In OptiMantra, you can send records and referral letters in the system to a patient or 3rd party
- Send Records (Patient Charts and Documents)
- Send A Single Chart Note
- Send A Referral Letter (No Chart Notes)
Send Records (Patient Charts and Documents)
In order to send files, please follow these steps:
a. Please go to Shortcuts > Clinical > Send Records
(you can also do the same inside the chart note: More options > Send Records)
b. Hit the "Create New" link on the top left
c. On the create package dialog - add a title, select the patient, select the 3rd party you plan to send this to and any letter template that you have setup in the Settings section.
- For help creating letter templates, check out our quick article on using letter templates for referrals, excuse letters and more
d. Once you save the package, select which charts and documents you want to include in the package
- Note that if you do not select any charts or documents to include, no charts or documents will be sent
e. Send your records! You have two options for sending:
i) Faxing - if you have OptiMantra integrated faxing, you can send it all as a fax to the 3rd party.
ii) Secure links in an email - this option will send links to these items in an email
- You will email the files to the 3rd party AND THEN SEPARATELY email the Pass-code (link for that in the Pass-code column), as the Pass-code will be required to access those links
- The links will allow the 3rd party to download the letter, charts and documents.
Send A Single Chart Note
Note that if you are only sending one individual chart note - not a more comprehensive set of patient records - you can send a chart notes from the charting history
- Go to the patient's > Charting History (accessible from the Actions hamburger menu as well as directly from the chart note)
- Click the three blue dots
- Pick the Fax or Email Full Chart Note option
Pick the Contact you are sending the chart note too and the sections you'd like to include
Send A Referral Letter (No Chart Notes)
Note that if you are only sending a referral letter directly to the patient to take with them or to a provider for a patient, but not sending records
- Go to the Patient Actions (hamburger) menu > Documents
- Click on Document History > Add A Letter
- Create the Letter - pick from a template and insert your signature (configured under Settings > Provider Settings > Edit Profile) at the bottom of the page if desired
- Share with the patient by Email, Share on the patient portal and send them an optional notification, and/or fax to a provider