Once your Directory Listing has been validated, it's important to perform the necessary configuration of it to start receiving eConsults and/or eReferrals.
Once your Directory Listing has been validated, it's important to perform the necessary configuration of it to start receiving eConsults and/or eReferrals.
1. Confirm your Directory Listing has been Validated
-
Once your Directory Listing has been validated, an email notification will be sent to your Ocean Site's 'Default Incoming Referral Notification Email' to inform you that your listing has been validated.
If a 'Default Incoming Referral Notification Email' has not been set for your Ocean Site (e.g., if it's your first time setting up your Ocean Site), the email notification will be sent to your Ocean Site's 'Clinical Administrator / Ocean Support Contact' email address.
2. Navigate to your Directory Listing Settings
- After logging in to the Ocean Portal, open the 'Menu' and select 'Admin'.
- In the Admin Settings page, select 'Directory Listings'.
- In the Directory Listings page, select the relevant listing using the dropdown menu if your Ocean Site has multiple Directory Listings.
3. Configure your Directory Listing Settings
- Directory Listing settings are categorized into three different tabs: 'Listing Information', 'Health Service Offerings', and 'Enablement'.
Below, we'll walk through the configuration options in each tab for setting up your Directory Listing to accept eReferrals and/or eConsults. Simply expand each tab to view the respective details:
In the 'Listing name' field, enter the name of your Directory Listing (e.g., "Dr. John Smith" or "ABC Medical Clinic" depending on if this listing is for a specific provider or an entire clinic). This name is publicly visible in the Ocean Healthmap.
Listing Purpose
- The 'Listing Purpose' section is used to reflect your intended use of this Directory Listing in your Ocean Site.
- In this case, since you are setting up your Directory Listing to receive eReferrals and/or eConsults, set the 'Will this listing accept eRequests?' setting to 'Yes, eReferrals & eConsults'. This ensures that all the relevant settings are available for configuration in your Directory Listing.
You may also optionally configure the 'eReferral button label' and 'Patient contact email for eRequests' settings at this point, or set them later. Detailed information about each setting can be found in this support article. Email notification configuration will be covered later on in the setup guide.
Contact Information
- Verify that the 'Contact Information' section contains the most up-to-date details for your clinic.
- By default, this information is publicly displayed in the Ocean Healthmap and visible to referring providers, however you may optionally hide your listing's address in the Ocean Healthmap. For more details on this functionality, refer to this support article.
Clinician Information
- Indicate if this Directory Listing represents a group of healthcare providers or an individual healthcare provider.
- If this Directory Listing represents an individual, you must enter that healthcare provider's clinician information before saving your listing.
-
Note: This information affects EMR task assignment, and is stored and maintained independently from any Clinician Information that a user may enter into their individual Ocean user account settings.
Service Details
- In the 'Description' field, optionally enter general description for your listing. This is publicly shown on the Ocean Healthmap.
- If your clinic offers services in multiple languages, you can specify them in the 'Languages spoken' setting.
- Optionally update the 'Default appointment medium' setting for new referrals sent to this listing. This setting will automatically adjust the default 'Medium' field within the 'Scheduling' area for each referral you receive.
Update the 'Appointment labels' used in referrals received at your Directory Listing. These labels are important, as they determine which appointment dates are used in wait time calculations for your Directory Listing. For example, a surgical office could use the 'Consultation Date' label for their Wait 1, and the 'Surgical Date' label for their Wait 2.
- The following appointment labels are associated with Wait 1, and will map to the scheduledAppointment core analytic value in your Ocean Site's referral analytics report: Appointment, Appointment 1, Initial Visit Date, Consultation Date
- The following appointment labels are associated with Wait 2, and will map to the scheduledAppointment2 core analytic value: Surgery Date, Procedure Date
- Specify a 'Default request form' for your Directory Listing. This is the form that referring providers fill out when sending an eRequest to you. You can choose a form available from the Ocean eForm library or create your own.
-
Note: The 'Patient Information' and 'Referring Provider' components of the eReferral are always captured by Ocean regardless of the chosen referral form.
You can customize your referral form to capture any additional information you would like included in the referral.
If applicable, use the 'Route to Central Intake listing' setting to specify the Central Intake that eReferrals and/or eConsults sent to your Directory Listing should be automatically redirected to. This setting is most commonly used in the context of a provincial program.
Health Service Offerings
- Use the dropdown menu to select the Health Service Categories that you would like to add as Health Service Offerings on your Directory Listing.
- This list allows referrers in the Ocean Healthmap to find your Directory Listing based on the health services that they are searching for.
- After adding a Health Service Offering, additional service-specific settings will appear below.
- If needed, you can optionally adjust the 'Offering name' to more accurately reflect the specific service(s) that you offer.
Use the 'Accept eReferrals' and 'Accept eConsults' settings to control if you will be accepting eReferrals and/or eConsults for this specific health service offering.
Offering Wait Time Management
- This section allows you to manage the wait time information for the Health Service Offering that you selected above. For more information on the settings in this area, refer to Managing Calculated and Self-Reported Wait Times.
Offering Configurations (Optional)
- This section contains additional optional configuration settings for the Health Service Offering that you selected above.
- For specific details on each setting, refer to the 'Health Service Offerings' tab within this support article.
If your Directory Listing is configured to automatically redirect eReferrals/eConsults to a Central Intake but you also want to receive eReferrals/eConsults directly for certain health service offerings, you can specify an 'Offering request form' for the relevant health service offering(s). For more details on how this works, refer to this support article: How are referral forms managed for sites with Central Intake?
Administrative Settings
- This section contains administrative settings related to the enablement of your Directory Listing.
- Use the 'eRequest subscription' setting to select your preferred subscription model.
When you're ready to start receiving real eReferrals/eConsults, enable the 'Accepting eRequests' checkbox. Once enabled, referring providers will be able to send real requests to your Directory Listing on the Ocean Healthmap.
If you want to practice receiving fictitious eReferrals/eConsults before going live, enable the 'Test mode' checkbox. When enabled, only fictitious requests can be sent to your Directory Listing on the Ocean Healthmap by referring providers who are also in 'Test mode'.
Request Policies
- You may optionally configure specific policies for eReferrals/eConsults sent to your Directory Listing. For detailed information about each setting, refer to the 'Enablement' tab within this support article.
Regional Authority
If you are participating in a provincial program, you may be instructed to apply to a Regional Authority. If you are not participating in a provincial program, this section does not apply to you.
- After saving your listing for the first time, you can apply by clicking 'Apply to Regional Authority'.
-
- You will be prompted to enter the number of clinicians authorized to receive eReferrals and/or eConsults at the Directory Listing. For more information on this prompt, please refer to this article.
-
- You will be prompted to select the Regional Authority that you wish to apply to.
-
- You will be prompted to review and agree to the respective Regional Authority's Licence Agreement as part of your application.
-
- After clicking 'Send application', the application will be sent to the chosen Regional Authority site for review, and you will be notified by email when the application is approved.
- Once your application has been approved by the Regional Authority, additional configuration settings will appear. For more information about each setting, please refer to this article.
-
Integrations
- This section contains optional settings for associating integrations configured in your Ocean Site with your Directory Listing. For more information about each setting, please refer to this article.
-
Once you're satisfied with your Directory Listing configuration, click the 'Save' button to save your changes.