We currently support imports from Website Forms for TELUS PS Suite, Med Access, OSCAR EMR, OSCAR Pro (WELL Health), and QHR Accuro. If you are not using any of these EMRs, many clinics still use Website Forms without an EMR integration, as you also have the option to export submissions to a spreadsheet or as a PDF at any time.
Website form contains Health Number Field
- Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "eForms" Find the Ocean eForm that you are using for your Website Form, and open the eForm in the eForm Editor.
- Ensure that your eForm has a mandatory item that asks for the patient's health number and that the "Populate answer for EMR field" field for that item is set to "hn" (in the Note Formatting tab).
- Once you've received a request from your website form, check to see if there is an existing patient chart in the EMR. If the patient does not exist, you must manually create a patient stub with the patient's Health Number so the request can be imported. If the patient already exists with a matching health number, the notes will automatically upload into that patient's chart once you click "Accept".
- Back in the Ocean Portal, open the "Website Forms" view and find the submission you want to import. It will normally be in the "New" folder.
- Open the submission you want to import and click "Accept".
- The import window will indicate if the upload was successful or not. If it was not successful, go back into PSS and ensure there is an existing patient chart.
Website Form Does Not Contain Health Number Field
- If your website form does not contain a field for health number, you can import the submission using the "Import" button on the Ocean Toolbar. If your toolbar does not have this button, configure the latest Ocean toolbar from our Telus PS Suite Ocean Toolbar Download Instructions.
- Back in the Ocean Portal, open the Website Forms view and find the submission you want to import. It will normally be in the "New" folder.
- Open the submission you want to import and click "Accept".
- It will show a (usually 3-digit) patient reference number:
- On the toolbar in PS Suite, click "Import" and enter this number. The demographic updates will be applied and the note will be imported as a progress note by Ocean.
- Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "eForms" Find the Ocean eForm that you are using for your Website Form, and open the eForm in the eForm Editor.
- Ensure that your eForm has a mandatory item that asks for the patient's health number and that the "Populate answer for EMR field" field for that item is set to "hn" (in the Note Formatting tab).
- Once you've received a submission from your website form, check to see if there is an existing patient chart in the EMR. If the patient does not exist, you must manually create a patient stub with the patient's Health Number so the request can be imported. If the patient already exists with a matching health number, the notes will automatically upload into that patient's chart once you click "Accept".
- Back in the Ocean Portal, open the Website Forms view and find the submission you want to import. It will normally be in the "New" folder.
- Open the submission you want to import and click "Accept".
- As soon as the submission is accepted, the information is automatically downloaded into the patient's chart in Med Access. The import window will indicate if the upload was successful or not. If it was not successful, go back into Med Access and ensure there is an existing patient chart.
- Log in to the Ocean Portal.
- Navigate to the Admin view, enter the "Site Features" section (selected from the menu along the left), check off the "Allow accepted eRequests/eReferrals to create patients in your EMR" checkbox, and then save your changes.
- Then, navigate to the eForms view of the Ocean Portal, find the Ocean eForm that you have used for your Website Forms, and open the eForm in the eForm Editor.
- Ensure that your eForm has a mandatory item that asks for the patient's health number and that the "Populate answer for EMR field" field for that item is set to "hn" (in the Note Formatting tab).
- Note: If you are also accepting submissions from patients who don't have an existing record in your EMR, you will also want to ensure that your form has mandatory fields that are mapped to corresponding EMR fields for the patient's first name (firstName) and last name (surname), in addition to their health number and sex.
- Once the patient has made a submission, it will appear in the "New" folder of the Website Forms view of the Ocean Portal.
- Click Import to EMR on the patient's submission, Ocean will look for an existing patient in the EMR. If one is not found, it will automatically create a new patient chart with the demographic information in the request. The note will automatically download as an encounter note in the patient's chart.
OSCAR PRO/Well Health
The following steps are for clients using OSCAR PRO/Well Health with Ocean's Cloud Connect integration. If you are using OSCAR EMR without Cloud Connect, jump to the instructions below for OSCAR EMR.
- Log in to the Ocean Portal.
- Navigate to the Admin view, enter the "Site Features" section (selected from the menu along the left), check off the "Allow accepted eRequests/eReferrals to create patients in your EMR" checkbox, and then save your changes.
- Then, navigate to the eForms view of the Ocean Portal, find the Ocean eForm that you have used for your Website Forms, and open the eForm in the eForm Editor.
- Ensure that your eForm has a mandatory item that asks for the patient's health number and that the "Populate answer for EMR field" field for that item is set to "hn" (in the Note Formatting tab).
- Note: If you are also accepting submissions from patients who don't have an existing record in your EMR, you will also want to ensure that your form has mandatory fields that are mapped to corresponding EMR fields for the patient's first name (firstName) and last name (surname), in addition to the patient's health number and sex.
- Once the patient has made a submission, it will appear in the "New" folder of the Website Forms view of the Ocean Portal.
- Click Import to EMR on the patient's submission, Ocean will look for an existing patient in the EMR. If one is not found, it will automatically create a new patient chart with the demographic information in the request. The note will automatically download as an encounter note in the patient's chart.
OSCAR EMR
- Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "eForms" Find the Ocean eForm that you are using for your Website Form, and open the eForm in the eForm Editor.
- Ensure that your eForm has a mandatory item that asks for the patient's health number and that the "Populate answer for EMR field" field for that item is set to "hn" (in the Note Formatting tab).
- Once you've received a request from your website form, check to see if there is an existing patient chart in the EMR. If the patient does not exist, you must manually create a patient stub with the patient's Health Number.
- Back in the Ocean Portal, open the "Website Forms" view and find the submission you want to import. It will normally be in the "New" folder.
- Open the submission you want to import and click "Accept". The import window will show an import number.
- Navigate to your OSCAR EMR and locate that patient. Open the Ocean toolbar and click the "Import" button.
- Enter the import number from the Ocean Portal. A confirmation window will appear to confirm which patient notes will be updated into the chart. Click "Accept". Notes and demographic updates will be applied to the patient's chart.
- A confirmation window will appear to confirm which patient notes will be updated into the chart. Click "Accept". Notes and demographic updates will be applied to the patient's chart.
- Log in to the Ocean Portal, open the Website Forms view and find the submission you want to import. It will normally be in the "New" folder.
- Once you've located the patient's submission, you can open by clicking "Accept".
- Once you have accepted the submission, you will be provided with the option to download it. Right click the download link and save the PDF to a folder of your choice.
- From here, you can upload your newly downloaded PDF file into the patient's record in your EMR.