How do I download an attachment submitted through a Website Form?

Please note: Well EMR Group OSCAR/OSCAR Pro, Telus PS Suite and Med Access cannot directly attach files to patient charts/notes. Files must first been downloaded to your computer. Please refer to the instructions in this guide for steps on uploading downloaded attachments into the EMR chart. 

1. How to access and review your attachment

Once you have received a new inbound message via an Ocean Website Form Link, it will appear in the Ocean portal as a new Website Form Submission.

PS Suite, Med Access Accuro Well EMR Group OSCAR/OSCAR Pro
    • To review your new requests and download your file attachments and note, navigate to the "Website Form" view in the portal. Select the "New" option from the sidebar. Select the appropriate submission to view its details.

    • The patient's file attachment will be displayed under the "Messaging" panel on the righthand side of the request. You can click the attachment to download it directly to your computer.

    • After downloading your attachment, ensure you click the "Completed" option at the bottom of the screen. This will initiate an EMR import and download the corresponding note from the request into the patient's chart.

      Note: The file attachment itself will not be downloaded with the note. See Step 2 of this guide for more information.

If you need to re-download the attachment, you can locate the request in the "Completed" folder on the lefthand sidebar.

    • To review your new requests and download your file attachments and note, navigate to the "Website Form" view in the portal. Select the "New" option from the sidebar. Select the appropriate submission to view its details.

    • The patient's file attachment will be displayed under the "Messaging" panel on the righthand side of the request. You can click the attachment to download it directly to your computer.

    • After downloading your attachment, ensure you click the "Completed" option at the bottom of the screen. This will initiate an EMR import and download the corresponding note from the request into the patient's chart.

      Note: The file attachment itself will not be downloaded with the note. See Step 2 of this guide for more information.

If you need to re-download the attachment, you can locate the request in the "Completed" folder on the lefthand sidebar.

For more detailed information on the full website form submission workflow, please refer to this guide: Basic Website Forms Management Workflow

2. How to import your attachment into the EMR

PS Suite Med Access Accuro Well EMR Group OSCAR/OSCAR Pro

"Manage Received Documents" Workflow

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
    • 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.
    • 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.

Manual Download Workflow

Caution: As patient attachments are being downloaded directly to your computer, and may contain PHI, please exercise appropriate security measures to ensure files are removed from the computer after being uploaded into the EMR.

    • Open the corresponding patient chart in PS Suite.
    • Select the file attachment from your computer's Downloads folder (or location where downloaded files are saved from your web browser.)
    • Drag the file attachment to the corresponding Ocean note. (You will see the note contains the term "Attachment Included.")
    • In the attachment preview window, click the "Save" 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.

    • Delete the file from your computer.
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