This resource is designed to help Medical Spa & Aesthetic clinics 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.
Business Configuration
User Management
In Settings > Business > User Management. Here you can click Add New User and configure their access. An in-depth guide on adding users can be found here.
Resources
Resources give you the ability to add a bookable non-provider entity to your account. For example, IV chairs or a sauna room that patients can book directly. This option is found by going to Settings > Business > 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!
If you are a practice that uses a commission based payment system, you can set your commission guidelines in OptiMantra. In Settings > Business > Provider Settings you can select the provider from the dropdown menu and edit Commission.
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 have 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 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.
Configure Packages
Packages are services that are bundled together that patients can purchase at one time and use over multiple visits. You can also create service packages that create a banked amount for your patients. These are created by going to Settings > Services > Service Packages.
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.
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.
Tip: If you're using our template library, type in “AESTH” into the search bar and all aesthetics-related forms will pop up! 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.
Patient Handouts can be used to provide educational materials, pre and post procedure instructions, or wellness tips.
If you have forms you would like us to upload for you, please Create a Ticket
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 up annotatable images: Visually track information on generic images of your choosing such as where the patient is experiencing pain or where injections were given.
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
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; perfect for charting on procedures.
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.
Many OptiMantra practitioners annotate on images to indicate where on the body a patient is experiencing pain or what points they may be using for injections. You can also leverage before and after photos of your patients and include them in your charting. Additional information on adding photos, including from within the app, can be found here.
For documentation of IV’s, hormones, and more use Custom Formulations to maintain your inventory, build your chart note, and charge the patient for the items used.
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 your free Fullscript account 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.
- Superbills - Each section & how to customize
- Four Ways to Create a Superbill
Superbills can also be used to do the following:
- Sell and redeem packages
- 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.
- Pay for a single superbill over multiple installments.
- Sell and redeem gift cards
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.
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.
Marketing & CRM Integration
Boost your efficiency with our Marketing + CRM integration. Learn more in our knowledge base here.
Additionally, in OptiMantra, we have two texting add-ons that allow you to further communicate with your patients, as well as the option to do automated reviews. Or, you can communicate with your patients and clients at scale using group emails.
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.