1. Access and Review the Submission
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Once a patient submits a Patient Authenticated Website Form, an email notification will be sent to the 'Website Form Notification Email' set within your Ocean Site's Site Account page.
Note: If no 'Website Form Notification Email' has been set, the email notification will be sent to your Ocean Site's 'Clinical Administrator / Ocean Support Contact' email.
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- In the Ocean Portal, the submission can be found within the 'New' folder of the Website Forms area.
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After opening the submission, the details of the patient's submission is displayed under the 'Referral Form Summary' section and any file attachments are included under the 'Messaging' section.
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2. Import the Submission into your EMR
- Click the 'Preview' button (purple eye) to view the attachment in a new tab in your web browser.
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- Right click on the image in your web browser and click 'Copy' to copy it to your clipboard.
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- Return to the main submission tab and click 'Accept' or 'Completed' to trigger the download of the Ocean eForm note into the corresponding patient chart in the EMR.
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- Open the corresponding patient chart in PS Suite.
- Locate and right-click within the newly-generated Ocean note, and select 'Paste' to insert the file attachment from your clipboard.
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- In the attachment preview window, click 'Save into [patient name]'.
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- The attachment will now be associated with the note via a paperclip icon next to the date. Clicking the paperclip icon will allow you to review the attachment.
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PS Suite has a built-in "Manage Received Documents" workflow. This workflow allows PS Suite users to point their EMR to a specific folder on their computer, give the EMR access to downloaded files from that folder, and immediately delete them after being downloaded into the EMR.
This saves the important manual step of having to delete files containing PHI from a computer. In the clinic, this functionality is typically used by admins to import faxed documents, but can also be useful when managing these attachments through Ocean.
- From a patient's chart, choose File, and select Manage Received Documents from the menu
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- Enter the patient's name in the Select Patient box. Next, select the Attachment to Existing Note radio button option. Finally, click the Select Note to Receive Attachment button.
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- In the patient's record, choose the note which you want to attach the document by clicking the checkbox next to the date to green bar it (you can only attach the document to one note.) Leave the patient record open and navigate back to the "Manage Received Documents" window. If required, modify the users to notify who need to review this document. Click the Save into Patient button.
- The attachment will now be associated with the note via a paperclip icon next to the date. Clicking the paperclip icon will allow you to review the attachment. The document also disappears from the "Manage Received Documents" list and it is securely deleted from the source folder on your workstation.
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Early Access Feature
Note: The 'Automatically Import Attachments to EMR' functionality is an early access feature. If you are interested in joining the early access program, please contact the OceanMD Support team.
Before following the steps below, ensure that the 'Automatically Import Attachments to EMR' setting has been enabled in your Ocean Cloud Connect settings.
- Once the submission has been 'Accepted' or 'Completed' in the Ocean Portal, the resultant Ocean eForm note will be downloaded into the respective patient chart as a Progress Note.
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- Any file attachment(s) will generate another Progress Note with the relevant file downloaded and attached automatically via a paperclip icon.
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- Once the submission has been 'Accepted' or 'Completed' in the Ocean Portal, the resultant Ocean eForm note will be downloaded into the respective patient chart as a Completed Task.
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Any file attachments will be downloaded as an Active Task with a PDF attachment.
Prerequisites
- Verify that the 'Save Website Forms as' setting is set to 'Documents' and a Document Folder/Sub-folder has been selected within Ocean Cloud Connect.
- Once the submission has been 'Accepted' or 'Completed' in the Ocean Portal, the resultant Ocean eForm note and any file attachment(s) will be downloaded into the respective patient chart as a single 'Document'.
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- Once the submission has been 'Accepted' or 'Completed' in the Ocean Portal, the resultant Ocean eForm note will be downloaded into the respective patient chart as a Progress Note.
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- Any file attachments will be downloaded as a new 'Document'.