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Import your Practice Data into OptiMantra

Mark OM, Support
Updated

Overview 

As part of Onboarding, the OptiMantra team can help you upload all of your data - patients, contacts, supplies and services - into the program from Excel or CSV files

If you were using another system and don't have your data, follow our instructions to export your files from your previous software before importing them into the OptiMantra program (link to export article)

  • Note that these guides are based on our experiences supporting customers transitioning from other systems - depending on the system and version you are on, these import steps may not work for you
  • If you are having trouble exporting your data, or work with a provider not mentioned here, reach out to their customer support team for assistance or create a ticket for our team

Please note if you conduct multiple exports this can cause delays with data upload, inconsistencies, and duplications. We recommend ensuring the export is only needed once and switching to utilizing OptiMantra once your export has been conducted or before. 

Import your data into OptiMantra

We're excited to be working with you!

If you have your data files ready to import into OptiMantra, please create a Ticket with our support team and provide the exported Files; in the “Uploads” category. Our team will import them to your account for you!

We can import the following data for you -

  • Excel or CSV format for
    • Patient Demographics (required to be able to upload appointments)
    • Product List
    • Services list
    • Contact list and 
    • Appointments
  • PDF format for charts and documents
  • CCDA for medical summary

If you need CSV/Excel templates (e.g., you're digitizing paper records), you can find them attached to this support article

If your files are too big to email, you can place them on Google Drive, Dropbox, or another file-sharing platform and send us the link in your ticket. See the steps below for each option.

If your files are password-protected, please include the password in the same ticket so our team can open them.

If a standard shared drive doesn't feel right for your data, request a secure link in your ticket, and our team will create one for you. Just keep in mind it adds a bit of time to the process.
 

Option 1: Share via Google Drive

  1. Download your data from your current system.
  2. Create a folder in Google Drive and upload your files:
    1. Go to drive.google.com and sign in.
    2. Click the + New button on the left side.
    3. Select New folder and give it a name (for example, "OptiMantra Data Upload").
    4. Open that folder by double-clicking it.
    5. Click + New again and select File upload.
    6. Choose the data files you downloaded in step 1.
    7. Wait for the uploads to finish. You will see a checkmark when each file is done.
  3. Share the folder with our team:
    1. Right-click on the folder name.
    2. Click Share.
    3. Type in: dave@optimantra.com
    4. Make sure the permission is set to Viewer to keep your files secure.
    5. Click Send.

Need a visual walkthrough? Here's a short YouTube video showing the sharing steps.

Option 2: Share via Dropbox

  1. Download your data from your current system.
  2. Upload your files to a folder in Dropbox, then create a shared link:
    1. Right-click the folder.
    2. Select Share and then Create a link.
    3. Click Link settings to add security options:
      • Set a password and include it in your ticket.
      • Set an expiration date of 7 to 14 days out.
    4. Copy the link and paste it into your support ticket.

 

Where will your data go?

  • CSV Files
    • Patients ---> Patient List
    • Product Lists ---> Inventory
    • Services List ---> Settings > Service > Services Fee Schedule  
    • Contacts ----> Settings > Business > Contacts
    • Appointments ---> Schedule
    • A couple notes - Packages will need to be imported manually and Finances are not imported to avoid duplication for accounting purposes. 
  • PDF Charts, Documents, and CCDAs, and Labs (if exported)
    • This will appear under each individual patient in the Patient Action Menu > Documents. 
    • These will not go in to same section as newly created charts/labs.

What about my billing/accounts receivables/invoice history?

Billing history (invoices, balances, payments, credits) is not something we can import into OptiMantra.

Think of your billing records like a recipe rather than a single ingredient. A bill isn't just a number. It's the result of a recipe that combines the appointment, the services performed, the codes used, the insurance on file, and any packages or discounts applied, all mixed together in a specific order. Your old system followed its own recipe to produce that final bill. OptiMantra follows a different recipe. We can't just lift the finished dish out of one kitchen and place it on the counter of another and expect it to keep cooking correctly. We'd need all the original raw ingredients, in our format, to recreate it properly, and that's not something either system can hand off automatically.

What this means for you:

  • Going forward, all new billing in OptiMantra will be generated naturally from your appointments and services as you use the system, so everything connects correctly from day one.
  • For your historical billing data (old invoices, balances, AR), we recommend exporting or printing a copy from your previous system to keep for your own records and compliance.

  • For any patient with an outstanding balance, we recommend recreating it manually so it's reflected in OptiMantra:

    1. Go to Settings > Payments > Customize Superbill and make sure Show Adjustments is enabled.
    2. Create a blank superbill for that patient.
    3. Add the outstanding balance as an Adjustment (Debit), with a consistent note (for example, "carryover balance") so it's easy to identify later if you need to report on it.

    We recommend using an adjustment rather than tying it to a service or inventory item, since that keeps it out of your service/inventory reporting while still showing the balance as outstanding for that patient.

Import Templates

Please use the below templates if able for our team to upload your data!

 

 

 

 

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