Note for Ontario Users: Ocean eConsults are currently unavailable in the province except for a limited pilot program.
The Ocean eReferral platform provides some analytics automatically to help provide an understanding of consult and/or referral patterns, decline rates, wait times, etc. If you would like to set up your form to set additional analytics values now is a good time to do so.
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 core set of analytics captured in the de-identified record are in the table below.
|referralRef||The unique reference number for the consult or referral in Ocean.|
|referralCreationDate||The date the consult and/or 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 consult and/or referral creation (in ISO 8601 format).|
|oceanCreationDate||The date/time the consult and/or 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 consult and/or referral was most recently updated (in ISO 8601 format).|
|masterReferral||A true/false flag that indicates if the consult and/or 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 consult and/or referral history in Ocean. It will be blank if a health number was omitted from the referral.|
|siteNum||The Ocean site number that the consult and/or referral belongs to.|
|regionalAuthoritySiteNum||The Ocean site number for the Regional Authority (RA) that the consult and/or referral is captured under (if it's sent to a listing under RA).|
|initialHealthService||The health service on the consult and/or referral at time of sending.|
|currentHealthService||The health service on the consult and/or referral currently.|
|claimedWaitTimeDaysLow||The lower end of the range of wait times claimed in the health service listing when the consult and/or 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 consult and/or 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 consult and/or 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 consult and/or 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.|
The number of days calculated between the date the consult and/or referral was created and the initial assessment date.
Note: The darcWait1aDays is subtracted from this calculation.
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.
|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 consult and/or referral was created and the initial assessment date.|
|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 consult and/or referral site.|
|srcSiteName||The name of the source consult and/or referral site.|
|referredByUserName||The Ocean username representing the user who sent the eConsult and/oreReferral (which may represent a delegated administrative user, as opposed to being the same person as the sender/referrer).|
|referredByUserFullName||The full name of the Ocean user who sent the eConsult and/or eReferral (which may represent a delegated administrative user, as opposed to being the same person as the referrer/sender)|
|delegateClinicianType||The clinician type of the delegate user, who sent the consult and/or 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/sender user is signed into their EMR but not signed into their Ocean user account: TRUE values indicate that the consult and/or referral was sent from the EMR, by a user who did NOT have a linked Ocean account. FALSE values indicate that the consult and/or referral was sent from the EMR, by a user with a linked Ocean account, OR the consult/referrral was not sent from an EMR at all.|
|referrerUserName||The Ocean user name representing the referring/sending clinician, if available.|
|referrerName||The name of the referrer/sender (i.e. clinician).|
|referrerClinicianType||The referrer/sender 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 consult and/or referral, as taken from the referral form item with the EMRField mapping of "referralUrgency".|
|initialRecipientName||The name of the original consult and/or referral target on the consult or 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 consult and/or 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 consult and/or referral was sent to a test listing, or manually labeled as a test consult and/or 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 consult and/or referral target.|
|referralState||The status of the consult and/or referral. One of: INITIAL, ACCEPTED, DECLINED, BOOKED, CANCELED, or COMPLETE.|
|scheduledAppointment||The date/time set for the first appointment.|
|appointmentMedium||The medium for the first appointment. Can be one of the following values; IN_PERSON, IN_PERSON_ALT, VIDEO_VISIT, PHONE, or HOME_VISIT.|
The date/time set for the second appointment.
Note: Only captured if the second appointment informs on the Wait2 calculation.
The medium for the second appointment. Can be one of the following values; IN_PERSON, IN_PERSON_ALT, VIDEO_VISIT, PHONE, or HOME_VISIT.
Note: Only captured if the second appointment informs on the Wait2 calculation.
|schedulingConfirmed||Whether the scheduling information on the referral has been confirmed.|
|schedulingConfirmedBy||Who last confirmed the scheduling information. Can be one of the following values; sender, receiver, or patient.|
|initialForwardDate||The date/time the consult and/or 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 consult and/or 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 consult and/or referral was last forwarded.|
|completedDate||The date the consult and/or 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 consult and/or referral has been marked completed (i.e. generally means referral has been completed and consult letter, if appropriate, will be forthcoming.)|
|referralDeleted||Whether the consult and/or referral has been deleted from Ocean (can only be done by a site admin on referrals marked as test)|
|ptNotificationEmailed||Whether the patient has been sent ANY email notifications regarding the consult and/or referral.|
|ptAppointmentReminderEmailed||Whether the patient has been sent an automated booking reminder email notification.|
|reasonForDecline||The reason for a declined consult and/or 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 consult or 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.
e.g. undiagnosed high risk; newly diagnosed; established)