Migrating from OptiMantra to Practice Better

💡 A note on our migration guides: We build these guides based on our own hands-on experience helping practitioners migrate from other platforms, along with research into each platform's own documentation. Since other software providers can update their features and processes at any time, if you run into any trouble retrieving your data, your best next step is reaching out directly to your current software provider's support team.

In this article:

• Before You Begin
• Data Ownership
• Step 1: Export Data from OptiMantra
• Step 2: Review Your Exported Data
• Step 3: Prepare Your Files for Practice Better
• Step 4: Import Data into Practice Better
• Step 5: Verify Your Data
• Need Help?

Before You Begin

Make sure you have:

• An active OptiMantra account with Account Owner access.
• An active Practice Better account (Professional plan or higher recommended for full import features).
• Time set aside to complete the migration process without interruption.

⚠️ Important: OptiMantra requires at least four weeks advance notice to schedule a data export. Exports are performed over the weekend to ensure a clean break in data. Plan your migration timeline accordingly and submit your export request as early as possible.

Data Ownership

Your client data is always yours. When migrating from OptiMantra to Practice Better:

• You retain full ownership of your client records, notes, and billing information.
• Practice Better never claims rights to your data. We simply provide a secure platform for storage and management.
• You are responsible for securely handling exported files during the migration process.
• Once imported, your data will be encrypted and protected according to industry-standard security protocols.

🔒 Your clients' privacy and your practice's data security are our top priorities throughout the migration journey.

Step 1: Export Data from OptiMantra

OptiMantra provides two ways to export your data: a bulk export request handled by their support team, and self-serve Analytics exports you can run directly. Work through each export type below before moving on to Step 2.

Requesting a Bulk Data Export (Charts, Superbills, and Documents)

OptiMantra's support team handles bulk exports of clinical records. This includes chart notes, superbills, and uploaded documents, all delivered as PDFs.

📍 Note: The first bulk export is available at no charge. Subsequent exports are subject to a fee. Visit OptiMantra's export documentation for details.

1. Log in to your OptiMantra account as the Account Owner.
2. Submit a support ticket to OptiMantra requesting a data export. Include your preferred export date, keeping in mind the four-week advance notice requirement.
3. OptiMantra will schedule your export as close to your preferred date as possible, pending availability. Exports are run over the weekend.
4. Once complete, you will receive your files as PDFs. Files are named in the following format: PATIENTNAME_ID_Document.pdf.

⚠️ Important: OptiMantra only supports PDF format for bulk clinical record exports. If you need data in an alternate format, you will need to work directly with the receiving system to find a compatible method.

Downloading Consent and Questionnaire PDFs

Patient consent forms and questionnaires are not included in the bulk export and must be manually downloaded. Contact OptiMantra support for guidance on the most efficient method for your practice size. 

1. Open the patient's profile in OptiMantra.
2. From the patient's Actions menu, select Submitted Intakes to view all consents, questionnaires, and intake forms completed by that patient.
3. Download or save each form as a PDF to a clearly labeled folder on your computer (for example: Last Name, First Name).
4. Repeat for each client whose consent and questionnaire records you want to bring into Practice Better.

📍 Note: You can also view all submitted forms across your practice by going to Shortcuts > Review Patient Forms, where results are sortable by provider, patient, date, and form type. For detailed guidance on locating and downloading individual patient forms, refer to OptiMantra's support documentation or contact their support team.

Exporting Your Patient List

1. In OptiMantra, select Analytics from the toolbar.
2. Choose List of Reports and search for the report titled "Patient List with Demographics, Background (DOB List)".
3. Adjust the date filters as needed to capture your full patient history.
4. Click the blue paper/grid icon to export the report as an Excel or CSV file.
5. Save the file to your computer.

Exporting Appointments

OptiMantra's schedule export is done directly from your calendar view, not the Analytics section. Because exports are scoped to a single day, week, or month at a time, you may need to run multiple exports to capture your full appointment history.

1. Go to your schedule in OptiMantra.
2. Switch to List View. If you attempt to export without switching first, a prompt will appear asking you to select List View.
3. Select your desired date range: single day, full week, or entire month.
4. Click Export to Excel or Export to CSV.
5. Save the file to your computer.
6. Repeat for additional date ranges until you have captured your complete appointment history.

📍 Note: Keep exported appointment files clearly labeled by date range (for example: Appointments_Jan–Mar_2024) so they are easy to organize before import.

Exporting Additional Practice Data

The following data can also be exported from the Analytics section using the same steps above. Search for the corresponding report name, apply any relevant filters, and export as Excel or CSV:

• Provider List: "Practitioners"
• Services Offered: "List of Services"
• Products and Pricing: "List of Inventory"

Exporting Financial Data

OptiMantra's Analytics section supports exports of billing and financial data. Export and retain these files for your own financial records; financial and billing data can't be imported into Practice Better.

1. In OptiMantra, select Analytics from the toolbar.
2. Choose List of Reports and search for the relevant billing report.
3. Adjust date filters as needed and export as Excel or CSV.
4. Save these files securely for your own records.

Porting Your Fax Number

If you use a fax number through OptiMantra, you can request to port it to Practice Better or another provider. OptiMantra's team can coordinate the port-out with sFax, their fax provider. You will need to provide a Letter of Authorization (LOA) from the gaining carrier.

Practice Better supports fax number transfers for US and Canadian area codes on Plus and Team plans. The transfer process can take up to four weeks to complete.

📍 Note: Learn more about transferring your fax number to Practice Better. Using a Dedicated Fax Number →

Step 2: Review Your Exported Data

Before importing into Practice Better, take a moment to open each exported file and confirm the information is complete and accurate. Catching any issues now will make the import process much smoother.

• Open each CSV or Excel file and confirm client information appears complete.
• Check for formatting inconsistencies or duplicate records.
• Verify that email addresses are present for all clients, as these are required fields in Practice Better.
• Confirm that client file folders are clearly labeled with client names.
• Save all files securely on your computer before proceeding.

⚠️ Important: Your exported files contain sensitive client information. Store them in a secure location and handle them with care throughout the migration process.

Step 3: Prepare Your Files for Practice Better

Practice Better's import system works best with clean, well-organized CSV files. A few adjustments will help ensure a smooth import.

• Reference Practice Better's downloadable CSV template during the import process to confirm which fields are supported and how they should be formatted. Aligning your OptiMantra patient export to this template will help avoid errors.
• Remove any OptiMantra-specific fields that won't transfer to Practice Better, such as internal system IDs.
• If you've exported multiple reports, keep them as separate files.
• Ensure client file folders are clearly labeled (for example: Last Name, First Name) before uploading documents to individual client records.

💡 Tip: Practice Better provides a downloadable CSV template during the import process. You can reference this template to confirm which fields are supported and how they should be formatted. Click here to copy the Practice Better client import CSV template.  

Step 4: Import Data into Practice Better

Ready to make the move? Practice Better's migration service is free to get started and our team is here to make the process as smooth as possible.

Follow this link to get started: Switch your EHR to Practice Better

Once you've submitted the form, here's what to expect:

• Our team will guide you through importing your client data and files into Practice Better.
• Client and appointment CSVs will be imported into Practice Better's client and scheduling records.
• PDFs exported from OptiMantra (charts, superbills, consent forms, and questionnaires) can be uploaded to each client's Documents section in Practice Better, keeping your records organized and accessible.
• On average, migrations take five business days to complete.

💡 Tip: Prefer to self-serve? Practitioners with straightforward data needs can import their client list directly using Practice Better's client import tool. Importing Your Clients →

Step 5: Verify Your Data

After your import is complete, take a few minutes to confirm everything transferred correctly. This quality check gives you confidence before you start seeing clients in Practice Better.

1. Go to the My Clients section in Practice Better.
2. Review several client profiles to confirm:
   • Client names, emails, and contact information appear correctly.
   • Demographic details like date of birth and address transferred accurately.
   • No duplicate profiles were created.
3. Check your import history by clicking the More Options menu (3 dots) near the top-right of your Client list and selecting Client Import History.
4. Navigate to individual client records and confirm that uploaded documents appear in the Documents tab.
5. Test a simple workflow, such as opening a client record, reviewing their information, or sending a client an invitation to activate their account.

✅ With your client data successfully migrated, take time to explore Practice Better's features, customize your account settings, and set up your services and programs. You're now ready to support your clients with all the tools Practice Better offers.

Need Help?

Migrating your practice is a significant step, and we're here to support you every step of the way. If you run into questions, encounter any challenges, or would prefer hands-on guidance:

• Use the in-app chat by clicking Contact Support from the Help menu in your Practice Better dashboard.
• Submit a support ticket by asking our AI chat agent for assistance from our team.
• Request migration assistance by filling out this form if you'd like our team to handle the technical details for you.

Moving to a new platform is a big step, but with your data successfully migrated, you'll be ready to take full advantage of Practice Better's features and support your clients with confidence. Welcome to Practice Better. We're excited to be part of your practice's journey.