Patient Messages Settings

Templates Menu

This menu allows you to search and select from your list of templates to automatically populate the different parts of your message. More information about creating and customizing your templates can be found in "Customizing Your Templates".

Email Body

This area allows you to customize the message that the patient will see in their email inbox. Please note that the email body will not be recorded in the patient's chart. If you would like information to be recorded in the patient's chart, please include it in the Secure Message area.

The “[weblink]” keyword indicates where the hyperlink will appear for the patient to click on to access the message. The hyperlink will appear as “View Secure Message”, “Complete Questionnaire” or “View Secure Message and Complete Questionnaire”.

The “[weblink_french]” keyword can be used to show the French version of the hyperlink. It will appear as "Afficher le message sécurisé", "Remplir le questionnaire", or "Afficher le message sécurisé et remplir le questionnaire".

You can use the “[weblink]” and “[weblink_french]” keywords separately or together in your templates. If no keyword is included, Ocean will automatically append the English “[weblink]” version of the keyword to the end of the email body.

Include Secure Message

Checking this box will expand the Secure Message area. Messages for the patient can be added in the text field. A receipt of the secure message will be recorded in the patient’s chart with a date and time stamp (including the name of any attachments sent and if/when the patient confirms their receipt of the message or replies).

Add Attachments:

Clicking “Add Attachments” will open a standard file attachment window where you can attach any relevant documents for the patient.

Allow Reply:

When enabled, this option will allow the patient to type a response to the message. Patient responses are tracked in the patient record.

Note that this functionality is not available when using Group Messages with Ocean.

Allow file attachment:

You can allow the patient to respond with an attachment by enabling this checkbox.

Notify me when viewed:

When enabled, a notification will be sent to the sender’s email or Clinical Delegate Email when a message is viewed.

Include eForms

Checking this box will expand the forms panel.

Add eForm

Clicking on this option will open a window to search for and select an Ocean eForm or Favourite. Once a form is added, it will be listed in the panel.

Notify me when complete checkbox

When checked, a notification will be sent to the sender’s email or clinical delegate when a Ocean eForm is completed.

Advanced

In this panel, you can decide how the patient will be able to access their secure messages and/or forms.

Identity Verification

Decide how patients can verify their identity to access secure messages and/or forms. By default, Ocean uses birth date as the required validation method. However, you can change this to the patient's health card number, EMR number, an access password (given to the patient beforehand), or an Alternate ID.

Link expiry

This field determines the period of time during which the patient can access a secure message, attachment, or Ocean Form by clicking on the hyperlink in the email.

If an Ocean Form is opened, completed and submitted by the patient, it cannot be accessed again. However, secure messages and attachments remain available until the link expires.

Notify me if no response after

This drop-down menu adds an alert if the patient does not open the message or complete the form within a set number of days.

When patient finishes, redirect to

This will allow you to redirect the patient to the URL of your choice once they've completed any Ocean Form(s) associated with the message. The patient can additionally access the URL by clicking the 'Visit Recommended Link' button on the associated secure message (e.g., in the case they do not have any Ocean Forms to complete).