Intro to OptiMantra

See OptiMantra's practice management and EMR platform in action

Video Transcript

Welcome to this introductory video of OptiMantra!

In it, we will go over booking a patient, charting, and checking patients out. We will also touch on OptiMantra’s other reporting and CRM features.

Let’s start with booking!

In OptiMantra’s scheduler, you can see your calendar by Week, Day, or by Practitioners or Rooms. You can easily add an appointment, find an existing patient or create a new patient. You can pick a service, pick a room if needed, and submit any other optional information as well. You can then send a confirmation email to your patient from here, which can include links to intake and consent forms, as well as a unique, secure link for video call if you offer Telehealth services.

OptiMantra also has the option for your patients to book their own appointments if you want. You can add a scheduling link on your website so clients can see the services you are offering, pick a service, choose a time slot, and complete their booking. You have the option to ask patients to add a card on file or to take payment through the online scheduler. You can either have the program confirm bookings automatically, or confirm the bookings yourself.

From the appointment, you can access the patient Actions menu. Using that, you can check the patient profile, and send them emails or text messages. You can create follow-up Tasks for yourself or other colleagues in your clinic and keep track of to-dos. You can upload a document (or view documents patients have uploaded on the patient portal). With fax integration, faxes for a patient can also be routed to patient documents.

Next, let’s move to charting.

This is our charting interface. Patient demographics are always visible on the top left, followed by sticky notes for any critical information you want to highlight, and a list of medications and supplements for this patient. At the bottom, you always have the patient’s clinical history, allergies, and social and family history. Patients can fill all of this information out online. To get inputs from patients, you can ask your patients to fill out an OptiMantra intake form and then easily import all of their responses into your chart note. Or, if you want to use your own intake form or questionnaire, you can create that in OptiMantra as well, and import patient submissions into your subjective notes section.

There are three different types of templates in charting.

First, clickable style templates are ideal for physical exams and range of motion tests. These allow you to click on different tags to quickly add them to the notes section; you can also always type into the field or use a voice dictation tool like Dragon Medical One.

Second, are visual templates. Ideal for acupuncture, massage and chiropractic treatments, with these Visual templates you can click on body parts and indicate the pain and discomfort level and other details from the patient. You can also use the image annotation option to draw on images - either standard images we offer or you can upload your own.Under assessment, you can add notes, as well as ICDs and CPTs, if you use those codes. For practitioners based in the US, Opti-Mantra can generate and submit electronic claims if that information is available in the chart note.For acupuncture, TCM diagnosis and TCM points databases are built in to simplify your charting.

The third type of template is the copy-paste template. If you are putting diet, life-style and other recommendations for the patient, you can pull those from your soap template.

In addition, if you manage your own dispensary, you can either search and add one product at a time or you can also use pre-configured protocol lists to drop into your recommendations section.

You can also search for medications. In the program, you can prescribe pharmaceuticals and controlled substances using e-Prescribing or include your own custom compounds, if you do hormones for example. OptiMantra connects with both Fullscript and Wellevate for drop shipping supplements, so you can order directly through OptiMantra and save time.

OptiMantra also connects with major labs like LabCorp and Quest and with specialty labs directly and through Rupa Health. You can create orders and submit them electronically. When the results arrive, you will get notifications through the program and you can share that with patients.

At any point, you can pull up the charting history for a patient and view your previous notes. You can also import from previous notes - we offer a setting for providers to automatically copy from their previous chart notes. You can print or email a treatment plan to your patients. Treatment plans can be shared with patients via the patient portal as well. Chart notes can be printed, faxed or emailed to third parties, if you need to send referrals, or send records to insurance companies or attorneys.

Once the patient is done with the consultation, your office staff can use the check-out interface to quickly check patients out. For self-pay patients, you can generate a pre-populated superbill. OptiMantra will pull the details from your chart note to fill the bill details. If you provide packages or plans for patients, then OptiMantra will also keep track of services that are still remaining within a patient’s package. You can also add or remove services, procedures and supplements from the bill.

At this point, you can then take payment from the patient.

OptiMantra works with 3 different payment processors, so you can take card payments, as well as  set up recurring payments. Once checked out,  you can save and print or email your patient’s receipt.For Insurance patients, you can generate a claim from the check-out page as well. Opti-Mantra will automatically pull the diagnosis codes and the procedure codes from your chart note to generate the claim. You can save and submit the claim to payers and view the status of your claims on the claims dashboard. Opti-Mantra can also receive your electronic EOBs from the payers, to make payment posting easier.

With Opti-Mantra you can also manage your product list and inventory. You can receive purchase orders and update your inventory. You can also view products low on inventory and generate purchase orders.

With OptiMantra’s Analytics, you can track your practice’s performance through financial and operational reports. On the financial side, you can view deposits & collections, detailed line item level transactions, taxes collected, aging and summary reports.On the operational front, you can see scheduling statistics, clock-in/clockout data, and patient statistics.

In addition, OptiMantra provides a range of other features including access to statements for patients, faxing, group emails and group texting, and sending medical records to 3rd parties.

And remember, OptiMantra is customizable for nurse practitioners, chiropractors, naturopathic doctors, acupuncture and TCM doctors, massage therapists, nutritionists and other integrative practitioners.

Thank you for watching this introductory video! We are excited to share more on OptiMantra features and functionality  in follow-up videos.

Please reach out for a full demo and with any questions!

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