Adding a patient

Use Patients when you need to create a patient record before the full intake is complete. A name is enough to start the record; email, contact details, insurance and other information can be added later from the patient chart.

How do I check the Patients list before adding someone?

In the left sidebar, click Patients. Use Patients to search your patient list before creating a new record. This helps you avoid creating a duplicate and shows whether the person already has a patient record.

Use Patients (1) to open the patient list before you create a new record.

Use the search and filters to narrow the list, and use the ordering control in the filter sidebar when you want to change how the list is sorted. The Status column shows the patient record's current status, and Tags show any labels on the record. Owners, admins and staff also see tag management, analytics, duplicate review tools and selection checkboxes for bulk archive and restore on this page.

When you select one or more patients, the list shows bulk actions. While patients are selected, clicking another row adds it to the selection instead of opening the chart. Use Select all patients to select every patient matching the current filters, not only the rows currently loaded. If too many patients match, Ona selects the first 1,000 and asks you to narrow the filters.

Clinicians have a scoped patient list. They only see patients assigned to them, and the Patients page also has ordering controls in the filter sidebar.

How do I add a patient?

1. In the left sidebar, click Patients.
2. Select Add patient.
3. Enter First name.
4. Enter Last name.
5. Enter Preferred name, Pronouns and Sex assigned at birth if you want to capture them now.
6. Enter Email if you want to invite the patient to the portal now.
7. Enter Phone and Date of birth if you have them.
8. Select Add and invite if you entered an email address, or Add patient if you did not.

The First name (1) and Last name (2) fields are required. Add Email (3) only if you want to invite the patient to the portal now, then select Add and invite (4) if you entered one, or Add patient (4) if you did not.

The patient record is created. If you entered an email address, Ona sends the portal invitation as part of creating the patient. If you leave Email blank, nothing is sent.

How do I finish the patient record after adding them?

1. In the left sidebar, click Patients, then click the patient's name.
2. Select Details & Settings.
3. Edit the profile fields you have in the patient details panel.
4. Update Tags if you need to label the patient.

The saved details become part of the patient chart. If your organization uses the insurance flow, insurance details are also available from the patient settings area.

How do I invite a patient after creating them?

1. In the left sidebar, click Patients, then click the patient's name.
2. Select Details & Settings when the patient was created without an email address, or when you need to send the portal invitation later.

Add or confirm the patient's email address, save the patient record if you changed it, then use the portal invitation controls in the patient record. For the full invitation workflow, see Inviting patients to the portal.

The patient receives a portal invitation after you send it from the patient record.

How do I let the patient fill in their own details?

In the patient record, Details & Settings (1) opens the settings area for that patient. In the Account & Invitation area (3), select Share a setup link (2) to create a link the patient can use to complete their own setup.

1. In the left sidebar, click Patients, then click the patient's name.
2. Select Details & Settings.
3. Select Share a setup link.
4. Share the setup link with the patient.

The patient can use the link to complete their own setup. For what the patient sees in self-service, see The patient portal and self-service.

What can't I do here?

Patient access and setup have a few limits:

• Clinicians only see patients assigned to them. Owners, admins and staff see the full operational patient list, including the ordering controls in the Patients filter sidebar.
• Owners, admins and staff see tag management, analytics, duplicate detection, bulk archive and bulk restore on Patients. Clinicians do not see the bulk selection column or bulk actions.
• You do not need an email address to create a patient, but you need one to send a portal invitation.
• Pronouns appear only when your practice collects them.
• Insurance details appear only when the insurance flow is enabled for your organization.

Common questions

Do I need an email address to add a patient?

No. First name and Last name are enough to create the patient. Add Email only if you want to send a portal invitation now.

What happens if I add an email while creating the patient?

Ona creates the patient and sends the portal invitation as part of that step.

Can I add or change a patient photo later?

Yes. In the left sidebar, click Patients, then click the patient's name. Select Details & Settings to update the patient's details there. If you see Patient added without the photo while creating the patient, the patient record was still created and you can update the record again from the patient's profile.

Can I invite the patient later?

Yes. In the left sidebar, click Patients, then click the patient's name. Select Details & Settings, add or confirm the email address, save the record if needed, then send the invitation from the patient record.

Can the patient fill in their own information?

Yes. In the left sidebar, click Patients, then click the patient's name. Select Details & Settings, then use Share a setup link so the patient can complete their own setup.

Why can't a clinician find a patient in the list?

Clinicians have a scoped list and only see patients assigned to them. An owner, admin or staff member can use the operational patient list to check the full patient population, and the Patients page includes ordering controls in the filter sidebar.