Setting up your workspace

Start with Settings → My Profile, then use Settings → Organization and Settings → Locations to finish the workspace setup for the practice.

Profile and Organization changes are not saved as you type. When you change something, a save bar appears at the bottom of the page. Use it to save your edits or discard them.

How do I update my profile?

Use Settings → My Profile to control how you appear across Ona, what appears on documents you sign, and the provider identifiers used on claims you render.

Use Display name (2) for the name that appears across Ona, Billing identifiers (3) for your NPI and taxonomy codes, and Signature (4) for the handwritten signature used on documents you sign.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Account, click My Profile.
2. Add a profile photo if needed, then fill in Display Name. Display Name is required.
3. Complete Personal details (2), Contact (3) and Address as needed. Your Email is your sign-in address and cannot be changed here.
4. In Practice, add Credentials, Specialty and Bio.
5. In Billing identifiers (3), add your Type 1 NPI and Taxonomy codes. The first taxonomy code is the one billed on claims.
6. In Signature (4), add the handwritten signature used on documents you sign.
7. Select Save changes.

Your Member card preview updates from your profile details. A profile photo must be an image under 5 MB.

How do I update organization contact details and opening hours?

Use Settings → Organization to set the practice contact details, address, timezone, weekly opening hours and brand colors.

The screenshot callouts show the parts of the page you use: Contact fields (1) for the organization phone, contact email and website; Address (2) for the practice address; Timezone (3) for the timezone that opening hours use; and Open days (4) for the weekly schedule.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Practice, click Organization.
2. In Contact (1), enter the organization Phone number, Contact email and Website.
3. Fill in Address (2) if you want the organization address on file.
4. In Timezone (3), choose timezone.
5. Use the brand colors section to set your branding colors.
6. Turn on each day your team is available using Open days (4).
7. Set the from and to times for each open day.
8. Select Save changes.

Use the brand colors section carefully. A dark background can block saving until you choose a lighter one.

The Phone number is shown to patients and offered to website visitors. The Contact email is the primary address for patient inquiries. The Website is printed in the letterhead of documents you send patients, such as discharge letters, and it appears with a leading https:// prefix.

Opening hours are read in your clinic's timezone. Call routing reads these hours too. A day that is turned off is Closed. When you turn a day on, it starts with 9:00 AM to 5:00 PM. The closing time must be after the opening time; you cannot save while a day has invalid hours.

How do I choose who can see patients?

In the left sidebar, click Settings (at the bottom). In the settings menu, under Practice, click Organization, then use Privacy to choose whether clinicians can see all patients or only patients assigned to them.

Patient Visibility option	What it means
All Clinicians See All Patients	All clinicians in the organization can see and access all patients.
Assigned Patients Only	Clinicians can only see patients specifically assigned to them.
This setting applies to members whose only role is Clinician. Owners, admins and staff are not limited by this setting.

How do I add a location?

Use Settings → Locations to add each physical site your team operates from. Each site appears as a card with its room list.

Use Add location (1) to create a new site, Edit (2) to change the site details, More for Main Clinic (3) for the site menu, and Add room (4) to add a room under that site.

The page header shows Add location (1) once you already have locations. When you do not, the page uses the same action to get you started. Edit (2) opens the site details, More for Main Clinic (3) opens the site menu, and Add room (4) adds a room under that site.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Practice, click Locations.
2. Select Add location.
3. Enter Name. A location name is required and can be up to 100 characters.
4. Add Phone and address if they apply to this site.
5. In Service facility, add Facility NPI and Taxonomy code if claims for this site need Box 32a and Box 32b.
6. Select Create.

The location appears as a site card with any rooms you add under it.

The Facility NPI must be a valid 10-digit Type 2 NPI. The Taxonomy code must be a valid 10-character NUCC taxonomy code.

How do I add rooms to a location?

Use Settings → Locations to add rooms under a site after the site already exists.

Use Add room (1) to start a new room, Rooms (2) to see the room list on the site card, and More for Consult Room 1 (3) for the room menu.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Practice, click Locations.
2. On the site card, select Add room (1).
3. Type the room name.
4. Press Enter.

The room is added and the room box stays open so you can enter another room. Press Esc to cancel the room box.

How do I edit or delete locations and rooms?

Use Settings → Locations to change a site or room, or remove one you no longer use.

1. In the left sidebar, click Settings (at the bottom). In the settings menu, under Practice, click Locations.
2. To edit a site, select Edit (1) on the site card. To edit a room, select Edit room from the room's menu.
3. Change the details in the panel, then save the panel.
4. To remove a site or room, select Delete location or Delete room.
5. In the confirmation dialog, select Delete.

Deleting a room permanently removes that room from your organization. Deleting a location permanently removes the location and every room inside it. This cannot be undone.

What can't I do here?

Open Settings in the left sidebar, then click Organization or Locations under General. Owners and admins can use those pages. Other team members can update My Profile, but they cannot manage organization settings or locations from these pages.

You cannot change your sign-in Email on Settings → My Profile.

You cannot save Organization settings while a Phone number, Contact email, timezone, Opening hours range or brand background is invalid. A location cannot be saved with an invalid Phone, Facility NPI or Taxonomy code.

You cannot add a room by itself. Rooms are created under a location.

Common questions

Do profile changes save automatically?

No. Profile changes, including photo and signature changes, are saved when you select Save changes.

Can I change my sign-in email on My Profile?

No. Email is read-only on Settings → My Profile.

What is the difference between an organization address and a location address?

The organization address belongs to the practice as a whole. A location address belongs to a specific physical site where your team works.

Can I add a room without adding a location first?

No. Rooms are nested under sites, so add the location first, then add rooms under them.

What should I set up after this?

After your profile, organization settings and locations are in place, set up your services, then invite your team.