The next step in the online booking configuration is to set up your Provider Schedules which will be using Ocean's online booking.
The next step in the online booking configuration is to set up your Provider Schedules which will be using Ocean's online booking.
Note: Each active provider schedule is billed at $27.50 per schedule per month.
If you can't find the provider schedule, it may not be synced in your Ocean and EMR integration. Review your Cloud Connect Configuration to ensure Ocean can access the provider schedules you need.
- Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
- Next to the "Provider Schedules" heading, click Configure.
- Click Add Schedule.
- Select the provider schedule you would like to add. You can start typing into the search bar, or use the window below the search bar to find your provider's schedule. See descriptions below for details about each setting.
- Click the Save button.
Quick Tip:
- If you're creating multiple Provider Schedules which have the same settings, you can use the 'Duplicate' feature after creating your first schedule.
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Schedule Settings
- Patient Friendly Schedule Name
- This is the name that will appear to patients when selecting this provider schedule. This will also be the name for this specific configuration of this provider schedule in your online booking configuration.
- EMR Time Slot Interval
- This refers to the provider schedule's time slot interval in your EMR. If the value chosen here does not match your EMR schedule, your online booking will not function. For example, the image below shows an EMR time slot interval of 10 minutes. Ensure you select the proper interval for the schedule you are setting up.
- Optional Billing Subsite
- If your Ocean Site has billing subsites, specify the appropriate subsite for this schedule using this dropdown menu.
Default Configuration
- Appointment Types
- Click the blue "Add Appointment Type" button to select the appointment(s) that you created earlier. This step allows you to indicate the types of appointments that patients can select when booking into this Provider schedule.
- *Note: With EMR Appointment Type mapping enabled, you can take advantage of Appointment Type Testrictions. Read more about appointment type restrictions.
- Who is allowed to book into this schedule?
- All patients- any patient can book into your schedule, regardless of their designated provider(s) in your EMR.
- Patients with Selected Providers- use this setting to restrict patients who have certain providers to book into this schedule. For example, if Dr. Doug Kavanagh would only like his patients to book into his schedule, he would select Dr. Doug Kavanagh from the drop down list of providers, and specify the proper field(s) to evaluate in the patient's chart.
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For clarity, the "Patient MD/NP" setting in Ocean evaluates the "Patient MD/NP" field in the PS Suite chart.
The "Primary Provider" setting in Ocean evaluates the "Primary Provider" field in the PS Suite chart.
The "Family MD/NP" setting in Ocean evaluates the "Family MD/NP" field in the PS Suite chart.
The "any Care Team Member" setting in Ocean evaluates all of the following fields in the PS Suite chart: Patient MD/NP, Primary Provider, Family MD/NP, Other Provider
The "Not Primary Provider" setting in Ocean forbids patients with the chosen provider from booking an appointment, unless they successfully match on at least one different permitted provider restriction defined above.
- Booking Window
- The Booking Window allows you to prevent patients from booking into your schedule at the last minute, as well as preventing them from booking too far into the future.
- Day/Time Restrictions
- The Day/Time Restrictions allow you to indicate consistent times which are unavailable to be booked online. For example, adding a restriction from 12:00 PM - 1:00 PM on each weekday to block off the lunch hour. If this restriction is in place and a patient attempts to book online, no availability will be shown for that time period.
Schedule Settings
- Patient friendly schedule name
- This is the name that will appear to patients when selecting this provider schedule. This will also be the name for this specific configuration of this provider schedule in your online booking configuration.
- EMR Time Slot Interval
- This refers to the provider schedule's time slot interval in your EMR.
- Optional Billing Subsite
- If your Ocean Site has billing subsites, specify the appropriate subsite for this schedule using this dropdown menu.
Default Configuration
- Allow patients to book within these template slots
- Select the template slots that Ocean may book into. Time slots in your EMR that are not templated will also be bookable by Ocean. Note that additional appointment suggestions/template slots may be bookable based on appointment type restrictions.
- Appointment Types
- Click the "Add Appointment Type" button to select the appointments that were configured in step one that patients can book into this schedule .
- *Note: If EMR appointment type mapping is on, you can enable appointment type restrictions here. Read more about appointment type restrictions.
- Who is allowed to book into this schedule?
- All patients- any patient can book into your schedule.
- Patients with Selected Providers- use this setting to restrict patients who have certain providers to book into this schedule. For example, if Dr. Doug Kavanagh would only like his patients to book into his schedule, he would select Dr. Doug Kavanagh from the drop down list of providers, and specify the proper field(s) to evaluate in the patient's chart.
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For clarity, the "Primary Provider" setting in Ocean evaluates the "Primary Provider" field in the Med Access chart.
The "Family Doctor" setting in Ocean evaluates the "Family Provider" field in the Med Access chart.
The "any Care Team Member" setting in Ocean evaluates all of the following fields in the Med Access chart: Primary Provider, Family Provider, Secondary Provider
- Booking Window
- Set how far in advance patients can book into this schedule.
- Day/Time Restrictions
- Set recurring times in the provider's schedule that aren't available for online booking. For example, you can select all days of the week, from 12pm - 1pm to ensure Ocean doesn't display appointment time slots over the lunch hour to be booked online.
Schedule Settings
- Patient friendly schedule name
- This is the name that will appear to patients when selecting this provider schedule. This will also be the name for this specific configuration of this provider schedule in your online booking configuration.
- EMR Time Slot Interval
- This refers to the provider schedule's time slot interval in your EMR.
- Optional Billing Subsite
- If your Ocean Site has billing subsites, specify the appropriate subsite for this schedule using this dropdown menu.
Default Configuration
- Allow patients to book within these appointment suggestion slots
- Select the appointment suggestion slots that Ocean may book into. Note that additional appointment suggestions/template slots may be bookable based on appointment type restrictions.
- Appointment Types
- Click the "Add Appointment Type" button to select the appointments that were configured in step one that patients can book into this schedule .
- *Note: If EMR appointment type mapping is on, you can enable appointment type restrictions here. Read more about appointment type restrictions.
- Who is allowed to book into this schedule?
- All patients- any patient can book into your schedule.
- Patients with Selected Primary Providers- use this setting to restrict patients who have certain providers as their primary provider to book into this schedule. For example, if Dr. Doug Kavanagh would only like his patients to book into his schedule, he would select Dr. Doug Kavanagh from the drop down list of providers.
- Booking Window
- Set how far in advance patients can book into this schedule.
- Day/Time Restrictions
- Set recurring times in the provider's schedule that aren't available for online booking. For example, you can select all days of the week, from 12pm - 1pm to ensure Ocean doesn't display appointment time slots over the lunch hour to be booked online.
Schedule Settings
- Patient friendly schedule name
- This is the name that will appear to patients when selecting this provider schedule. This will also be the name for this specific configuration of this provider schedule in your online booking configuration.
- EMR Time Slot Interval
- This refers to the provider schedule's time slot interval in your EMR.
- Optional Billing Subsite
- If your Ocean Site has billing subsites, specify the appropriate subsite for this schedule using this dropdown menu.
Default Configuration
- Allow patients to book into
- Select whether you would like Ocean to present EMR time slots without template codes, time slots with template codes, or both, to patients booking online. Note that additional template codes may be bookable based on appointment type restrictions.
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If you do not use Template Codes in your OSCAR Pro EMR schedule, please note that Ocean is unable recognize your EMR schedule start/end hours. Accordingly, it is important that you use Day/Time Restrictions (desribed below) to denote the times of the day that patients should be unable to book through Ocean.
- Appointment Types
- Click the "Add Appointment Type" button to select the appointments that were configured in step one that patients can book into this schedule .
- *Note: If EMR appointment type mapping is on, you can enable appointment type restrictions here. Read more about appointment type restrictions.
- Who is allowed to book into this schedule?
- All patients- any patient can book into your schedule.
- Patients with Selected Providers- use this setting to restrict patients who have certain providers to book into this schedule. For example, if Dr. Doug Kavanagh would only like his patients to book into his schedule, he would select Dr. Doug Kavanagh from the drop down list of providers, and specify the proper field(s) to evaluate in the patient's chart.
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For clarity, the "Primary Provider" setting in Ocean evaluates the "Physician/MRP" field in the OSCAR Pro chart.
The "Family Doctor" setting in Ocean evaluates the "Family Doctor" field in the OSCAR Pro chart.
The "any Care Team Member" setting in Ocean evaluates all of the following fields in the OSCAR Pro chart: Physician/MRP, Family Doctor, and any providers listed as part of the Health Care Team in the OSCAR Pro chart.
- Booking Window
- Set how far in advance patients can book into this schedule.
- Day/Time Restrictions
- Set recurring times in the provider's schedule that aren't available for online booking. Align this with the schedule’s preferences for “Start Hour” and “End Hour” in OSCAR Pro. For example, you can select all days of the week, from 12pm - 1pm to ensure Ocean doesn't display appointment time slots over the lunch hour to be booked online.
Advanced Settings
The advanced settings contain your online booking forms. Advanced Ocean users can customize their eForms to additionally screen patients, or gather more information during their booking process.
Warning: The appointment types configured from Step 1 will be generated in a section with the item reference “appointmentType” in this booking form. It’s highly suggested that you do not edit these items in the booking form. Only advanced eForm users should edit this section.
