For instructions on how to set up Cloud Connect, please consult the full Setting Up Ocean Cloud Connect guide.
If at any time you need to make adjustments to your Cloud Connect configuration, you can click the "Edit Settings" button located under the "Sync Status" panel on the Cloud Connect dashboard.
General
- Schedule Days to Sync
- This setting will configure the number of days to sync appointments in Ocean's Day Sheet view. For most clinic environments, the default value of 1 day is sufficient.
- Note: More internet bandwidth is required for longer time intervals for appointment synchronization.
- Sync Appointments For Provider(s)
- Ocean will automatically source a list of providers from your EMR and display them in the dropdown menu. Ensure that all providers who are using Ocean are selected within the dropdown menu to ensure that they are synchronized in Ocean.
- Mark appointments as Arrived in the next(hours)
- This field allows you to define the time range after a patient checks in at the kiosk, in which you'd like to mark their appointment(s) as arrived (e.g. if you set this to 2 hours, any appointments that a patient is booked for, within 2 hours of them checking in at the kiosk, will be flagged as arrived).
Clinical Notes
- Combine Progress Notes
- If this checkbox is checked off and a patient fills out multiple Ocean eForms in one sitting, all resultant notes from those eForms will go into one single note in the patient's chart in PSS (vs. each form creating a separate note in the patient's chart).
- Automatically Import Attachments to EMR
- When this setting is enabled, Ocean will import Website Form submissions, file attachments included in Patient Authenticated Website Form submissions, eReferral/eConsult records (and any of their associated file attachments) into the patient chart in PDF format.
- When this setting is disabled, Ocean will import Website Form submissions and eReferral/eConsults into the patient chart as textual Progress Notes. Any file attachments associated with accepted eReferrals/eConsults or Patient Authenticated Website Form submissions must be manually downloaded and added to the patient chart in the EMR.
Walk In
- All walk in settings
- To learn how to set up your kiosk to accept walk-ins, please refer to Set Up Ocean to Support Walk-In Patients.
General
- Schedule Days to Sync
- This setting will configure the number of days to sync appointments in Ocean's Day Sheet view. For most clinic environments, the default value of 1 day is sufficient.
- Note: More internet bandwidth is required for longer time intervals for appointment synchronization.
- Sync Appointments For Provider(s)
- Ocean will automatically source a list of providers from your EMR and display them in the dropdown menu. Ensure that all providers who are using Ocean are selected within the dropdown menu to ensure that they are synchronized in Ocean.
- Mark appointments as Arrived in the next(hours)
- This field allows you to define the time range after a patient checks in at the kiosk, in which you'd like to mark their appointment(s) as arrived (e.g. if you set this to 2 hours, any appointments that a patient is booked for, within 2 hours of them checking in at the kiosk, will be flagged as arrived).
Clinical Notes
- Combine Progress Notes
- If this checkbox is enabled and a patient fills out multiple Ocean eForms in one sitting, all resultant notes from those eForms will go into one single task note in the patient's chart in Med Access (vs. each form creating a separate task for each Ocean eForm completed).
- Automatically Import Attachments to EMR
- This checkbox is enabled by default, and ensures that Website Form submissions, file attachments included in a Patient Authenticated Website Form submission, and eReferral/eConsult records with their respective file attachments will be automatically imported into the EMR in PDF format. It is strongly recommended to keep this setting enabled.
- Please note that it is important to understand the impact of disabling automatic attachment imports, particularly for eReferrals. eReferral users should keep the checkbox enabled to ensure that they receive referral attachments.
- Note Status
- Control whether certain Ocean notes will import into Med Access as Active or Completed tasks. See Ocean Note Tasks for more detailed information.
Walk In
- All walk in settings
- To learn how to set up your kiosk to accept walk-ins, please refer to Set Up Ocean to Support Walk-In Patients.
Verify the 'Document From Field' in Accuro is Enabled
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Before configuring how Ocean notes are saved into Accuro, please verify that Ocean has sufficient permission to access Accuro Document folders by:
Accuro Crosshair menu > Users > Manage Security > System Settings > General > EMR Settings sub-heading > verify 'Enable Document From Field' is enabled.
Press 'Save Settings'.
General
- Schedule Days to Sync
- This setting will configure the number of days to sync appointments in Ocean's Day Sheet view. For most clinic environments, the default value of 1 day is sufficient.
- Note: More internet bandwidth is required for longer time intervals for appointment synchronization.
- Sync Appointments For Provider(s)
-
Ocean will automatically source a list of providers from your EMR and display them in the dropdown menu. Ensure that all providers who are using Ocean are selected within the dropdown menu to ensure that they are synchronized in Ocean.
Note: If additional providers start using Ocean in the future, ensure that you enable them within the dropdown menu and Update the Accuro Provider Permissions for the 'OceanAPI' EMR User to include the new provider(s).
- Sync Appointments For Office(s)
- Ocean will automatically provide a list of Accuro Offices from your EMR. This setting allows you to further filter or exclude certain Offices, if needed.
- Mark appointments as Arrived in the next(hours)
- This field allows you to define the time range after a patient checks in at the kiosk, in which you'd like to mark their appointment(s) as arrived (e.g. if you set this to 2 hours, any appointments that a patient is booked for, within 2 hours of them checking in at the kiosk, will be flagged as arrived).
Clinical Notes
- Combine Progress Notes
- If this checkbox is checked off and a patient fills out multiple Ocean eForms in one sitting, all resultant notes from those eForms will go into one single encounter note in the patient's chart in Accuro (vs. each form creating a separate encounter for each Ocean eForm completed).
- Letter Type
- Select the letter type that all Ocean-generated Encounter Notes will enter as in Accuro. Letter types are customizable in Accuro by using the Template Wizard (Tools > Template Wizard > Manage Option in the Type selection list at the top center of the Template Wizard screen).
- The letter type is shown under the 'Type' column in the patient's Virtual Chart, and in the 'Type' field at the bottom of the Encounter Note window. If you create new letter types in Accuro, they will appear as a selectable option in the dropdown list in Ocean.
- Save secure message note as
- Control where secure messages to and from patients are imported to in Accuro.
- When set to 'Documents', messages sent to from patients (and any patient-submitted file attachments) will be imported into Accuro as Documents and be categorized into the specified document folder/sub-folder.
- When set to 'Encounter Notes', typed messages to and from patients will be imported as Encounter Notes and categorized using the 'Letter Type' specified above. Any patient-submitted file attachments will be imported as a Document and be categorized into the specified document folder/sub-folder.
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Note: For insight on optimally configuring folder/sub-folders in Accuro, please refer to the bottom of Configuring Cloud Connect Document Folders for the Ocean Health Messenger.
Custom Fields
- Use Custom Fields
- Use this checkbox if you are planning to map any Ocean eForm fields to Accuro custom fields (e.g. custom demographics, lab values). For more about custom fields, please refer to: Mapping Answers from an Ocean eForm to a Custom Demographics Field.
Ocean Reminders
- Appt Reminder Sent Custom Status Name
- Optional. If you created a custom status in Accuro to identify when an Ocean reminder has been sent, you must enter the custom status verbatim in this field. Refer to Set Your Custom Status in our Accuro set up guide for more information.
Walk In
- All walk in settings
- To learn how to set up your kiosk to accept walk-ins, please refer to Set Up Ocean to Support Walk-In Patients.
Referrals
Note: It is important to understand the impact of selecting Encounter Notes vs Documents, particularly for eReferrals. eReferral users should select the Documents option to ensure that referral attachments are imported into Accuro.
- Save Sent Referrals as
- Control where sent referrals will save in Accuro. When "Documents" is selected, you must specify an Accuro document folder, and you will have an option to select a subfolder.
- Save Received Referrals as
- Control where received referrals will save in Accuro. When "Documents" is selected, you must specify an Accuro document folder, and you will have an option to select a subfolder.
- Automatically assign Referral Documents to providers in Accuro
- Controls if Ocean will automatically assign the Document Provider in Accuro for referral documents imported into the EMR when the 'Save Sent/Received Referrals as' settings are set to 'Documents'. For more information on this functionality and assignment logic, please refer to Accuro Automatic eReferral Document Assignment.
- When enabled, you can optionally specify a 'Fallback Provider' for Ocean to use in the case that provider matching is unsuccessful.
Website Forms
- Save Website Forms as
- Control where Website Form submissions will save in Accuro. If Documents is selected, you must select a folder and you will have an option to select a subfolder.
Online Booking
- Save Online Booking Notes as
- Control where Online Booking submission notes will save in Accuro.
- When set to 'Encounter Notes', Pre-Booking Form and Post-Booking Form answers will be imported as Encounter Notes and categorized using the 'Letter Type' specified above.
- When set to 'Documents', Pre-Booking Form and Post-Booking Form answers will be imported into Accuro as Documents and be categorized into the specified document folder/sub-folder.
General
- Schedule Days to Sync
- This setting will configure the number of days to sync appointments in Ocean's Day Sheet view. For most clinic environments, the default value of 1 day is sufficient.
- Note: More internet bandwidth is required for longer time intervals for appointment synchronization.
- Sync Appointments For Provider(s)
- Ocean will automatically source a list of providers from your EMR and display them in the dropdown menu. Ensure that all providers who are using Ocean are selected within the dropdown menu to ensure that they are synchronized in Ocean.
- Mark appointments as Arrived in the next(hours)
- This field allows you to define the time range after a patient checks in at the kiosk, in which you'd like to mark their appointment(s) as arrived (e.g. if you set this to 2 hours, any appointments that a patient is booked for, within 2 hours of them checking in at the kiosk, will be flagged as arrived).
- Enable Non-Oscar Pro Compatibility
- For Ocean Sites that integrate with an OSCAR-based EMR (e.g., Avaros) using the OSCAR Pro Cloud Connect module, this setting can be enabled to opt out of OSCAR Pro-specific features.
Clinical Notes
- Save secure message notes as:
- Control where Secure Messages to and from patients will save in OSCAR Pro. If Documents is selected, the note will be imported as a PDF Document into the patient's chart. If Encounter Notes is selected, the note will be imported into the Encounter Notes area of the patient's chart.
- Save eForm notes as:
- Control where completed eForm notes save in OSCAR Pro. If "Documents" is selected, the note will be imported as a PDF Document into the patient's chart. If "Encounter Notes" is selected, the note will appear in the Encounter Notes are of the patient chart in plain text without font, colours, or formatting.
Walk In
- All walk in settings
- To learn how to set up your kiosk to accept walk-ins, please refer to Set Up Ocean to Support Walk-In Patients.
