Return To Setup Steps

In the Patient Forms section, you can create a range of different types of forms including Consent Forms, Clinical Profiles, Chart Note/Intake forms, Custom Questionnaires, and Handouts. The OptiMantra program is very flexible so you can create multiple intake forms and custom questionnaires, unique to each practitioner, to accommodate different types of services or patients.

If you're just starting out, we recommend you focus on adding

Consent Forms
Clinical Profile
Chart Note/Intake Forms
Custom Questionnaires (optional but recommended for multi-modality practices)
Patient Handouts (optional)
Letter Templates

In Advanced Set-up, you can create custom forms and prolo therapy forms as well

In OptiMantra, please open Settings > Forms

Here, you can easily create new consent forms, copy-and-paste your existing forms into the program, or browse consent forms from our template library to import into your OptiMantra program and customize to your practice.

The text section will be a read only section for clients, so any fields for input from the patient should be created using the "Add An Input Line Item" option
Please DO NOT add line items for date and patient signature - we add those automatically and will also capture patient IP address; you can add your own customized acknowledgments as well
Consent forms can be sent out to your clients under the Patient Communications section

Once configured your consent form will appear similar to the image below:

> Clinical Profile

The Clinical Profile captures a patient's personal and family medical history. A patient is able to view this profile on the patient portal or you can send it ahead of time to the patient.

As the provider you can view it on the patient's dashboard or on the left hand side of the chart note. You can also choose the sections that are relevant to your practice.

As the provider you can view a patient's clinical profile whilst charting by accessing New Initial Consult, New Follow Up or New Basic Note from a patient's action menu.

The clinical profile will appear on the left hand side of the chart as depicted in the image below.

> Chart Note/Intake Forms

Here on the Intake Forms page, set up your intake forms

By default, all sections are included; checking the box will remove the section from the initial or follow-up consults by clicking the red boxes at the top of each section
Drag-and-drop the sections into your preferred order by clicking on the category headers

Note that - in the next section - you can also create your own custom questionnaire(s) if the default Intake Forms are not sufficient or if you want to have several different ways of collecting patient information (e.g., for different types of services)

Watch this 8-minute video for an overview of OptiMantra build-in demographic and intake forms

A couple of notes

When we use the term "Intake Form", we are referring to the Subjective Sections in the chart note
When you include the keywords for the pre-consult form (PATIENT_LINK_FOR_PRECONSULT_FORM or PATIENT_LINK_FOR_FOLLOWUP_PRECONSULT_FORM) in reminder email templates, OptiMantra will add the Subjective sections for the patient to fill out before their appointment
To speed things up, you can also copy the intake form of another OptiMantra user
You can reorder the sections by moving them up or down
Once you finish the set up for one practitioner, you can use the "Copy From Another User" option to duplicate (and then edit as necessary) the intake forms for other practitioners

Practitioners can use the Custom Form section to add their own questions to augment their intake forms. These Customs Forms will accessible by only the practitioner that created the form and cannot be shared across the practice (for shareable customisations, please refer to Custom Questionnaires).

The Prolo Therapy section can be utilized by practitioners to set up new trigger/injection points. The order may be sorted and customised by dragging items up or down.

> Custom Questionnaires (Create and link consent forms, questionnaires)

Here, you can create your own custom questionnaire(s) if the default Intake Forms are not sufficient or if you want to have several different ways of collecting patient information (e.g., for different types of services)

Calculating Subtotals in Custom Questionnaires

When building custom questionnaires in Optimantra EHR, you can enable subtotal calculations to automatically sum responses within specific sections. This is especially useful for scoring-based forms such as symptom assessments or screening tools.

How to Set Up Subtotal Calculations:

Enable Subtotal Calculation
- For each section or question where a subtotal is needed, set “Calculate Subtotals” to “Yes.”
Assign Weights to Questions

Enter a Weight of “1” for each question you want included in the subtotal.
If you'd like a section to 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.

Set Answer Format
- Choose Numeric or Radio (single answer) as the answer type.
- Use numeric values (e.g., 0, 1, 2, 3) for the answer choices rather than text (e.g., "Never," "Sometimes").

Where Subtotals Will 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.

Important: Do not ask for the "subtotal” or "total" in a box. Manually entering these options will interfere with the automatic calculation feature.

Forms Library:

You can also choose to use a questionnaire from the Questionnaire Library. The templates in this library have been shared by practitioners using OptiMantra themselves. You can add these templates to your account and adapt them as needed.

You can use the search option to enter key words and search for the templates needed.

> Patient Handouts

Here, you can upload your existing handouts (images, PDF, Excel, CSV or Word documents) to share with for your patients; use the Access column to decide who receives these handouts:

Access = All - handout will show to all patients in the Patient Portal
Access = Selective - share this handout with selective patients on the patient Documents section

Watch this 2-minute video for more information on adding and using patient handouts

> Letter Templates

The Letter Template section of forms can be used to create letter templates for letters to be provided to patients, like referral letters or excuse letters.

You may also choose to use a template that's available in the template library. As in the case of Custom Questionnaires, these letter templates have been shared by practitioners using OptiMantra and can be adopted and adapted to meet the needs of your clinic.