eReferrals and eConsults are stored in Ocean indefinitely until they reach a terminal state. Once an eReferral/eConsult reaches a terminal state, it will eventually be archived according to the rules detailed below.
Once an eReferral/eConsult reaches a terminal state, the exact date that it will be archived is visible in the Event Log for the eReferral/eConsult.
Once an eReferral/eConsult is archived, it will no longer be visible or accessible to users in any Ocean Site that could previously view or access it.
Archival Rules for eReferrals/eConsults in a Terminal State
The archival rules listed below apply only to eReferrals/eConsults in the following terminal states: 'Completed', 'Cancelled', 'Declined', and 'Externally Managed'. eReferrals/eConsults in any other state will be stored in Ocean indefinitely.
When an eReferral/eConsult in a terminal state meets the criteria for more than one rule listed below, it will be stored in Ocean based on the rule that archives the eReferral/eConsult the furthest in the future.
- The eReferral/eConsult will be stored for a minimum of 365 days after it was sent/received/transcribed in Ocean, even if it reaches a terminal state within 365 days of it being sent/received/transcribed.
- Once an eReferral/eConsult reaches a terminal state, it will be stored for a minimum of 30 days after the day the terminal state is reached.
- Once an eReferral/eConsult reaches a terminal state, it will be stored for 30 days after the last appointment that was ever booked in the eReferral/eConsult in Ocean, even if the appointment was removed.
Note: If the referral was sent to a Rapid Access Clinic/Assessment Center Directory Listing, the referral will be stored for 1 year from the initial assessment date.
- Once an eReferral/eConsult reaches a terminal state, it will be stored for the maximum ‘Anticipated Wait Time to Appointment’ value ever specified within the eReferral/eConsult, plus 60 days, calculated from the date the request was originally received or entered into Ocean. Even if the 'Anticipated Wait Time to Appointment' was removed or reduced, the referral will still be kept for the maximum wait time period ever specified in the referral, plus 60 days.
Note: It is important to recognize that when an 'Anticipated Wait Time to Appointment' is added or updated, the anticipated wait time is specifically with respect to the date that the referral was originally sent (e.g., January 1st 2024 in the example below).
Example:
- Referral is sent/received on January 1st, 2024.
- On March 1st, 2024 (2 months elapsed after initial send/receipt), an 'Anticipated Wait Time to Appointment' of 14-18 months is added.
- On October 1st, 2024 (9 months elapsed after initial send/receipt), an appointment is booked in the referral for April 12th, 2025 (~15 months elapsed after initial receipt). This also automatically removes the anticipated wait time of 14-18 months from the referral user interface.
- On April 12th, 2025, the appointment takes place.
- On April 13th, 2025, the referral is marked as 'Completed' by the recipient, which moves the referral into the 'Completed' terminal state. This terminal state now makes the referral eligible for archiving.
- On August 30, 2025 (18 months + 60 days elapsed after initial send/receipt), the referral will be archived (assuming there are no other factors from this list that may extend the archival date further into the future).
- Once an eReferral/eConsult reaches a terminal state, it will be stored for 1 year after the latest forward date.
- Once an eReferral/eConsult reaches a terminal state, it will be stored for 1 year after the referral was flagged for review using the 'Needs Review' feature.
Deletion Warnings
Only eReferrals/eConsults in a 'Declined' or 'Cancelled' state will be flagged in the ‘Deletion Warnings’ folder 14 days before they are archived.
The archive date for eReferrals/eConsults in the 'Deletion Warnings' folder can be manually extended by clicking the “refresh” button on an individual eReferral/eConsult. Once clicked, the archive date will be set to 60 days in the future from the date the button was clicked, and the extension will apply to all stakeholders involved.
Additionally, Ocean Sites receive a weekly Deletion Warning email every Monday morning containing a list of items (i.e., eReferrals, eConsults, Website Form Submissions, Patient Notes) that will soon be archived.