Archiving, restoring and exporting patient data

Archive and restore actions are available in the patient’s Details & Settings page. Owners, admins and staff can also select patients from the Patients list and archive or restore them in bulk. In the left sidebar, click Patients, then click the patient’s name. In the patient chart sidebar, open Details & Settings. The patient status menu in the sidebar also includes Archive patient for eligible clinic members. Export is available from the patient chart sidebar footer. Use these actions when a patient record should no longer be active, when an archived record needs to return to use, or when your practice needs a patient data export.

How do I archive a patient?

Archive a patient from the patient’s Details & Settings page or the patient status menu in the sidebar when the record should no longer be active. In the left sidebar, click Patients, then click the patient’s name. In the patient chart sidebar, open Details & Settings.

1. In the left sidebar, click Patients, then click the patient’s name.
2. Open Details & Settings in the patient chart sidebar.
3. Choose the archive action.
4. Complete the confirmation shown on screen.

The patient record is archived. If the record needs to return to use later, an owner, admin or staff member can restore it.

Owners, admins and staff can also archive multiple patients from the Patients list. In the left sidebar, click Patients.

1. Select the patients you want to archive.
2. To include every patient that matches the current list filters, use Select all patients.
3. Choose the archive action.
4. Complete the confirmation shown on screen.

The selected patients leave the patient list. Their visits, notes, forms and consents are archived with them.

How do I restore an archived patient?

Restore an archived patient from the patient’s Details & Settings page when the record should become active again. In the left sidebar, click Patients, then click the archived patient’s name. In the patient chart sidebar, open Details & Settings. This action is available to owners, admins and staff.

1. In the left sidebar, click Patients, then click the archived patient’s name.
2. Open Details & Settings in the patient chart sidebar.
3. Choose the restore action.
4. Complete the confirmation shown on screen.

The patient record is restored and can be used again in the chart.

Owners, admins and staff can also restore multiple archived patients from the Patients list. In the left sidebar, click Patients.

1. Select the archived patients you want to restore.
2. To include every archived patient that matches the current list filters, use Select all patients.
3. Choose the restore action.
4. Complete the confirmation shown on screen.

The selected patients return to the patient list. The visits, notes, forms and consents archived with them come back too.

How do I export a patient’s data?

Export patient data from the patient chart sidebar footer when your practice needs a copy of that patient’s record. In the left sidebar, click Patients, then click the patient’s name.

1. In the left sidebar, click Patients, then click the patient’s name.
2. In the patient chart sidebar footer, select Export.
3. Choose Download as PDF or Discharge letter….

Ona creates an export for that patient record.

What can’t I do here?

In the left sidebar, click Patients, then click the patient’s name and open Details & Settings in the patient chart sidebar, or select patients from the Patients list for bulk actions. Patient actions depend on your role and patient access.

• Clinicians see a dashboard scoped to their own patients and visits.
• Owners, admins and staff have access to the operational patient workspace and can archive patients from the patient status menu in the sidebar or bulk archive and restore patients from the Patients list.
• Clinicians cannot restore an archived patient. Restoration is available to owners, admins and staff.
• The export menu includes Download as PDF and Discharge letter….

For a broader role breakdown, see Roles, licenses, and permissions.

Common questions

Where do I find patient settings?

In the left sidebar, click Patients, then click the patient’s name. In the patient chart sidebar, open Details & Settings.

Can a clinician restore an archived patient?

No. Restoring an archived patient is available to owners, admins and staff.

What happens when I archive a patient?

The patient record is archived and leaves the patient list. Their visits, notes, forms and consents are archived with them. An owner, admin or staff member can restore the patient later if the record needs to become active again. You can start the archive from Details & Settings or from the patient status menu in the sidebar when that action is available to you.

What happens when I restore patients in bulk?

The selected patients return to the patient list. The visits, notes, forms and consents archived with them come back too.

Is archiving the same as deleting?

No deletion action is shown here. Use archiving when a patient record should no longer be active, and restore it if it needs to return to use.