Exporting and sharing notes

Use the notebook on a visit or patient chart when a signed note needs to leave Ona. Visit notes are in a visit's Notebook. Patient-level notes are in a patient's Notebook.

How do I export a signed note as a PDF?

Export a signed note from the visit or patient Notebook when you need a PDF copy for a referral packet, another system or your files. In the left sidebar, click Visits, then click the visit, or click Patients, then click the patient's name. Select Notebook.

1. Select the signed note you want to export.
2. Open Share.
3. Select Export PDF.

Ona generates the PDF and downloads it in your browser. If the export fails, try again in a moment.

How do I fax a signed note?

Fax a signed note from the visit or patient Notebook when the recipient needs it by fax. In the left sidebar, click Visits, then click the visit, or click Patients, then click the patient's name. Select Notebook. Send via fax appears only when faxing is enabled for your organization.

1. Select the signed note you want to fax.
2. Open Share.
3. Select Send via fax.

Ona prepares the signed note as a 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?

Share a signed note with the patient portal when the patient should be able to read it there. In the left sidebar, click Visits, then click the visit, or click Patients, then click the patient's name. Select Notebook.

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?

Use Export on the visit page when you need a patient-facing After Visit Summary instead of the full clinical note. In the left sidebar, click Visits, then click the visit. Use Export on the visit page.

1. 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?

Open a visit or patient chart (in the left sidebar, click Visits, then click the visit, or click Patients, then click the patient's name) and select Notebook. Notebook sharing and export actions are limited in these ways:

• Unsigned notes are for editing and signing. Use signed-note actions when you need to export, fax or share a note.
• 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.
• If no section is selected for an After Visit Summary, Export PDF is disabled.

Common questions

Can I export a draft note?

No. Review and sign the note first, then use Export PDF.

Why don't I see Send via fax?

Faxing must be enabled for your organization. When faxing is not enabled, the signed note can still be exported, but Send via fax is not shown.

Can I include clinical notes in the After Visit Summary?

Yes. In the left sidebar, click Visits, then click the visit. Open Export, choose After Visit Summary, and turn on Clinical notes before selecting Export PDF. It is off by default.

Can I edit a signed note after exporting it?

No. A signed note is locked for direct editing. Add an amendment if the signed record needs a correction.

Where do I learn how to review and sign a note?

See Reviewing and signing an AI-drafted note for the signing workflow.