Injection-site maps
Place numbered points on Face — front, Face — side or Body — full diagrams, or on a photo of the patient. Each point has a label, notes and, with inventory on, a product and quantity. Add as many sites as the procedure needs.
Procedures & Inventory
Procedure charting and clinic inventory for med spas and in-office care
Ona procedures record injections and in-office procedures on the patient's visit: numbered injection points on face or body diagrams or the patient's own photo, before-and-after images, and a CPT code billed on the visit's claim. With inventory on, completing a procedure deducts the products used, and stock is tracked at each location.
- Injection-site maps
- Before & after photos
- 23 starter templates
- Stock tracked by location
Ona Procedures is procedure charting and clinic inventory inside Ona, the AI-native practice management platform. Each procedure lives on the patient and the visit: notes, a CPT code, photos, and injection points mapped on a face or body diagram with the product and quantity used. Inventory tracks those products at each location and deducts them when the procedure is completed.
It's built for med spas and aesthetics practices first, for neurotoxin, filler and skin work, and for any practice doing in-office procedures: biopsies, joint and trigger-point injections, IUD and implant insertions. When a med spa opens its practice in Ona, Procedures, Memberships and Inventory are selected by default.
01 · Why it matters
The record of what went where, and what it used.
Aesthetic and in-office procedures are documented in detail a plain note handles badly: which points, how many units, which product, what the skin looked like before and after. When that lives on paper face charts and the stock count lives in a spreadsheet, neither stays right for long.
Ona keeps both in one place. The map, the photos and the products belong to the procedure on the visit, and completing the procedure is what moves the stock. The record and the count stop drifting apart.
02 · What you get
Charting and stock, in one motion.
Before, during and after
Upload photos at the desk or take them on a phone, in JPG, PNG, WebP or HEIC up to 25 MB. Mark each one Before, After, During, Injection site or Other, and add a caption.
Templates for what you repeat
Save any recorded procedure as a template, or import from 23 starter templates across neurotoxin, dermal filler, medical neurotoxin, musculoskeletal, skin and office procedures. Only the onabotulinumtoxinA templates state doses, cited from the label.
Billed from the visit
Add a CPT code to the procedure and it's billed on the visit's claim once the procedure is completed. Record a procedure with No visit when it shouldn't be billed.
Stock that follows the care
Completing a procedure deducts the products on its injection points, once and never twice. Service protocols deduct what a service uses when its visit is processed, and invoices can sell retail items straight from stock.
Alerts before you run out
Each item has a reorder threshold and an expiry alert. The Alerts tab lists low stock with a quick Receive, and stock expiring within 7, 30, 60 or 90 days with a quick Write-off.
03 · How it works
From a template to a completed procedure.
Turn on Procedures and Inventory
Owners and admins switch on Procedures under Settings → Procedures, and Inventory under Settings → Inventory if you want stock tracked. Import starter templates from Library → Procedures.Add the procedure
From the patient's chart or the visit, click Add procedure, pick the visit (or No visit, which isn't billed), and start from a template or a blank record.Map, photograph, code
Place the injection points on the diagram, set the product and quantity for each, and add before photos and the CPT code. Click Start when you begin.Complete it
Complete procedure records the time it was performed and deducts the assigned products from stock. Stop procedure records a reason and deducts nothing.Bill it and reuse it
The CPT code goes on the visit's claim. Save the procedure as a template if you'll do it again: the diagram points and code come with it, and the notes if you choose.
04 · Inventory
Stock, Movements, Alerts and Protocols.
Inventory is switched on under Settings → Inventory and used by owners, admins and staff.
Stock
Every item, at every location.
Reach for this to know what you have, where it is and what it cost.
Receive stock with its expiry date and cost, adjust a count, or write off what's expired or damaged with a reason. Write-offs can't be undone, so the history stays honest.
- Items with a category (Injectable, Filler, Retail or Supply), unit, unit cost, SKU and sale price
- Stock tracked per location, with transfers between locations
- Every movement logged: Received, Transfer out, Transfer in, Adjusted, Write-off, Consumed
- Movements filtered by item, type, location and date
Consumption
Three ways stock goes out.
Reach for this so the count follows the care, not an end-of-month recount.
Protocols are set per service type on the Protocols tab. Editing or deleting a line on a draft invoice updates its stock movement, so the count matches what was actually sold.
- Completing a procedure deducts its injection-point products once
- A service's protocol deducts its products when the visit is processed
- Each invoice line for an inventory item records its own Consumed movement
- Low-stock and expiring items listed on the Alerts tab
05 · In practice
What this looks like on a real day.
Med spa injector
Forehead and glabellar lines, charted in a minute.
Start from the neurotoxin template, adjust the points on the face diagram, and set the units per point against the vial in stock. Complete the procedure and the units come off inventory.
Aesthetics practice manager
A count you don't have to redo.
Received vials carry their expiry and cost. The Alerts tab shows what's running low and what expires within 30 days, with Receive and Write-off one click away.
Dermatology or family practice
Biopsies with the code already attached.
A punch biopsy from the starter template already carries its CPT code. Add photos and notes, complete it, and the code is on the visit's claim.
Multi-location clinic
Stock where it actually is.
Each location keeps its own stock. Transfer filler between sites and both sides log the movement, so neither count is a guess.
FAQ
Common questions about procedures and inventory.
What is procedure charting software?
Procedure charting software records what was done in an in-office procedure, including sites, products, quantities, photos and billing codes, on the patient's record. In Ona it sits on the visit inside the EHR, next to the note, the claim and your inventory.
Which diagrams can I map injections on?
Face — front, Face — side and Body — full, in female or male artwork that follows the patient's recorded gender, or any photo uploaded to the procedure. A procedure can have several mapped sites.
Does completing a procedure deduct inventory automatically?
Yes, when Inventory is on and the injection points have a product and quantity. Ona deducts them once when you click Complete procedure and never deducts twice. Stopping a procedure deducts nothing, and archiving one doesn't put stock back.
Do the procedure templates include doses?
Only the onabotulinumtoxinA templates state doses, taken from the product label. The filler and steroid templates leave doses for your clinician to set. All 23 starter templates are starting points to review and adapt.
Can I track inventory across multiple locations?
Yes. Stock is tracked per location, and a transfer logs a Transfer out at one location and a Transfer in at the other. Movements can be filtered by item, type, location and date.
Does Ona track lot numbers?
Not today. Received stock records its expiry date and cost, and the Alerts tab shows stock expiring within 7, 30, 60 or 90 days, but individual lot numbers aren't tracked.
Can I sell retail products from inventory on an invoice?
Yes. Give an inventory item a sale price and add it to an invoice, and each line records the matching stock movement. Editing or deleting the line on a draft invoice updates it; voiding an issued invoice doesn't return the stock.
Ready when you are
Chart the procedure. Let the stock follow.
Book a demo and we'll map a neurotoxin treatment from a starter template and show the stock move when it's completed.