How to Use the Phone Log and Record Phone Messages in OptiMantra
Overview
This article explains how to log phone messages for patients and providers in OptiMantra, view notifications, and include phone messages inside clinical notes.
Recording a Phone Message
When you receive a phone call, follow these steps to log it in OptiMantra:
- Use the Quick Patient Search
- Use the three lines icon
- Click the Phone button
- Select the provider you want to receive the phone message (e.g., the treating or managing provider).
- Create Phone Log.
- Type the message details and click Send
Viewing Phone Message Notifications
Once a phone message is sent, it will appear in the Notifications page for the assigned provider.
- To see messages for all users (not just yourself), click Show Notifications for All Users.
- This view displays all notifications across the practice in a single list.
Reviewing Phone Messages as a Provider
As a provider, you can open and review phone messages directly:
- In the Notifications list, locate the relevant phone message.
- Click Go on the message — this opens the full list of phone messages for that patient.
- The most recent message will appear at the top, with a timestamp showing the date and time it was recorded (e.g., 6/2 at 9:02 AM Eastern).
- Click the Message button to view the message, or the Phone button if you need to print it.
You can also view the phone message list by navigating directly to the patient’s profile.
Including Phone Messages in Clinical Notes
Phone messages can be inserted into clinical notes — useful for documenting phone conversations as part of a patient visit record.
- Navigate to the patient’s profile.
- Create a new note (Initial, Follow-Up, or Basic Note).
- Inside the note, go to the section where you want to include the phone message (e.g., the General section).
- Click More Commands, then Phone.
- Open the phone message, copy the text, and paste it into the note.
- The pasted content will include the date the message was entered, providing a clear audit trail.
Frequently Asked Questions
Can I assign a phone message to more than one provider at a time?
No. Each phone log entry is created in reference to a single provider. If multiple providers need to be informed, you would need to create separate phone log entries for each.
Can any staff member log a phone message, or only providers?
Yes, any staff member can create a phone log entry and assign it to a provider.
Is the phone message date automatically recorded?
Yes. The timestamp is automatically applied when the message is created and is included when the message is copied into a clinical note.
Can I print a phone message?
Yes. When viewing the phone message list for a patient, click the Phone button to access the print option.