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Create and Use Consent Forms and Custom Questionnaires

Richard Abujasen
Updated

Overview

OptiMantra utilizes Intake forms, Consent Forms, Customer Questionnaires, and the Clinical Profile to gather various patient data. Below is a walk through of how to create Consent Forms and Customer Questionnaires in the program. As well as how to send the forms to patient to complete. See also our articles on Configuring the Patient Portal and Kiosk.

*Please note that OptiMantra support is able to help with the initial creation for forms but not the on-going editing of forms. 

 

Consent Forms

Custom Questionnaires

Sending Forms to Patients

 

This guide explains how to:

  • Create and manage consent forms
  • Build custom questionnaires
  • Configure form delivery via email and text reminders

Consent Forms

Accessing Consent Forms

Navigate to:

  • Settings > Forms > Consent Forms

You will see:

  • A Template Library (shared by OptiMantra and other clinics)
  • Existing forms in your system

Creating & Editing a Consent Form

Key Components:

  • Title – Name of the consent form
  • Assigned Practitioners – Who the form applies to
  • Body Text – Patient-facing information (text only)

Adding Inputs

You can add fields at the bottom to ask individual questions; such as 

  • Items that requite initital

  • Items that do not warrant a full custom questionnaire

  • Directions for the patient to acknowledge

Input Types Available:

  • Multiple choice
  • Single answer
  • Paragraph
  • Numeric
  • Text

Organizing Inputs

  • Drag and drop fields to reorder them
  • Click:
    • Save Sort Order
    • Save Consent Form

Signature Handling

  • A signature is automatically added when the form is sent to a patient

  • We do have both Draw and Typed in accordance with ADA guidelines

    • If your clinic requires Draw when available, include these directions as a line input

     

Previewing Forms

  • Preview shows:
    • Body text
    • Input fields
  • Does NOT include:
    • Patient-specific data
    • Signature field (only appears when sent)
    • Clinic Header/Logo Information

Custom Questionnaires

Accessing Questionnaires

Navigate to:

  • Settings > Forms > Custom Questionnaires

Includes:

  • Questionnaire Library (shared templates such as PHQ, Botox forms, etc.)

Creating a Questionnaire

Setup Includes:

  • Title
  • Assigned Practitioners
  • Categories and Questions

Resume Later Option

Question Types

You can create questions with the below answer types:

  • Text (short answer)
  • Paragraph (long answer)
  • Numeric
  • Radio (single choice)
  • Checkbox (multiple choice)
  • Dropdown
  • Matrix (multi-answer grid)

Calculating Subtotals in Custom Questionnaires

How to Set Up Subtotal Calculations

1. Enable Subtotal Calculation
  • For each section or question where a subtotal is needed, set “Calculate Subtotals” to “Yes.”
2. Assign Weights to Questions
  • Enter a Weight of “1” for each question you want included in the subtotal.
  • To make a section contribute more heavily to the overall (grand) total, increase the weight value.
    • The weight acts as a multiplier for the numeric answer values within that section.
3. Set Answer Format
  • Choose Numeric or Radio (single answer) as the answer type.
  • Use numeric values (e.g., 0, 1, 2, 3) for answer choices instead of text (e.g., “Never,” “Sometimes”).

Where Subtotals Appear

Subtotals are displayed when:

  • Viewing the PDF of a submitted form
  • Importing the form into a chart note

Note: Subtotals do not appear when viewing or editing the form in the questionnaire builder or during a live preview.

Preview & Print

  • Preview shows patient-facing layout
  • You can print questionnaires for:
    • Paper use
    • System outages
    • Patients with limited technical access

Sending Forms to Patients

Email/Text Reminders

How to Add Forms:

  1. Open an Email Reminder
  2. Click:
    • Consent Form Link
    • Custom Questionnaire Link
  3. Select Add Keyword

What Happens:

  • A form code is inserted
  • When sent:
    • Code becomes a unique patient-specific link

Important:

  • Do not copy/paste links between patients

  • Each link is unique and secure

    *Please note: When forms are sent via e-mail, a patient specific URL is generated which includes that patient's Patient ID. This ties the form back to that patient. If the link is shared, it will always go back to that patient. Ex. If mother completes here forms for child, they will go to the mother's submitted intakes. 

Email/Text Templates

  • Use the same form buttons in the message editor
  • Forms are inserted as dynamic links

Text Template Limitations

  • Form buttons are not available
  • Workaround:
    • Copy form links from elsewhere
    • Paste into text templates manually

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