Exporting and sharing notes

Signed notes can leave Ona from a note's actions menu. Use Notes… to choose which signed notes to include, then export them together as one PDF. Patient-facing visit paperwork exports from the visit's Export menu.

How do I export a signed note as a PDF?

On a patient chart or visit, export signed notes when you need a PDF for a referral packet, another system, or your own records. In the left sidebar, click Patients or Visits, then open the patient chart or visit. On the Notes section, open the note's actions menu.

1. In the left sidebar, click Patients or Visits, then open the patient chart or visit and go to Notes.
2. Open the note's actions menu.
3. Select Export PDF.
4. If you need to include more than one signed note, open the visit's Export menu and select Notes….
5. In the export dialog, choose One PDF or ZIP of PDFs.
6. Use the scope, date and status filters to find the notes you want. Draft notes are marked Draft in the list.
7. Select the notes you want to include.
8. Select Export PDF.

Ona generates one PDF with the selected notes and downloads it in your browser.

How do I fax a signed note?

On a patient chart or visit, fax signed notes when the recipient needs them by fax. In the left sidebar, click Patients or Visits, then open the patient chart or visit. On the Notes section, open the note's actions menu. Send via fax appears only when faxing is enabled for your organization.

1. In the left sidebar, click Patients or Visits, then open the patient chart or visit and go to Notes.
2. Open the note's actions menu.
3. Select Send via fax.
4. If you need to fax more than one signed note, open the visit's Export menu and select Notes….
5. In the export dialog, choose One PDF or ZIP of PDFs.
6. Use the scope, date and status filters to find the notes you want to fax. Draft notes are marked Draft in the list.
7. Select the notes you want to include.
8. Select Send via fax.

Use Recipient (1) to choose who gets the fax, and Attached PDF (2) shows the signed note prepared as a PDF attachment.

Ona prepares the selected notes as one PDF attachment and opens the fax dialog with the file attached. If the PDF cannot be prepared or the attachment cannot be faxed, Ona shows an error.

For more on sending faxes, see Sending and receiving faxes.

How do I share a signed note with the patient portal?

On a patient chart or visit, share a signed note with the patient portal when the patient should be able to read it there. In the left sidebar, click Patients or Visits, then open the patient chart or visit. On the Notes section, open the note's sharing option.

1. In the left sidebar, click Patients or Visits, then open the patient chart or visit and go to Notes.
2. Find the signed note in Notes.
3. Use the patient-portal sharing option on that note to share it, or use the same place later to stop sharing.
4. You can share during signing when that option is offered. Signed notes also have a portal-sharing action after signing, and you can stop sharing later from the same note.

After the note is shared, the patient can read it in their portal.

How do I export an After Visit Summary?

On a visit, export an After Visit Summary when you need a patient-facing PDF instead of the full clinical note. In the left sidebar, click Visits, then open the visit.

Use Summary (1) if you need to return to the visit overview first. Then use Export (2) at the top right to open the visit export menu.

In the export menu, choose After Visit Summary (1). Use the section switches (2) to decide what the PDF includes, then select Export PDF (3).

1. In the left sidebar, click Visits, then open the visit and select Export.
2. Select After Visit Summary.
3. Turn sections on or off: Diagnoses, Medications, Recommendations, Allergies, Vitals & observations, and Clinical notes.
4. Select Export PDF.

By default, Diagnoses, Medications, Recommendations, Allergies, and Vitals & observations are included. Clinical notes is off by default. At least one section must be selected before you can export.

What can't I do here?

On patient charts and visits, note export and sharing are limited in these ways:

• Export, fax, and portal-sharing actions are for signed notes.
• A signed note is locked for direct editing. To change it, create and sign an amendment instead. See Correcting a signed note.
• Send via fax is not shown unless faxing is enabled for your organization.
• Note export uses the note's actions menu, the visit's Export menu, and the notes export dialog, which also includes One PDF and ZIP of PDFs and shows draft rows as Draft.
• After Visit Summary export is available from a visit.
• If no note is selected in the notes export dialog, Export PDF is disabled.

Common questions

Why don't I see Send via fax?

Faxing must be enabled for your organization. When faxing is not enabled, the notes export dialog still opens from Notes…, but Send via fax is not shown. The dialog still includes the file format choice and shows draft rows as Draft.

Can I include Clinical notes in the After Visit Summary?

Yes. In the visit's Export menu, choose After Visit Summary, turn on Clinical notes, and then select Export PDF. Clinical notes is off by default.

Can I edit a signed note after exporting it?

A signed note is locked for direct editing. If the signed record needs a correction, add and sign an amendment.

Where do I sign the note before exporting it?

Review and sign the note first, then export or share it. See Reviewing and signing an AI-drafted note.