Inviting patients with setup links and QR codes

Use a patient-specific setup link when one known patient needs portal access. Use the practice Welcome page when you want a public entry point for self-service, such as online booking when booking is enabled.

How do I check a patient record before sharing setup access?

Before you share setup access, open the patient record: in the left sidebar, click Patients, then click the patient's name. The invitation flow uses the organization, the patient's name and the email address tied to the invitation.

1. In the left sidebar, click Patients.
2. Select the patient.
3. Review the patient's name and email in the patient details area.
4. Correct the record if the name or email is wrong.
5. Share setup access only after the record identifies the right patient.

The patient should receive setup access for their own record, not a shared or generic patient link.

How do I share a patient setup link or QR code?

Share setup access from a patient record when one patient needs to join the portal. In the left sidebar, click Patients, then click the patient's name. A QR code is useful at the front desk because the patient can open setup on their own phone.

1. Open the patient setup sharing panel.
2. Give the patient the setup link, or show the QR code when the patient is with you.
3. Ask the patient to open the link on the device they want to use.
4. Have the patient follow the on-screen steps to accept the invitation.

When the patient opens a valid invitation, they see Accept your invitation and the practice name. The portal may ask them to complete setup before showing the portal home.

How do I use the Welcome page for patient self-service?

Use the practice Welcome page when you want a public self-service page instead of a setup link for one specific patient. The page is available only when it is enabled for your organization.

When online booking is enabled, the Welcome page can send visitors into booking. If the website chat widget is enabled, the page also loads the same chat widget used on your practice site.

If the Welcome page is turned off, visitors are sent to sign in instead. For setup details, see Setting up your website and online booking.

What happens when a patient opens an invitation?

A valid invitation opens the patient invitation page. The patient sees Accept your invitation, the practice name and the invitation details needed to continue.

If the link is missing required information, the patient sees This link isn't complete and is told to check the link or ask the clinic for a new invitation.

If the invitation has expired, the patient sees This invitation has expired and is told to ask the clinic for a new one.

If the patient already accepted the invitation and opens it again while Ona can identify that account, they are sent toward the portal instead of seeing an error.

What can patients see after they join the portal?

After a patient signs in with a verified email, they can enter the patient portal. The portal is separate from the staff dashboard.

Patients may see these areas, depending on which optional areas are enabled and what your care team has shared:

• Visits for upcoming and past visits, visit details, online visit links, and rescheduling or cancelling eligible upcoming visits from the visit details.
• Forms & Interviews for forms, consents and interviews assigned by the care team.
• Billing for invoices, including online payment when an invoice is payable.
• Health records for diagnoses, observations, allergies, medications, recommendations, shared notes, shared lab orders, requisition PDFs and lab reports when available.
• Care plan when care plans are enabled and the patient has an active plan.
• Food journal when the food journal is enabled.
• Chats for secure conversations with the care team.
• Settings for patient profile, notifications, security, insurance, payment method and memberships when those areas are enabled.

The portal home highlights the patient's next visit, items that need attention, and quick links to common sections.

What can't I do here?

Patient setup links, the Welcome page and the patient portal have these limits:

• A patient cannot use an expired invitation. They need a new invitation link.
• A link without the required invitation information cannot be accepted.
• Clinic team members cannot use the patient portal with their staff account. If a signed-in clinic member opens the portal, they are sent back to their dashboard.
• Patients must be signed in and have a verified email before they can use the portal.
• The Welcome page is not public when it is turned off. Visitors are sent to sign in.
• Care plan is available only when care plans are enabled, and the patient sees it only when they have an active plan.
• Food journal appears only when the food journal is enabled. Lab orders and lab reports appear when relevant records have been shared or are available.

Common questions

Should I use a setup link or the Welcome page?

Use a setup link when you are inviting one known patient to the portal. Use the Welcome page for public self-service, such as online booking, when your organization has it enabled.

What should I tell a patient who sees an expired invitation?

The expired link cannot be used. Give the patient a new invitation link.

What if the patient says the link is incomplete?

Ask the patient to use the exact setup link or QR code you provided. An incomplete invitation link is missing required information.

Can patients see internal notes?

No internal chat notes are shown in the patient portal chat. Patients see their secure conversation with the care team. Clinical notes appear only when the care team has shared them.

Can a clinic team member test the patient portal with their staff sign-in?

No. Clinic team members are redirected to their dashboard instead of the patient portal.