1. What does the OptiMantra export contain?
The clinical record, in C-CDA by default, with PDF or CSV available on request. OptiMantra’s EHI export disclosure lists demographics, encounters, diagnoses, medications, allergies, vitals, lab results, immunizations, procedures and clinical documents.
| Data | How it comes out | What to know |
|---|---|---|
| One patient’s full record | Self-serve, instant download | A provider, an admin or the patient can run it. Useful for spot-checking the bulk export. |
| The whole practice | Support ticket | A developer runs it. OptiMantra states delivery within 30 days. |
| Format | C-CDA by default | PDF or CSV (in a ZIP) on request. Ask for CSV as well as C-CDA: CSV is what most importers read cleanly. |
| Reporting data | Analytics module | Operational data can be pulled from Analytics yourself. |
| Templates, forms, protocols | Not part of the export | Configuration, not patient data. Rebuild them in the new system. |
| Saved cards and subscriptions | Not documented | Card tokens belong to the payment processor. Plan to re-collect cards. |
OptiMantra’s ONC disclosure lists certification including 170.315(b)(10), the criterion that requires a whole-population export, and states that certified capabilities carry no cost beyond the subscription.
2. The timing trap: 30 days, twice
OptiMantra asks for 30 days’ notice to cancel, and states up to 30 days to deliver a whole-practice export. Those two clocks are independent. If you give notice and request the export on the same day, the export can arrive as access ends — with no time left to check it.
| Step | When | Why |
|---|---|---|
| Request the whole-practice export | Day 0, before giving notice | Up to 30 days to arrive. Start it first. |
| Download a few single-patient records | Day 0 | Instant. They are your yardstick for checking the bulk export. |
| Import and check the export | When it arrives | Compare it against the single-patient records. Count charts, not just rows. |
| Give notice to cancel | Only after the export checks out | OptiMantra’s FAQ describes cancelling by ticket, with access for 30 days afterwards. |
The export right, and when a vendor may and may not charge for it, is set out in what it costs to leave your EHR.
3. What does an OptiMantra migration cost?
The export costs nothing. The staff time is the cost.
| Cost item | Range | What drives it |
|---|---|---|
| OptiMantra export | $0 | Certified capabilities carry no extra cost, per OptiMantra’s disclosure. |
| Receiving platform import | $0–$500 | Some platforms include the import in onboarding; others charge for mapping. |
| Template and form rebuild | 8–20 hours | How many note templates, intake forms and protocols the practice uses. |
| Checking the import | 4–10 hours | Comparing demographics, allergies and medication lists against the source. |
| Reconnecting labs, e-Rx and payments | 2–6 hours | Each connection is re-made on the new side. |
| Overlap on the old subscription | One to two months | The 30-day notice plus the parallel run. OptiMantra lists $99/mo for the first practitioner. |
4. What breaks during the switch?
The same four things break in every EHR move, and all four are avoidable with overlap.
| What breaks | Why | How to handle it |
|---|---|---|
| E-prescribing pauses | The prescriber’s e-prescribing and EPCS enrolment belong to the old system’s network account. The new system enrols them again, and identity proofing takes 1–3 business days. | Start the new enrolment two weeks before cutover. Overlap, never gap. |
| Lab results come back to the old system | Orders placed from OptiMantra route their results back to OptiMantra. | Stop ordering from OptiMantra in the final week and keep logging in until every pending result has arrived. |
| Patients have to sign in again | Portal and app logins belong to the system that issued them. | Send the new invitation as part of the switch announcement, not after it. |
| Saved cards and memberships stop | Card-on-file tokens belong to the old payment processor and do not export. | Re-collect cards and re-enrol memberships in the new system before you cancel. |
5. What does the switching timeline look like?
Plan for three weeks of work, after the export arrives.
| Week | What happens |
|---|---|
| Week 1 | Run every export from OptiMantra while the account is fully active. Start rebuilding templates and forms in the new system. Start e-prescribing enrolment for every prescriber. |
| Week 2 | Import. Check demographics, allergies and medications against the source for a sample of charts. Reconnect labs and payments. Send patients the new portal invitation. |
| Week 3 | Parallel run: new bookings go into the new system only. Catch results still arriving in OptiMantra. Re-enrol recurring billing. At the end of the week OptiMantra becomes a read-only archive. |
The general mechanics, for any system, are in how to switch EHR without losing patient data. How OptiMantra compares on price as a practice hires is in OptiMantra alternatives.
6. Frequently asked questions
Can I export my data from OptiMantra?
Yes. A single patient’s full record downloads instantly and self-serve. The whole practice is exported by OptiMantra on a support ticket, in C-CDA by default, with PDF or CSV on request, within 30 days.
Is OptiMantra certified EHR technology?
OptiMantra’s own ONC disclosure page lists certification including 170.315(b)(10), the electronic health information export criterion. You can confirm any product’s status on the ONC Certified Health IT Product List.
Does OptiMantra charge to export my data?
OptiMantra states that certified capabilities, which include the EHI export, carry no cost beyond the subscription.
How long does it take to switch from OptiMantra?
Allow up to 30 days for the whole-practice export, then about three weeks of setup, checking and parallel running. Request the export before you give notice.
Is this guide independent?
No. Aminova publishes it and accepts OptiMantra migrations, as stated at the top. The OptiMantra facts are from OptiMantra’s own pages.