Finding your way around the patient chart

In the left sidebar, click Patients, then click the patient's name to open the chart. The patient chart is where you review one patient’s record and move between their visits, messages, forms, billing, labs and clinical history when those sections are available. The patient chart sidebar shows the patient status segment, a copyable MRN when one is set, a Patient details row near the top and a Guardians & family section, and admins also see a Log button and a footer Export menu. The patient details sheet includes an Authorized person area with name, phone and relationship.

What is the patient chart in Ona?

In the left sidebar, click Patients, then click the patient's name. The patient chart is the home for one patient’s care and administrative record.

The chart has a patient sidebar on the left and the selected section on the right. The top of the sidebar shows the patient’s name, avatar or initials, status, date of birth and age when available, email, phone, a status segment, Patient details for the editable profile sheet, and Guardians & family for guardian access. When insurance is enabled, the sidebar can also show eligibility. The patient balance appears in the sidebar as a full-width balance row with loading, error and refund states, and a link to billing. The patient details sheet also includes an Authorized person area with name, phone and relationship.

The chart opens on Summary. Use Summary when you want the fastest clinical overview before a visit or while reviewing a record. Depending on your organization’s charting setup, it can show the patient briefing, vitals, diagnoses, observations, allergies, medications, supplements, recommendations, procedures and generated notes. The Summary also includes a View timeline button.

When should I use Patients instead of the patient chart?

In the left sidebar, click Patients. Use the patient list when you need to find, filter or review records across the practice. Open an individual patient when you are ready to work in that patient’s chart.

Owners, admins and staff also see operational tools on Patients, including duplicate detection and bulk archive or restore. Clinicians do not see those operational tools from Patients.

If possible duplicates are found, owners, admins and staff can review them from the duplicate notice. The review shows matching records side by side, lets you choose the record to keep, and can merge or dismiss groups. When records are merged, visits, notes, invoices, claims, messages, forms and files move to the kept record, blank details are filled from the others, and the other records are archived. This cannot be undone from the merge dialog. See Finding and merging duplicate patients for the merge workflow.

How does the patient chart work?

In the left sidebar, click Patients, then click the patient's name. The chart sidebar is the table of contents for that patient. Click a section to switch what you are viewing.

The chart includes Summary, Visits, Cases, Care Plans, Notebook, Tasks, Omnichannel, Faxes, Referrals, Consents, Forms, Interviews, Lab Reports, Lab Orders, Supplements, DoseSpot, Food Journal, Care Time, Invoices, Memberships, Claims and Details & Settings when those sections are available. Details & Settings stays pinned at the bottom of the sidebar so you can reach the patient’s profile and settings without scrolling. Owners, admins and staff can select visits in Visits to archive or restore them in bulk. The Guardians & family section shows guardian access states such as active, expired and revoked when that feature is available.

Some sections appear only when your practice has that feature turned on. These can include Cases, Care Plans, Lab Reports, Lab Orders, Supplements, DoseSpot, Food Journal, Care Time and Memberships.

Role also affects a few sections. Claims appears only for owners, admins and staff when insurance features are turned on. Faxes appears only for owners, admins and staff when faxing is turned on. Referrals appears when faxing is turned on. The Guardians & family section and the Authorized person area are also available based on the patient chart features your organization has turned on.

At the bottom of the sidebar, the patient’s copyable MRN appears when one is set. If none is set, the sidebar shows No MRN. The patient export menu is also at the bottom of the chart sidebar, and admins also see Log there for the Activity Log panel.

How does Summary help before or during care?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name) and in the patient chart sidebar, click Summary. Use the Summary to scan the patient’s current chart without opening each section one by one.

The Summary brings together the clinical sections that are enabled for your organization. It can include vitals, diagnoses, observations, allergies, medications, supplements, recommendations, procedures, generated notes and media.

Click View timeline to open a sheet that lists visits and observations by day. Visit cards can show the visit title, status, clinician, duration and briefing text. When a visit has clinical records, expand the clinical record count to see related diagnoses, observations, allergies and recommendations. Click a visit in the timeline to open that visit.

What is in Details & Settings?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name) and in the patient chart sidebar, click Patient details to open the editable profile sheet, or click Details & Settings for patient settings and administrative maintenance that is separate from the clinical Summary.

Use Details & Settings when you need to review or maintain the patient record outside visit review. Use the status and tags workflows when you need to organize patients for front-desk or operational follow-up. See Patient statuses and tags for how those labels are used.

What changes by role or enabled feature?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name). The chart changes based on your role and the features enabled for your organization.

Owners and admins have the administrative dashboard surface. Staff have the operational surface without organization settings. Clinicians have a scoped clinical surface and do not see operational chart links such as Claims or Faxes. Admins also see the Log button in the patient chart footer.

Feature settings control which specialty sections appear. For example, lab features add Lab Reports and Lab Orders. Referrals appears when faxing is turned on. Supplements add Supplements. Care Time adds Care Time. Memberships add Memberships. Insurance adds eligibility and can add Claims for owners, admins and staff. The Guardians & family section and the Authorized person area also depend on the patient chart features your organization has turned on.

If a section is not in the sidebar, it may not be enabled for your organization or available to your role.

Common questions

Why do I see different patient chart sections than another teammate?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name). Your role and your organization’s enabled features control the sidebar. For example, clinicians do not see operational Claims or Faxes links, and feature-specific sections appear only when those features are turned on.

Where do I see patient information quickly?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name). Use the patient status segment, Patient details row and Guardians & family section in the chart sidebar. Patient details opens the editable profile sheet.

Where do I see the patient’s visits and observations over time?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name). In the patient chart sidebar, click Summary, then click View timeline. The timeline groups visits and observations by day and lets you open a visit from the timeline.

Why does the sidebar show No MRN?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name). The bottom of the patient chart sidebar shows the patient’s medical record number when one is set. If none is set, it shows No MRN.

Can I bulk archive or restore patients from the Patients list?

Yes, owners, admins and staff can select patients from Patients. Select all patients selects every patient that matches the current list filters. Archiving patients also archives their visits, notes, forms and consents, and removes them from the patient list. Restoring patients returns them to the patient list and brings back the visits, notes, forms and consents archived with them.

Can I bulk archive or restore visits from a patient chart?

Yes, owners, admins and staff can select visits from Visits in a patient chart. Select all visits selects every visit that matches the current list filters. Archiving visits cancels their calendar events, stops reminders and scheduled intake, and removes them from the visits list. Restoring visits returns them to the visits list and the clinician's calendar. Reminders and intake cancelled on archive aren't sent again.

Can I export a patient’s data from the chart?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name). Use Export at the bottom of the chart sidebar. See Archiving, restoring and exporting patient data for the full export workflow.

Where do I manage guardians and family members?

Open a patient chart (in the left sidebar, click Patients, then click the patient's name). Use Guardians & family in the sidebar to review access states, or open Patient details for the profile sheet.