Supporting Analytics in eConsults and/or eReferral eForms*

This is an an optional part of setting up eConsults and/or eReferrals.

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

The following three types of referral analytics available to users:

Core Analytics: These analytics are always captured by the Ocean Platform by default, and are available for all eRequests (eReferral and eConsult) without referral form customization. A list of core analytics can be found below.

Custom (ax_) Analytics: This is a library of custom analytics that has been pre-defined to assist in ensuring data consistency across referral forms. These analytics can be manually defined within the referral form, and are always automatically included in the default analytics export file. A full list of 'ax_' analytics can be found below.

Custom (fx_) Analytics: These are custom analytics that you can create and define in the referral form, and are only accessible by creating a custom Export Template.

A full Data Dictionary file is available for download at the bottom of this support article.

Core Analytics

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

Column Header	User Friendly Name	Description
referralRef	Reference	The unique reference number for the referral in Ocean.
referralCreationDate	Sent Date	The date the referral was sent OR resubmitted by the referring provider. This value may be the back-dated referral date entered on an inbound (faxed) request. It is used as the starting reference point for wait time calculations.
referralInitialCreationDate	Initial Sent Date	The initial sent date of the referral from a clinical perspective. This value may be the back-dated referral date entered on an inbound (faxed) request. Unlike the Sent Date, this value does not change with resubmissions.
oceanCreationDate	Referral Creation Date	the date the referral was created in Ocean. Could be the date it was sent in Ocean from the health map, or the date it was transcribed from fax.
modificationDate	Last Modification Date	The date/time the referral was most recently updated (in ISO 8601 format).
masterReferral	Source Referral Marker for Child Referrals	The status of the referral as either a Master record or a Child record. Marked as "TRUE" if the referral is a master (i.e it's been split into multiple child referrals), "FALSE" if not.
patientId	Patient ID	The unique reference number for the patient in Ocean. If the patient's Health Card # is omitted when the referral is sent, the patientID will not be generated.
siteNum	Owner Site Number	The Ocean site number of the site currently managing the referral as a receiving provider.
regionalAuthoritySiteNum	Primary Regional Authority Site Number	The Ocean site number for the initial Regional Authority (RA) that the referral is captured under (if it's sent to a listing under a regional authority).
initialHealthService	Initial Health Service	The health service specified at the time the referral is sent (ex. Orthopedics)
currentHealthService	Currently Assigned Health Service	The health service on the referral that is currently assigned (which may differ from InitialHealthService if someone reassigns the health service manually e.g. during triaging, or if the referral is split from a master referral)
claimedWaitTimeDaysLow	Claimed Wait 1 - Low Estimate	The lower end of the range of wait times claimed in the health service listing, set by the recipient site when triaging the referral (e.g. 7, if 1-2 weeks). This will be wait 1 for referrals with multiple health services.
claimedWaitTimeDaysHigh	Claimed Wait 1 - High Estimate	The higher end of the range of wait times claimed in the health service listing, set by the recipient site when triaging the referral (e.g. 14, if 1-2 weeks). This will be wait 1 for referrals with multiple health services.
claimedWaitTime2DaysLow	Claimed Wait 2 - Low Estimate	The lower end of the range of wait 2 times claimed in the health service listing, set by the recipient site when triaging the referral (e.g. 7, if 1-2 weeks).
claimedWaitTime2DaysHigh	Claimed Wait 2 - High Estimate	The higher end of the range of wait 2 times claimed in the health service listing, set by the recipient site when triaging the referral (e.g. 14, if 1-2 weeks).
wait1Days	Wait 1 Days	As defined by the standard "Wait 1", this is the number of days calculated between the date the referral was created to the first appointment date.
wait1aDays	Wait 1a Days	As defined by the standard "Wait 1a", this is the number of days calculated between the date the referral was created and the initial assessment date. The "DARC Wait 1a Days" is also subtracted from this calculation.
wait1bDays	Wait 1b Days	As defined by the standard "Wait 1b", this is the number of days calculated between the initial assessment date and the initial consult date (scheduled appointment). If there is a Decision to Consult date, Ocean will use this value, instead of the initial assessment date, for the Wait 1b calculation. The "DARC Wait 1b Days" is also subtracted from this calculation.
wait2Days	Wait 2 Days	As defined by the standard "Wait 2", this is the number of days calculated between the first scheduled appointment and the second appointment date. If there is a "ax_decisionToTreat" date, Ocean will use this value, instead of the first scheduled appointment date, for the Wait2 calculation. The dartWait2Days is subtracted from this calculation.
darcWait1aDays	DARC Days Impacting Wait 1a	Number of days affecting readiness to consult. Added to the referral UI in the "Notes" dropdown.
darcWait1bDays	DARC Days Impacting Wait 1b	Number of days affecting readiness to consult. Added to the referral UI in the "Notes" dropdown.
darcReason	DARC Reason	Reason for days affecting readiness to consult.
dartWait2Days	DART Days Impacting Wait 2	Number of days affecting readiness to treat. Added to the referral UI in the "Notes" dropdown.
dartReason	DART Reason	Reason for days affecting readiness to treat.
srcSiteNum	Source Site Number	The Ocean site number that the referral was originally sent from. This field could be blank if referral was not sent through an Ocean site, such as via a fax.
srcSiteName	Source Site Name	The name of the source referral site.
referredByUserName	User Name of User Sending Referral	The username representing the current Ocean user sending the eReferral (which may represent a delegated administrative user, as opposed to being the same person as the referrer)
referredByUserFullName	Full Name of User Sending Referral	The full name of the current Ocean user sending the eReferral (which may represent a delegated administrative user, as opposed to being the same person as the referrer)
authorizingClinicianName	Authorizing Clinician Name	The name of the clinician (usually a physician) who authorized a nurse practitioner, physician assistant, or other clinician to send an eReferral, when such authorization is required.
delegateClinicianType	Delegate Clinician Type	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	Referred by an EMR-Authenticated User (Unlinked to Ocean Account)	A flag that indicates a referrer user was signed into their EMR but not signed into their Ocean user account.
referrerUserName	Referrer's User Name	The Ocean user name representing the referring clinician, if an Ocean account was used to send the referral.
referrerName	Referrer's Name	Referrer's Name
referrerClinicianType	Referrer's Clinician Type	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	Referrer's Urgency Assignment	The urgency of the referral, as assigned by the referrer.
initialRecipientName	Initial Receiver's Listing Name	The name of the initial referral target on the referral (i.e. Central Intake). This remains the same, even after the referral is forwarded from central intake to a specialist, for example.
initialReferralTargetRef	Initial Receiver's Listing Reference	Captures the unique referral target reference id of the listing the referral was initially sent to. Will remain unchanged, even if the listing name itself is updated (initialRecipient).
initialOrganizationName	Initial Receiver's Organization Name	Captures the name of the organization the referral was initially sent to, IF an organization has been applied to the listing.
recipientName	Recipient Listing Name	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	Owner Listing Reference	Unique ID of the site receiving referral
recipientOrganizationName	Recipient Organization Name	The name of the organization tied to the listing that the referral is directed to.
recipientClinicianFirstName	Recipient Clinician First Name	First name of the clinician receiving the referral.
recipientClinicianSurname	Recipient Clinician Surname	Last name of the clinician receiving the referral.
recipientClinicianProfId	Recipient Clinician Professional ID	Professional Id of the clinician receiving the referral.
recipientFaxNumberUsed	Recipient Fax Number Used	The fax number used to manually process a referral. If this field has a number or "unknown" value, it was manually forwarded to a listing ("unknown" is a place holder for listings without a fax number).
recipientCity	Recipient City	The city of the recipient.
recipientProvince	Recipient Province	The province of the recipient.
recipientPostalCode	Recipient Postal Code	The postal code of the recipient.
recipientPriority	Recipient's Priority	The urgency as indicated by the recipient via the Review Form (specifically the item with reference "priority"). The urgency is mapped to levels of priority which are limited to P1, P2, P3, P4, P4F, P5.
eConsultOutcome	eConsult Outcome	The status/outcome of the eConsult. Can be one of the following values: "E_REFERRAL", "PENDING" and "COMPLETED" "E_REFERRAL" is the 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	eConsult Outcome Date	The date of the eConsult outcome. For example, the date the referral was marked as completed as an eConsult. Or the date it was determined that the eConsult should continue on as an eReferral. Note, this value will be blank when the eConsult outcome is "PENDING".
eConsultAcceptanceDate	eConsult Acceptance Date	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 an admin/delegate may be accepting the referral as an eConsult, and having the specialist/provider respond to it at a later time.
eConsultFirstMessageDate	eConsult First Message Date	The date/time of the first eConsult message on a referral.
eConsultMessageCount	eConsult Message Count	The number of messages flagged as "eConsult" on the referral, with billable time associated with them.
eConsultProceedToEReferralReason	Reason for Proceeding from eConsult to eReferral	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.
latestEConsultSentBy	Full Name of User Sending Last eConsult Response	The full name of the user who sent the latest eConsult message.
sentToTestListing	Sent to Test Listing	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	The age of the patient in years, rounded down
patientGender	Patient Gender	The gender of the patient, can be overwritten on the form
patientCity	Patient City	The patient's home city.
patientProvince	Patient Province	The patient's home province.
patientPostalFirst3Chars	Patient Postal Code (First 3 Characters)	The first 3 characters of the patient's postal code.
patientDistanceKm	Patient Distance (km)	The distance, in km, between the patient's home and the referral target.
referralState	State	The basic primary status of the referral, such as "INITIAL", "ACCEPTED", "BOOKED", "COMPLETE", "CANCELED", or "DECLINED".
scheduledAppointment	Appointment for Wait 1	The date/time set for the Wait 1 appointment.
appointmentMedium	Medium for the Wait 1 Appointment	The medium selection for the appointment scheduled on a referral that has been associated with Wait 1. Can be one of the following values; IN_PERSON, VIDEO_VISIT, PHONE, HOME_VISIT.
scheduledAppointment2	Appointment for Wait 2	The date/time set for the Wait 2 appointment.
appointment2Medium	Medium for the Wait 2 Appointment	The medium selection for the appointment scheduled on a referral that has been associated with Wait 2. Can be one of the following values; IN_PERSON, IN_PERSON_ALT, VIDEO_VISIT, PHONE, HOME_VISIT.
schedulingConfirmed	Scheduling Confirmed	Captures the current value of the "Confirmed" checkbox in the scheduling pane of referrals.
schedulingConfirmedBy	Scheduling Confirmed By Which Stakeholder	Captures which stakeholder on the referral confirmed the latest scheduling information on the referral with the patient. Can be one of the following values; sender, patient, or receiver.
initialContactAttemptDate	Initial Contact Attempt Date	The date/time the "Contact Attempted" note is added to the referral.
initialForwardDate	Initial Forward Date	The date/time the referral is initially forwarded. This remains the same, even after the referral is forwarded from central intake to a specialist, for example.
initialAssessmentDate	Initial Assessment Date	The date/time of the initial assessment if the referral is sent to an assessment centre.
initialAssessmentSite	Initial Assessment Site Name	The name of the initial assessment site.
initialAssessmentSiteNum	Initial Assessment Site Number	The Ocean site number of the initial assessment site.
initialAssessmentSiteRef	Initial Assessment Site Listing Reference	The unique listing reference id of the initial assessment site. Will remain unchanged, even if the listing name itself is updated (initialAssessmentSite).
initialAssessmentOfferingRef	Initial Assessment Health Service Offering Reference	Health Service Offering (HSO) assigned to the referral, at the time is was sent to the RAC.
forwardDateFromAssessmentSite	Date Forwarded From Rapid Access Clinic	The date the referral is forwarded from a listing of type Rapid Access Clinic
forwardDate	Last Forwarded Date	The date/time that the referral was last forwarded.
completedDate	Completed Date	The date the referral is marked "Completed" (can be done in the booking tab once the appointment date has passed).
seen	Patient Was Seen	Whether the patient has been seen (i.e. in the clinic for a consult).
awaitingReply	Site Awaiting Reply	Ocean site number of the site awaiting for a reply on the referral.
referralDeleted	Deleted	Flag that indicates if the referral was deleted, allowing synchronized data warehouses (e.g. Think Research EntryPoint) to detect such deletions.
ptNotificationEmailed	Notification Emailed to Patient	Flag to indicate if the patient was emailed a notification regarding their referral.
ptAppointmentReminderEmailed	Appointment Reminder Emailed to Patient	Captures whether the patient was emailed an automated appointment reminder notification from Ocean.
protocol	Protocol	Optional field used by the recipient site to protocol the referral using the review notes. Ex. Radiologists might use this field when reviewing DI referrals. Populates the "Protocol" column in the Ocean portal.
reasonForDecline	Reason for Decline	The reason for a declined referral. One of: ADDITIONAL_WORKUP_REQUIRED, ALREADY_BOOKED_ELSEWHERE, ALREADY_DONE , CANNOT_BE_SEEN_QUICKLY_ENOUGH, DUPLICATE, INAPPROPRIATE_INDICATION, MISSING_INFORMATION ,NO_SHOW, NOT_YET_DUE, OTHER, PATIENT_DECLINED, PATIENT_EXPIRED , PRECLUDED_DUE_TO_PATIENT_ISSUE, RECOMMEND_OTHER_PROVIDER, SENT_TO_WRONG_PROVIDER , SERVICE_NOT_AVAILABLE, UNABLE_TO_CONTACT,   UNLIKELY_TO_BENEFIT Option available when a referral is declined on Declined Referral window.
reasonForWaitTimeExclusion	Reason for Exclusion from Wait Time Calculation	The reason for referral to be excluded from wait time calculation. SEVERAL_ATTEMPTS_TO_CONTACT PATIENT_OFFERED_EARLIER_DATE PATIENT_REQUESTED_LATER_DATE PATIENT_IS_AN_EXISTING_CLIENT ORIGINAL_REFERRAL_REDIRECTED
numExternalMessages	Number of External Messages	Number of external messages attached to the referral
numCIAttachments	Number of Attachments Included by Central Intake	Number of attachments that Central Intake included in the referral
resubmissionCount	Resubmission Count	The number of times a referral is resubmitted (after being declined or cancelled)
inbound	Inbound Request Manually Entered by Fax/Phone/Other	Flags the referral as being created as an Inbound eRequest. Will be TRUE if the referral was received by phone or fax, and FALSE if it was received through Ocean.
offeringRef	Assigned Health Service Offering Reference	The reference id of the health service offering assigned to the referral
offeringTitle	Assigned Health Service Offering Title	The title of the health service offering assigned to the referral
referrerAddressLine1	Referrer's Address Line 1	Referrer's Address Line 1
referrerAddressLine2	Referrer's Address Line 2	Referrer's Address Line 2
referrerCity	Referrer's City	Referrer's City
referrerProvince	Referrer's Province	Referrer's Province
referrerPostalCode	Referrer's Postal Code	Referrer's Phone
referrerPhone	Referrer's Phone	Referrer's Phone
referrerFax	Referrer's Fax	Referrer's Fax
referrerProfessionalId	Referrer's Professional ID	Referrer's Professional ID, such as the CPSO # for an Ontario physician.
secondaryRaSiteNum	Secondary Regional Authority Site Number	The second regional authority site number, if the referral is forward outside of the LHIN that it was first received in.
centralIntakeRef	Central Intake Listing Reference	The unique listing reference id of the central intake site. Will remain unchanged, even if the listing name itself is updated.
centralIntakeOfferingRef	Central Intake Health Service Offering Reference	Health Service Offering (HSO) assigned to the referral, at the time is was sent to CI.
externalServiceId	External System Service ID	Serves as an indicator that an eReferral has been sent to an external system (and indicate which system was used).
referralSource	Source Medium	The medium by which the referral was sent. For example, the source could be "eReferral" for eReferrals sent from the healthmap (previously "Directory"), or the name of the Website Form link if submitted through a website. For inbound referrals transcribed into Ocean the source can be "Phone", "Fax", or "Other Source". For requisitions imported into a site the source is "Printout". For eReferrals sent through the healthmap via eFax, the referral source will be "eFax".
requestedRtRef	Requested Listing's Reference	The reference of the original listing selected in the healthmap, by the referring provider, before the referral is routed to central intake.
requestedRtTitle	Requested Listing's Title	The name of the original listing selected in the healthmap, by the referring provider, before the referral is routed to central intake.
completionState	Completion State	Will return one of the following mutually-exclusive end-states: COMPLETED, AUTO_CLOSED, INCOMPLETE, CANCELED, DECLINED, EXTERNALLY_MANAGED (indicating referrals that are received but not updated in Ocean), COMPLETED_WITHOUT_APPOINTMENT (indicating referrals that are accepted, but marked as complete from the Pending Booking folder in Ocean)
integrationName	Integration Name	Name of the integration associated with the listing.

Custom (ax_) Analytics

You can map additional fields in your consult or referral form and Review form to collect analytic values for your referral exports. 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	User Friendly Name	Description
ax_pcpName	Primary Care Provider Name	The primary care provider name, used on the referral form if the referrer is not the primary care provider.
ax_reasonForReferral	Reason for Referral	The reason for referral for the patient.
ax_preferredClinician	Preferred Clinician	The preferred clinician for the patient.
ax_preferredCity	Preferred City	The preferred city of the patient.
ax_preferredWasChosen	Preferred Was Chosen	A flag for central intake to indicate that the referral was forwarded to the preferred specialist that was specified by the referrer.
ax_cause	Cause	Allows for additional information to be provided regarding the cause or circumstance of the referral.
ax_severity1	Severity at Rest	The pain level at rest of the patient, usually Mild/Moderate/Severe when specified.
ax_severity2	Severity during Movement	The pain level at movement of the patient, usually Mild/Moderate/Severe when specified.
ax_diagnosis	Diagnosis	The primary problem of the patient (i.e. Type 2 Diabetes, Knee arthritis, etc.)
ax_diagnosisAcuity	Diagnosis Acuity	The diagnosis status of the patient
ax_aboriginalStatus	Patient Aboriginal Status	The indigenous or aboriginal status of the patient, if specified.
ax_languageBarrier	Language Barrier	Indicates whether patient has a language barrier.
ax_language	Preferred Language	The preferred language of the patient.
ax_imagingType	Imaging Type	Indicates which types of imaging files were included with the referral. For example, "MRI; Ultrasound; X-ray"
ax_imagingStatus	Imaging Status	Indicates the status of the imaging reports attached to the referral, as determined by the pathway.
ax_socialDeterminants	Social Determinants of Health	The social determinants
ax_lab_hb	Lab - Hemoglobin	The latest Hb (hemoglobin) lab value for the patient.
ax_lab_hdl	Lab - HDL	The latest HDL lab value for the patient.
ax_lab_ldl	Lab - LDL	The latest LDL lab value for the patient.
ax_lab_tg	Lab - Triglyceride	The latest triglycerides lab value for the patient.
ax_v_bp	BP	The patient's latest BP vital.
ax_cm_arthritis	Comorbidity - Arthritis	Flag to indicate if patient has a health history/co-morbidity of arthritis.
ax_cm_asthma	Comorbidity - Asthma	Flag to indicate if patient has a health history/co-morbidity of asthma
ax_cm_cvd	Comorbidity - CVD	Flag to indicate if patient has a health history/co-morbidity of cardiovascular disease
ax_cm_dm	Comorbidity - Diabetes	Flag to indicate if patient has a health history/co-morbidity of diabetes
ax_cm_osteoporosis	Comorbidity - Osteoporosis	Flag to indicate if patient has a health history/co-morbidity of osteoporosis
ax_cm_tiaStroke	Comorbidity - TIA/Stroke	Flag to indicate if patient has a health history/co-morbidity of TIA/Stroke
ax_cm_htn	Comorbidity - Hypertension	Flag to indicate if patient has a health history/co-morbidity of hypertension
ax_request_mentalHealth	Mental Health Request	A flag to indicate mental health services are requested on the referral.
ax_examType	Exam Type	The specific exam that is being ordered on the referral.
ax_surgicalCandidate	Surgical Candidate	Yes/No question for whether the patient is a candidate for surgical consult. Completed on the assessment centre's review form.
ax_assessmentOutcome	Outcome of the Assessment	Outcome of the assessment. For example, with rapid-access clinics, this outcome indicates whether the patient is being referred on to a surgical consult or not.
ax_assessmentOutcomeMedicalSpecialist	Outcome of the Assessment for Medical Specialist	Outcome of the assessment - if patient is being referred on to Medical Specialist, will return the specific medical specialist(s) selected.
ax_assessmentOutcomeCommunityProgram	Outcome of the Assessment for Community Program	Outcome of the assessment - if patient is being referred on to a Community Program, will return the specific program(s) selected.
ax_assessmentOutcomeSelfManagement	Assessment Outcome Self Management	The patient-self-management aspect of the assessment outcome.
ax_patientPreference	Patient Preference for Specific Care	If the patient is a candidate, and outcome is to referral to surgery consult, what is their preference: next available surgeon; specific surgeon; specific hospital; etc.
ax_consultOutcome	Consult Outcome	Indicates the outcome for the consultation, often recorded as a Yes/No answer for whether the patient is going on to surgery.
ax_decisionToTreat	Decision to Treat	Date field to capture when decision is made to schedule surgery. Used to calculate Wait2.
ax_decisionToConsult	Decision to Consult	Date field to capture when decision is made to forward referral on to surgical consult. Used to calculate Wait1b.
ax_bodySite	Body Site	The body site the referral is for (e.g., Hip/Knee/Shoulder etc)
ax_secondaryOutcome	Secondary Outcome	Records a secondary (non-primary) clinical outcome as defined by the pathway. For example, for the MSK pathway, this records the re-entry outcome when a patient returns the RAC within the 6-12 month timeframe. A true value indicates that the patient is a returning patient that was previously assessed within the prior 6-12 months and a false value indicates that the patient has not been assessed within the prior 6-12 months.
ax_receivedReferralComplete	Received Referral Was Complete	Indicates whether the referral received had all of the required information or not when the referral was initially received, particularly at central intake sites.