This resource is designed to help primary care and urgent care 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.
Setting Up Your Provider Profile & Schedule
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 save 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”
*If you offer memberships you will also want to add them here as part of your fee schedule.
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:
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Configure Scheduling
- If your schedule varies from week to week rather than using the optional fixed weekly schedule, we recommend using manual calendar blocks to define your working hours for the scheduling home page.
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Connect your Google Calendar to OptiMantra or Outlook Calendar
- Please note you are only able to integrate one calendar type Google OR Outlook.
Customizing Your Favorites & Templates
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: Group commonly ordered labs into custom panels for one-click ordering.
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.
The Clinical Workflow
Scheduling in OptiMantra
- 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
Clinical Support Staff Resources
In most clinics the MA's and RN's aren't creating chart notes themselves but can be there to help the provider either by supplying information about vitals and gathering subjective information from the patient. To preserve the integrity of a providers chart OptiMantra has built out the Support Staff Clinical workflow to be accessible from the patient’s actions menu. You can learn more about the Clinical Support Staff Workflow in our knowledge base article here.
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
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.
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.
Learn more about charting in OptiMantra 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. Please note: Lab integrations can take 6-8 weeks so we recommend you request this as soon as you have signed up. Some labs might also require volume before approving the integration.
- 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
- Superbills - Each section & how to customize
- Four Ways to Create a Superbill
Superbills can also be used to take the first payment for a membership.
- Please note, once the first payment is taken, recurring payment is established in the take card payment screen. You can then monitor all active subscriptions in Shortcuts > Billing and Sales > Subscriptions.
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.
Additionally, our team offers weekly sessions on Tuesdays and Thursdays for OptiMantra clients getting started with OptiMantra:
- Tuesdays - Overview of Insurance Billing & OptiMantra Settings
- Thursdays - Claims Support, Troubleshooting, Error Codes, Cases with Office Ally, Q&A
Office Management & Administrative Staff 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.
- 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.
- Inventory - Track and manage your in-office supplies and medications with OptiMantra’s inventory tools.
- Send Records & 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.
- Write customized letters to use for referral, excuse letters, cover letters and more.
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.