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 collects Health Number
- Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". Click "Site Features" from the Admin Settings page and ensure "Allow accepted website forms to create patients in your EMR" is checked.
- Click the "Menu" button, "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).
- 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 sex.
- 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.
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Open the submission you want to import and click "Import to EMR".
Alternatively, you can use the 'Accept' or 'Completed' buttons to both trigger the import and categorize the submission into the respective folder.
- The information will be automatically downloaded into the patient's chart with the matching health number in PS Suite, or if no chart with a matching health number exists, a new chart will be created.
- If the 'Automatically Import Attachments to EMR' setting is enabled in your Cloud Connect configuration, the submission will be imported as a textual Progress Note and as a PDF attachment.
- If the 'Automatically Import Attachments to EMR' setting is disabled in your Cloud Connect configuration, the submission will be imported only as a textual Progress Note.
- Return to the Ocean Portal, and mark the submission as either 'Accepted' or 'Completed' (if it hasn't been done already). The submission will be categorized into the respective folder.
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.
- 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 submission will be imported into the chart as a single textual Progress Note.
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- Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". Click "Site Features" from the Admin Settings page and ensure "Allow accepted website forms to create patients in your EMR" is checked.
- Click the "Menu" button, select "eForms", and locate the 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).
- 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 sex.
- Once you have received a website form submission, return to the Ocean Portal, open the Website Forms view and locate the submission in the "New" folder.
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Open the submission you want to import and click "Import to EMR".
Alternatively, you can use the 'Accept' or 'Completed' buttons to both trigger the import and categorize the submission into the respective folder.
- The information is automatically downloaded into the patient's chart with the matching health number in Med Access, or if no chart with a matching health number exists, a new chart will be created.
- The submission will be stored in the patient's chart as an active Task with a PDF attachment containing the submission information.
- Return to the Ocean Portal, and mark the submission as either 'Accepted' or 'Completed' if you haven't already. The submission will be categorized into the respective inbox folder.
TELUS sets the status for newly created patients by Ocean as "Unconfirmed". Please ensure you login to your EMR, search for the newly created patient and change their status to "Active".
- Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". Click "Site Features" from the Admin Settings page and ensure "Allow accepted website forms to create patients in your EMR" is checked.
- Click the "Menu" button, 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).
- 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 sex.
- Once the patient has made a submission, it will appear in the "New" folder of the Website Forms view of the Ocean Portal.
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Open the submission you want to import and click "Import to EMR".
Alternatively, you can use the 'Accept' or 'Completed' buttons to both trigger the import and categorize the submission into the respective folder.
- Ocean will look for an existing patient in the EMR with the matching health number. If one is not found, it will automatically create a new patient chart with the demographic information in the request. The submission will be stored in the patient's chart as either Encounter Note or a Document, depending on your Cloud Connect configuration.
- Return to the Ocean Portal, and mark the submission as either 'Accepted' or 'Completed' (if it hasn't been done already). The submission will be categorized into the respective folder.
- 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
- A confirmation window will appear to confirm which patient notes will be updated into the chart. Click "Yes - This is the Correct Chart". Notes and demographic updates will be applied to the patient's chart.
- Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". Click "Site Features" from the Admin Settings page and ensure "Allow accepted website forms to create patients in your EMR" is checked.
- Click the "Menu" button, 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).
- 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 sex.
- Once the patient has made a submission, it will appear in the "New" folder of the Website Forms view of the Ocean Portal.
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Open the submission you want to import and click "Import to EMR".
Alternatively, you can use the 'Accept' or 'Completed' buttons to both trigger the import and categorize the submission into the respective folder.
- Ocean will look for an existing patient in the EMR with the matching health number. 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 a PDF Document in the patient's chart.
- Return to the Ocean Portal, and mark the submission as either 'Accepted' or 'Completed' (if it hasn't been done already). The submission will be categorized into the respective folder.
- 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, open it and click '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.