Making OptiMantra account ownership changes

In certain cases, you may need to change the ownership of your OptiMantra account due to transitions in practice ownership.

• Steps to Transfer Account Ownership
• Transfer Scenarios 
  • Scenario 1: Business Name and Information Stay the Same
  • Scenario 2: Business Name and Information Changes
  • Scenario 3: Splitting Accounts

  • Scenario 4: Duplicating Accounts

• Using Group Emails to Notify Patients of Account Changes

Steps to Transfer Account Ownership

1. Prepare the Transfer Letter (Existing Admin Owner)
   • The existing admin owner of the account needs to update the attached transfer letter with the necessary information and submit the completed letter as a ticket through the OptiMantra system from their current admin account
   • Make sure to clarify in the letter the timeline of transition and the new account owner
2. Update Billing Information:
   • Ensure the subscription card on file is updated with the new billing details
   • Notify our team with the name and contact information of the new account owner
   • If billing information is not updated, OptiMantra will continue billing the existing card on file
3. Finalize the Transfer:
   • If the initial owner wants an export, please request the export by ticket before transferring the account
   • Once the transfer paperwork is signed and dated, the new account owner will assume ownership
   • The new owner will have definitive authority over the account, including user management, access, and patient data changes
4. Data Permissions:
   • Any data exports from the account will require permission from the main admin/account owner at the time of the transfer request

 

Transfer Scenarios

Scenario 1: Business Name and Information Stay the Same

• Keep the full account intact and continue using it as is.

• For the user leaving the practice, deactivate their account on the User Management page.

Scenario 2: Business Name and Information Changing

• If it is just a rebrand, just update the Location under Settings

• If there is a change in LLC or ownership and you want to maintain independent records:

  • Add a new location under Settings > Business > Locations.
  • This allows you to maintain separate records for the old and new practices for accounting and tracking purposes.

Scenario 3: Splitting Accounts

• If the previous owner wants to retain the account but grants permission for an export:

  • The new practice should create a trial account using their new name and address information

  • The existing practice owner should send a ticket permitting the split/data export

  • Specify what patients should be copied over - only specific patient records can be exported if they are properly tagged in the system

  • Specify if consents, questionnaires and charting templates can be copied over

  • OptiMantra can assist in copying all or selected, tagged patient records into a new OptiMantra account.

Scenario 4: Duplicating Accounts

• If providers want to split the accounts into two - we can move records from one account to a new one but the original account will always have the most complete records in OptiMantra
  • So, one decision the account admin will need to make is who keeps the original account, and who gets migrated (or do they both get migrated and the old account becomes a reference)
• For the migrated account, we'll be able to port over the following details:
  • All patients and demographics
    • We can tag these or otherwise identify the patient subset you want migrated to the new account
  • All appointments for those patients
  • All chart notes for those patients
  • All documents for those patients
  • Please note that we cannot easily copy over superbills or consents as those are stored as system patient-specific files; we'll be happy to provide directions on how all financials can be exported from the system
• We'll also be able to migrate the underlying consents, questionnaires and charting templates in Settings so those can be tied to new emails in the new account
• Labs and payment processors will need to be newly set-up and connected for the new account

Using Group Emails to Notify Patients of Account Changes

You may want to send patients a notice of account level changes - this is easy to do with our group email feature:

• Navigate to Shortcuts > Admin > Group Email

• Craft and send your email notification

• You can limit who you send the email to using patient tags (e.g. if it only impacts a certain provider's patients or patients in a specific location)

• More on using group emails here