Return to "Onboarding Setup Guide"

In the Business section of your settings, you can set up your business details, manage users, define your provider profiles, and add a card on file for your OptiMantra monthly subscription.

In OptiMantra, go to Settings > Business and follow the below steps to configure your settings for each section.

> Locations

In the Location page, add your organization name and one or more practice locations, and manage location details, including fax accounts, rooms, and applicable tax rates.

Use the +Add Location button to create a new location or add additional location(s)

The blue Edit Org button allows you to change your organization name and control how it is displayed to patients, both on documents and in the online scheduler.

For each location, you can configure:

Location with location name, address, phone number, NPI and CLIA number(s).
SFax Account (note: an additional fee applies for the integrated SFax add-on)
1. To request a new number with SFax, please create a ticket and we will get you a toll-free number. Currently, we aren't able to request a number with a specific area code.
2. To port over an existing fax number, please create a ticket and attach the following documents:
  - Copy of your latest bill from the current fax provider
  - Filled out copy of the form attached below
Room(s) you want to use for your appointment booking.
Tax rates broken down by as corresponded on the superbills:
- Consults = Services
- Procedures = Procedures
- Lab Tax = Labs
- Supplies = Products & Supplies

> User Management

In the User Management page, you can add practitioners and other program users, manage their access to individual program sections, and deactivate users that are no longer with the clinic. Note: ADMINISTRATOR roles have full access.

All practitioners need to be added as users in this section before you can configure their credentials in the next Provider Details section

Each user will need:

A first and last name
A unique email address
- A reply-to e-mail is also needed as this will cause "invalid address" errors when attempting to send if left blank
A text message number to reset their password
Assigned role(s) (please note an assigned role is not required ie Staff):
- ADMIN role has access to patient consult records.
- PRACTITIONER role gives access to create chart notes.
- An ADMIN + PRACTITIONER can also view other practitioner chart notes.
Access to Analytics and Patient Portal Messaging
For Practitioner accounts you can also add
- Supervisor (mainly applicable for insurance claims) - supervisor credentials will be used for filling claims
- Chart co-signer
To speed things up you can copy details from an existing account when creating new practitioner account

Once you create a user, you can view that user's access to OptiMantra in the table (see below) and further manage their access to different sections of the program by clicking on the Manage Access for User button.

Watch this 5-minute video to learn best practices for user management:

> Resources

Resources are essentially schedulable entities that aren't individual providers. They are perfect for situations where patients need to book time with specific equipment, rooms, or even a general category of personnel.

Examples of how you might use Resources include:

IV Chairs: Allowing patients to book a specific chair for their IV therapy.
Sauna Rooms: Scheduling access to your clinic's sauna facilities.
Clinic Staff: For workflows where patients book with a general staff member rather than a specific provider.

Resources behave in many ways like a provider within the software, but with key distinctions. They can have their own dedicated payment processor settings and patient text/email notification settings, ensuring a consistent patient experience. You can also create superbills attributed to Resources. However, Resources are not users; they cannot log in, and they cannot create chart notes.

Adding new Resources is straightforward. You can find this new option in Settings > Business > Resources. Unlike Users, you’ll only have to specify a “reply to” email address for Resources (for use with Email Reminders). This may be a “no reply” email or it may be a generic email address for your clinic.

Once you’ve added a Resource, you’ll want to configure reminder and payment settings for that Resource, just as you would if you were adding a Provider:

> Individual User Preferences

You can change view mode and set up two-factor authentication for yourself.

> Provider Settings

In Provider Settings, manage your provider preferences - set up individual profiles and descriptions to feed Online Booking, customize paperwork with headers information and logos and disclaimers, and set your charting preferences

Profile Details
Charting Preferences
Header Info & Header Logo
Disclaimers

In OptiMantra, go to Settings > Provider Settings to set up the credentials and other details for individual practitioners

Note: First ensure all practitioners are set up as users: Settings > Business > User Management

Profile Details

Select a practitioner and set up their profile, including their details, commission rates, and a description for online booking.

Click the blue Edit Profile button within the Profile Details tab to add the below details:

Name
Address
NPI
Time-zone
NPI number
Tax ID
Electronic Signature
DEA number (if applicable)
- Note: DEA needs verification, so please email us a copy of your DEA card to finish setup
Details for Insurance Claims (if utilizing insurance billing)
- Include your Default Billing Location (in case you have multiple locations)
- If you have a Type-2 National Provider Identifier (NPI), please add it under Settings > Business Details > Billing Entities
Options to customize Superbills: you can choose whether to show your Tax ID, NPI, Signature and Print Future Appointments on Superbill
Your signature has two options: typed or drawn

Edit Commission

Click the blue Edit Commission button on a provider's profile to set the commission rates a practitioner receives for supplements, visits, procedures, labs, and other services.

Edit Commission Screen:

Description (Online Bookings)
If you plan to use online booking, add and format your practitioner bio under Description, which will appear to patients when they schedule an appointment.

Charting Preferences

Choose your charting preferences, including:

Whether to import charts from any practitioner or only your own
Which sections to import from past charts
Which sections to automatically open in the charting section
Treatment plan wording
Whether to print supplement descriptions

Header Info & Header Logo

Here, decide on the text and logo you want on all your PDFs/Print Outs

To facilitate formatting, a few pointers:

Logos should be in PNG or JPEG format
Try to avoid using screenshots or low-quality image
To make the best use of the space, crop out as much of the white/blank space around the logo as possible.
Logo size height should be no more than 120 pixels
Pixels from bottom should be 720
Upload here: Settings > Provider Settings - adjust the zoom % and pixels from left and bottom to position it how you would like
- These logos will apply on all OptiMantra generated PDFs such as Treatment plans, SuperBills, generated Letters, etc.
You'll want to reuse your logo under: Settings > Scheduling > Online Booking > Location Settings - all you have to do is select the uploaded logo from the previous step
- Logo's selected here will also apply to all Forms sent to patients.
And, Settings > Communications > Patient Portal and Kiosk- select the uploaded logo from the first step
- This logo will apply to your Patient Portal.

Note: Certain Settings sections say - "Do not use" or "Older Settings."

As OptiMantra evolves, some configuration types are no longer widely used. These are deprecated for new users but remain available for those who prefer the original workflow setup.

Disclaimers

In this area you can add disclaimers or a "thank you" note at the bottom of treatment plans and superbills.

> Contact List (under Business or Insurance)

On the Contact List page, you can maintain your directory of contacts, including insurances (payer), labs, clinics, vendors, pharmacies, and others (more on contact types below!)

Note: The Contact List in Settings > Business is the same as the one in Settings > Insurance

Add and manage your non-patient contacts in your Contact List section. If you're new to OptiMantra and have existing patients or contacts, submit a ticket to our Support Team to import your contact list. See here: Import your Practice Data into OptiMantra

To add a new contact, select the blue +Add New Contact button and the Contact Editor screen will appear.

In the Contact Editor screen, fill out all fields and be sure to add a Contact Type.

For Insurance (payer) contact types:

The program has various pre-programmed payers and once selected, the Payer ID will automatically generate.
For electronic billing, you only need the Payer Name and the Payer ID.
For paper billing, you will need to include a physical address.

> OptiMantra Subscription

Once you're ready to move forward with your OptiMantra subscription, go to the OptiMantra Subscription section to add your details. (You will not be charged for your subscription until you've completed all the steps below).

Step 1. Define your account features

Add your providers, RN/Medical Assistants, and any add-ons.

Step 2. Add your card to set up subscription payments and Read/Sign the User Agreement.

Step 3. Click Start Subscription as the last and Final Step

Please note, until the subscription has been started, add-on features such as eRx, Fax, Two-way texting, Labs integration, etc. cannot be added i.e. these features are not available during the trial period.

What's Next? Continue the onboarding process, which will cover scheduling, forms, communications, insurance, and much more!

Go to the next onboarding section: Scheduling

(or Return to Onboarding Setup Guide)

Related to

Sfax LOA ver 1 Form.pdf
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