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. Use the Procedures section on the patient chart, or open a visit and use its Procedures section. You can start from a saved template or from a blank record.

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, images 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. Use the Procedures section on the patient chart, or open a visit and use its Procedures section. Edits stay in the sheet until you save them.

1. Select the procedure row.
2. On Details, select the procedure name in the sheet 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 Images in a procedure sheet to attach procedure photos. 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, then select the procedure. Images can later be used as backgrounds for injection site maps.

1. Select Images.
2. Drop images into the upload area, or select browse.
3. For each pending image, choose its Kind and add a Caption if needed.
4. Select Upload, or select Upload all when more than one pending image is ready.

Image files and HEIC or HEIF files are accepted. Each image must be 25 MB or smaller.

To remove an image, select Delete image, 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. Use the Procedures section on the patient chart, or open a visit and use its Procedures section, then select the procedure. Each site has its own diagram and points.

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

You can drag points to move them. Select Add site to map another area, Remove to delete a point, or Remove site 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. Use the Procedures section on the patient chart, or open a visit and use its Procedures section.

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, open it from Procedures and select Start. Start is available while the status is Preparation.

To complete a procedure:

1. Select the procedure row.
2. Select Complete.
3. Review the inventory message in Complete this procedure?.
4. 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. Use the Procedures section on the patient chart, or open a visit and use its Procedures section.

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. Use the Procedures section on the patient chart, or open a visit and use its Procedures section.

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?

Procedures have these limits:

• If you do not have write access, procedure editing controls are read-only or hidden.
• You cannot upload a non-image 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 Images, 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 an image used for injection sites?

The image 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.