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Set up your new practice

Set up your practice step by step, with insurance, e-prescribing and labs if you use them, then learn the flows you'll use every day.

Getting started40 stepsAbout 3 hours

0 of 40 steps done

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  • Practice setup 0/16
  • Insurance 0/4
  • E-prescribing 0/5
  • Labs 0/4
  • Everyday flows 0/11

01Set up your practice

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Do these once, in order. Each one makes the next easier.

  1. Your name, photo and signature appear on notes, letters and the patient portal, and your NPI goes on claims.

    1. Add your photo, display name and contact details
    2. Enter your NPI and taxonomy codes if you bill insurance
    3. Draw or upload your handwritten signature

  2. Patients see your practice's contact details in emails, on invoices and on your booking page.

    1. Set your practice phone number, contact email and website
    2. Add your address and timezone

  3. Your logo and colors carry through every patient-facing page, email, invoice and the patient portal.

    1. Upload your practice logo and square icon
    2. Choose your accent and background colors
    3. Turn on your welcome page and add a tagline and specialties

  4. Everyone signs in with their own account, and their role decides what they can see and do.

    1. Invite each colleague by email
    2. Give each one a role: Admin, Clinician or Staff
    3. Once they've joined, check each clinician's NPI and signature are on file

  5. Visits, availability and claims are tied to a site, so add each place your team works from.

    1. Add each site with its address and phone number
    2. Add the rooms inside each site
    3. Fill in service facility details if you bill insurance

  6. Ona keeps optional tools out of the way until you switch them on, so the menus match how you work. Insurance, e-prescribing and labs each have their own section below.

    1. Look through Settings for the tools your practice uses, like care plans, cases and inventory
    2. Turn on the ones you need now; you can add more later

  7. Pick the sections your clinicians chart in, so every patient record and visit shows only what you use.

    1. Turn on the sections you chart in, like vitals, medications and body map
    2. Drag them into the order you want
    3. Pick your vitals units and measurements

  8. Choose which details patients must complete when they set up their account or book online.

    1. Choose which profile details are required
    2. Require insurance details and card photos if you bill insurance
    3. Require a card on file if you charge for no-shows or bookings

  9. Services are what patients book and what you bill for: each one has a price, a length and how it's held.

    1. Create a service with a price, duration and meeting modes
    2. Choose which clinicians offer it
    3. Attach the forms and consents patients need before the visit

  10. Your hours decide when patients and your team can book visits.

    1. Set your practice hours, then each clinician's hours
    2. Add buffers, notice and a booking window
    3. Connect Google Calendar so your busy time blocks bookings

  11. Let patients book themselves from your booking page, or from a widget on your own website.

    1. Turn on your booking page
    2. Preview your booking page
    3. Copy the link, or add the booking widget to your website

  12. Intake forms and consents go out before each visit, so patients arrive with the paperwork done.

    1. Start from the library, a blank page or one of your PDFs
    2. Add a consent for treatment and a privacy notice
    3. Add an intake form

  13. Templates give every note the same shape, and Ona fills them in from the visit recording.

    1. Import a ready-made template like SOAP or an intake note
    2. Adjust it to how you write, or build your own

  14. Stripe lets you take card payments, send pay links and keep cards on file.

    1. Connect your Stripe account, or create a new one
    2. Finish Stripe's checks until charges and payouts are ready

  15. A practice number lets you text and call patients from Ona, with every conversation in one inbox.

    1. Choose the area code for your practice number
    2. Wait while Ona registers it with the carriers for texting
    3. Choose who answers calls and set your voicemail greeting

  16. Reminders and confirmations go out on their own. Check what patients receive, and when.

    1. Turn on visit reminders and confirmation requests
    2. Choose when forms and consents are sent before a visit
    3. Read through the email and text templates

02Insurance

Optional
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If you bill insurance, set up eligibility checks and claims here.

  1. Video coming soon

    Ona checks eligibility and sends claims once insurance is on and your billing details are in.

    1. Turn on insurance
    2. Enter your billing provider details, with your billing NPI and EIN
    3. Add a rendering NPI for each clinician who bills
  2. Video coming soon

    Your clearinghouse carries claims and eligibility checks between Ona and your payers.

    1. Use Ona's own clearinghouse, with no separate account
    2. Or connect Claim.MD with your own API key
  3. Video coming soon

    Many payers need an enrollment on file before they accept your electronic claims.

    1. Check what each payer requires
    2. Send an enrollment request for each payer and transaction
    3. Finish any tasks the payer sends back
  4. Video coming soon

    Your rates price every claim and superbill.

    1. Add a rate for each CPT code you bill
    2. Add payer-specific rates where a payer pays differently
    3. Import a spreadsheet if you already keep your rates in one

03E-prescribing

Optional
0/5

Send prescriptions to pharmacies through DoseSpot, right from the patient's chart.

  1. Video coming soon

    DoseSpot is how Ona sends prescriptions to pharmacies. Your clinic is set up in it once.

    1. Open Step 1 — Provision clinic
    2. Enter your clinic's phone and address
    3. Select Provision clinic
  2. Video coming soon

    Each person gets their own DoseSpot account: prescribers sign and send, and staff queue prescriptions for them to review.

    1. Link each clinician as a Prescriber, with their NPI
    2. Link each staff member who prepares prescriptions as their own Proxy
    3. Have each person's date of birth, address and phone ready
  3. Video coming soon

    EPCS lets your prescribers send controlled substances electronically. Our support team turns it on for you.

    1. Email [email protected] to turn on EPCS for your prescribers
    2. Add each prescriber's DEA registration in Step 3 — DEA numbers
    3. Sign controlled prescriptions with DoseSpot's own two-factor check
  4. Video coming soon

    PDMP shows a patient's controlled substance history and NARX scores in DoseSpot before you prescribe.

    1. Read the PDMP workflow guide
    2. Apply for access in each state you prescribe in, through Bamboo Health
    3. Once the state approves, in about 2–4 weeks, PDMP reports appear in DoseSpot
  5. Video coming soon

    Prescribing starts from the patient: DoseSpot opens in their chart, on that patient.

    1. Make sure the patient has a date of birth, phone and full US address
    2. Add their preferred pharmacy in Details & Settings
    3. Open DoseSpot from their chart and write the prescription

04Labs

Optional
0/4

Order labs through Junction and get the results back in the patient's chart.

  1. Video coming soon

    Labs adds lab orders and lab reports to every patient chart and visit.

    1. Turn on Labs
    2. Save your changes
  2. Video coming soon

    Junction sends your orders straight to the lab and brings the results back into the chart.

    1. Select Provision clinic in Junction
    2. Wait for the status to read Ready
    3. Choose whether Junction messages patients about draws and results
  3. Video coming soon

    Panels are sets of tests you order together in one step. A new clinic starts with none.

    1. Open Panels in the Ordering section
    2. Build the panels you order most in Junction's dashboard
  4. Video coming soon

    Order from the patient's chart. The order updates on its own, and the results arrive as a lab report.

    1. Open the patient's Labs page and select Order labs
    2. Pick a panel or individual tests, then submit
    3. Review the results when the lab report comes in

05Learn the everyday flows

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Try each one once with a test patient before your first real visit.

  1. Every visit, note and invoice belongs to a patient record.

    1. Select Add patient and enter their name
    2. Add an email so they get an invitation to the patient portal
    3. Open their chart and look around

  2. Book from the calendar, and Ona sends the patient their confirmation and any forms.

    1. Select an open time on the calendar
    2. Choose the patient, service and location
    3. Save it, then open the visit from the calendar

  3. Open the visit, check the patient in and let Ona listen, in person or over video.

    1. Check the patient in and read the pre-visit briefing
    2. Start recording, in the room or on a video call
    3. Chart vitals, diagnoses and medications as you go

  4. Ona drafts the note from the recording. You review it, edit it and sign it.

    1. Start a note from one of your templates
    2. Review what Ona filled in and fix anything it got wrong
    3. Sign the note, then share it with the patient if you want to
  5. Video coming soon

    Send paperwork whenever you need it, not only before a visit, or fill it in with the patient in the room.

    1. Send a form to a patient
    2. Send a consent for their signature
    3. Fill a form in with the patient in the clinic
  6. Video coming soon

    Turn a visit into an invoice, then collect by card, pay link or in person.

    1. Create an invoice from a visit and check its lines
    2. Send it to the patient
    3. Take a payment by card, pay link or a recorded payment

  7. Texts, emails, calls and website chats all land in one inbox.

    1. Send a text or email to your test patient
    2. Leave an internal note and mention a teammate
    3. Open the same conversation from the patient's chart
  8. Video coming soon

    Keep every enquiry in one place, follow up on time and turn the right ones into patients.

    1. Add a lead with their contact details and where they heard about you
    2. Assign it and set a follow-up
    3. Convert it into a patient
  9. Video coming soon

    Hand off work to your team and see what's in progress.

    1. Create a task and assign it to a teammate
    2. Add a reminder
    3. Move it across the board as it progresses

  10. Your dashboard shows your day: upcoming visits, open work and how the practice is doing.

    1. Add the widgets you want to see each morning
    2. Move and resize them
    3. Look at your reports once visits start coming in
  11. Video coming soon

    Ask questions about a patient, a visit or the whole practice, from anywhere in the dashboard.

    1. Open Ona Assistant from a patient's chart
    2. Ask it to summarize their history
    3. Press ⌘K (Ctrl+K on Windows) to open the command menu and jump anywhere

Can’t find what you’re looking for?

Book a demo and we’ll walk you through it live — or email [email protected] and a human will help.