Set Up Automated Referral Appointment Reminders*

Note for Ontario Users: In Ontario, Ocean eConsults are currently in a limited release. For more information on eConsult in Ontario as part of the Ontario eServices Program, please review the Overview of eConsults in Ontario article.

If you are a receiving site that accepts eReferrals, you may want to enable the eReferral Appointment Reminders feature within your site.

Ocean Sites that receive eReferrals can send automated appointment reminders to patients regarding their upcoming appointments.

Note: This is an an optional step in setting up your Ocean Site to receive eReferrals.

This article walks through the configuration required to send reminders to patients based on the booked appointment information stored within your Ocean eReferrals.

Alternatively, if your Ocean Site is integrated with your EMR (e.g., PS Suite, Med Access, Accuro, OSCAR Pro), Ocean can use your EMR schedule as the source of appointment reminder information. Please refer to the Patient Reminders Setup Guide for detailed instructions on this alternative configuration option.

Prerequisites

Ocean Site Configuration

  • After logging in to the Ocean Portal, open the 'Menu' and click 'Patient Reminders'.
  • Click the 'Settings' button in the top right corner.
  • Click the 'Edit Configuration' button to modify the universal reminder settings for your Ocean Site.
  • Set the 'Appointment Source' to 'eReferrals'.
  • Set the 'Daily Run Time' to your preferred time of day. Ocean will start processing reminders at the selected time.
  • Click 'Save'.

    Note: Text Message Reminders are not currently available when the 'Appointment Source' is set to 'eReferrals'.

Reminder Rule Creation

Once the configuration above is completed, you can create your Reminder Rule(s). Reminder Rules allow you to define how far in advance of an appointment a reminder should be sent.

You can create any number of Reminder Rules to send multiple email notifications to the patient in advance of their appointment. For example, you can configure a rule to send 1 month in advance of the appointment, a second rule to send 1 week in advance of the appointment, and then another rule to send the day before the appointment.

  • From Patient Reminders Settings area, click 'Add Reminder Rule'.
  • Enter a 'Rule Name'. This name is never visible to patients. It's recommended that you provide a recognizable or descriptive name for your rule.
  • Specify the number of days before the appointment that the reminder should be sent.
  • Enable or disable the option to include an iCal file in the reminder email.
  • Click the 'Save' button to save your Reminder Rule in it's current state. For brand new rules, this saves the rule in a disabled state.

    Alternatively, click the 'Save & Enable Rule' button to save your Reminder Rule in an enabled state.

  • Your Reminder Rule(s) will appear in the main Patient Reminders Settings page, where you can disable, enable, edit existing, and create new rules.

    Existing rules can be deleted by editing the rule and then clicking the 'Delete Rule' button

You're all set! At the time of day specified in your Ocean Site's reminder configuration, Ocean Cloud Connect will send appointment reminder emails to any patients with booked referrals that meet any enabled reminder rule criteria and that have consented to email notifications.

  • The appointment reminder email contains the same information that was provided to the patient in the initial booking email notification, including any booking comments, attachments, and the ability to confirm the appointment (if it hasn't been confirmed already).
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