If you decide to transition away from OptiMantra and/or need a data export, please create a Ticket and let us know when you would like your export.
Please note we need at least four weeks advance notice to schedule an export of your data - which is done over the weekend to ensure a clean break in data and minimize system load. We will attempt to schedule your export as close to your preferred date as possible pending availability.
- We will export your charts, superbills, and documents (uploaded documents) as PDFs.
- The format of the PDFs is PATIENTNAME_ID_Document.pdf.
- For list of patients, services, products and appointments, you can export them from the Analytics section into Excel or CSV following the steps below. If you need assistance with this please create a ticket.
- Please note, patient consent and questionnaire pdfs will need to be manually downloaded
At this time, we do not support exports in other file formats.
The first export is available at no charge, but any subsequent exports will incur a fee of $500.
Additionally, OptiMantra does not facilitate the transfer of records into external systems. If you need records transferred to a different software platform, it is the clinic's responsibility to provide the exported files to the receiving system. We are unable to provide alternate export formats, so if the receiving system cannot support an import using the formats we provide, they’ll need to work with you to find an alternate method.
Note - in case it's helpful - we also have a read-access $15/month plan where you're able to login to view all of your data and patient records in the OptiMantra program. This also allows you to store your data in a readily-available, HIPAA-compliant way and if you need to pick back up in the future.
See OptiMantra Subscription Payment FAQs for additional information about your OptiMantra Subscription.
Analytics Export
To export the following please access the correlating analytics reports:
- Patient List: "Patient List with Demographics, Background (DOB List)
- Provider List: "Practitioners"
- Services Offered: "List of Services"
- Products and Pricing: "List of Inventory"
- Appointments: "List of Appointments by Practitioner by Date"
You can access these reports by choosing "Analytics" on the blue/green toolbar. Once within the Analytics section choose "list of reports" where you will see the search bar to type your chosen report.
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When viewing your chosen report to download the data you can adjust date filters as needed and use the blue paper/grid icon to export as an Excel or CSV report.
SFAX Port Out
Our team is able to work with sFax, our fax provider, and a gaining fax provider (or your own sfax account) to port your fax number away from OptiMantra. We will need a copy of the LOA from the gaining Carrier.