Option 1: Completing Forms via the Patient Portal

Option 2: Completing Forms via Email Links

How Patients Can Complete Forms in OptiMantra

Patients can complete required forms in OptiMantra using one of two methods: through the Patient Portal or via direct form links sent by email. This article explains both options and how to set them up.

Option 1: Completing Forms via the Patient Portal

Patients can log into the Patient Portal to access and complete their forms.

Setup Requirements 

(Configure and use the Patient Portal for Forms, Messaging, and more.)

Before patients can use this method, you must configure your Patient Portal settings:

1. Navigate to Settings
2. Select Communications
3. Click Patient Portal and Kiosk
4. Review and complete all appropriate settings (add link to configure patient portal settings here

PLEASE NOTE: Patients must be scheduled for a future appointment in order for the correct forms to populate on the patient portal.

Providing Instructions to Patients

To ensure patients can successfully log in and complete their forms, you should provide clear instructions. For example:

“In advance of our session, please complete your paperwork by logging into our secure and HIPAA compliant patient portal (from our partner OptiMantra)

• Please click on: https://www.optimantra.com/optimus/om/patient/login
• If this is your first time logging in to the patient portal, please click on the 'New Sign Up' button to set your initial password. 
• A link will be sent to this email that will allow you to create a password and then sign on to the portal. 
• The portal will provide you access to your super-bills, treatment plans, billing information, and more; you will also be able to request future appointments through the portal.”
   

These instructions can be included in:

• A New Patient Email Template, or
• An Appointment Reminder Email

Option 2: Completing Forms via Email Links

Patients can also complete forms directly through links sent in an email.

How It Works

You can include specific form links in your email templates using keywords.

Setting Up Form Links

1. Go to Settings
2. Select Communications
3. Click Email Templates
4. Open or create an email template
5. Insert form links using keywords:
   • Choose from existing keywords, or
   • Add new ones by selecting:
     • Custom Questionnaire Links, or
     • Consent Form Links
6. Select the appropriate form and click Add Keyword

How Keywords Appear

• In the email template, the keyword will appear as a string of letters and numbers
• When the patient receives the email, the keyword is automatically converted into a clickable hyperlink displaying the form name

FAQ:

Why are patients receiving an error message when submitting forms? There are a few reason this may happen but the main reason is a missing reply-to address in the provider Settings > User Management > Edit > Reply-to field. 

Summary

• Patient Portal: Best for centralized access to all forms; requires setup and patient login instructions
• Email Links: Convenient for direct access; uses keywords that convert into clickable form links

Both methods can be used together to improve completion rates and provide flexibility for patients.