Importing Website Form Submissions from the Ocean Portal to an EMR

We currently support imports from Website Forms for TELUS PS SuiteMed Access, OSCAR, 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.

PS Suite or OSCAR Med Access Accuro Other EMR

Website form contains Health Number Field 

  • Navigate to the eForms tab 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).
  • 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 eRequests tab and find the request you want to import. It will normally be in the "New" folder.
  • Open the request 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 

  • Back in the Ocean Portal, open the eRequests tab and find the request you want to import. It will normally be in the "New" folder.
  • Open the request you want to import and click "Accept".
  • It will show a (usually 3-digit) patient reference number:
  • On the toolbar in PS Suite or OSCAR, click "Import" and enter this number. The demographic updates will be applied and the note will be imported as a progress note by Ocean.
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