Creating a consultation / starting a visit

A visit in Ona is the container for everything clinical that happens with a patient at a point in time: the summary, vitals, diagnoses, notes, recordings, prescriptions, and the billing that follows. Create it before the appointment, then work inside it during and after.

Create a visit

Go to Visits in the left sidebar and click Add New Visit in the top right.

The Create New Visit dialog opens with the visit details on the left and three expandable sections on the right.

Fill in the left column:

• Title — defaults to "Visit". Replace it with something specific, like "Initial assessment". This is what staff see in the visit list.
• Patient (required) — search by name in the dropdown. If the patient doesn't exist yet, click New patient above the field to create one without leaving the dialog.
• Clinician (required) — the practitioner the visit is assigned to.
• Date and Time — pick a date, then set hour, minute, and AM/PM.
• Timezone — defaults to your workspace timezone. Change it if you're booking across zones.
• Mode — choose Video call or In person.
• Location — pick a location or a specific room.

Locations are listed with their rooms nested underneath, so you can assign the whole clinic or narrow it to a single room.

Then work through the sections on the right:

• Services — search and select the services being delivered. Each shows its price and duration. Services drive what gets billed later, so select them here rather than adding them after the fact. Add new service takes you to the Services page if something is missing.
• Consents — select consents to send to the patient, such as Telehealth Consent or Consent to Treatment.
• Questionnaires — select intake questionnaires for the patient to complete before the visit.

Click Add New Visit to save. Selected consents and questionnaires are sent to the patient.

Move the visit through its stages

Open a visit from the Visits list — click anywhere on the row, or use the ⋮ menu at the end of the row and choose View details. The status badge sits next to the visit title at the top. Click it to change status.

The options are grouped by stage:

• Pre-visit — Scheduled, Confirmed, Checked in
• Visit — In progress
• Post-visit — Checked out, Completed
• Exceptions — Cancelled, No-show

Set Checked in when the patient arrives, In progress when you start, and Checked out or Completed when you're done. Status drives your day view and the completion and no-show figures in Visit activity.

Work inside the visit

The visit workspace has a left sidebar that jumps to each section:

• Charting — Summary, Vitals, Diagnoses, Observations, Allergies, Medications, Recommendations, Notes, Media
• Inputs — Recordings, Questionnaires
• E-prescribing — DoseSpot
• Dispensary — Lab Reports, Lab Orders, Supplements
• Admin — Tasks, Insurance, Referrals, Billing

Summary holds the reason for visit, key clinical points, and assessment and plan. Use Template to apply a note template, or Add summary to write one directly — the button reads Edit once a summary exists. Until then the section shows "Will appear once the visit is completed."

Record vitals with Log vitals, and add clinical detail with Add diagnosis, Add observation, Add allergy, Add medication, and Add recommendation. Empty sections offer Add manually; Allergies also offers mark no known allergies.

The bar at the bottom of the screen controls the visit itself, and what it offers depends on the mode:

• In person — Start recording captures the conversation for ambient documentation.
• Video call — Join a call opens the consultation room, with a button beside it to copy the join link for the patient.

Once you have a recording, open Notes and choose Generate one to draft a note from it.

Export at the bottom of the sidebar produces a copy of the visit record.

Rescheduling and cancelling

Reschedule sits in the visit header next to the date and location. To cancel or mark a no-show without opening the visit, use the ⋮ menu in the Visits list: Mark as cancelled, Mark as no-show, or Archive.