Working across multiple locations

Multi-location setup is split across three Settings pages. Use Settings → Organization for practice-wide contact details, branding and the practice icon, Settings → Locations for physical sites and rooms, and Settings → My Profile for your own provider identity.

How do I add a location?

Add a location in Settings → Locations for each physical site your team operates from. A site can store its own address, phone number and CMS-1500 service facility details.

The Locations page shows each site as a card. Use Add location to create a new site.

Use Add location (1) to create a site. The example cards Main Clinic (2) and Mission Bay Clinic (3) show how locations appear on the page.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Locations.
2. Select Add location.
3. Enter the location Name. This is required and can be up to 100 characters.
4. Add Phone and Address if you want them stored with this site.
5. Under CMS-1500 service facility, add Facility NPI and Taxonomy code if this site needs service facility details on claims.
6. Save the location from the bar that appears.

The new site appears as a card on the Locations page. If the location name is already used, Ona shows Name already used and keeps the panel open so you can change it.

Facility NPI expects a valid 10-digit Type 2 NPI. Taxonomy code expects a valid 10-character NUCC taxonomy code.

How do I add rooms to an existing location?

Add rooms in Settings → Locations when you want to track rooms within a site. Rooms belong to a specific site and appear inside that site's card.

Use Add room (1) to open the room sheet, Rooms (2) to see the list under the site, and Consult Room 1 (3) as an example room in that list.

On the same page, use the site card to add rooms under it.

1. Select Add the first room or Add room in the card footer.
2. Enter the room Name in the sheet.
3. Press Enter to add another room name, or select Add a room / Add another room to keep creating rooms.
4. Save the location from the bar that appears when you finish the sheet.

The room is created under that site, and the room entry stays open so you can add another room. Room names are required and can be up to 100 characters.

How do I edit a location or room?

Edit a location or room in Settings → Locations when its name, address, phone number or site billing details change.

On the same page, find the site card or room row.

1. For a site, select Edit. For a room, select Edit room from its menu.
2. Update the fields you need.
3. Save your changes from the bar that appears.

Use Edit (1) to change the site itself. The site menu for Main Clinic (2) and the room menu for Consult Room 1 (3) hold the other actions for each record.

For a site, you can edit Name, Phone, Address, Facility NPI and Taxonomy code. For a room, you can edit Name. The room sheet includes the room's parent site and the booking details that apply to it.

How do I delete a location or room?

Delete a location or room in Settings → Locations only when it should be permanently removed from your organization.

Use the site menu for Main Clinic (1) to reach Delete location (2).

On the same page, open the card's menu and select Delete location. For a room, select Delete room from the room menu.

1. Review the confirmation message.
2. Select Delete.

Deleting a location that contains rooms also deletes those rooms. Ona warns you how many rooms will be removed. This action cannot be undone.

How do I update organization-wide contact details?

Use Settings → Organization for details that apply to the whole practice, including the practice icon.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Organization.
2. Under Contact, update Phone number, Contact email or Website.
3. Under Location, update the organization Address and Timezone.
4. Under Brand colors, update your practice colors if needed.
5. Save your changes from the bar that appears.

Use Contact (1) for practice phone, email and website, Location (2) for the practice address and timezone, and Brand colors (3) for your colors.

The organization Phone number is shown to patients and offered to website visitors. Contact email is the primary address for patient inquiries. Website is printed in the letterhead of documents you send patients, such as discharge letters. The organization Address and Timezone apply to the practice as a whole.

Ona will not save organization changes if the phone number or contact email is invalid.

How do I update my own provider details?

Use Settings → My Profile for your own personal and professional details. These are separate from organization-wide settings and site settings.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click My Profile.
2. Update Display Name. This is required and is how you appear across Ona and to patients.
3. Add or remove your profile photo if needed. The page lists JPG, PNG or WebP images up to 5 MB.
4. Update your personal details, contact details and address.
5. Under Billing identifiers, add your individual NPI and Taxonomy codes.
6. Under Signature, add the handwritten signature used on documents you sign.
7. Save your changes from the bar that appears.

Use Display name (2) for how you appear across Ona and to patients, NPI (3) for your individual provider identifier, and Signature (4) for the handwritten signature used on documents you sign.

Your profile Email is your sign-in address and is read-only here. Your provider NPI is your Type 1 individual NPI. Taxonomy codes are kept in priority order, and the first code is the one billed on claims.

What goes where?

In the left sidebar, click Settings (at the bottom), then use the pages under General when you set up or maintain a multi-site practice.

Use My Profile (1) for your own details, Organization (2) for practice-wide settings, and Locations (3) for sites and rooms.

Setting	Where to set it	What it controls
Practice phone, email, website, address, timezone, brand colors and opening hours	Settings → Organization	Organization-wide contact details, branding, the practice icon, clinic timezone, opening hours and preferences
Patient visibility	Settings → Organization	Whether clinicians see all patients or only assigned patients
A physical clinic site	Settings → Locations	A site your team operates from
Rooms inside a site	Settings → Locations	Rooms nested under that site
Facility NPI and facility taxonomy	Settings → Locations	CMS-1500 service facility fields for that site
Your display name, profile photo, provider NPI, taxonomy codes and signature	Settings → My Profile	Your own provider identity and documents you sign

What can't I do here?

In the left sidebar, click Settings (at the bottom). In the settings menu, under General, click Locations. A few limits apply in Settings → Locations and related location pickers:

• You cannot add a room as a standalone site on the Locations page. Add it under its parent location.
• You cannot delete a site and keep its rooms. Deleting a location that contains rooms also deletes those rooms.
• Location pickers show active locations and rooms. Existing records may still show a location badge for an inactive location.

Common questions

Can I pick either a site or a room?

Yes. Location pickers list active sites and their rooms. Rooms show under their parent site, and you can search by location name, room name or address.

Can a room have its own address or phone number?

Yes. A room can have its own Phone and Address. The room sheet notes that its address is usually inherited from the parent location.

Can I delete a site but keep its rooms?

No. If a location contains rooms, deleting the location also removes all of its rooms.

Where should I enter my provider NPI?

In the left sidebar, click Settings (at the bottom), then use the pages under General. Enter your individual Type 1 provider NPI in Settings → My Profile. Enter a site's Type 2 facility NPI in Settings → Locations on the location itself.