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Configure and use the Patient Portal for Forms, Messaging, and more.

Richard Abujasen
Updated

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

 

 

 

TABLE OF CONTENTS


> Configure the patient portal

In the patient portal settings you can configure  what items and forms are accessible for patients to fill out on the portal. You can also give access to treatment plans and bills and configure online booking. 


Please note - Kiosk will use the same settings for the forms - so you only need to set it up once!


Settings > Communications > Patient Portal and Kiosk


Required For All Clients

In the initial section of the patient portal sections you will choose what you would like visible to all patients, this includes:


Patient Background

  • Demographics - with the ability to hide certain tabs/fields

  • Clinical Profile - A personal and family medical history area. This can be further configured in settings > forms > clinical profile.

  • New Supplement & Medication List - Gives the patient the ability to maintain their active medications and supplements.


*Both the Clinical Profile and the Medications and Supplements will appear for provider review on the dashboard and within the chart note.


Consent Forms

Please select any consent forms you would like ALL clients to see regardless of visit type. For example office policies, HIPAA, consent to treat, etc.


Patient Access

  • Treatment Plans - Do you want patients to view the plan section of the chart note? If so they can see all treatment plans or from only signed charts.

  • Superbills - Patient receipt history can be shown or hidden

  • Other forms - When “show” is selected” all custom questionnaires available at the clinic are viewable to the patient.


Manage Appointments

The patient portal can be configured to allow online booking for established patients. If you would like to turn this off please check the box to “hide online appointments on patient portal” 

If you choose to have your appointments viewable you can select to have either the modalities or all services view.


Additionally, here you will want to record your cancellation policy limits. When set, patients that wish to cancel their appointments via the portal do not need approval beyond the time frame chosen. This feature is disabled if 'Staff Will Manually Approve' is chosen


Clients With an Upcoming Appointment (By Appointment Type)

This section looks to the “initial” or “follow-up” appointment designated on the service in Settings > Services > Services (Fee Schedule).


In the first portion of this area “Appointment Type” Initial and Follow-up the system is asking if you would like to use your chart note (which is dual purpose as an intake form) for the clients with either of those appointments. If checked off, the system will look at Settings > Forms > Chart note/Intake Form and populate an intake form based on the subjective sections chosen.



Following this you can then choose if you would like one of your custom questionnaires to be shown to any services with the Initial or Follow-up designation. If your clinic offers multiple modalities of services, we do recommend using this section and instead assign at the bottom in the next area reviewed.


In the final area of patient portal configuration you have the ability to be very specific about what forms you want seen based on what service the patient is coming in for. 


To configure, select “Configure a Questionnaire” or “Configure A Consent Form” and you can then select which questionnaire or consent you would like followed by which services(s) need to complete that form. Multiple services can be selected for one form.


Patient Portal Messaging

Staff have the ability to message with patients from OptiMantra to the patient portal. To turn this option on the access must be given in settings > business > user management. Select "edit" and check the box in the access rights to turn portal messaging on for that user. Within the blue "manage access for user" button you can also select if you would like this user to be able to view portal messages for other users.


> Using the Patient Portal





> Patient Portal FAQs

How do I troubleshoot log-in issues?

The patient can email portalsupport@optimantra.com for help with the portal; but the vast majority of the time you can help them:

  • First, and most importantly, check that their email address is correct and that you've given them Portal access (that is, you've checked the box in Patients > Patient Action Menu > Profile > Demographics that says 'Access to Patient Portal' at the bottom of the page). Without this, they won't have access.
  • To reset their password, the patient (or you) can
    • Go to the OptiMantra patient log in page - optimantra.com/optimus/om/patient/login
    • Enter the patient's email address, and click on the blue "Reset Password" (or the "New Sign Up") button.  
    • Re-enter their email in the Login (Email) box and click on the blue "Send Email" button.   
    • The patient will get a link in their email to set a new password (have them write it down in a safe place for future reference (or use a computer password keeper!). 
    • The program will ask to reenter it for confirmation and that is it!  
  • If they are not getting an email - have them wait a few minutes and check their spam folders.
  • Here below are steps that allow you to share a patient portal among different related users (e.g., caregiver and dependent, spouses) who would like to have a shared portal login and password. These are written so you can easily copy and paste them with your clients without (or with minimal) editing.

    • If you would like to share a portal login and password among different members of your family (e.g., caregiver and dependent, spouses), you can do that by following the steps below:

      The precondition for a shared account is that you have the same primary email address set up with your practitioner for all connected individuals 
      • E.g., if you're a parent and a child, both your profiles with your practitioner should have the parent's same email address on file
    • If the primary adult has not yet set up their patient portal account - or does not remember their password - start by going to the patient log-in site: https://www.optimantra.com/optimus/om/patient/login
      • Enter the email that you have registered with as the email for your provider in the OptiMantra medical records program.  
      • Click on “Reset Password” and re-enter your email address and send the password link to your email.  
      • The program will send you a message that you have successfully sent the password link.  
      • Go to your email and open the password link (search for OptiMantra support if you can’t find it; or check your Spam folder)
      • Enter your new password (save it somewhere safe) and then enter it again for confirmation.
    • Now you can use the same email address and password to log in - to differentiate between patients, OptiMantra will ask for a first name and date of birth
      • For each family member who has the same email address on file, go into the portal by entering the shared log in and the shared password 
      • Then, OptiMantra will ask for the first name only and the date of birth (format of YYYY/MM/DD)
      • This will allow you to access the information of said individual.
    • Make sure that when you log in to the Portal, you choose the correct person for whom you are completing steps - uploading documents, entering demographics and medical history, or checking patient forms - to avoid confusion between patients.


 

How do I set myself as out of office for Patient Portal Messaging (OOO)? 

  • You can set yourself as out of office for patient messaging under the Messages (in the Navigation bar where you're getting messages)
  • Then click on > Message Settings
  • Set your out of office schedule
  • You can also add any message character or number limits here
If patients complete a form will it continue to display on the portal?
  • Yes, the forms do continue to display on the portal until the appointment is completed. 
  • The form shows a submitted date below the form indicating the patient has submitted this.
  • The form will display again, with the submitted date, if the patient schedules another appointment that includes that form or the form is set to always display.

 

How do I know if a patient has signed up for the portal?

 

You can check if a patient has registered for the portal by going to the patient actions menu > messages.  If the patient has not signed up you will see [Not Registered For Portal]. If they have registered this will not be present. 

 

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