A new Leads page, and phone calls that explain themselves

New

Leads

Everyone who might become a patient, in one list

Calls, texts, web forms, widget chats and emails from new people arrive in Leads on their own. Each row shows the lead's status, follow-up, open tasks, owner and how long ago they got in touch. Change any of them right in the row, without opening the lead.

The right-hand rail keeps the views your team comes back to: Open, Mine, Follow-up due, Unassigned, Converted, Lost, Archived and All, each with its count. Below them, filter by status, owner and source, or open More filters for follow-up, referral, location and when the lead was created. Switch to Board to drag leads between status columns.

The Leads page with eight leads in a table showing each one's name and contact, a status such as New, Contacted, Waiting on referral or Scheduled, a Follow-up button, an Add task button, an owner and an age, beside a rail with a Table and Board toggle, a Filters card with Open, Mine, Follow-up due, Unassigned, Converted, Lost, Archived and All views, status, owner and source filters, and an Insights card with new leads, converted and conversion rate for the last 30 days — Your leads, with the views and filters beside them.

Everything about a lead in one panel

Open a lead and the panel starts with How they reached you. When the AI receptionist took the call, that's its summary. Click through for the full call, with the recording and transcript, without leaving the lead.

Call, Text and Email are at the top, next to Convert. Every detail below is edited in place: status, owner, follow-up, tasks, phone, email, how they heard about you, location, and insurance when your practice uses it.

The lead panel for Mark Smith, added by the AI receptionist 39 minutes ago, with Call, Text, Email and Convert buttons, a How they reached you section showing the incoming call answered by AI and its summary of Mark wanting to see a dietitian, and a Details list with status New, an Assign owner button, Follow-up, Add task, his phone and email, and the source AI receptionist — How they reached you, and every detail, a click away.

Notes, and a history that writes itself

Notes holds whatever the team should know about the lead. Activity is the lead's history: status changes, calls with their summaries, intake forms, archiving and restoring. Log what happened outside Ona as a Note, Call, Email or Referral, and press ⌘ Enter to add it.

The bottom of the lead panel with an empty Notes box, then an Activity section with a composer offering Note, Call, Email and Referral, and a timeline showing a note about a patient asking whether the clinic runs a blood pressure program, above Lead created via a text message — Log a call or a referral in the same place the note goes.

Statuses that match your front desk

Under Settings → Leads, set the statuses your team moves leads through. Add, rename, recolour and reorder them in three groups. Open is for leads still being worked, and new leads start in the first one. Converted is set when a lead becomes a patient. Lost is for leads that closed without becoming one.

Each status shows how many leads it holds. Removing one that's in use asks where to move those leads first.

The Leads settings page with three groups: Open, holding New, marked New leads start here, then Contacted with 2 leads, Waiting on referral with 1 and Scheduled with 1, each with a drag handle, colour dot and delete button; Converted, holding a locked Converted status with 0 leads; and Lost, holding Lost with 1 lead, with Add status buttons on Open and Lost — Your statuses, grouped by what they mean.

From lead to patient in one step

Convert creates the patient from the lead, with the name split into first and last for you to check. Add an email and they get an invitation to the patient portal. Tick Book a visit next and the new visit form opens as soon as the patient exists.

Also in leads

Where every lead came from. Each lead records its source: phone call, AI receptionist, web form, widget, SMS, email or added by hand. How they heard about you is kept separately.
One lead per call. When the AI receptionist answers a call, it fills in the lead that call created instead of adding a second one.
Follow-ups that stand out. A follow-up turns amber on the day it's due and red once it has passed, the same as task deadlines. Give it a time, or just a day.
Insights. New leads, conversions and conversion rate over 7, 30 or 90 days, with new leads per day, where they came from, calls from new callers and your open pipeline.
Act on many at once. Select leads to change their status or owner, archive them, or restore them.
Archive first, delete from the archive. Archiving takes a lead off your lists and keeps its history. Deleting for good is only possible from Archived.
Keyboard shortcuts. J and K move between leads, E archives, C adds a lead, / searches and ? lists them all.

Improved

Phone calls

A summary of every recorded call

Answered calls, AI receptionist calls and voicemails now come with a short AI summary. It shows on the call's card in the conversation, and in full at the top of the call's details, above the recording and transcript. You know what a call was about before you press play.

An Omnichannel conversation with Mark Smith showing two call cards, an incoming call answered by the AI receptionist lasting 4:03 and a 1:18 voicemail, each with a two-line summary and Recording and Transcript chips, beside the call's details panel with its contact, direction, channel, duration and Answered by AI outcome, then a Summary section, a recording player and a transcript — The summary, the recording and the transcript, in that order.

Transcripts that know who's talking

Each voice in a transcript is named by who it is: your team member, the caller, Ona for the AI receptionist, or Voicemail greeting. A caller who asks the AI for a person and then leaves a voicemail reads as one conversation, from the AI's greeting to the message they left.

Their voicemail card carries both marks, the AI receptionist's and the voicemail's, so you can tell it apart from a caller who went straight to voicemail.

A voicemail card with the AI receptionist and voicemail icons stacked, and its transcript: Ona greets the caller and lists the clinic's services, Mark Smith asks to be connected to a person, Ona says Of course, the voicemail greeting plays, and Mark leaves a message asking to see a dietitian — From the AI's greeting to the message left, every voice named.

Also in phone calls

See what's still processing. Right after a call, its card shows the recording being processed, the call being transcribed and the summary being written. Each part appears as soon as it's ready, and if one fails, the card says so.
Calls on the lead. Every call with a lead shows in its activity, summary included. Open one to play the recording and read the transcript there.