Basic eRequest Management Workflow

  1. Receive an eRequest submission.

    • 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 eRequest submission.

    • Follow the link to the Ocean Portal and navigate to the eRequests tab.
    • You will find the new eRequest submission in the "New" folder.
    • Click on the eRequest to view its details and confirm that it's a legitimate patient request.
  3. Accept or Complete the eRequest 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 eRequest submission.
  4. Import the eRequest information into your patient's chart.

    • Once you've completed or accepted the eRequest, you'll be presented with the Import window.
PS Suite or Oscar Accuro Other EMR
  • If you are an PS Suite or OSCAR user, if you have a patient chart with matching demographic data, you should have a quick link on the Ocean Toolbar in your EMR, which will allow you to import a patient's information using the Ocean reference number provided.
  • If your eForms are also configured to collect patient demographic fields, these fields should get automatically updated in the patient's chart when you import their eRequest submission.

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

  1. Book your patient's appointment (if applicable).

    • An accepted eRequest will be found in the "Pending Booking" folder.
    • If the patient has been booked for their appointment, go back into the eRequests tab of Ocean Portal, find the patient again, enter in their appointment details in the "Scheduling" panel, and then save the eRequest.
  • Note: If your eRequest link is not an appointment request, simply use the "Completed" button when opening it from the "Pending Booking" folder to move it into the "Completed" subfolder of the "Processed" folder.
  1. Confirm the appointment booking (if applicable).

    • If you have an "Email" field on your eRequest 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 eRequests tab.
  2. Mark the eRequest as completed.

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