Supporting Analytics in eReferral eForms*

The Ocean eReferral platform provides some analytics automatically to help provide an understanding of referral patterns, decline rates, wait times, etc. If you would like to set up your referral form to set additional analytics values now is a good time to do so.

This is an an optional part of setting up eReferrals.

The Ocean eReferral platform de-identifies data automatically to provide you with an understanding of referral patterns, decline rates, wait times, etc. You can export this data at anytime from the "Reports" section of the Admin tab in the Ocean Portal. For more details on exporting eReferral analytics, please refer to "Accessing eReferral Analytics".

Core Analytics

The core set of analytics captured in the de-identified record are in the table below.

Column Header Description
referralRef The unique reference number for the referral in Ocean.
referralCreationDate The date the referral was sent OR resubmitted by the referring provider (in ISO 8601 format). This could be the back-dated referral date entered on an inbound referral.
referralInitialCreationDate Invariant field representing the original sent date that is set during referral creation (in ISO 8601 format).
oceanCreationDate The date/time the referral was created in Ocean (in ISO 8601 format). It could be the date it was sent in Ocean through the healthmap or a website form, or the date it was transcribed as an inbound referral.
modificationDate The date/time the referral was most recently updated (in ISO 8601 format).
masterReferral A true/false flag that indicates if the referral was split into multiple "child" referrals, based on the number of health service offerings assigned.
patientId A one-way hashed value representing the patient identity. This is used to track the patient's referral history in Ocean. It will be blank if a health number was omitted from the referral.
siteNum The Ocean site number that the referral belongs to.
regionalAuthoritySiteNum The Ocean site number for the Regional Authority (RA) that the referral is captured under (if it's sent to a listing under RA).
initialHealthService The health service on the referral at time of sending.
currentHealthService The health service on the referral currently.
claimedWaitTimeDaysLow The lower end of the range of wait times claimed in the health service listing when the referral was sent (e.g. 7, if 1-2 weeks). This will be wait 1 for health services with multiple health services.
claimedWaitTimeDaysHigh The higher end of the range of wait times claimed in the health service listing when the referral was sent (e.g. 14, if 1-2 weeks). This will be wait 1 for health services with multiple health services.
claimedWaitTime2DaysLow The lower end of the range of wait 2 times claimed in the health service listing when the referral was sent (e.g. 7, if 1-2 weeks).
claimedWaitTime2DaysHigh The higher end of the range of wait 2 times claimed in the health service listing when the referral was sent (e.g. 14, if 1-2 weeks).
wait1Days The number of days calculated between the date the referral was created to the first appointment date.
wait1aDays

The number of days calculated between the date the referral was created and the initial assessment date.

Note: The darcWait1aDays is subtracted from this calculation.

wait1bDays

The number of days calculated between the initial assessment date and the initial consult date (scheduled appointment). If there is a "ax_decisionToConsult" date, Ocean will use this value for the Wait1b calculation instead of the initial consult date.

Note: The darcWait1bDays is subtracted from this calculation.

Wait2Days

The actual wait time, as calculated between the date the referral was created to the second appointment date.
darcWait1aDays Number of days affecting readiness to consult for patient reasons between the date the referral was created and the initial assessment date.

darcWait1bDays

Number of days affecting readiness to consult for patient reasons between the initial assessment date and the initial consult date (scheduled appointment).
dartWait2Days Number of days affecting readiness to treat for patient reasons between the date the referral was created to the second appointment date.
srcSiteNum The number of the source referral site.
srcSiteName The name of the source referral site.
referredByUserName The Ocean username representing the user who sent the eReferral (which may represent a delegated administrative user, as opposed to being the same person as the referrer).
referredByUserFullName The full name of the Ocean user who sent the eReferral (which may represent a delegated administrative user, as opposed to being the same person as the referrer)
delegateClinicianType The clinician type of the delegate user, who sent the referral on behalf of the provider (ex. Physician Assistant). Will be blank if the referral was NOT sent by a delegate.
referredByAnonymousEmrUser A flag that indicates a referrer user is signed into their EMR but not signed into their Ocean user account: TRUE values indicate that the referral was sent from the EMR, by a user who did NOT have a linked Ocean account. FALSE values indicate that the referral was sent from the EMR, by a user with a linked Ocean account, OR the referrral was not sent from an EMR at all.
referrerUserName The Ocean user name representing the referring clinician, if available.
referrerName The name of the referrer (i.e. clinician).
referrerClinicianType The referrer clinician type. One of the following: "Allied Health Professional", "Family Physician","Medical Student","MOA / Secretary", "Nurse","Nurse Practitioner","Resident","Specialist" or "Other".
referrerUrgency The urgency of the referral, as taken from the referral form item with the EMRField mapping of "referralUrgency".
initialRecipientName The name of the original referral target on the referral.
initialReferralTargetRef The unique listing reference of the original referral target on the referral.
initialOrganizationName The name of the organization the referral was initially sent to, IF an organization has been applied to the listing.
recipientName The name of the current referral target on the referral (this can change if the referral is forwarded from central intake to a specialist, for example.)
referralTargetRef The unique listing reference of the current referral target on the referral.
recipientOrganizationName The name of the organization tied to the listing that the referral is directed to, IF an organization has been applied to the listing.
recipientCity The city of the recipient.
recipientProvince The province of the recipient.
recipientPostalCode The postal code of the recipient.
recipientPriority The priority as indicated by the recipient via the review form (specifically the item with reference "priority"). Limited to P1, P2, P3, P4, P4F, P5.
recipientLatitude The latitude of the recipient.
recipientLongitude The longitude of the recipient.
eConsultOutcome The status/outcome of the eConsult. Can be one of the following values: E_REFERRAL (case where the referral was responded to as an eConsult, but then continued with as a referral), PENDING (represents an eConsult in progress) and COMPLETED (represents a referral that is marked completed as an eConsult).
eConsultOutcomeDate The date of the eConsult outcome.
eConsultAcceptanceDate The date/time the referral is accepted as an eConsult. This may happen at the time of the first eConsult message being sent on the referral, or when an admin/delegate clicks to accept the referral as an eConsult, to allow for the specialist/provider respond to it at a later time.
eConsultFirstMessageDate The date/time of the first eConsult message on a referral.
eConsultMessageCount The number of messages flagged as "eConsult" on the referral.
eConsultProceedToEReferralReason The reason the referring provider chooses to "Proceed as eReferral" after receiving an eConsult message. Can be one of three standard reasons: PROVIDER_PREFERENCE, PATIENT_PREFERENCE, or OTHER.
sentToTestListing Flag to indicate if the referral was sent to a test listing, or manually labeled as a test referral using the Action menu. Used to exclude the referral from analytics.
patientAge Patient age in years, rounded down.
patientGender The gender of the patient.
patientCity The patient's home city.
patientProvince The patient's home province.
patientPostalFirst3Chars The first 3 characters of the patient's postal code.
patientDistanceKm The distance, in km, between the patient's home and the referral target.
referralState The status of the referral. One of: INITIAL, ACCEPTED, DECLINED, BOOKED, CANCELED, or COMPLETE.
scheduledAppointment The date/time set for the first appointment.
scheduledAppointment2 The date/time set for the second appointment.
initialForwardDate The date/time the referral is initially forwarded.
initialAssessmentDate The date/time of the initial assessment if the referral is booked at an assessment centre.
initialAssessmentSite The name of the initial assessment site listing.
initialAssessmentSiteRef The unique listing reference id of the initial assessment site.
forwardDateFromAssessmentSite The date the referral is forwarded from a listing of type Rapid Access Clinic.
forwardDate The date/time that the referral was last forwarded.
completedDate The date the referral is marked "Completed" (can be done in the booking tab once the appointment date has passed).
booked Whether the referral appointment has been booked.
seen Whether the patient has been seen (i.e. in the clinic for a consult).
completed Whether the referral has been marked completed (i.e. generally means referral has been completed and consult letter, if appropriate, will be forthcoming.)
reasonForDecline The reason for a declined referral. One of: UNABLE_TO_CONTACT, MISSING_INFORMATION, ADDITIONAL_WORKUP_REQUIRED, INAPPROPRIATE_INDICATION, SENT_TO_WRONG_PROVIDER, RECOMMEND_OTHER_PROVIDER, SERVICE_NOT_AVAILABLE, PRECLUDED_DUE_TO_PATIENT_ISSUE, CANNOT_BE_SEEN_QUICKLY_ENOUGH, UNLIKELY_TO_BENEFIT, NOT_YET_DUE, OTHER

Additional Available Analytics

In addition, you can map fields in your referral form and Review form to set analytics values for your referral exports. Keep in mind that the semantics behind each is arbitrary and you can "co-opt" them for the purposes of a particular pathway as long as the consumers of the analytical data understand the data values. To do add these analytics values, simply open your form in the eForm Editor and set the item reference to one of the following values.

Item Reference
ax_preciseAge
ax_pcpName
ax_reasonForReferral
ax_preferredClinician
ax_preferredCity
ax_preferredWasChosen
ax_secondOpinion
ax_cause
ax_severity1
ax_severity2
ax_diagnosis

ax_diagnosisAcuity

e.g. undiagnosed high risk; newly diagnosed; established)

ax_aboriginalStatus
ax_gestationalAge
ax_languageBarrier
ax_language
ax_comorbidities
ax_imagingStatus
ax_socialDeterminants
ax_lab_hb
ax_lab_a1c
ax_lab_fbs
ax_lab_glucoseT1Hr
ax_lab_glucoseT2Hr
ax_lab_chol
ax_lab_cholHdlRatio
ax_lab_hdl
ax_lab_ldl
ax_lab_tg
ax_lab_egfr
ax_lab_cr
ax_v_bp
ax_v_ht
ax_v_wt
ax_v_bmi
ax_cm_arthritis
ax_cm_asthma
ax_cm_chf
ax_cm_cvd
ax_cm_dm
ax_cm_obesity
ax_cm_osteoporosis
ax_cm_copd
ax_cm_pad
ax_cm_tiaStroke
ax_cm_retinopathy
ax_cm_nephropathy
ax_cm_footUlcer
ax_cm_mentalHealth
ax_cm_htn
ax_alcohol_dpw
ax_tobacco_cigsPerDay
ax_tobacco_everSmoked
ax_drugUse_mj
ax_request_preConceptionCounseling
ax_request_footCareEducation
ax_request_additionalEducation
ax_request_renalCriteria
ax_request_mentalHealth
ax_examType
ax_surgicalCandidate
ax_assessmentOutcome
ax_assessmentOutcomeMedicalSpecialist
ax_assessmentOutcomeCommunityProgram
ax_assessmentOutcomeSelfManagement
ax_patientPreference
ax_consultOutcome
ax_decisionToTreat
ax_decisionToConsult
ax_bodySite
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