Linked to the record
Set the patient, then link visits, leads and faxes. A task started from a chart, a visit, a lead or a fax arrives already linked, and its card shows who it's about.
Tasks
Clinic task management, linked to the chart
Ona Tasks is clinic task management built into the EHR: a shared board where your team tracks callbacks, follow-ups and admin work, each with an owner, a deadline and reminders. Every task can link to a patient, visit, lead or fax, so the work sits next to the record it's about instead of in someone's inbox.
- Linked to patients, visits, leads and faxes
- Deadlines and reminders
- Owner, watchers and @mentions
- Five-status board
Ona Tasks is clinic task management inside Ona, the AI-native practice management platform. It gives your team one shared board for the work that isn't a visit: callbacks, follow-ups, a form to chase, a fax that needs an answer. Every task has an owner, a deadline and reminders, and links to the patient, visit, lead or fax it's about.
It's built for small clinic teams (front desk, billing, clinicians and the owner) who share the same patients across a handful of people. Instead of a separate project app, the to-do list lives next to the record, so whoever picks up a task has the context one click away.
01 · Why it matters
Follow-ups die in inboxes.
The work that keeps a clinic running is rarely a visit. It's the call back, the form to chase, the result someone promised to review.
When that work lives in someone's head, a sticky note or a group chat, nobody can see what's open, and the practice manager becomes the reminder system by default.
Tasks gives it a shared place with a name, a day and a link to the patient. Anyone can see what's open, who has it and when it's due, and the person picking it up doesn't have to ask which chart it's about.
02 · What you get
A board that knows the patient.
Deadlines that warn you
Give a task a day. Its chip turns amber on the day it's due and red once it's overdue. Done and cancelled tasks never warn.
Reminders for the right people
Pick In 1 hour, Tomorrow 9 AM, Monday 9 AM or any time you like. Choose who gets nudged, add a note, and send an email as well when it can't be missed.
Owner, watchers and @mentions
One assignee owns each task, and watchers follow along. Assigning a task to someone else notifies them, and so does an @mention in the description.
Capture from anywhere
Press ⌘K, choose New task and type a title. It lands in Todo, assigned to you, so a thought you have mid-visit doesn't wait until you find the board.
Open beside your work
On desktop a task opens in a panel beside the board, with a link you can share. Checklists and links in the description keep the context in one place.
03 · How it works
From “someone should” to done.
Capture it where it starts
Press + on a column, use ⌘K, or open the tasks badge on a fax or a lead. Tasks started on a patient's chart or a visit are linked to it from the start.Give it an owner and a day
Assign one person, add watchers, set a deadline and tag it with the categories your clinic uses, such as Callbacks or Billing.Set a reminder
Choose a preset or a custom time, pick who gets notified, and turn on email if it can't slip.Work it from the board
Drag cards from Backlog through Todo and In Progress to Done, or tick a card's completion toggle. Filter by teammate or tag, or press / to search.Check your own list
The My Tasks widget on your dashboard shows what's assigned to you and what you created, each one a click from its next step.
“I killed three spreadsheets in our first week. The board runs the clinic now — everyone can see what's open without me having to ask.”
04 · In practice
Tasks, in the wild.
Front desk
Every callback on someone's list.
A voicemail that needs a call back becomes a task on that patient, assigned and due today. If the chip turns red, everyone can see it's still open.
Billing & operations
The fax that asks for something.
A records request or a prior-authorization response arrives by fax. Press T, type a title, and the task is already linked to the fax and its patient.
Clinicians
Follow-ups that survive the day.
Labs to recheck, a referral to send, a visit to book: add them on the visit's Tasks tab and hand them to staff with a deadline.
Practice owner
The Monday check-in, already written.
Filter the board by teammate or tag to see what's open and what's overdue. That's the week's agenda, without asking around.
FAQ
Common questions.
What is clinic task management in Ona?
Ona Tasks is a shared board inside the EHR where your team tracks callbacks, follow-ups and admin work. Each task has a status (Backlog, Todo, In Progress, Done or Cancelled), one assignee, optional watchers, tags, a deadline and reminders, and can link to a patient, visits, leads and faxes.
Can I link a task to a patient record?
Yes. Set the patient on any task, and link visits, leads and faxes too. Each chart and each visit has its own Tasks tab showing only the tasks linked to it, and tasks started there are linked automatically.
Can I set due dates and reminders on tasks?
Yes. A deadline is a calendar day: the card turns amber on the day and red once it's overdue. Reminders go to the teammates you choose at a preset or custom time, in Ona's notifications and, if you turn it on, by email.
Who gets notified about a task?
The assignee, when someone else assigns the task to them. Anyone @mentioned in the description. And the recipients of a reminder when it's due. Each person can turn these notifications off in their own notification settings.
Can Ona track prior authorizations as tasks?
Yes. Create a task for each authorization, link the patient and the payer's fax, assign an owner and set the deadline. Ona also recognizes incoming prior-authorization response faxes, and the tasks badge on a fax starts a task that's already linked to it.
Does Ona have recurring tasks or task automations?
Not today. People create tasks from the board, ⌘K, a chart, a visit, a lead or a fax. There are no recurring tasks and no rules that create tasks on their own.
Does Tasks work on a phone?
Partly. The full board needs a desktop or laptop. On a phone, open a patient or a visit and use its Tasks tab: tasks show as a list by status, with a tick to complete them. There's no native app.
Does this replace Asana, Trello or Monday?
For a small clinic's day-to-day follow-ups, usually yes, and it saves a login. Tasks is deliberately light: there are no projects, dependencies, recurring tasks or live co-editing, so big cross-functional projects still belong in a project tool.
Ready when you are
Clear the mental load.
See the board with your own team's follow-ups in a short call.