Welcome to OptiMantra Onboarding!
This Onboarding Setup Guide shows you how to set up the program to suit your practice needs. Please feel free to reach out to our support team wherever you have questions. You can also review our Managed Onboarding options here: Onboarding Resources
TABLE OF CONTENTS
- Welcome to OptiMantra Onboarding!
Summary of Onboarding Steps and Timeline
Setup Guide Onboarding Help Import Your Data Ongoing Support
Your Help Resources!
Learn more in our knowledge base article about importing your practice data.
To support you through the basic setup, our team has also created a PDF checklist you can follow along with as well as a data collection spreadsheet - available to download at the bottom of this page.
Looking for a guided onboarding experience? Explore our Express Onboarding and Managed Onboarding options - learn more here.
Have questions along the way? Here are quick ways to connect with our team
Daily Office Hours - A Drop-in Time for Quick Questions for Current Clients M-F 1-2PM EST. Please note that this is a group call with our customer success team so there may be other practitioners on the line with you.
Virtual Onboarding Support - This call is for practitioners who are using OptiMantra and want a deep-dive into certain areas of the program through 30 minute sessions with our onboarding or support team.
Contact our support team - via “create a ticket” on the upper right hand corner of your OptiMantra screen or by calling 866-868-5070 for quick questions.
For best performance, we recommend using Google Chrome and clearing your browser cache at least once a week to keep the system running smoothly.
Explore the OptiMantra Workflow
Before diving into the setup process, it’s helpful to understand how the system is used in a clinical setting. The following videos provide a high-level walkthrough of the typical clinical workflow within OptiMantra from patient scheduling to check out. This will give you context for how different parts of the system come together in daily use.
Begin your Integrations
Let’s take a look at the integration options available to you in OptiMantra.
Payments
In OptiMantra, take payments directly in the program through our payment processing partners; once set up, using integrated payments allows you to use features like our patient invoicing, online booking payments, and speeds up your checkout.
We recommend:
FISERV - OptiMantra started partnering with Fiserv because of their consistent positive reviews from joint customers, ability to work with a wide range of practices (including those deemed 'high-risk' by Stripe), their in-person terminal options, and their competitive rates. Please complete the signup form here to set up an initial call to explore your rates (or let us know and we can introduce you).
STRIPE - This is an easy place to start but there are some feature limitations - you will not be able to do recurring billing or use card swipers with Stripe. Their rates are 2.9% + $0.30 flat fee per transaction. If you are interested in signing up with Stripe, please “create a ticket” for our team.
To learn more about payment processors, review our knowledgebase here.
eRX
Connect directly to eRx to prescribe medications, including controlled substances and compounded meds, through a partnership with MD Toolbox (which offers SureScripts integrations for EHRs).
To get started:
Add eRx and fax (if needed) to your subscription when you sign up under Settings > Business > OptiMantra Subscription - we'll start the set-up process and send you instructions in a ticket via your email.
Labs
In OptiMantra, you can easily print out lab requisition forms to give patients, set-up your own in-house labs and diagnostics, or integrate with select labs to quickly send requestions and receive results directly within the system. Refer to our Lab Integration guide for instructions and requirements to connect.
As a general disclaimer it can take 8-12 weeks for lab integration to complete and some labs will want to see volume before they approve direct integration.
If you use Quest, they must begin the initiation process, please make that request here.
If you use Rupa, the connection is done on their end. Please follow the steps here.
If you will be drawing labs in house, follow these steps.
Two Way Texting, Automated Reviews, and Group Texting
Appointment text reminders 1+ days in advance is available to everyone as part of their subscription and does not require any texting plan.
In OptiMantra, we have two texting and group texting add-ons that allow you to further communicate with your patients, as well as the option to do automated reviews.
2-way texting allows client responses to your texts (reminders, direct text messages) and shows those responses in the OptiMantra program; this also includes 2 hour reminder text messages and post-appointment reviews ($75/month)
Group texting enables you to send out larger promotional or update messages via text ($100/month) (two-way texting required)
These can be added to your subscription in Settings > Business > OptiMantra Subscription. Note overage charges may apply.
Fullscript
Integrate Fullscript with OptiMantra to dispense healthcare's best supplements and wellness products directly from your EMR to the patient. OptiMantra partners with Fullscript to provide integrative and medical practitioners a streamlined approach to drop-ship supplements and nutraceuticals from their OptiMantra directly to the patient's doorstep.
To sign up or connect your Fullscript account, please follow the steps found here.
Import Your Practice Data
As part of Onboarding, the OptiMantra team can help you upload your data - patients, contacts, supplies and services - into the program from Excel or CSV files
We can import the following data for you -
Excel or CSV format for Patient Demographics (required to be able to upload appointments), Product List, Services list, Contact list, and Appointments
PDF format for charts and documents
Excel or CSV format for charts notes
CCDA for medical summary
We recommend conducting the data export during weekdays when support services are readily available to assist in case of any issues. Planning the export on a Wednesday or Thursday allows time for data verification and addressing any data quality concerns, and then a load over the weekend. Please coordinate with our team so we can schedule your import since we have limited weekend data load slots available! You can reach out to us through a ticket. We work as hard as possible to quickly validate, clean and load your data for you - but please note that depending on data quality and volume the required processing time can vary significantly, and we cannot predict how long the data load will take.
Start Your Basic Setup
Now that you’ve seen the clinical workflow in action, it’s time to begin setting up your system. This section will walk you through the essential first steps to get your OptiMantra account up and running, including configuring your practice details, adding users, and setting up core features needed for daily operations.
Helpful tip: The settings are searchable and you’ll see info buttons throughout that link to workflow videos and our knowledgebase.
Settings > Business
In Settings > Business, set up your business locations, fax numbers, users, insurance billing entities, e-prescribing, and non-patient contacts. Additionally you’ll maintain your OptiMantra monthly subscription.
Locations
Make sure all location details are entered, including rooms and tax rates if applicable.
Fax Accounts - A fax number on file is required for eRX. Sfax tickets are created automatically when added in account billing or clinics can use their own fax number and record that in the location settings.
Add and edit your users and manage their access to individual OptiMantra program sections; ADMINISTRATOR roles have complete access. Analytics roles and 2FA can be configured as well.
IP Access Management - Save your IP address so you only need to authenticate if logging in from an unknown location
For IV clinics, saunas, or other services where the patient is booking to a room (not a person) - use resources to book no provider entities.
Individual User Preferences
Choose between dialog view (full screen) or side by side for your preferred view of OptiMantra.
Provider Settings
Manage your provider preferences - set up individual profiles and descriptions to feed Online Booking, customize paperwork with headers information and logos and disclaimers, and set your charting preferences.
Please add the provider's full name and credentials. For the credentials, the character limit is 10 including spaces and commas between the credentials.
For State License numbers, you can enter multiple state numbers with a space in between each one but only up to 35 characters including the spaces. Any additional state license numbers will have to be entered in the Pharmacy Notes box when preparing the script to a pharmacy for those that need your state license on file.
Make sure the provider address is the business address that corresponds to the DEA you are entering. If you have multiple DEA's, add one here and any additional will be linked later in MDToolbox.
Don’t forget to add your legal signature to the profile section!
Need help adding your logo? Please upload it to our team in a ticket.
OptiMantra Subscription
Begin and maintain your OptiMantra subscription - add your providers and add-ons, sign our partnership agreement, add your card on file and sign up when you're ready to use the program. You can always come back and change this information as needed. To change providers after starting your subscription, please adjust below and then select 'Submit Subscription Changes’.
Contact List
Add and manage your non-patient contacts here.
Settings > Services
Add your Services/booking types and maintain your fee schedule.
Please use this section to add your appointment types, services, procedures, labs and any other miscellaneous offerings that are not inventory. The services may or may not have CPT codes. You can also add your own custom (CPT/HCPCS) codes as needed.
Do you offer telemedicine only or both telehealth and in office? Be sure to make two services. Ex. “New Patient In-person” and “New Patient telemedicine”
Settings > Scheduling
Organize your organization-wide and practitioner-specific calendar settings and set up online booking.
Here on the Org Settings page, set your organization-wide scheduling and calendar preferences including calendar set-up (how you view your calendar, slot durations), email reminder and policies (email reminders, calendar attachments, cancellation policies), practitioner order on the Scheduling page, and appointment status colors
This page is for your practice-wide calendar - email reminder options and shift management can be customized in upcoming sections
Helpful tips:
Your calendar display start and end hour should be one hour before and one hour after your open/close time.
Set your time slot duration on calendar to the smallest appointment time you offer.
Customize your practitioner-specific calendar settings for the Scheduling page. If your schedule
varies from week to week rather than using the optional fixed weekly schedule, we recommend using manual calendar blocks to define your working hours for the scheduling home page.
Online Booking > Location Settings
Offer online appointment scheduling for your clients (if you'd like) by using OptiMantra Online Booking and set up your booking preferences and availabilities
Here on the Location Settings page, set your Online Booking settings by location, including configuring the Scheduler appearance, deciding on text confirmations, and setting up online payments. Additionally, preview and generate your custom Online Booking link to add your website.
Helpful Tips:
Telehealth only - Be sure to set your Header Background and Practice Address to the same color to hide your address in online booking.
Offer multiple modalities of services - Use the modalities view so that providers will see modality first then individual services.
Online Booking > Availability; By shift
Add slots to open up your availability for online booking using the Availability by Shift view. You will also see an availability by week option, however, for most practices, we do not recommend using the Availability by Week view.
Availability can be added as individual slots (e.g., open up next Saturday) or as recurring (e.g., open up every Monday morning). For each slot, you can be very specific and decide which service types you want to offer during that time.
Settings > Forms
Create a range of different types of forms including intake forms, Custom questionnaires, consent forms and handout. The OptiMantra program is very flexible so you can create multiple intakes and custom questionnaires, unique to practitioner(s) and service(s)
Do you have forms you're already using and want to continue using? “Create a ticket” to have our team upload those forms for you.
Forms Library - You can also choose to use a consent form or custom questionnaire from the shared library. The templates in this library have been shared by practitioners using OptiMantra themselves. You can add these templates to your account and adapt them as needed.
You can use the search option to enter key words and search for the templates needed.
For full templates legal disclaimer please review our knowledgebase.
Create new consent forms, copy-and-paste your existing forms into the program, or browse consent forms from our template library to import into your OptiMantra program and customize to your practice.
The text section will be a read only section for clients, so any fields for input from the patient should be created using the "Add An Input Line Item" option
Please DO NOT add line items for date and patient signature - we add those automatically and will also capture patient IP address; you can add your own customized acknowledgments as well
The clinical profile captures a patient’s personal and family medical history. In this Clinical Profile section, you can customize the sections that will be displayed in Clinical Profile. You can enable or disable Clinical Profile in Communications > Patient Portal and Kiosk.
Configure which sections you would like as part of your Initial or Follow-up chart note style. Optional subjective sections can also be used as an intake form for your patient and their responses can be imported directly into your charting sections.
Custom questionnaires in OptiMantra allow you to create personalized intake forms for clients to complete before appointments. These forms help gather relevant health, demographic, or service-specific information tailored to your practice’s needs.
Upload your existing handouts (images, PDF, Excel, CSV or Word documents) to share with your patients; use the Access column to decide who receives these handouts.
Are you using Fullscript? They also have a large resource library of handouts that can be shared with patients.
Create letter templates to be provided to patients or other providers like referral and excuse letters. You can also reference our library and adapt shared letters to your practice needs.
Settings > Communications
The communications section allows you to configure how your practice communicates with patients. You can customize the patient portal, set appointment reminders, and define communication templates.
Throughout the communications area you can use keywords to customize your messages for patients. For example, to show a patient's first name or nickname, pick the placeholder FIRST_NAME_OR_NICK_NAME. You do not need to make any changes to the code you see in capital letters, once it goes to the patient it will automatically populate into your chosen item.
In OptiMantra's patient portal, you can have patients add and update their information, fill out consent, intake forms and questionnaires, use the telehealth capabilities, and communicate in a HIPAA/PHIPA-compliant way. The portal settings also function for our office kiosk mode which will allow patients who have not completed their forms ahead of time to complete them in the office.
Reminder Email and Reminder Text
Included with your OptiMantra subscription, leverage OptiMantra's automated reminder emails and text messages to engage patients and improve your no-show rate.
Email and Text Templates can be used to create and customize emails and texts to send out to clients. They can range from reminders, treatment plans or even an email Birthday emails for your clients.
Rather than using one general email, you can also create unique emails for individual services. You would first create those in the templates and then assign by going to settings > services > services (fee schedule) and choose “assign email template”. Then in settings > scheduling > org settings for automatic reminder emails choose use email template on appointment if available.
Settings > Clinical Templates
Use charting templates to speed up your note-taking workflow
SOAP, Categorized, and @ Dot Phrase Templates
In OptiMantra, we have three main types of templates to facilitate quicker charting:
SOAP Templates (Text-based) - Use paragraphs as macros to speed charting
Categorized Clickable Templates - Create sentences on the fly using predefined clickable choices
@ (Dot)-Phrase Templates - Use short @statements to pull up pre-existing content.
Add generic patient images that you can document directly on within the chart note. Many OptiMantra practitioners annotate on images to indicate where on the body a patient is experiencing pain or what points they may be using for injections.
Here, you can select favorite ICD 10 codes individually or create ICD 10 code Groups (recommended), if you see patients with different conditions. These can be quickly accessed in the assessment section of the chart note.
Settings > Clinical Integrations
To set up the most frequently used lab codes and panels, we recommend using Lab Test Templates.
Settings > Payments
Contact our support team to add a payment processor (aka merchant processor) to take payments in OptiMantra with one of our preferred partners - Fiserv and Stripe! Then, customize your Superbill sections to your practice as well as additional POS related items.
In OptiMantra, take payments directly in the program through our payment processing partners; once set up, using integrated payments allows you to use features like our patient invoicing, online booking payments, and speeds up your checkout.
In OptiMantra, the patient’s receipt after a visit or purchase is called a Superbill. These Superbills should be created for each patient after every visit and/or after the EOB is processed in clinics that bill insurance. In your settings you are able to customize which sections you would like to show or hide as part of your superbill.
If you don’t take insurance, your patients may seek insurance reimbursement. Be sure to turn the CPT section on in your superbill.
Selling gift cards? Be sure to change “Other Services” to yes.
Use Coupons as predefined discounts and attach those coupons to certain patients (so you don't have to remember which patient gets which discounts)
Set up invoicing to collect payment from patients through text or with an easily emailed link (right off the Superbill page!)
Advanced OptiMantra Setup
Build on the basics with advanced configuration tools that align OptiMantra with the unique needs of your practice. This phase focuses on advanced configuration of scheduling, billing, and communication settings to support optimized, end-to-end practice management.
Settings > Services
Configure service packages and banks to sell to clients and track their usage over time.
Combine one or more services into service groups, which makes it easier to schedule and bill clients.
Setup and manage classes in OptiMantra. Add class details and publish classes for online booking or in-office scheduling. Embedded booking links allow you to post on your website or social media.
Service & Product Categorization
In OptiMantra, you can create your own categorizations (sub-types) of Services and Products and customize your reporting with those categorizations in the Analytics section.
Settings > Scheduling
Prospect Registration In addition to online booking, you can add a prospect registration form to your website to collect information from potential patients. This helps you capture leads and screen prospects before scheduling.
Settings > Communications
OptiMantra allows you to create and customize email and text cancellation templates to streamline communication with your patients.
Birthday Reminders
If you would like to create and send a birthday email to your patients, first configure your birthday email in settings > communications > email templates. Then navigate to the birthday reminders area of the settings to turn the feature on.
2-way texting allows client responses to your texts (reminders, direct text messages) and shows those responses in the OptiMantra program; this also includes 2 hour reminder text messages and post-appointment reviews (This is an add on at $75/month).
You can create custom tags to identify patients with certain characteristics during the check-in, charting and check-out phases. These tags are in the form of little colored flags and can alert you of specific client characteristics. Additionally, these can be used to sort patients for group emails and viewed in an analytics report.
Settings > Clinical Templates
IV, IM, and Herbal Formulations
Custom formulations, most commonly used for IVs and Injections, will allow you to create a formulation of ingredients, maintain your inventory, build a chart note, and designate the appropriate charge for billing for that item.
Supplement protocols are groupings of supplements that are typically recommended at the same time. Example - you start a Detox protocol which has 5 different supplements with specific instructions.
Settings > Clinical Integrations
Connect your DeepCura AI scribing account to OptiMantra to pull your scribed notes directly into your patient chart. The DeepCura integration is in Beta so may be subject to changes or improvements. While we strive to ensure a smooth experience, some functionality may be limited.
Settings > Payments
Sell gift cards on your website or in the office, and quickly redeem them as well.
Use Good Faith Estimates to create pre-treatment quotes for your patients.
Settings > Insurance
OptiMantra's robust insurance billing allows sending a claim with a few clicks of your mouse when you enter services and diagnosis codes in the patient insurance tab. It is set up to have providers or staff or billers manage the billing tasks easily within the program and to interface all information in your patient's accounts.
We have a whole system set up to bill the patient the copay at the time of sale and to make another superbill automatically when insurance payments are entered to properly document everything for the analytics and for remaining patient balances. We offer individualized, and group training for all the following aspects of setting up and billing insurance. OptiMantra charges 25 cents per claim submitted properly and successfully.
Basic setup for insurance includes creating a clearinghouse account, setting up your billing entity, adding CPT codes to your fee schedule, and adding your list of payers to the contacts.
OptiMantra offers training on insurance billing and claims. There are two weekly group training sessions offered:
Insurance Billing Overview: This is a group session held for those who are getting set up with insurance billing. The call covers Insurance billing basics, the OptiMantra insurance set-up, and Guidance on EDI/ERA/EFT set-up. To join, please click here.
Insurance Billing Q&A: Also a group training, this session covers claims support and trouble shooting error codes. This training is ideal for staff and providers who are actively billing insurance. To join, click here.
Looking for recommendations on a billing company? You can create a ticket to request a list of our preferred partners.
Settings > Marketing
OptiMantra has robust integration capabilities with CRMs such as custom email services, conversion tracking, and CRM integrations.
Settings > Integrations
Integrate your CareTaker VitalStream device to tie vitals to your patient record and pull them directly into your chart notes