Uploading a Patient Cohort File to Ocean for Group Messages

The HN Importer expects a comma-separated value file (.csv) or text file (.txt) in comma-separated value format with a header row declaring the fields below in the following order:

• Last Name
• First Name
• PHN
• ...

Note: Any fields can come after "PHN" - only the 3 fields specified above (i.e. first name, last name, and health number) are required.

Steps to obtain a .csv file from PS Suite:

You can use the PS Suite search functionality in your EMR to obtain this file.

For your convenience, a sample PS Suite export search using the required column format can be downloaded by pressing the button below.

We recommend downloading, extracting, and importing the .srx file into your PS Suite EMR, and then adjusting the search criteria to suit your needs.

Download Sample Search

Please refer to this article. for additional details on uploading your patient list into Ocean and sending them a standard email.

The Med Access Patient Importer expects an .xls file. The default export file from Med Access should already be formatted correctly for use with the importer, but to confirm, Row 1 of the file must include the title "Patient List:", while Row 2 must contain headers for all of the following columns in this order:

• Family
• Given
• Initials
• Ins #
• Birthdate
• Gender
• Provider
• Address
• City
• Province
• Postal Code
• Area Code
• Phone Number

Steps to obtain an .xls file from Med Access:

1. • Within Med Access, click the Reports menu option, located in the top-right corner of the main window.
   • 
   • Within the reporting window, set the criteria for your search by expanding the relevant categories on the right hand side.
   • 
   • For example, the image on the right shows the results of a search for patients in the EMR who have "Cognisantmd, One" listed as the Primary Provider, and who are in the age range of 40 to 45 years old.

     Note: By default, group messages in Ocean can only be sent to groups with a maximum size of 100 patients, unless you are Using Your Own Email Address. Broad search criteria may provide a list of patients greater than 100 patients.

   • 
   • Press the 'Search' button with the binocular icon to execute the search.
   • Once the resulting list of patients appears, click the "Excel" button near the bottom to download the .xls file.

     Ensure you set the "Limit" dropdown field to the highest number, typically 200, to ensure no truncation warnings are present in the export data.

   • 
   • The saved .xls file can now be uploaded into Ocean using the Med Access Patient Importer.

Please refer to this article. for additional details on uploading your patient list into Ocean and sending them a standard email.

The HN Importer expects a comma-separated value file (.csv) or text file (.txt) in comma-separated value format with a header row declaring the fields below in the following order:

• Last Name
• First Name
• PHN
• ...

Note: Any fields can come after "PHN" - only the 3 fields specified above (i.e. first name, last name, and health number) are required.

Steps to obtain a .csv file from Accuro:

1. • Click the Accuro icon in the bottom-left corner of the EMR and navigate to Reports > Query Builder.
   • 
   • In the Query Builder, click on the green plus icon to create a new query.
   • Name your new query and press "OK" to add it to the definitions list in the leftmost panel of the Query Builder.
   • 
   • Add relevant rules to your query to filter the patients you wish to upload to Ocean.

     Note: By default, group messages in Ocean can only be sent to groups with a maximum size of 100 patients, unless you are Using Your Own Email Address. Broad search criteria may provide a list of patients greater than 100 patients.

     For example, if you wish to create an export of all patients with a specific Office Provider:
     1. In the "New Rule" panel, select "Demographics" from the "Rule Category" dropdown, and select "Office Provider" from the list that appears.
     2. In the "Manage Rule" panel, add your constraint(s) by pressing the "New" button and select the desired Office Provider you would like to filter on.
     3. Press "Add Rule" in the top right corner to add this rule to your query.
   • When your query is ready, select "Run Report" in the bottom right corner.
   • You may be prompted to "Check for Alert Matches." Depending on your preferences, you can filter patient matches by provider and view types. You can also decide which query fields you want to display in the final report. Click the "Run" button when you are ready to proceed.
   • When the Report view opens, select the "Export" button.
   • 
   • In the Export Results window, ensure "Encryption" is unchecked, as Ocean cannot parse a password protected file.
   • 
   • Click the "..." button to define what folder you would like to save the export file. Ensure you select a location that you can easily access, as you will need to upload the file into Ocean.
   • Type in the appropriate filename followed by .csv file extension and click "OK."
   • Locate the exported CSV file on your computer and confirm that the default settings were applied and that the first three columns of the file have the headings "Last Name," "First Name," and "PHN."
   • The .csv file can now be uploaded into Ocean using the HN Importer.

Please refer to this article. for additional details on uploading your patient list into Ocean and sending them a standard email.

The HN Importer expects a comma-separated value file (.csv) or text file (.txt) in comma-separated value format with a header row declaring the fields below in the following order:

• Last Name
• First Name
• PHN
• ...

Note: Any fields can come after "PHN" - only the 3 fields specified above (i.e. first name, last name, and health number) are required.

Obtaining a .csv file from OSCAR Pro

To obtain a file from your OSCAR Pro EMR for use with Ocean's Group Messages, please contact OSCAR Pro Customer Support to request assistance in generating a .csv file that meets the formatting criteria listed above and captures your desired patient population.

Please refer to this article. for additional details on uploading your patient list into Ocean and sending them a standard email.

While the above tabs and importers are sufficient for obtaining a cohort file PS Suite, Med Access, and Accuro, additional importers are available in Ocean. Please expand each tab below to view details for each additional importer.