The folders in the eReferrals & eConsults page are used to manage your site's eConsults and eReferrals. Each folder is described here to help you process and manage incoming and outgoing consults and/or referrals.
General Folder Group
- Needs Review
Any consults and/or referrals that have been flagged for review.
- For Me
Any consults and/or referrals that have been flagged for your review specifically.
- Recently Viewed
Any consults and/or referrals that you have recently viewed.
Received Folder Group
- New
Consults and/or referrals that have been received and have not yet been accepted or declined.
- Accepted as eConsult
Consults that have been reviewed and accepted.
- eConsult in Progress
Consults that have been responded to.
- Pending Booking
Accepted referrals that have not been booked for appointments.
- Booked Unconfirmed
Any accepted referrals that include appointments that have not been confirmed by the patient.
- Booked Confirmed
Any accepted referrals that include appointments that have been confirmed by the patient.
- Awaiting Reply
Any consults and/or referrals that have been marked as Awaiting Reply.
- Walk-ins
Any consults and/or referrals that have been accepted as a walk-in appointment.
- Received (All)
All consults and/or referrals that your site has received regardless of their current status.
- Completed
Consults and/or Referrals that have been marked "Complete" following their appointment date.
- Forwarded (All)
Any consults and/or referrals that your site has received and you have forwarded to another site.
- Declined
Consults and/or Referrals that you have declined.
- Cancelled
All canceled consults and/or referrals.
- Externally Managed
Any consults and/or referrals that have been marked as Managed Externally.
Sent Folder Group
- Sent (All)
All consults and/or referrals that have been sent from your site.
- Incomplete
Any outgoing consults and/or referrals that have been saved for later completion (have not been sent yet). These referrals are only saved in Ocean for 30 days before they are automatically deleted.
- Awaiting Response
Any consults and/or referrals that you have sent that have not yet been accepted by the recipient.
- Accepted as Walk-In
Any sent consults and/or referrals that have been accepted as a walk-in appointment by the recipient.
- Accepted as eConsult
Any sent referrals that have been accepted as an eConsult by the recipient.
- Pending Booking
All referrals that have been sent from your site that are accepted and awaiting to be booked by the recipient.
- Booked Unconfirmed
All referrals that have been sent from your site and include appointments that have not been confirmed by the patient.
- Booked Confirmed
All referrals that have been sent from your site and include appointments that the patient has confirmed.
- Completed
Consults that have been marked as completed after an eConsult response, and referrals that have been marked as completed following their appointment date(s).
- Declined
Your sent consults and/or referrals that were declined.
- Cancelled
Your sent consults and/or referrals that were canceled.
- Externally Managed
Any sent consults and/or referrals that have been marked as Managed Externally.
Other Folders
- Deletion Warnings
eReferrals and eConsults in a 'Declined' or 'Cancelled' state that are approaching archival.
- Actions
Use this menu to create an inbound request, view the directory, export consults and/or referrals, update wait times, or view a patient's referral history.
- Support
Click here to contact the OceanMD Support team.
Advanced Overview of Referral Folders
The Booked Unconfirmed and Booked Confirmed folders show accepted referrals that have been scheduled for an appointment by the receiving site.
A referral may appear in the Booked folders when:
- The receiving site manually adds appointment information in the Ocean Portal;
- The receiving site books the appointment from an integrated EMR or FHIR-integrated system.
Referrals in the Booked folders are active referrals and are categorized as Unconfirmed or Confirmed depending on if the patient has confirmed their appointment.
The Completed folder shows referrals that have reached the end of their lifecycle in Ocean and no further action is needed.
A referral may appear in the Completed folder when:
- The receiving site selects the ‘Complete’ or ‘Complete without Appointment’ option in the Ocean Portal;
- A central intake site selects the ‘Processed’ option in referral view in the Ocean Portal;
- The receiving site has enabled ‘Automatically Close Referrals’ and the configured number of days has passed since the last booked appointment;
- The receiving site’s FHIR-integrated system sends a webhook update that marks the referral as Completed in Ocean.
Referrals in the Completed folder are in a terminal state.
The Cancelled folder shows referrals that have been withdrawn by the sender and will not proceed with the current sending site or workflow.
A referral may appear in the Cancelled folder when:
- The sending site selects the Cancel option in the Ocean Portal;
- The sending site’s FHIR-integrated system sends a webhook update that cancels the referral;
- A previously accepted referral is later cancelled by the sending site.
Referrals in the Cancelled folder are in a terminal state; however the sender may choose to resubmit the referral or redirect it elsewhere.
The Declined folder shows referrals that have been reviewed by the receiver and will not proceed with the current receiving site or workflow.
A referral may appear in the Declined folder when:
- The receiving site selects the Decline option in the Ocean Portal;
- A central intake site selects the Decline option in the Ocean Portal;
- The receiving site’s FHIR-integrated system sent a webhook update that declined the referral;
- A previously accepted referral is later declined by the receiving site.
Referrals in the Declined folder are in a terminal state; however, the sender may choose to resubmit the referral or redirect it elsewhere.