One inquiry inbox
Every new lead — created from the dashboard or added manually — lands in a single list. Name, phone, email, location, and notes captured in seconds.
Leads
Every lead, all the way to the chart.
A patient acquisition pipeline built into the clinical system. Capture inquiries from your site, social, and referrals — then track each lead until they're sitting in the waiting room.
- One inquiry inbox
- Board or table view
- Owner + follow-up date
- Convert to patient
Most clinics treat acquisition and care as two separate worlds. Marketing tracks “leads” in a spreadsheet. The clinic tracks “patients” in the EHR. The handover is lossy, and nobody can tell you cleanly where the last ten patients actually came from.
Leads in Ona keeps that thread intact. Inquiries live beside your patient records in the same product — with a single-click “convert to patient” so the history comes with them.
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 · What you get
A calm, focused lead pipeline.
Board or table, your call
Switch between a Kanban board (New · Contacted · Waiting on referral · Scheduled · Converted · Lost) and a sortable table. Drag to move stage; click to open.
Owner + follow-up
Assign each lead a teammate and a follow-up date so nothing quietly ages out. Overdue follow-ups stay visible in the pipeline.
Activity timeline
Notes and activities log against the lead record so a colleague picking up tomorrow can read what happened yesterday in a minute.
Convert to patient
When a lead becomes a real patient, convert in one click. The record moves to the patient side of the house with its source and notes intact.
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.
Inquiry captured
A new lead is created — from a call, a referral, a form — with contact details, location, referral source, and any notes.Owned and followed up
The lead is assigned to a teammate with a follow-up date. It shows up on the board for that owner until it moves or converts.Moved through stages
As you reach them, qualify them, and schedule a visit, the stage changes and the activity timeline fills in.Converted to patient
When they book, one click converts the lead into a patient record so the chart opens with the history attached.
“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 replace our CRM?
For straightforward patient-acquisition workflows, many clinics use Ona's leads pipeline on its own. For heavy B2B or marketing-automation needs, you may still want a dedicated CRM — two-way sync with tools like HubSpot or Salesforce isn't available today.
Can we import existing leads?
Contact us during onboarding and we'll help map your existing list into the pipeline. A self-serve CSV importer is on the roadmap.
How do web forms get into the pipeline?
Today, leads are typically added from the dashboard when a call or referral comes in — or via our API. Direct web-form and ad-platform capture is on the roadmap.
What statuses can a lead move through?
New, Contacted, Waiting on referral, Scheduled, Converted, and Lost. You can drag between them on the board or change status inline in the list.
What happens when a lead becomes a patient?
A one-click conversion creates the patient record and links back to the original lead so the history stays with them.
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.