your team can still add one by hand.
Leads
Patient lead management: every inquiry captured, tracked and converted
Ona Leads is patient lead management built into the practice platform. Calls, texts and emails from new people, AI receptionist calls, and your website's chat and contact form become leads on their own, with their source and campaign. Your team works them through your own statuses and converts each one into a patient in one step.
- Captured from calls, texts, email and web
- Ad and campaign attribution
- Your own statuses, list or board
- Convert to a patient in one step
Ona Leads is patient lead management inside Ona, the AI-native practice management platform. Anyone new who calls, texts or emails the practice, talks to the AI receptionist, or writes through your website's chat or contact form lands in Leads on their own, with where they came from. Your team works each one to a booked first visit, in the same system as the chart.
It's for practices growing their patient base: cash-pay and membership practices, functional and integrative medicine, women's health, behavioral health, and medspas running ads or local search. Solo clinicians and multi-site groups use it instead of a separate sales CRM, a shared inbox and a spreadsheet.
01 · Why it matters
The gap between inquiry and patient is where growth leaks.
New patients reach you through five channels. Follow-up usually lives in none of them.
A voicemail from a new number, a form on the website, a text asking about prices: each lands somewhere different, nobody owns the callback, and the ones that go quiet are never noticed. Meanwhile nobody can say which ad or search actually brought in the patients who booked.
Ona captures every new inquiry in one list the moment it arrives, keeps the conversation on it, and turns it into a patient without re-keying a thing.
02 · What you get
A lead pipeline that fills itself.
Know which ads work
Leads from your website carry their UTM tags, ad click ID, referring site and landing page, sorted into channels like paid search, paid social and organic search. The Leads by channel report adds them up.
Your pipeline, your statuses
Name, color and order the statuses your front desk actually uses, grouped as Open, Converted and Lost. Work leads in a list or drag them across a board.
The whole conversation on the lead
Each lead opens on How they reached you: the AI receptionist's call summary, with the recording and transcript a click away. Call, Text and Email sit at the top, and the activity history writes itself.
Follow-ups that don't slip
Give every lead an owner and a follow-up date or time. It turns amber when it's due and red once it's overdue, and the Follow-up due view lists everyone waiting on a callback.
Convert in one step
Convert creates the patient with the lead's name, phone, email, date of birth, notes and insurance, and moves its texts, emails and calls onto the chart. Invite them to the portal and book the first visit straight away.
03 · How it works
From first hello to first visit.
Someone new gets in touch
They call, text, email, talk to the AI receptionist, or write through your website. A lead appears in your first open status, marked with how they came in. People who are already patients never become leads.See how they reached you
Open the lead to read the call summary or message, the campaign and page that brought them from your website, and anything they told you.Work it to a booking
Assign an owner, set a follow-up, and call, text or email from the lead. Log anything that happened outside Ona as a note, call, email or referral.Convert to a patient
Convert creates the patient and moves the conversations across. Add an email to send a portal invitation, and tick Book a visit next to open the visit form.See what's working
The Insights card shows new leads, conversions and conversion rate over 7, 30 or 90 days. Reports break leads down by source, by channel and by campaign.
“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 · Website widgets
Turn website visitors into leads.
Two small embeds for your site, set up under Settings → Website Widgets.
The chat widget opens a conversation your team answers from Omnichannel, as a floating button or a block in the page. Visitors leave their name, plus an email or phone if you require them, and can get an automatic reply in and out of opening hours.
The contact widget is an inquiry form that sits in your page: name, email, phone, date of birth and a message, in one column or two. Both run on the same script, which remembers what brought each visitor to your site for 90 days, so the lead arrives with its campaign attached.
- Chat widget, floating or embedded
- Contact form with the fields you require
- Automatic replies while open or closed
- UTM tags and ad click IDs captured
- Your accent color and wording
- Known patients matched, never duplicated
05 · In practice
Pipelines that hold up.
Front desk
A clean list of who needs a call back.
Open Follow-up due or Mine and work down the list. Call or text from the lead, set the next follow-up, and move it on. Overdue leads stay red until someone acts.
Cash-pay practice running ads
See which campaign sent the patient.
Leads from your website carry their channel, platform and campaign. Leads by channel shows which ones, and which landing pages, bring people in.
After-hours practice
Missed calls become morning callbacks.
When the AI receptionist takes an evening call from someone new, the lead is waiting next morning with the call summary, so the callback starts where the caller left off.
Multi-location group
One pipeline, filtered by site.
Each lead can carry a location and an owner, so every site works its own list without losing the practice-wide view.
FAQ
Common questions.
What is lead management in Ona?
Ona Leads is a pipeline for prospective patients, built into the practice platform. It collects new inquiries from calls, texts, email, the AI receptionist and your website, tracks each one through your own statuses with an owner and follow-up date, and converts it into a patient when they're ready. There's no separate CRM to buy or sync.
How do leads get into Ona?
Automatically from calls, texts and emails from people Ona doesn't know, from AI receptionist calls, and from your website's chat and contact widgets. Staff can also add leads by hand. Texts and email come in through Omnichannel (free up to 2 practitioners, then $150/month), calls need the Calls add-on ($25/month) or the AI receptionist. Importing a lead list from a file, and lead forms from ad platforms, aren't supported today.
Can Ona track which ads and campaigns bring in patients?
Yes, for leads from your website. The widget script records UTM tags, ad click IDs from Google, Microsoft, Meta, TikTok, LinkedIn, X and Reddit, the referring site and the landing page, keeping the first visit for 90 days unless a tagged visit replaces it. Leads by channel reports channels, platforms, campaigns and landing pages. Phone and text leads carry their source but no campaign.
What happens when I convert a lead to a patient?
Ona creates the patient with the lead's name, phone, email, date of birth, notes and insurance, and moves its texts, emails and calls onto the patient. Add an email to send a portal invitation, and choose Book a visit next to open the visit form. The lead's source, attribution and activity stay on the converted lead in Leads.
Can I customize the lead statuses?
Yes. Owners and admins add, rename, recolor and reorder statuses under Settings → Leads, in three groups: Open, Converted and Lost. New leads start in the first open status. Removing a status that's in use asks where to move its leads first.
Will the same person show up twice?
No. A text, call or email from someone who's already a lead lands on that lead, and someone who's already a patient never becomes one. A contact form from an existing lead fills in missing details instead of creating a copy.
Does Ona sync with a CRM like HubSpot or Salesforce?
Not today. Practices with heavy marketing automation may still run a dedicated CRM alongside Ona. For most, keeping the pipeline next to the chart, the inbox and the calendar 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.