Calendars for the whole team
Clinicians work from My Calendar. The front desk uses Calendars, with Day, Week and Month views and a Clinicians or Locations tab, side by side in lanes. Drag a visit to move it, or drag its edge to change its length.
Scheduling
Online scheduling with team calendars and patient self-booking
Ona online scheduling gives your practice shared team calendars and a booking page patients use on their own. Patients pick a visit, package or membership, a clinician and an open time, and can pay as they book. Hours and booking rules tighten from the practice down to each site, room, clinician and service, so only times that really work are offered.
- Calendars by clinician or location
- Booking page and website widget
- Pay at booking, 30-minute hold
- Booking rules from practice to service
Ona online scheduling is the calendar and patient self-booking system inside Ona, the AI-native practice management platform. Your team works from shared calendars, by clinician or by location. Patients book themselves on your booking page, or in a widget on your own website, against the same live availability, and every booking becomes a visit on the patient's chart.
It's built for solo clinicians and multi-site groups that want patients to book, pay and reschedule without phone tag: primary care, behavioral health, women's health, nutrition, physical therapy, integrative and functional medicine, and medspas. In-person and video visits run from the same calendar.
01 · Why it matters
The calendar is the practice.
When patients book against one calendar and staff work from another, the practice pays for the gap.
Most practices run two schedules: the one the front desk keeps, and the one patients guess at over the phone. Every booking is a back-and-forth, every gap needs a callback, and every cancellation is a slot nobody hears about.
Ona puts both on one source of truth. Patients see only the times that actually work: inside your hours, clear of other visits and blocked time, and within your rules. Staff see the same calendar, and can still book outside it when they mean to.
02 · What you get
Scheduling tuned for a real clinic.
Rules that only get stricter
Set buffer, minimum notice, booking window, start times and overlapping visits for the practice, then for each site, room, clinician and service. Each level can only tighten the one above, and Bookable times shows where they all line up.
Caps that protect the day
Limit how many visits can start in an availability block, from 1 to 100, and how many a room or clinician takes per day. Online bookings stop at the cap. Staff get a warning and can choose Book anyway.
Paid when it's booked
Turn on Require payment to book for a service or package and patients pay on Stripe Checkout. The slot is held for 30 minutes and released if they don't pay. Promo codes and membership visits work at booking too.
Booking on your own website
Add the booking widget to your site as a block in the page, a floating button, or any button you mark. Start it on everything you offer, or on one service, package, membership or clinician.
Fewer empty chairs
Reminders and confirmation requests go out by email or SMS on your schedule. Patients reschedule or cancel from the patient portal, and optional late-cancellation, reschedule and no-show fees are shown before they book.
03 · How it works
From your hours to a booked visit.
Set your hours and rules
Opening hours and default rules live in Settings → Scheduling → Availability. Sites, rooms, clinicians and services can narrow them, and clinicians add date overrides and repeating blocked time for leave, lunch or admin.Decide what patients can book
Each service has a duration, price, visit mode (in person or video), the clinicians who take it and the intake it sends. Show it on the booking page, require payment, or ask screening questions first.Share the page or embed it
Share your booking page, or a link that opens on one service or clinician. Or add the booking widget to your own website in your colors.Patients book, pay and get confirmed
They pick a visit, package or membership, a clinician and an open time in their own time zone, then sign in and pay if needed. The visit lands on your calendar and their chart, and the confirmation goes out by email.Reminders and changes run themselves
Reminders and confirmation requests go out before the visit. Patients reschedule or cancel from the portal, staff drag visits on the calendar, and the patient is told either way.
“We stopped managing two calendars. Now the front desk looks at the same view the patient booked into, and Fridays feel like a workday again.”
04 · Multiple locations
Sites and rooms with hours of their own.
Run several sites from one workspace, without separate calendars for each.
Add each site under Settings → Locations and nest its rooms beneath it. A site uses the practice's opening hours or its own, and a room uses its site's or a narrower set. Each can carry its own booking rules, and rooms can cap visits per day. The Locations tab in Calendars shows every site and room.
Two things to know: the whole practice works in one time zone, and patients don't choose a location on the booking page. An online visit takes its service's default location, and staff can book any site or room.
- Sites with rooms nested under them
- Hours that inherit or narrow, site to room
- Booking rules per site and room
- Visits-per-day caps for rooms
- Calendars by location as well as by clinician
- Bookable times preview across every level
05 · In practice
Scheduling, shaped to the clinic.
Functional-medicine practice
90-minute initials, 20-minute follow-ups, paid up front.
Each service carries its own length, price and buffer. Require payment for the initial visit, sell a package for the program, and let members book the visits their plan includes.
Solo clinician
Your hours, your rules, no admin team.
Set a weekly pattern, add date overrides for vacation, block a repeating lunch and connect Google Calendar so personal events stay unbookable. Then share the link.
Multi-site group
Each site runs its own day.
Sites and rooms keep their own hours and caps, the front desk switches Calendars to Locations to see a site's day, and each service books into its default location.
Telehealth-first practice
Qualified patients, booked across time zones.
Video is the service's default mode, screening questions decide who can pick a time, and patients see open times in their own time zone while your hours stay set in the practice's.
FAQ
Common questions before you switch.
What is online scheduling in Ona?
It's the practice calendar and the patient booking page in one system. Your team schedules from shared calendars, and patients book themselves on your booking page or a widget on your website. Both see the same availability, and every booking becomes a visit on the patient's chart.
Can patients book appointments online themselves?
Yes. They choose a visit, package or membership, then a clinician, a day and an open time, shown in their own time zone. They sign in or create an account to confirm (there's no guest checkout), get the details by email, and can add the visit to Google Calendar.
Can I add online booking to my own website?
Yes. The booking widget sits in your page, opens from a floating button, or opens from any link or button you mark. It can start on everything you offer or on one service, package, membership or clinician, and it takes its own colors. You can also just share your booking page link.
Can patients pay when they book?
Yes, once Stripe is connected. Turn on Require payment to book for any service or package with a price. The patient pays on Stripe Checkout, the time is held for 30 minutes, and it's released if they don't finish. Promo codes can be applied at the review step.
Does Ona send appointment reminders?
Yes. Under Settings → Notifications you set reminders and confirmation requests by email or SMS. Out of the box, patients get a confirmation request 3 days before and reminders 1 day and 1 hour before, by email. SMS needs a practice number and the patient's consent. There's no waitlist today; a canceled time simply opens back up for online booking.
Does Ona sync with my own Google Calendar?
Yes, both ways. Each clinician connects their own Google account under Settings → Calendar Sync. Busy time from their calendars blocks those hours in Ona, and visits are written to a separate Ona calendar in their Google account. Ona reads only free and busy times, never event titles, guests or descriptions, and visit titles use patient initials unless an admin turns full names on. Outlook and iCloud aren't supported.
Can we run a multi-location clinic from one workspace?
Yes. Sites and rooms each get their own hours, booking rules and, for rooms, a daily visit cap, and Calendars has a Locations tab. The practice uses one time zone, patients don't pick a location online (a visit takes its service's default location), and equipment isn't scheduled.
How do buffers and booking limits work?
A buffer keeps time free before and after each visit. Minimum notice, booking window, start times and overlapping visits can be set at every level from the practice down to the service, and the strictest one wins. Staff who book outside these rules see a warning and can choose Book anyway.
Ready when you are
Give your front desk their afternoon back.
Walk through your real schedule in a 15-minute demo — bring your messiest calendar and we'll map it.