Basic Website Forms Management Workflow

  1. Receive a submission from your Website Forms.

    • Once a patient has submitted an Ocean form from a clinic website, the site's clinical administrator will receive an email notification from no-reply@cognisantmd.com, with a link back to the Ocean Portal.
  2. Review the submission.

    • Follow the link to the Ocean Portal. Click on the "Menu" button in the top left corner and select "Website Forms".
    • You will find the new submission in the "New" folder.
    • Click on the submission to view its details and confirm that it's a legitimate patient request.
  3. Accept or Complete the submission.

    • If this is a simple patient inquiry that can be answered with one reply, simply type your response in the "Comments for Referrer and Patient" box (in the Scheduling pane) and mark the request as "Completed".
    • If this is an appointment request, once you've verified that this is a legitimate patient request, accept the submission.
  4. Import the information into your patient's chart.

    • Once you've completed or accepted the request, you'll be presented with the Import window.
PS Suite Med Access Accuro OSCAR Pro OSCAR Classic Other EMR

Cloud Connect Integration

For PS Suite users integrated with Ocean Cloud Connect, if you have an existing patient chart with a matching healthcard number, the notes will import into the patient chart automatically.

Note: If your Website Form also collects the patient's date of birth and the 'Populate this answer for EMR field' setting within the eForm item is set to 'birthDate', Ocean will also verify that the birth date in the EMR chart (if available) matches the birth date in the Website Form submission. If the birth dates do not match, the import will fail.

If the import fails, you can manually download the submission and upload it into your EMR as a PDF document.

Custom Form Integration

  • For PS Suite users that use the Custom Form integration (i.e., not Cloud Connect) will may need to open the relevant patient chart in PS Suite, use the "Import" button in the Ocean toolbar and enter the import number provided in the import window manually.

Note: If this was a simple patient inquiry, once you've marked the request as "Completed" and imported the note into the patient's chart in your EMR, then you are done processing this request (and can skip the rest of the steps outlined below).

  1. Confirm the appointment booking (if applicable).

    • If you have an "Email" field on your Website form, once you've saved the appointment booking, the patient will be sent an email containing their appointment details and an option to confirm their scheduled appointment.
    • The patient will then move into the "Booked Unconfirmed" folder until either they confirm their appointment by clicking the button in the email notification sent to them or you manually mark them as confirmed.
    • Once the patient has confirmed their appointment, they will then move into the "Booked Confirmed" folder of the Website Forms view.
  2. Mark the request as completed.

    • Once the patient's appointment date has passed, you can go back into the Website Forms view of the Ocean Portal to find their submission and mark it as "Completed".
    • This will move the request to the "Completed" subfolder of the "Processed" folder.
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