One system
The board lives inside Ona's AI-native, all-in-one practice management platform, next to scheduling, charting, insurance eligibility, and billing — so clinic coordination is not stranded in a separate app.
Tasks
Clinic task management, on one kanban board
Ona Tasks is a shared kanban board built for medical practices, where clinic teams track follow-ups, prior authorizations, callbacks, and internal to-dos across five columns — Backlog, Todo, In Progress, Done, and Cancelled. Each card has one owner and color-coded tags, so work lives in the clinic, not in someone's inbox.
- Practice kanban board
- Five fixed columns
- One owner per card
- Color-coded tags
Tasks is the team coordination board inside Ona, the all-in-one practice management platform. It replaces a separate project tool with a simple kanban board tuned for clinic work: follow-ups, prior authorizations, callbacks, and refunds. You drag cards between five fixed columns, assign one owner, and everything autosaves.
It's built for small clinic teams — primary care, behavioral health, physical therapy, women's health, and cash-pay or specialty practices — that coordinate follow-ups, prior authorizations, and callbacks across a handful of people. It fits practices that want that work inside their EHR instead of scattered across a separate app, spreadsheets, or chat threads.
01 · The follow-up problem
Most clinic work dies in inboxes.
Important follow-ups compete with newsletters, calendar invites, and vendor pitches. The important stuff loses.
When every pending thread lives in someone's head (or drafts folder, or the back of a sticky note), the team can't see what's open — and the manager becomes the bottleneck by default.
Tasks belong somewhere shared: on a board, with a status, with a name next to them. That's it. No priorities, no sprints, no dependency graphs — just the shared list of what the practice is carrying today.
02 · Why Ona
A small, honest board.
Purpose-built for clinics
The statuses and card fields are shaped around follow-ups, prior authorizations, and callbacks — enough to replace Asana, Trello, or Monday for a small clinic's day-to-day coordination.
Simple by design
Drag, assign one owner, tag, and autosave — no setup ceremony to get the team running.
Honest scope
Cards describe team work today. They are not linked to individual patient records yet, and due dates, recurring tasks, and reminders are on the roadmap.
Five columns, not fifty
Backlog, Todo, In Progress, Done, Cancelled. The minimum set that covers clinic workflows without turning your board into an engineering ticket system.
Markdown descriptions
Richer than a title, lighter than a doc. Checklists, links, headings — enough to capture the context a teammate needs without switching tools.
03 · Workflow
A Tuesday morning on the board.
Move work across five fixed columns
Backlog, Todo, In Progress, Done, and Cancelled — pick up a card and drop it in the next column. Cancelled is there for the ones that don't need doing anymore, so the board doesn't grow a graveyard.Give every card one owner
So the team knows exactly who is expected to move it forward. Leave it unassigned for an open queue, or hand it off with a click.Tag and filter
Color-coded tags for the categories your clinic cares about — prior auths, callbacks, refunds, follow-ups — and filter the board by them, or by your own name.Write markdown descriptions
Checklists, links, and headings on each card: richer than a title and lighter than a document.Skip the busywork
Every change autosaves, so the board stays current without a manual save step — and reflects it immediately for everyone else.
“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
The callback list, made shared.
Voicemails, missed calls, walk-ins that need a follow-up — each one becomes a card with a tag. Nobody gets lost in a single person's head.
Billing
Denials and refunds, in the open.
Instead of a parallel tracking spreadsheet, keep the open billing threads on the same board the rest of the team is on. Tag them “billing” and filter.
Clinicians
My personal to-do, shared when I want.
Labs to review, scripts to refill, notes to tidy up. Keep them on the team board so someone else can pick them up if the day runs long.
Admin / owner
A Monday standup in five minutes.
Filter by the “In Progress” column and a tag or two. That's the standup agenda, already written for you.
FAQ
Common questions.
What is clinic task management in Ona?
Ona Tasks is a shared kanban board where your clinic tracks follow-ups, prior authorizations, callbacks, refunds, and internal to-dos. Each item is a card with one owner and color-coded tags that moves through Backlog, Todo, In Progress, Done, and Cancelled.
Can Ona track prior authorizations?
Yes. Create a card for each prior authorization, assign an owner, tag it, and move it across the board until it is approved or cancelled. Cards are not linked to a specific patient record today, and there are no due dates or automated reminders yet.
Does Ona have a kanban board for a medical practice?
Yes. The practice kanban board uses five fixed columns — Backlog, Todo, In Progress, Done, and Cancelled — with drag between columns, single-owner cards, filterable color tags, and markdown checklists, all autosaved.
Can I set due dates or reminders on tasks?
Not today. Due dates, recurring tasks, and task reminders are on Ona's roadmap. For now the board shows status and owner, and the team works it live.
Does Tasks work on mobile?
The web board is responsive and works in a mobile browser. There is no native iOS or Android app today.
Does this replace tools like Asana, Trello, or Monday?
For a small clinic's day-to-day coordination, yes — and it saves you one more login. If you're running big cross-functional projects, a full project tool is still the right call. Tasks is deliberately light.
Ready when you are
Clear the mental load.
See the board with your own team's workflows in a short call.