Frequently Asked Questions

Have questions? Read more about OptiMantra's security, compliance, capabilities, and software and hardware requirements
What is OptiMantra?
OptiMantra is a cloud-based Practice Management (PM) and Electronic Medical Records (EMR) software designed for integrative medicine and wellness practitioners. It provides a comprehensive platform for managing clinical and business operations, including online scheduling, patient portals, billing, and more. OptiMantra is also HIPAA-compliant and offers telehealth capabilities. 
What is the pricing for me? How much does OptiMantra cost?
Our transparent pricing is displayed on our pricing page here. OptiMantra charges a per-practitioner rate for access to the full platform’s practice management and EMR functionality. eRx, faxing, two-way/group texting and insurance billing are charged separately.
How do I contact OptiMantra?
To contact OptiMantra, please send an email to support@optimantra.com.
What features are supported to manage my clinic and my front desk (administration)?
Please refer to our Features page to view a full list of capabilities and modality-specific functionality.
We take pride in providing excellent customer service. You can call our 866-number, send us an email or send a message from the program itself. We provide training and assistance with data imports (patients, supplies, contacts and more) as part of the on boarding process. We have consulting partners to assist with billing (insurance claims) expertise. Our partner in the online payment space helps practitioners get the best rates for online payments.
What type of analytical reports are available to provide insights into clinical and financial data and the practice business?
OptiMantra's practice management software includes an analytics module with unique reports that provide visibility into financial transactions, appointment statistics, inventory tracking, supply expiration tracking, taxes tracking, and more. The interactive reports allow practitioners to slice and dice the data in different ways to help  answer any practice questions. The data can be exported in multiple formats to support accounting and other book-keeping activities.
How does Insurance Billing work in OptiMantra?
OptiMantra provides a built-in insurance billing module to quickly create and submit claims from your chart note in just a couple of clicks. You can view the status of your pending claims and run analytics on your past submissions to see the reimbursement levels of different services.

The EOB auto-posting feature saves you time otherwise spent on recording-keeping and tracking checks. Insurance billing costs 25 cents per claim (charged only once per claim; no charge for resubmissions).
Can patients book appointments online?
Definitely. With OptiMantra’s hosted online scheduling, patients can book 24/7 from your website or patient portal, increasing patient appointments and reducing the administrative burden on you and your team. OptiMantra also has a patient registration portal - that you can embed on your website as a contact us form or to solicit information prior to appointment scheduling (e.g., to screen potential patients).
Can I use OptiMantra for memberships or packages?
Yes! OptiMantra makes it easy to set up recurring memberships, prepaid packages, and special pricing to support your cash-based practice.
Does OptiMantra include telehealth?
Yes! OptiMantra has built-in, HIPAA-compliant telehealth that lets providers easily conduct virtual visits directly through the platform—no third-party software or downloads required. Include your telehealth link directly in your appointment reminders to easily engage with your patients. We also integrate with HIPAA-compliant Zoom for group telehealth visits. Zoom also comes with additional features like a waiting room and the ability to update your background.
Does OptiMantra offer e-prescribing (eRx)?
Absolutely. OptiMantra supports electronic prescribing (eRx) with full medication history, pharmacy search, and electronic controlled substance (EPCS) capabilities directly integrated into the platform.
Can I customize charting templates in OptiMantra?
Yes, OptiMantra’s EMR allows deep customization of charting templates so providers can document visits the way they practice, including SOAP notes, intake forms, and treatment plans. Our charting templates library includes thousands of SOAP notes, clickable templates and dot-phrases that you can easily import into your account and adjust as you’d like.
How do I get started with OptiMantra?
Getting started is easy! Sign up for a trial account or schedule a free demo with our team, and we’ll walk you through the features, set up your account, and support your transition from your current system. To sign-up, simply log into your trial and navigate to Settings > Business > OM Subscription. You can sign our user agreement (and Business Associates Agreement) and add a card on file. Your account automatically converts to a full subscription account.
Can I migrate my data into OptiMantra?
Yes. We offer data migration free-of-chart to help you securely import patient records, appointments, chart notes and documents from your existing EMR or practice management system. Please send our team a ticket to learn more about this service.
Is training included with OptiMantra?
Yes, we offer onboarding and training sessions to ensure your team is confident using all aspects of the platform from day one. In addition to our robust onboarding program, you and your team will also have access to our daily office hours and 1-on-1 Q&A calendar after you’re up and running.
Is OptiMantra good for functional medicine practices?
Absolutely. OptiMantra is built with functional medicine workflows in mind, including support for long-form charting, personalized treatment plans, and lab integration.
Can I use OptiMantra in a medspa?
Yes. Medspas love OptiMantra for its scheduling, membership and package management features, and customizable charting tools—plus built-in telehealth and e-prescribing.
Does OptiMantra support multi-provider or group practices?
Yes. Our platform scales from solo practices to large clinics, with role-based access, internal messaging, and centralized administration tools.
Does OptiMantra integrate with labs?
Yes. OptiMantra integrates with leading labs including Labcorp, Access, Quest, Rupa, and hundreds more for easy test ordering and result retrieval directly within the EMR.
Can OptiMantra connect to my website or booking system?
Yes. We offer embeddable booking links that can be added to your website for seamless patient scheduling.
Does OptiMantra work on mobile devices?
Yes. You can access OptiMantra from any internet-connected computer, tablet, or smartphone—no downloads required. We also have a robust mobile app for both patients and providers that you can use to connect to the application - find us on your iOS or GooglePlay app store.
Can I use OptiMantra to grow my practice?
Yes! OptiMantra is built to help businesses grow - it helps you scale with online booking, automated reminders, patient re-engagement tools, memberships, and reporting dashboards. You can also easily expand to add more providers, new services types, and additional locations, all within your account.
Does OptiMantra support patient communication?
Yes. OptiMantra’s standard offering includes secure and HIPAA-compliant text and email appointment reminders, one-off text and emails, and access to our robust patient portal and messaging. We also have the ability to add two-way text (with automated reviews collection!) and group texting capabilities to expand your patient communications.Also using a CRM? We have outbound CRM-agnostic webhooks that allow you to send information from OptiMantra back to your CRM for custom follow-up.
What functionality does your patient portal have?
OptiMantra’s patient portal and app offer a seamless experience for managing healthcare needs. Patients can securely message their providers, complete consents and intake forms, and pay outstanding bills or invoices directly through the platform. The portal also allows users to view shared documents, educational handouts, treatment plans, and superbills. Additionally, patients can connect their HealthKit and Fitbit data to support more personalized and informed care.
Does OptiMantra have CRM capabilities?
In addition to our robust patient communication capabilities, we do have some robust CRM integration capabilities including managing patient engagement campaigns in your CRM - Use auto-populated online booking links to quickly send patients from your engagement campaigns in the CRM directly to the OptiMantra Online Booking and auto-populate their information to speed up scheduling.

With webhooks, you can send information generated within OptiMantra back into your CRM to then prompt actions. For eg. putting patients into a campaign or sending specific follow-up.
Can we take payments through OptiMantra?
Absolutely! You can easily take online and in-person payments on OptiMantra through our payment processing partners - Fiserv and Stripe. Fees are dependent on processor - Stripe’s fees are a flat 2.9% plus 30 cents per transaction, while Fiserv will adapt pricing to your clinic needs.

We also have robust functionality to ensure you are able to seamlessly collect patient payments:
- Capture multiple cards on file (save patients card on file and use it for payments later
- Take card on file, partial or full payment as part of bookings
- Invoice patients and takes payments through the mobile app
- Put clients on recurring memberships and subscriptions tied to packages, services, credits and more.
What type of technical and customer services do you provide?
We take pride in providing excellent customer service. You can call our 866-number, send us an email or send a message from the program itself. We provide training and assistance with data imports (patients, supplies, contacts and more) as part of the on boarding process. We have consulting partners to assist with billing (insurance claims) expertise. Our partner in the online payment space helps practitioners get the best rates for online payments.
What software and hardware do I need?
We are an online, cloud based PM software company, so you don't need to download or install anything. A laptop, desktop or tablet connected to Internet is all you need ( we recommend 2 GHz for processor speed and 2 GB for RAM ). We support different browses (IE, Firefox, Chrome, Safari) but Chrome is preferred for its speed and its ability to stay up to date with security updates. We also recommend that you have a decent wireless connection (5MBPS or better).
What about HIPAA and HITECH compliance?
The U.S. Department of Health and Human Services (HHS) issued the HIPAA Privacy Rule to enforce HIPAA requirement. The Privacy Rule addresses the use and disclosure of the health information for individuals by covered entities subject to the Rule. It also creates a standard for individual privacy rights to control and understand how their health information is used. The rule requires:


a) Safeguards must be put in place to protect protected health information (PHI).
b) use and sharing of PHI must be limited to intended and required purposes only.
c) have agreements in place with service providers (business associates agreement).
d) have procedures in place to limit who has access to PHI.


We provide a Business Associates agreement as part of our license. We have administrative safeguards in place for proper and auditable access to PHI and employees who have access to PHI are provided with regular training on HIPAA and other privacy rules. We have technical safeguards in place to protect the digital information, including but not limited to encryption/decryption, SSL and secure storage of the data. All access to the application and data is logged in audit table. We also have process in place to take regular backups and also have provisions in place for disaster recovery. Our application and data resides in data center that complies with NIST 800-53, a higher security standard.
What about PCI compliance?
The Payment Card Industry (PCI) Data Security Standard (DSS) is an information security standard defined by the Payment Card Industry Security Standards Council. In order to protect the credit/debit and eCheck details, we use SSL and encryption procedures to make sure data is safe.
Is Texting, Faxing, Emailing HIPAA compliant?
Yes, all of our texting, faxing and emailing features are HIPAA-compliant.
Will you transfer my current EHR information to OptiMantra and is there a fee involved?
Yes, we will transfer your current EHR data to OptiMantra. This includes importing your previous consent forms and questionnaires, as well as patient demographics, appointments, chart notes and documents provided in a supported format (CCDA, Excel/CSV or PDF). There is no fee involved for standard data migration.
Do you have a mobile app?
Yes, we do! Android users can download OptiMantra’s mobile app from Google Playstore, and iOS users can download the app through the App Store.
‍
The following features are available in the practice-facing version of the app:
- Scheduling - add, modify, and cancel appointments
- Search/add patients - search for patients, update their details, and attach documents
- Patient communication - communicate with your patients through patient portal messaging and two-way texting
- Analytics - View your deposits report to monitor daily financials

In the patient-facing version of the app, patients are able to:
- Update demographics and clinical profiles
- Access and upload documents, pictures, and lab results
- Send patient portal messages
- Submit consent forms, intakes and questionnaires
- Pay outstanding bills
- Schedule or reschedule appointments
Does OptiMantra include a patient portal?
Yes! OptiMantra offers a secure patient portal and mobile app where patients can book appointments, complete consent and intake forms, update medications, message their provider (optional), upload documents like past lab results and treatment plans, schedule an upcoming visit or make adjustments to existing visits (optional), join telehealth sessions, and view Superbills and Treatment Plans (optional).

Are you a patient looking for the patient portal? Log into your OptiMantra patient portal here: https://www.optimantra.com/optimus/om/patient/login

Patients can access the OptiMantra patient portal from any device — mobile, tablet, or desktop — with a secure login.

Having trouble accessing your account? Connect directly with your provider to ensure they have given you access. Quick note - the majority of log-in issues are a function of a misspelled email address on your patient demographics!
Can I manage my practice remotely with OptiMantra?
Absolutely. OptiMantra is cloud-based, meaning you can log-in to run your practice, see patients, and manage operations from any laptop, tablet or mobile device and from anywhere in the world.
How do I cancel my OptiMantra subscription?
We're sorry to see you go! To cancel your subscription, simply create a ticket for our support team via the platform and they'll take care of it. You'll continue to have access for 30 days.
Avatar photoAvatar photoAvatar photo

Start your Free Trial

Ready to try OptiMantra? Sign up for a 15 day free trial!
Start My Trial

Contact Us

Location icon
Office
501 Union St Ste 545, PMB 41842, Nashville, TN 37219 USA