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In OptiMantra, you can create custom tags to identify patients with certain characteristics during the check-in, charting and check-out phases. These tags are in the form of little colored flags and can alert you of specific client characteristics - and you can set them to be whatever you'd like!
Common examples of Tags that are useful in scheduling include 'Prospect', 'Frequent no-show', 'Outstanding bill', 'Out of network', 'Discount patient', 'Gold member', 'Referral FB Ad', 'Black Friday Special', and more.
- Creating Tags
- Assigning Tags to Patients
- Seeing Tags for Patients
- Seeing All Patients with Tags (or Verifying What Tags Have Been Assigned; in Bulk)
> Creating Tags
In OptiMantra, please open Settings > Communications > Patient Tags
Here you can start by creating custom Tags and specifying where they will show up in the program (this allows you to minimize clutter or confusion in your workflow)
You may choose to create tags to track things like:
- Multiple no-shows (e.g., so you can plan to confirm with them by phone vs just reminder text)
- Bad debt (e.g., so you can ask for pre-payment or ensuring payment at check-out)
- Membership (e.g., if they're part of a membership offering)
- Type of client (e.g., aesthetics vs. IV vs. other services they typically get)
Add colors and icons to better distinguish between your patient Tags! Plus, view patient tags right on the patient list.
> Assigning Tags to Patients
Assigning tags to a patient's profile
On the Patient Profile page, under Demographics (Patient > Actions > Profile), you will see the link for Patient Tags at the bottom of the page and can specify which tags to add
Assigning tags on the scheduler
Patient tags can also be added to the scheduler directly.
Assigning tags to an appointment
Patient tags can be added to a patient's appointment directly.
> Seeing Tags for Patients
You will see Patient Tags that you selected for that workflow, across the program.
Checking in - View patient tags on the Check-In Status view on the Scheduler
Go to Scheduling > More Options > Check-in Status
All assigned tags can bee seen under the Check-In Tags column.
Checking Out - View tags on the Superbill (invoice/receipt) and on claims when checking out patients
Charting - View patient tags for charting on the patient dashboard.
Go to Patients > Actions > Dashboard
Group Emails and Group Texting (if enabled) - Under Shortcuts > Administrative > Group Emails or Group Texting, select just patients with patient tags to email under 'Filter by Patient Tags' before you send out your communications
>Seeing All Patients with Tags (or Verifying What Tags Have Been Assigned; in Bulk)
To check what Tags you've assigned to whom at an aggregate level, you can go to the Analytics reporting
In OptiMantra, please open Analytics > List of Reports > Patient Tags to pull the list of patients who have been assigned one or more Tags (for more on how to use Analytics, read through our Analytics basic article). You can sort by right clicking and filtering to just one Tag to see the list of patients with that Tag.