Setting up your workspace
Set up your profile, organization details, locations, and opening hours — the three Settings pages every new practice fills in first.
Workspace setup lives under Settings at the bottom of the left sidebar. Three pages matter at the start: Profile (you), Organization (the practice), and Locations (where you work).
Your profile
Go to Settings → Profile. This is "your profile information visible to patients and other staff", so write it for patients rather than for internal use.
- Profile photo — JPG, PNG or WebP, max 5MB.
- Display Name (required) — how your name appears throughout Ona and on your booking page.
- Credentials — e.g. MD, PhD, DO.
- Specialty — your medical specialty or focus area.
- Bio — a brief description of your background and expertise.
Your booking page pulls from this, so a patient choosing a practitioner sees exactly what you write here.
Your organization
Go to Settings → Organization.
Contact & Location
Phone number and full address — street, city, state, postal code, and country.
Opening hours
Set open and close times per day. Leave a day empty to mark it closed — there is no separate on/off switch, an empty row means closed.
These are the practice's overall hours. Individual services can carry their own narrower schedules, set per service under Services → Booking.
Privacy
Patient Visibility decides how patient data is shared among clinicians, and it's the most consequential setting on this page:
- All Clinicians See All Patients — everyone in the organization can see and access all patients. Useful for collaborative care.
- Assigned Patients Only — clinicians see only patients specifically assigned to them. Maximum privacy and access control.
Choose deliberately. A practice where clinicians cover for each other usually wants the first; one with independent practitioners sharing space usually wants the second.
Locations and rooms
Go to Settings → Locations — "the physical sites and rooms your team operates from". The header shows totals, e.g. 2 locations · 10 rooms.
Each location lists its rooms beneath it. Use the pencil to edit and the bin to delete. Add room at the bottom of a location adds another room to that site.
Adding a location
Click Add location.
- Name (required) — e.g. "Downtown Clinic".
- Phone — the number for this site.
- Address — street, city, state, postal code. Marked optional, but fill it in if you bill insurance.
- CMS-1500 service facility — Facility NPI (Box 32a) and Taxonomy code (Box 32b). These appear on claims for care delivered at this site. Search by name looks up an NPI if you don't have it to hand.
- Rooms — add rooms now, or later from the Locations page.
Click Create to save.
Getting the CMS-1500 fields right matters: they identify the service facility on every claim from this location, and a missing or wrong NPI is a common rejection cause. If you don't bill insurance, leave them blank.
What to do next
With profile, organization, and locations in place, set up Services so there is something to book and bill, then invite your team.
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