Finding your way around the patient chart

The patient chart is where you review one patient’s record and move between their visits, messages, forms, billing, labs, body map and clinical history sections when those sections are available. Archived charts and visits show an archived banner and are read-only, but export remains available. The patient chart sidebar shows the patient status segment, the patient’s preferred display name with pronouns in the header, a copyable MRN when one is set, a Patient details row near the top, a Tags section, a Guardians & family section, and admins also see a Log button and a footer menu with Patient chart… and Notes…. The patient details sheet includes an Authorized person area with name, phone and relationship, and the sidebar and settings page can also show Photo ID with front and back tiles when ID photos are on file or required. The details sheet can also show Preferred name, Pronouns, Sex assigned at birth and Referring provider when those fields are enabled for the practice. Lab results now open as a reports rail and a results view, and the lab report review dialog and header/footer can show Reports, Only to review, Show archived, By category, By panel, as printed, Lab ranges, Clinic ranges and Share with patient when lab features are available.

Use Patients (1) to return to the practice-wide patient list, and use Marcus Ellington (2) to open one patient's chart from the list. The list also has Show recent first, and opening a patient updates recent-patient tracking.

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. On desktop, the root is labeled Charting. Archived charts and visits are read-only, and export remains available.

Use the Patient header (1) for the patient's name, avatar or initials, and basic status details, and use Patient Information (2) for the patient sidebar details that stay visible while you move through the chart. The Summary (3) opens the chart's overview, and Current chart overview (4) is the main pane where you review the selected section.

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 preferred display name with pronouns, avatar or initials, status, date of birth and age when available, email, phone, a status segment, Patient details for the editable profile sheet, Tags for patient labels, Guardians & family for guardian access, and Photo ID when ID photos are on file or required by the organization. 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, and it can show Preferred name, Pronouns, Sex assigned at birth and Referring provider when those fields are available.

The chart opens on Summary. Use Summary when you want the fastest clinical overview before a visit or while reviewing a record. Archived charts and visits are read-only, but export remains available. Depending on your organization’s charting setup, it can show the patient briefing, an AI review strip above the briefing when there are pending AI suggestions, reason for visit, vitals, diagnoses, observations, allergies, medications, hospitalizations, surgical history, family history, social history, OB/GYN history, vaccines, supplements, recommendations, procedures, administered items, body map and generated notes. The AI review strip is hidden while the chart is loading or when the chart is read-only. The Summary sections appear in your organization’s configured section order. The Summary also includes a View timeline button.

When should I use Patients instead of the patient chart?

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.

Use Patients (1) to return to the practice-wide patient list, and use Marcus Ellington (2) to open one patient's chart from the list. The list also has Show recent first, and opening a patient updates recent-patient tracking.

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 to open the chart. The chart sidebar is the table of contents for that patient. The chart uses anchored sections on the root page, so clicking a section scrolls the canvas to it. Archived charts and visits are read-only, but export remains available.

Use Chart sections (1) to move between the available patient areas, Details & Settings (2) to open the patient's profile and settings, MRN (3) to copy the medical record number when one is set, and Export (4) to open the footer export menu.

The chart includes Summary, Visits, Cases, Care Plans, Notebook, Tasks, Omnichannel, Faxes, Referrals, Consents, Forms, Interviews, Labs, Supplements, DoseSpot, Food Journal, Care Time, Invoices, Plans, Claims, Photo ID 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. Archived charts and visits are read-only, but export remains available. The Guardians & family section shows guardian access states such as active, expired and revoked when that feature is available. Photo ID shows the front and back ID tiles when ID photos are on file or required by the organization. The Tags section shows the patient’s labels when patient tags are turned on. The chart also has a separate Packages section for package enrollment and cancellation.

Some sections appear only when your practice has that feature turned on. These can include Cases, Care Plans, Labs, Imaging, Supplements, DoseSpot, Food Journal, Care Time, Plans, Packages and Tags.

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, Photo ID, Tags and the Authorized person area are also available based on the patient chart features your organization has turned on. The payment method area can also change by billing profile when your clinic has more than one billing profile. The details sheet can show Preferred name, Pronouns, Sex assigned at birth and Referring provider when those fields are available.

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 footer menu at the bottom of the chart sidebar includes Patient chart… and Notes…, and admins also see Log there for the Activity Log panel.

How does Summary help before or during care?

In the left sidebar, click Patients, then click the patient's name. In the patient chart sidebar, click Summary to scan the patient’s current chart without opening each section one by one. Archived charts and visits are read-only, but export remains available.

Use Timeline (1) to review visits and observations by day, Visit card (2) to open one visit from the sheet, and Clinical records (3) to expand the records tied to that visit.

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, media, body map and administered items. It can also show an AI review strip above the patient briefing when there are pending AI suggestions.

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?

In the left sidebar, click Patients, then click the patient's name. In the patient chart sidebar, click Details & Settings for patient settings and administrative maintenance that is separate from the clinical Summary.

Use Details & Settings (1) to open the patient settings page from the sidebar.

Use Settings sections (1) to move between the patient settings areas, and use Share a setup link (2) to open the setup link action in the top right.

Use Details & Settings when you need to review or maintain the patient record outside visit review. The page can include a Payment method section, a Photo ID section, a Tags section and, when a clinic has multiple billing profiles, a payment method area that shows every saved card for that profile, with a default card and rename/remove actions. The Photo ID section shows front and back ID tiles so staff can view, add or replace those images. The details sheet can also show Preferred name, Pronouns, Sex assigned at birth and Referring provider when those fields are enabled. The section has its own deep link and return behavior so you can open it directly and come back to where you were. 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?

The chart changes based on your role and the features enabled for your organization. Archived charts and visits are read-only, but export remains available.

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 Labs, and the lab experience now includes the reports rail, the Results view toggle, and review controls such as Reports, Only to review, Show archived, By category, By panel, as printed, Lab ranges, Clinic ranges and Share with patient. Imaging features add Imaging. Referrals appears when faxing is turned on. Supplements add Supplements. Care Time adds Care Time. Plans and packages appear in the patient chart. Insurance adds eligibility and can add Claims for owners, admins and staff. Tags, Preferred name, Pronouns, Sex assigned at birth, the Guardians & family section, Photo ID and the Authorized person area also depend on the patient chart features your organization has turned on. The payment method area can also change by billing profile when your clinic has more than one billing profile, and each profile can show every saved card with a default card and rename/remove actions. The details sheet can show Referring provider when that field is enabled.

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?

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. Some practices also show Tags, Preferred name, Pronouns, Sex assigned at birth and Referring provider in the chart and details sheet when those profile fields are enabled. Archived charts and visits are read-only, but export remains available. Lab results can also show the reports rail, the Results view toggle and the review controls Reports, Only to review, Show archived, By category, By panel, as printed, Lab ranges, Clinic ranges and Share with patient when lab features are turned on. The Patients list also has Show recent first, and opening a patient updates recent-patient tracking.

Where do I see patient information quickly?

Use the patient status segment, the patient’s preferred display name with pronouns, the Patient details row, Tags and the Guardians & family section in the chart sidebar. Patient details opens the editable profile sheet, and the status segment can show an archived banner.

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

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?

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?

Use the footer menu at the bottom of the chart sidebar for Patient chart… and Notes…. The footer MRN is copyable when one is set. Export remains available on archived charts and visits. See Archiving, restoring and exporting patient data for the full export workflow.

Where do I manage guardians and family members?

Use Guardians & family in the sidebar to review access states, or open Patient details for the profile sheet.

Where do I manage a patient's photo ID?

Open Details & Settings. Use the Photo ID section there to view, add or replace the front and back images.

Where do I manage a patient's payment method?

Open Details & Settings. Use the Payment method section there, where each billing profile can show every saved card with a default card and rename or remove actions.