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Setting Up Your Clinic Logo and Header Information

Mark OM, Support
Updated

This article explains how to configure your clinic’s header information and logo within OptiMantra’s Provider Settings. These settings control how your clinic name, contact details, and branding appear on PDFs and printed documents.

 

Table of Contents

  • Overview
  • Setting Up Header Information
  • Uploading and Configuring Your Logo
  • Adjusting Logo Position and Size
  • Copying Settings to Other Providers
  • Frequently Asked Questions
  • Disclaimers

 

Overview

Header and logo settings are configured at the individual provider level in OptiMantra. Each provider can have their own header information and logo, or you can copy a single configuration across all users in your clinic.

To access these settings, navigate to Settings → Business → Provider Settings and select the provider you wish to configure.

 

 

Setting Up Header Information

Within the selected provider’s settings, click Header Info. Here you can enter information of your choice. For Example:

  • Clinic name
  • Website
  • Phone number
  • Fax number

 

You can also adjust the font style and alignment of the header text from this screen.

Once you have entered your information, click Save. You will be given the option to copy these settings to other users in your clinic, or save only to the current provider’s profile. To verify how the header will appear on documents, click Preview Header.

 

⚠️ Important: Do not insert images directly into the Header Info text area. Embedding images in this field will cause issues with PDF loading within the program.

 

Uploading and Configuring Your Logo

Logo files are uploaded separately from header text. Before uploading, ensure your image file meets the following requirements:

  • No spaces in the filename. If your logo is saved as “OptiMantra Logo.png”, rename it to “OptiMantra_Logo.png”.
  • Appropriate file size. Resize the image so its longest side is approximately 250 pixels.

 

To upload your logo:

  1. Navigate to Settings → Business → Provider Settings → Header Logo and open the relevant provider from the drop down.
  2. Click New Logo.
  3. Either click Choose File or drag and drop your image file into the upload area.
  4. Click Upload File. The logo will be added to the current provider’s profile only.
  5. Click Save, then use Preview to see where the logo appears on the document.

 

Adjusting Logo Position and Size

If the default position does not suit your layout, you can manually adjust the three positioning values:

  • Zoom – Controls the size of the logo.
  • Pixels from Left – Controls horizontal placement. 
  • Pixels from Bottom – Controls vertical placement.
  • We recommend no larger than 250x250 for logo pixel size.

After adjusting any value, click Save and then Preview to evaluate the result. Repeat as needed until you are satisfied with the placement.

 

💡 Tip: If the logo overlaps with your header text, add blank lines at the top of the Header Info field to create white space above the clinic name. Then re-center the logo using the Pixels from Left value.

 

Copying Settings to Other Providers

Once your header and logo are configured to your satisfaction, you can apply the same settings to other providers in your clinic:

  1. Click Save on the current provider’s profile.
  2. When prompted, select the additional providers you would like to copy the settings to.
  3. Click Copy.

 

📋 Note: The logo and header information are saved and copied independently. Always save and copy both the header info and the logo to ensure consistency across all provider profiles. Preview each provider’s profile after copying to verify.

 

FAQ

Where is the Header and Logo used?

In this section, this header and Logo is applied to all PDFs generated inside the clinic such as superbills, invoices, treatment plans/notes, and letters. You will also want to use this link for the logo in your Settings > Scheduling > Online Booking > Location Settings in the logo field. 

Why is my logo reverting to blank in Online Booking?

The logo file should be uploaded without any spaces ie "Logo Name" should be "Logo_Name" on the file name. This prevents this issue. 

Where else can I use my logo?

The logo can also be utilized under the Settings > Communication > Patient Portal. 

Can I have multiple brands inside my account?

No, we do not support multiple brands under the same account. You can use separate logos per provider and for the online booking pages but only 1 logo is available for the Patient Portal and we do not recommend hosting multiple brands inside 1 account. 

Disclaimers

📌 Note: Logo and header settings are configured at the individual provider level. Changes saved to one provider’s profile do not automatically apply to others unless explicitly copied. Always preview after making changes to confirm the output appears as expected before sharing documents with patients.

 

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