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Set up and manage (add or delete) users

Richard Abujasen
Updated

Watch this short 5-minute video for best practices on user management, including types of users and managing OptiMantra access or read our quick notes below for common questions

Note: Please ensure the new user's e-mail is created in your e-mail carrier prior to creating their user in OptiMantra.

 

For more on configuring the Business Details section, visit Configure Business Details

Some additional helpful articles: 

Using Resources to Book Non-provider Appointments

Analytics Roles: Overview and Configuration

Types of Users and Controls

To manage users and controls, go to OptiMantra > Settings > Business > User Management

Note that each user must have a unique login (email address) to ensure security and protect patient data


 

  • Add New User > Adds a new staff login
    • Provide a unique email address - note that if the user already has another OptiMantra account with the same email, you cannot add them again. 
      • User can have an alternative email or create an alias email. For instructions on creating aliases, please review our article here.
    • Optionally, add a text message number for password reset purposes and 2 Factor Authentification
  • Add or Edit User > 
    • Set the user's permissions level
      • Admin: Has the ability to make program-level/account-level changes
      • Practitioners (including clinical staff): Can view charting and are included in the schedule (Clinical Support Staff Workflow)
      • Staff - non-clinical users: Do not select Admin or Practitioner. 
      • Patient Portal Messaging: Allows staff to message patients directly
      • Users can have any or none of these permissions - for example, front-desk staff may not require any admin or practitioner permissions
    • For providers, you can add additional roles >
    • Please review our article for more details on adding new providers: Add a new Practitioner user - Practitioner Setup and Settings
      • Supervisor role: Primarily for insurance billing; supervising physicians' credentials on insurance claims can be added using this setting (you can just set one)
      • Chart co-signing: For insurance billing or given state requirements, a co-signing physician may be required to sign a chart note; OptiMantra provides the option to create a task for the co-signer (see our full article on chart co-signing here)
    • For all, set a reply-to email: Choose whether patient responses should be directed to a shared office email inbox or a specific email address

 

Manage access for user

  • Use this button to change the ability for your users to access or make changes to specific OptiMantra sections
    • Non-administrator users: including access to chart notes, claim editing, and superbill deletion.
    • Practitioner users: Restricting access to only the practitioner's own chart notes or allowing them to view all chart notes for patients; enabling collaboration on the same chart note, allowing other users to open and modify a practitioner's notes (not recommended in most cases)
    • Erx Staff Permissions: This setting allows you to configure the level of access/permissions this user has in the MDToolbox interface. Learn more about each access level here. If nothing is selected, users will default to Full Permissions in MDToolbox. (Please note a ticket needs to be created by a Prescribing Provider with the staff members name in order for us to enable the staff member for eRX access)  

Manage Settings Access Roles

Settings access roles let you control which settings each non-admin user can view or edit in your practice. 

Note: Roles can only be assigned to non-admin users. To confirm a user is non-admin, go to Settings > User Management > Edit and verify that the Admin checkbox is unchecked. 

Step 1: Create a role: Go to Settings > Business > User Management > Settings Roles and create the roles you need. 

 

 

Step 2: Assign the role to a user: Go to Settings > Business > User Management > Manage Access for Users > Access to Setting Section and assign the appropriate role.

 


 

 

 

Change your Email

  • To change your email in the system
    • Go to Settings > Business details > Users > Edit User (pick yourself in this case)
    • Change the email address and reply-to email there to your new email
    • You'll need to then exit OptiMantra (since your logged in email is no longer registered)
  • To log in with your new email
    • Return to our OptiMantra website to log in: https://www.optimantra.com/optimus/om/public/login
    • Add your new email address and click Set Password
    • This will email your new email address a link to set your new password
    • Create a password and it will log you back in to your account!

  • Make sure you remove all traces of your old email - update your email address in any Settings > Patient Communications >Email Templates and for your  > Reminder Emails if you already set those up with your old email

Add Users

  • When you add a paying provider, please send us a ticket and we will update your account (more on that below)
    • Each additional provider is $49/month
    • Each Physician Assistant or Medical Assistant is $25/month
    • Any office support staff is no additional charge
    • If your providers are going to require their own add-ons, like e-prescribing or a fax line, you can check those additional third-party charges here
  • Adding a new user is easy - you can set them up directly in your system under Settings > Business Details > Users > Add New User to create their account and set permissions

Deactivate/Delete Users

  • If you have a member of your practice who is leaving, deactivate their account under Settings > Business >  User Management 
  • Just select the user and click on the Deactivate button - this will revoke their access to OptiMantra
    • We deactivate (and not delete) so that you can preserve their visit records, notes, and other information in the system
    • If you are deleting a Practitioner user, do not remove their practitioner status as that will make their past chart notes no longer visible in OptiMantra
    • Please ensure all future appointments are rescheduled to a different provider
    • Note: if you accidentally remove practitioner status before deleting a user and can no longer see their past notes, quickly restore the user (as described below), return their Practitioner status, then redeactivate them to -> all their charts will be visible to you
  • Note that if you change their access, this may impact your ability to view their past records
  • You can always reactivate a user by going to Shortcuts > Deleted Data > Deleted Users > Reactivate
     
  • Commonly when a user gives an error when attempting to deactivate, the issue is there is an already deleted user with the same e-mail. Please try
    • Going to the Settings > User management > Edit
    • add a prefix such as ex. 123 to the beginning of the e-mail.
    • Save
    • Renavigate to the user you are attempting to deactivate
    • Try deactivating again.

Manage Analytics Role-Based Access

Please review out Knowledge Base Article - Analytics Roles: Overview and Configuration
 

 

You can also create analytics "roles" to decide which reports will be accessible to individuals in your practice

Create the roles, and then assign a role to a user under Settings > Business Details > Analytics Roles

 

 

Assign the role under Settings > Business > User Management > Manage Access for Users

 

 

Setting up User Roles for an Accountant or Bookkeeper

If you’d like your accountant to have access to specific analytics reports without granting full access to your practice, please watch the video below for step-by-step instructions on how to set this up. 

 

 

 

 

 

 

 

 

 

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