Writable PDFs in OptiMantra

Overview

OptiMantra supports writable (fillable) PDF documents that can be uploaded, auto-filled with some patient and practitioner data, completed, and saved or printed. This is useful for forms such as Medicare forms or referral forms.

Table of Contents

1. Accessing the Documents Section

2. Uploading a Fillable Form

3. Auto-Filling Form Fields

4. Saving the Form

5. Sharing with Patients

Accessing the Documents Section

The writable PDF / documents feature is accessed through the page action menu, which is available from multiple locations throughout the program, including:

• The Schedule
• The Dashboard
• The Patient List

From the page action menu, click Documents to open the documents page.

Uploading a Fillable Form

1. Upload your form to the documents section, along with the date and a title for the form.
2. Important: The form must be fillable at the time of upload. It is recommended to use a blank, fillable PDF from your local device (for example, a Medicare form or other referral form).
3. Click the title of the uploaded form to open it.

Auto-Filling Form Fields

While inside the form, you can type the @ symbol to bring up a list of fields that can be pre-filled automatically using information already stored in OptiMantra, including:

• Patient full name (first and last)
• Email
• Phone number
• Location information
• Practitioner / referring provider information

This speeds up completion of fillable PDF forms by pulling existing patient and practice data instead of requiring manual entry.

Saving the Form

• Once the form is complete, click Save in the top right corner.
• A successful save will confirm the PDF has been saved.
• If the save is unsuccessful, there may be an issue with the information entered into the form — review the entered data and try again.

Editing or Reprinting a Completed Form

After a form has been completed and saved, you have two options:

• Re-open and edit: Click the form's name to re-open it and make additional edits.
• Generate a copy: Use the copy/duplicate option (the box icon) to generate a simple, printable version of the form for printing purposes.

Sharing with Patients

If you choose to share the filled PDF with a patient, the patient is able to edit the form. 

• If you want the patient to be able to edit the pdf: Share the pdf as fillable and allow the patient to edit.
• If you DO NOT want the patient to be able to edit the pdf:
  • Print the PDF file.
  • Then re-upload the completed form.
  • Share this completed non-editable version with the patient.
    • To Share click the 3 dots on the right side of the document and use the Share or Share & Notify button to pass this to the patient's portal: