Procedures

Procedures are recorded in the Procedures section of the patient chart or a visit. A procedure can belong to a visit, or it can be recorded on the patient with No visit · not billed.

How do I add a procedure?

Add a procedure when you need to record something performed for that patient. In the left sidebar, click Patients, then click the patient's name. On the patient chart or in a visit, use the Procedures section. You can start from a saved template or from a blank record. Procedures are read-only on archived patients’ chart and visit pages.

1. In Procedures, select Add procedure.
2. If you are adding from the patient chart, use Visit to choose a visit, or choose No visit · not billed.
3. Choose a template to create the procedure from that template, or select Start blank.
4. If you start blank, enter a Name.
5. Add Notes if you want to record information before opening the procedure sheet.
6. Select Add procedure.

Ona creates the procedure for the selected visit, or for the patient without a billed visit, and opens its sheet. From there, you can add a code, media and injection sites.

If your organization has no procedure templates, the dialog opens directly to the blank form. The blank form links to Library → Procedures so you can set up templates for procedures you repeat.

How do I edit procedure details?

Open a procedure to update its name, notes or billing code. In the left sidebar, click Patients, then click the patient's name. On the patient chart or in a visit, use the Procedures section. Edits stay in the sheet until you save them. Procedures are read-only on archived patients’ chart and visit pages.

1. Select the procedure row.
2. In the procedure sheet, select the procedure name in the header if you need to rename it.
3. Use Procedure code to search for a CPT code by code or description.
4. Update Notes.
5. Select Save.

The CPT code is billed on the visit's claim once the procedure is completed. If you close the sheet with unsaved edits, Ona asks whether to keep editing or Discard the changes.

How do I upload procedure images?

Use Media in a procedure sheet to attach procedure media. In the left sidebar, click Patients, then click the patient's name. On the patient chart or in a visit, use the Procedures section, then select the procedure. Media can include images and videos, and images can later be used as backgrounds for injection site maps. Procedures are read-only on archived patients’ chart and visit pages.

1. Select Media.
2. Select Camera to capture media, Upload to add files from your device, or From the chart to attach media already on the patient's chart.
3. For each pending capture or file, choose its tag and add a Caption if needed.
4. Select Upload, or select Add when more than one pending item is ready.

Procedure media accepts image files, video files, and HEIC or HEIF files. Each image must be 25 MB or smaller, and each video must fit the video limit used by the camera flow.

To remove media, select Delete, then select Delete. If an injection site was drawn on that image, it falls back to the stock diagram.

How do I map injection sites?

Use Injection sites in a procedure sheet to place numbered points on a stock body diagram or on an uploaded procedure image. In the left sidebar, click Patients, then click the patient's name. On the patient chart or in a visit, use the Procedures section, then select the procedure. Each site has its own diagram and points. Procedures are read-only on archived patients’ chart and visit pages.

1. Select Injection sites.
2. Select Add a site.
3. Choose Face — front, Face — side, Body — full or a procedure image as the background.
4. Tap the diagram to place a point, then add an Area, Notes, and product details if needed.
5. If inventory is enabled, choose a Product and Dose for the point.
6. Select Save.

You can drag points to move them. Select Add a site to map another area, Remove point to delete a point, or Remove map to delete the active site. Procedure stock diagrams use female artwork when the patient's recorded gender is female; otherwise they use male artwork.

How do I start, complete or stop a procedure?

Use the status actions to track a procedure as Preparation, In progress, Completed or Stopped. In the left sidebar, click Patients, then click the patient's name. On the patient chart or in a visit, open Procedures, then open the procedure sheet. Procedures are read-only on archived patients’ chart and visit pages.

Status	What it means
Preparation	The procedure has been added but not started.
In progress	The procedure has been started.
Completed	The procedure was completed.
Stopped	The procedure was stopped before completion.
To start a procedure, in the left sidebar click Patients, then click the patient's name. On the patient chart or in a visit, open Procedures, open the procedure, and select Start. Start is available while the status is Preparation.

To complete a procedure:

1. In the left sidebar, click Patients, then click the patient's name. On the patient chart or in a visit, open Procedures, then select the procedure row.
2. Select Complete.
3. Review the inventory message in Complete this procedure?. If a product is tracked by container, choose the container it came from.
4. If a container is past its date, explain why it was used.
5. If the procedure is on the chart and inventory is deducted, choose where stock leaves from.
6. Select Complete procedure.

Completing marks the procedure as Completed and stamps the current time as the performed-at time. If inventory is enabled and injection points have assigned products with quantities, Ona deducts inventory. If stock has already been deducted, completing does not deduct it twice. If no inventory is linked, nothing is deducted.

To stop a procedure:

1. Select the procedure row.
2. Open More actions.
3. Select Stop procedure.
4. Add a Reason if needed.
5. Select Stop procedure.

Stopping marks the procedure as Stopped. Inventory is not deducted.

How do I save a procedure as a template?

Save a procedure as a template when you expect to record a similar procedure again. In the left sidebar, click Patients, then click the patient's name. On the patient chart or in a visit, use the Procedures section, then select the procedure. Procedures are read-only on archived patients’ chart and visit pages.

In the left sidebar, click Library (1), then click Procedures (2) to open the procedures page.

1. Select the procedure row.
2. Open More actions.
3. Select Save as template.

The template becomes available when you select Add procedure for another procedure.

How do I archive a procedure?

Archive a procedure when it should no longer appear in the list or on a claim. In the left sidebar, click Patients, then click the patient's name. On the patient chart or in a visit, use the Procedures section, then select the procedure. Procedures are read-only on archived patients’ chart and visit pages.

1. Select the procedure row.
2. Open More actions.
3. Select Archive procedure.
4. Confirm the archive action.

The procedure is removed from the list. If it belongs to a visit, it is removed from the visit and its claim. The record is kept for audit. If stock was already deducted for the procedure, archiving does not reverse that deduction.

What can't I do here?

In the left sidebar, click Patients, then click the patient's name. Use the Procedures section on the patient chart, or open a visit and use its Procedures section. Procedures have these limits:

• On archived patients’ chart and visit pages, procedure controls are read-only.
• You cannot upload an unsupported media file or an image larger than 25 MB.
• You cannot deduct inventory by stopping a procedure. Inventory deduction happens when a procedure is completed and eligible points have products and quantities.
• You cannot close a procedure sheet with unsaved edits without choosing whether to keep editing or Discard.

Common questions

Where do procedure CPT codes go?

A Procedure code is billed on the visit's claim once the procedure is attached to a visit and completed.

What does No visit · not billed mean?

No visit · not billed records the procedure on the patient without attaching it to a visit. It is not billed on a visit claim.

Can I map injection sites on a patient photo?

Yes. Open the procedure, upload the image on Media, then choose it as the background on Injection sites.

What happens to inventory when I complete a procedure?

If inventory is enabled and injection points have assigned products with quantities, Ona records stock movements and updates inventory. Stock is not deducted twice for the same procedure.

What happens if I delete media used for injection sites?

The media is removed from the procedure. Any injection site drawn on it falls back to the stock diagram.

Can I still review older procedures?

Yes. In the left sidebar, click Patients, then click the patient's name. The Procedures section shows the latest procedures first. If there are more than three, select +N more to open All procedures.