Directory Listings are required for certain Ocean products. You can create and configure a Directory Listing for your Ocean Site by logging into the Ocean Portal, clicking on the 'Menu' button in the top left corner, selecting 'Admin', and then clicking 'Directory Listings'.
Each Directory Listing contains 3 main tabs: Listing Information, Health Service Offerings, and Enablement. The details for the settings found in each tab are outlined below.
Note: Certain settings are only available for configuration when the 'Will this listing accept eRequests? ' setting is set to 'Yes, eReferrals & eConsults'. These settings have been denoted by an asterisk (*) in this article.
The 'Listing Information' tab is used to configure basic details and indicate the purpose of your Directory Listing.
- Listing name
- The name of your Directory Listing.
Listing Purpose
- Will this listing accept eRequests?
- This setting is used to indicate if this Directory Listing will accept eRequests either now or in the future.
- When set to 'No', certain Directory Listing settings related to accepting eRequests are hidden.
- When set to 'Yes', all Directory Listing settings related to accepting eRequests are available for configuration.
- eReferral button label*
- This setting allows you to choose the term that appears on the 'Send _____' button for your Directory Listing in the Ocean Healthmap, as well as the term used in email notifications when referring to the type of eRequest (e.g., eReferral, eOrder).
- eRequest notification email(s)
- Any notifications regarding eReferrals sent to this specific listing will be directed to this email. For more details on the fallback logic for email notifications, refer to: Where do eConsult and/or eReferral notification emails get sent to?
- Patient contact email for eRequests*
- A contact email address included in patient email notifications regarding their eRequest.
Contact Information
This contact information is also shown to patients during the online appointment booking confirmation process.
- Address line 1
- The corresponding street address for the listing.
- Address line 2
- The secondary address line, if applicable.
- City
- The city for the listing.
- Province
- The province for the listing.
- Postal code
- The postal code for the listing.
- Hide address on the Ocean Healthmap*
- This setting is used to hide the listing address information in the Ocean Healthmap. When enabled, a catchment area must be configured for the listing. For more details on this setting, refer to: Can I hide my Directory Listing's address on the Ocean Healthmap?
- Public-facing phone
- The public-facing phone number for the listing.
- Fax
- The fax number for the listing.
- Public-facing email
- A public-facing email address for the listing that is displayed on the listing in the Ocean Healthmap.
- Website
- A website address for the listing.
- Logo
- A logo for the listing. Logos are limited to 10 MB in size.
- Organization
- The corresponding Organization for this listing, if applicable.
Clinician Information
- Group / Individual
- This setting is used to indicate if this Directory Listing represents an individual healthcare provider or a group of healthcare providers
- When set to 'Individual', the individual details of the clinician being represented by this Directory Listing must be entered. This information is stored and maintained independently from any Clinician Information stored within individual Ocean user accounts and affects EMR task assignment.
- First name
- The first name of the clinician being represented by this Directory Listing.
- Surname
- The surname of the clinician being represented by this Directory Listing.
- Professional ID
- The Professional ID of the clinician being represented by this Directory Listing.
- Billing number
- The billing number of the clinician being represented by this Directory Listing.
- Role
- The role of the clinician being represented by this Directory Listing.
Service Details
- Description
- Provide general descriptive information about the listing.
- Specify catchment area
- Specify a geographic region for which the listing accepts eRequests from.
- Languages spoken
- The languages that services are offered in by the listing.
- Default appointment medium*
- Specify which Medium should be the default when scheduling an appointment within an eRequest.
- Appointment labels*
- The appointment labels that are selectable in the Scheduling area of incoming referrals. Appointment labels determine which appointment date(s) are used in wait time calculations.
- Label options include: Appointment 1, Appointment 2, Appointment 3, Appointment 4, Appointment 5, Initial Visit Date, Follow-Up Date, Consultation Date, Surgical Date, Procedure Date
- Default request form*
- Select an Ocean eForm to be used as the request form for the listing. The request form contains the questions that a referring provider fills out when submitting an eRequest to the listing.
- Route to Central Intake listing*
- Specify a Central Intake Listing to automatically redirect incoming eRequests to.
- When a Central Intake listing has been specified, the 'Default request form' setting for the listing is hidden.
- If the listing has been configured as a Central Intake listing by an OceanMD employee, this setting will be hidden.
Once a Health Service Category has been added within the 'Health Service Offerings' tab of a Directory Listing, additional offering-specific settings can be configured.
Tip: To learn about the difference between a Health Service Category and a Health Service Offering, refer to: What is the difference between a Health Service Category and a Health Service Offering?
- Within the 'Health Service Offerings' tab of the Directory Listing, select the offering that you would like to configure by clicking on it.
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- The settings for the selected offering will be available for configuration. A description of each setting is provided below.
Health Service Offerings
- Offering name
- This is the name of the health service being offered on your Directory Listing in the Ocean Healthmap. This value is prepopulated with the name of the Health Service Category that you added as an offering. It can be adjusted to be more specific/accurate with respect to the service that you provide (especially in the case that you are unable to locate a Health Service Category in Ocean that exactly matches the service you offer).
- Accept eReferrals*
- This setting is used to indicate if you are currently accepting eReferrals for this specific offering.
- When set to 'Yes', and the 'Accepting eRequests' checkbox within the 'Enablement' tab of your Directory Listing has been enabled, the 'Send eReferral' button on your Directory Listing in the Ocean Healthmap is available for users to submit an eReferral for this specific offering. If the 'Accepting eRequests' checkbox is disabled, the 'Send eReferral' button will not appear.
- When set to 'No', the 'Send eReferral' button on your Directory Listing in the Ocean Healthmap becomes disabled when this specific offering is selected. This prevents users from being able to submit an eReferral for this specific offering.
- Accept eConsults*
- This setting is used to indicate if you are currently accepting eConsults for this specific offering.
- When set to 'Yes', the 'Send eConsult' button becomes available on your Directory Listing on the Ocean Healthmap.
- When set to 'No', the 'Send eConsult' button on your Directory Listing in the Ocean Healthmap becomes disabled when this specific offering is selected. This prevents users from being able to submit an eConsult for this specific offering.
Offering Wait Time Management*
This section is used to manage the wait time information for the selected health service offering. For more information, refer to Managing Calculated and Self-Reported Wait Times.
Offering Configurations (Optional)
- Offering description
- This is the description of the health service being offered on your Directory Listing in the Ocean Healthmap. It is displayed to users when they select the offering within your Directory Listing. It can be used to provide additional information regarding the service being offered.
- Offering external service ID
- Optionally specify an ID value to be used by integrated systems to identify this specific health service offering. The ID can be alphanumeric. This setting is only available if an 'External service ID' has been set for the listing in the 'Enablement' tab.
- Specify offering catchment area
- The setting is used to optionally configure a catchment area for certain Health Service Categories. For more information, refer to How do I add a catchment area to my Directory Listing on the Ocean Healthmap?
- Offering notification email(s)
- This setting is used to specify the email address(es) that should receive the email notification when a new eRequest has arrived at your Ocean Site for this specific offering. Ocean sends email notifications based on the fallback logic documented in this article: Where do eConsult and/or eReferral notification emails get sent to?
- Offering public-facing email
- A public-facing email address that is relevant for this specific offering can be specified here. The email address is displayed to users when they select the offering within your Directory Listing on the Ocean Healthmap.
- Offering website
- A specific website URL that is relevant for this specific offering can be specified here. The website URL is displayed to users when they select the offering within your Directory Listing on the Ocean Healthmap.
- Offering languages spoken
- This setting allows you to specify the language(s) that you support for this this specific offering. The languages are displayed to users when they select the offering within your Directory Listing on the Ocean Healthmap.
- Offering request form*
- This setting allows you to specify a request form that is unique to this specific service offering. When a user initiates an eRequest for this specific service offering on the Ocean Healthmap, they will be presented with the specific form chosen here.
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Note: If your Directory Listing has been configured to redirect referrals to a Central Intake listing, please review the following article to learn more about which referral form is presented when, and where the referral will be subsequently routed to: How are referral forms managed for sites with Central Intake?
- Offering requisition files
- This setting allows you to upload a requisition file(s) for this specific service offering. It is displayed and is available for download to users when they select the offering within your Directory Listing on the Ocean Healthmap.
- Offering patient handouts
- This setting allows you to upload a patient handout file(s) for this specific health service offering. It is displayed and is available for download to users when they select the offering within your Directory Listing on the Ocean Healthmap. A hyperlink which downloads the patient handout file is also included in patient and provider notification emails regarding the status of a referral sent for this specific service offering.
- Reference
- The unique reference value for this specific health service offering in Ocean.
The 'Enablement' tab contains activation settings for your Directory Listing and additional configuration options.
Administrative Settings
- eRequest subscription*
- Select your preferred billing model.
- Listing status*
- Enabling or disabling the 'Accepting eRequests' checkbox determines whether or not eRequests can currently be sent to the listing.
- Test mode
- Enable or disable the 'Enable test mode' checkbox to indicate whether or not real or fictitious requests can currently be sent to the Directory Listing.
- When test mode is enabled, the 'Hide this listing from users who are not using test mode' checkbox becomes available. When enabled, the listing will only appear to Ocean Healthmap users who are in test mode.
Request Policies
- Automatically split requests with multiple services into separate requests*
- Choose the behaviour for eRequests which have more than one health service specified. Enable this checkbox if you would like eRequests with multiple health services to be automatically split into separate requests.
- Requesting providers must sign in*
- Enforces that referrers must be signed in to an Ocean user account when enabled.
- Requester must be a physician or NP*
- Enforces that referrers must be one of the following User Roles when enabled: Family Physician, Specialist, Nurse Practitioner
- Prevent requesters from resubmitting requests*
- When enabled, referrers cannot resubmit a referral that has been declined by the listing.
- Wait for a dynamic external URL on request creation*
- Used with external system integrations to redirect users after an eRequests has been sent when enabled.
- Manual forward policy*
- Specify the default behaviour for determining communication responsibilities for referrals which are forwarded* to an offline recipient which is not using Ocean.
- *Note: The manual forward policy setting only applies when the Ocean site is the third Site to handle the referral during its lifecycle.
Regional Authority
If you are participating in a provincial program, you may be instructed to apply to a Regional Authority.
- After saving your listing for the first time, you can apply by clicking 'Apply to Regional Authority'.
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- You will be prompted to enter the number of clinicians authorized to receive eRequests at the Directory Listing. For more information on this prompt, please refer to this article.
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- You will be prompted to select the Regional Authority that you wish to apply to.
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- You will be prompted to review and agree to the respective Regional Authority's Licence Agreement as part of your application.
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- After clicking 'Send application', the application will be sent to the chosen Regional Authority site for review, and your configuration options will be visible as detailed below.
Regional Authority Settings (Once Applied)
Once your application has been sent to the Regional Authority, the following configuration options may be available as detailed below:
- Regional Authority Name
- The name of the Regional Authority that has approved your Directory Listing, with the option to view the respective licence agreement.
- Number of Clinicians
- The number of clinicians represented by this Directory Listing, with the option to provide a contextual comment. For more information, please refer to this article.
- Additional information for clinicians
- If your Regional Authority Ocean Site has enabled User Site Validation, this setting will be available.
- This is a protected field where you may enter additional information for clinicians that will only be visible to other Ocean users who are logged in to an Ocean user account and are viewing the Ocean Healthmap from an Ocean Site that has been validated by the same Regional Authority that your Directory Listing has been approved by. This field is limited to 375 characters.
- Contents of this field will be displayed to those users in your Directory Listing on the Ocean Healthmap under the 'Protected Description' section.
Regional Authority Settings (Once Approved)
Once your application has been approved by the Regional Authority, you will be notified by email and additional configuration options may be available as detailed below.
- Service Request Repository
- Control the contribution of your referral data to a Service Request Repository (if enabled by your Regional Authority).
Integrations
- External service ID
- Specify an ID value to be used by integrated systems to identify the listing. The ID can be alphanumeric.
- Integration
- If your Ocean Site has a custom referral integration configured, it can be selected using the dropdown menu.