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OptiMantra Behavioral Health and Psychiatry

Jessica Castro, LPN
Updated

OptiMantra Behavioral Health and Psychiatry

This resource is designed to help psychiatric providers make the most of their OptiMantra Experience. Whether you’re setting up your system for the first time or refining your workflows, you’ll find best practices and resources tailored to your practice needs. 

Explore the OptiMantra Workflow

Before diving into the setup process, it’s helpful to understand how the system is used in a clinical setting. The following video provides a high-level walkthrough of the typical clinical workflow within OptiMantra from patient scheduling to check out. This will give you context for how different parts of the system come together in daily use.

 

The Onboarding Setup Guide is your starting point for tailoring OptiMantra to your practice’s needs. It walks you through the essential setup steps and integrations. Use this guide (and downloadable checklist) for a full overview of your setup and to build a strong foundation for your clinic.

Have questions along the way? 

  • Daily office hours - A Drop-in Time for Quick Questions for Current Clients M-F. Please note that this is a group call with our customer success team so there may be other practitioners on the line with you.
  • Virtual Onboarding Support - This call is for practitioners who are using OptiMantra and want a deep-dive into certain areas of the program through 30 minute sessions with our onboarding or support team. 
  • Contact our support team - via the “Support” menu on the upper right hand corner of your OptiMantra screen in the support menu or by calling 866-868-5070. 

Prefer a guided onboarding experience? Explore Express Onboarding and Managed Onboarding options to learn more.

For best performance, we recommend using Google Chrome and clearing your browser cache at least once a week to keep the system running smoothly. 

Are you using Headway? If so, check out these additional resources: 

Setting Up Your Provider Profile

Before you begin seeing patients, take a few minutes to personalize your OptiMantra provider profile in Settings > Business > Provider Settings. This ensures your notes, prescriptions, and communications reflect accurate credentials.

  • Please add the provider's full name and credentials. For the credentials, the character limit is 10 including spaces and commas between the credentials.
  • For State License numbers, you can enter multiple state numbers with a space in between each one but only up to 35 characters including the spaces. Any additional state license numbers will have to be entered in the Pharmacy Notes box when preparing the script to a pharmacy for those that need your state license on file.
  • Make sure the provider address is the business address that corresponds to the DEA you are entering. If you have multiple DEA's, add one here and any additional will be linked later in MDToolbox.
  • Don’t forget to add your legal signature to the profile section!

Don’t forget to turn on your 2FA in Settings > Business > User Management to protect your account! Once completed follow these steps to whitelist your IP: IP Access Management - This allows you to ave your IP address so you only need to authenticate if logging in from an unknown location

 

Add Your Service Offerings

In Settings > Services > Services (fee schedule) you will Configure your services and fee schedule.

  • Your services are going to be the foundation of your account. Our recommendation is to complete your services as one of the first steps in creating your account, as you will be using these as you build your workflow.  
    • If you are using insurance, you will also add your fee schedule of billing codes (CPTs) and costs to this area.
    • If you are a provider taking cash pay and insurance, you will need to create two services for each service that you offer since your charges may be different to reflect a cash pay discount for patients. 
    • If you offer telehealth and in office, be sure to have a service for each and label appropriately ex. “New Patient In Office” and “New Patient Telehealth” 

Not sure where to start? Check out the sample service list attached at the bottom of the knowledge base. Once updated to fit your practice needs, just create a ticket with the spreadsheet and our team will upload it for you! 

 

Configure Scheduling

Set up your provider schedule in OptiMantra to match your clinic’s hours and visit types. You can define your availability, block off time for breaks or meetings, and customize appointment lengths for different visit types.

Explore related guides:

Additionally, you can make your view work for you! OptiMantra lets you personalize your home page so you can quickly see your upcoming appointments, patient status, and visit types at a glance. 

 

Setting Up Your Forms 

Once services are configured, you will want to work on building your forms and questionnaires. You can go to Settings > Forms > Consent Forms AND Questionnaires. Here you can add a new form/questionnaire, edit an existing one, or choose from our template library for additional options. We have additional psychiatric forms that have been shared by providers in the template library.  To find additional information regarding this, you can use this article: Creating Forms

Tip: If you're using our template library, type in “psych” into the search bar and all psych-related  forms will pop up including the PHQ-9, GAD-7, and more! When using the template library, be sure to adjust the forms/questionnaires to fit your practice needs. Remember: Forms are legal documents, so be sure to do your legal due diligence.

If you have forms you would like us to upload for you, please Create a Ticket

 

Configure Communications 

Customize how your practice communicates with patients. Learn how to set up automated appointment reminders, enable email or text notifications, and manage communication templates. 

If you would like to use the patient portal for form completion and more, review configuration steps here. 

 

Setting Up Your Charting - Customizing Your Favorites & Templates

Charting in OptiMantra can be customized to meet your needs as a practice. Personalize OptiMantra to match the way you work. Setting up favorites and templates helps you document faster, reduce repetitive entry, and keep your workflow consistent across visits.
 

In this section you’ll learn how to: 

  • Customize Chart Note Sections: Arrange, hide, or add sections in your encounter notes to match your workflow, ensuring quick access to the fields you use most. 
  • Create and Manage Charting Templates: Build reusable templates for your most common visit types like  annual exams, follow-ups, or urgent care visits to streamline your documentation
  • Set Favorite ICD Codes: Save your most frequently used diagnoses for quick selection during patient encounters.
  • Set Up Lab Templates: Creating lab templates make it quick and easy for psychiatric providers to create requisitions and send lab orders efficiently. Group commonly ordered labs into custom panels for one-click ordering. 

Tip: Find a sample ICD and lab template list at the bottom of this knowledge base! 

The Clinical Workflow

Scheduling in OptiMantra

  • Prospect Registration: Screen prospective patients before you allow them to schedule on your calendar. This form allows you to collect prospective patient information to determine if they’re a good fit for the clinic before booking them.   
  • Online Booking: Allow patients to self-book through your online booking page and/or the patient portal 
  • Manual Scheduling: Schedule patients manually on your calendar after a visit 

Using Headway? After a patient has booked an appointment follow our manual scheduling steps above to add them into OptiMantra.

 

Charting in OptiMantra

Documenting patient encounters is quick and easy with OptiMantra. Our charting workflow guides you through capturing the patients history, exam findings, and clinical notes efficiently while keeping your documentation accurate and complete. 

Choose from three charting options:

  • New Initial Consult & New Follow Up Note – Detailed SOAP note. 
  • New Basic Note – Quick, concise charting, great for a short psychotherapy note.

Watch the video below to see the full charting workflow in action and learn tips for using templates, favorites, and custom sections to streamline your notes. 


A practitioner can restrict an individual chart note so that others in the practice cannot view it (only the practitioner who created the note will be able to view it). You can find “restrict access” on the upper left hand corner of your clinical note. 

Telehealth appointment? Connect with patients securely using OptiMantra’s built-in video chat. Start a session, share your screen if needed, and document the visit just like an in-person encounter. 

Save time on your charting with DeepCura. Generate encounter notes from transcribed conversations using DeepCura then review for accuracy before importing directly into your OptiMantra note. Learn more here. 

 

Ordering & Prescribing Workflows

Manage your clinical ordering with OptiMantra’s integrated tools. 

eRx & eRx FAQs - In OptiMantra, you can connect directly to eRx to prescribe medications, including controlled substances and compounded medications, through a partnership with MD Toolbox (which offers SureScripts integrations for EHRs). 

  • Fullscript- Integrate Fullscript with OptiMantra to dispense healthcare's best supplements and wellness products directly from your EMR to the patient. 
  • Ordering Labs & Imaging - print out lab requisition forms to give patients, set-up your own in-house labs and diagnostics, or integrate with select labs to quickly send requisitions and receive results directly within the system. 
  • Use Tasks to track and complete one-time orders, follow-ups, and standing orders to ensure nothing is missed or delayed.

Checkout & Payments

Simplify the checkout process for both cash-pay and insured patients. Learn how to collect copays, record payments, and generate receipts with these resources.

Cash Pay & Co-Pay


Insurance Billing in OptiMantra

Take full control of your billing with OptiMantra, you will be managing and submitting your own claims directly within the system. Streamline your billing workflow, reduce costly errors, and accelerate reimbursement with tools designed to keep everything accurate and organized. Our knowledge base has great resources on the steps required for setup and use including submitting claims, verifying eligibility, and posting payments.

To take insurance at your practice, you will first need to become credentialed with each insurance company that you are wanting to work with.  Credentialing will have to be completed outside of OptiMantra.  Once you are credentialed, you can begin basic setup in OptiMantra. 

Our team offers weekly sessions on Tuesdays and Thursdays for OptiMantra clients getting started with OptiMantra:

Good Faith Estimate: A Good Faith estimate is a document provided to uninsured clients that outlines the charges for their pending appointment to alleviate the patient receiving surprises in the billing process.

Insurance Billing in Headway

  • Confirm your session on Headway - Log into your Headway portal to confirm the session and bill your patient after the visit
    • Headway will need a CPT code and a diagnosis to confirm the session and submit it to the insurance companies.
    • *Please note, you should always schedule sessions in advance and confirm promptly (within 30 days) after the session occurs

Office Management & Administrative Resources

Your office team keeps everything running smoothly from scheduling and communications to billing and inventory. This section is designed to help administrative staff manage daily operations efficiently while ensuring a seamless experience for patients and providers. Explore the guides below to configure and use key tools and workflows in OptiMantra. 

  • Configure communications - Customize how your practice communicates with patients. Learn how to set up automated appointment reminders, enable email or text notifications, and manage communication templates.
  • Patient Portal- Empower patients to stay connected with your practice through the HIPAA compliant Patient Portal. Patients can schedule appointments, complete forms, view visit summaries, and securely message your team. 
  • Kiosk Mode- Simplify check-in with the  Kiosk Mode. Patients can confirm demographics and sign forms directly on a tablet or computer, reducing front-desk workload. 
  • Office Live Chat- Keep your front desk, clinical team, and billing staff connected in real time with OptiMantra’s internal live chat. Use chat to coordinate patient flow, share quick updates, or ask questions without leaving your workspace.
  • Creating Tasks- Stay on top of daily responsibilities by creating, assigning, and tracking tasks across your team. Use task lists to follow up on patient requests, manage internal workflows, and ensure nothing falls through the cracks.
  • Configuring Supplies and Inventory - Track and manage your in-office supplies and medications with OptiMantra’s inventory tools. 
  • Send Records and Referrals - Easily share patient information with other providers while maintaining compliance. Send medical records securely and create professional referral letters directly from OptiMantra, streamlining communication and continuity of care.

Explore More Resources

Looking for more? Visit the OptiMantra Knowledge Base for step-by-step guides, feature overviews, and workflow tips to help you get the most out of your system.
 

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