We currently support imports from Website Forms for TELUS PS Suite, Med 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.
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
- If your website form does not contain a field for health number, you can import the request 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 or from our OSCAR Ocean Toolbar Download Instructions.
- 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.
- 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".
- As soon as the request 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 tab, 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 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).
- 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.
- Once the patient has submitted a request, it will appear in the "New" folder of the Website Forms tab of the Ocean Portal.
- Once you accept or complete the patient's submission, Ocean will look for an existing patient in the Accuro 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.
- Log in to the Ocean Portal, open the eRequests tab and find the request you want to import. It will normally be in the "New" folder.
- Once you've located the patient's request, you can open by clicking "Accept".
- Once you have accepted the request, 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.