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.
Tasks
Nothing falls through the cracks.
A kanban board tuned for clinics. Assign follow-ups, prior auths, and internal to-dos against patients and visits — so work lives in the clinic, not in someone's inbox.
- Kanban board
- Five statuses
- Assign to a teammate
- Color-coded tags
Clinic work isn't one big project — it's a thousand small threads. Follow up on labs. Send the prior auth. Call her husband back. Refund the intake fee. Email hides those threads; spreadsheets bury them; sticky notes, well, are sticky notes.
Ona gives your team a simple, shared kanban board built into the workspace you already live in. Not a platform. A board — the one source of truth for what your team is quietly carrying.
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 · What you get
A small, honest board.
Drag to move
Pick up a card and drop it in the next column. Re-order within a column to nudge something to the top. No status dropdown dance.
Assign to a teammate
Every card can have one owner — the person the team expects to move it forward. Leave it unassigned for an open queue, or hand it off with a click.
Color-coded tags
Create tags for the categories that matter to your clinic — billing, admin, callback, prior auth — and filter the board down to one lane when you need to focus.
Markdown descriptions
Richer than a title, lighter than a doc. Checklists, links, headings — enough to capture the context a teammate needs without switching tools.
Autosaves as you type
No save button, no “are you sure?” dialog. Edits queue and persist in the background so the board always matches reality.
03 · Workflow
A Tuesday morning on the board.
Morning triage
The team skims Todo and pulls what they're starting today into In Progress. Anything unowned gets an assignee in one click.Filter down to you
Filter the board by your own name (or a tag you care about) to get a focused lane — without hiding the rest of the board from the team.Update as you go
Add a note to the description, toggle a checklist item, swap an assignee — no modal, no save button. The board reflects it immediately for everyone else.Close things out
Drag to Done when it's finished. Cancelled is there for the ones that don't need doing anymore — so the board doesn't grow a graveyard.
“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.
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.
What statuses are on the board?
Five: Backlog, Todo, In Progress, Done, Cancelled. We've picked a small set on purpose — a bigger set tends to mean longer standups and more columns than anyone reads.
Are tasks linked to a specific patient?
Not today. Cards live on the team board and describe work your team is doing. If you'd like work tied to a specific patient or appointment, tell us — it's a direction we're interested in but not something we want to claim before we ship it.
Can tasks have due dates or recurring schedules?
Not yet. Today the board is status + assignee + tags + description. Due dates and recurring task templates are on our roadmap; we'd rather get them right than advertise them early.
Is there a mobile app?
The web workspace is responsive and usable on a phone browser for quick checks and updates. There's no native iOS or Android app — no silent background push, no offline mode.
How do notifications work?
Notifications today are focused on patient-facing events and chat messages. Dedicated task reminders (a nudge when something's stale, for example) are on the roadmap rather than live today.
Ready when you are
Clear the mental load.
See the board with your own team's workflows in a short call.