Multi-provider clinics receiving inbound messages and content from patients can benefit from being able to identify and route the submission to the relevant provider in the Ocean Portal. This article describes how to optionally capture the provider's name in the form, and the subsequent routing of the submission to a specific provider for review.
1. Configure the 'Inbound Message' eForm (Optional)
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For PS Suite users, the name of the 'Patient's MD/NP' (as assigned within PS Suite) will automatically appear in the 'Priority' column of the Ocean Portal. No configuration is necessary.
Configuration
- In the 'eForms' area of the Ocean Portal, locate and select the 'Inbound Message' eForm, and click 'Edit' to open it in the eForm editor.
- Add a new form item and update the 'Caption' to capture the name of the relevant provider from the patient. We recommend using a 'Menu' item type.
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In the 'Menu Choices' tab for the new form item, enter the name of each provider as a menu choice.
Tip: Depending on your design preferences, you can optionally enable the 'Show choices as separate buttons' and/or the 'Stack buttons vertically' menu choice display options.
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In the 'Scripting and More' tab for the new form item:
Set the 'Item reference' value to "priority".
Set the 'Field validation' setting to 'non-empty (mandatory field)'.
- Click the 'Save Changes' button in the bottom right corner.
Outcomes
- With this configuration completed, patients will always be required to specify their provider before submitting the request.
- The provider specified by the patient will automatically appear under the 'Priority' column of the Website Forms inbox area.
- The provider specified by the patient is clearly noted within the submission itself.
Configuration
- In the 'eForms' area of the Ocean Portal, locate and select the 'Inbound Message' eForm, and click 'Edit' to open it in the eForm editor.
- Add a new form item and update the 'Caption' to capture the name of the relevant provider from the patient. We recommend using a 'Menu' item type.
-
In the 'Menu Choices' tab for the new form item, enter the name of each provider as a menu choice.
Tip: Depending on your design preferences, you can optionally enable the 'Show choices as separate buttons' and/or the 'Stack buttons vertically' menu choice display options.
-
In the 'Scripting and More' tab for the new form item:
Set the 'Item reference' value to "priority".
Set the 'Field validation' setting to 'non-empty (mandatory field)'.
- Click the 'Save Changes' button in the bottom right corner.
Outcomes
- With this configuration completed, patients will always be required to specify their provider before submitting the request.
- The provider specified by the patient will automatically appear under the 'Priority' column of the Website Forms inbox area.
- The provider specified by the patient is clearly noted within the submission itself.
Configuration
- In the 'eForms' area of the Ocean Portal, locate and select the 'Inbound Message' eForm, and click 'Edit' to open it in the eForm editor.
- Add a new form item and update the 'Caption' to capture the name of the relevant provider from the patient. We recommend using a 'Menu' item type.
-
In the 'Menu Choices' tab for the new form item, enter the name of each provider as a menu choice.
Tip: Depending on your design preferences, you can optionally enable the 'Show choices as separate buttons' and/or the 'Stack buttons vertically' menu choice display options.
-
In the 'Scripting and More' tab for the new form item:
Set the 'Item reference' value to "priority".
Set the 'Field validation' setting to 'non-empty (mandatory field)'.
- Click the 'Save Changes' button in the bottom right corner.
Outcomes
- With this configuration completed, patients will always be required to specify their provider before submitting the request.
- The provider specified by the patient will automatically appear under the 'Priority' column of the Website Forms inbox area.
- The provider specified by the patient is clearly noted within the submission itself.
Configuration
- In the 'eForms' area of the Ocean Portal, locate and select the 'Inbound Message' eForm, and click 'Edit' to open it in the eForm editor.
- Add a new form item and update the 'Caption' to capture the name of the relevant provider from the patient. We recommend using a 'Menu' item type.
-
In the 'Menu Choices' tab for the new form item, enter the name of each provider as a menu choice.
Tip: Depending on your design preferences, you can optionally enable the 'Show choices as separate buttons' and/or the 'Stack buttons vertically' menu choice display options.
-
In the 'Scripting and More' tab for the new form item:
Set the 'Item reference' value to "priority".
Set the 'Field validation' setting to 'non-empty (mandatory field)'.
- Click the 'Save Changes' button in the bottom right corner.
Outcomes
- With this configuration completed, patients will always be required to specify their provider before submitting the request.
- The provider specified by the patient will automatically appear under the 'Priority' column of the Website Forms inbox area.
- The provider specified by the patient is clearly noted within the submission itself.
2. Routing The Submission to the Provider
Administrative staff can review submissions in the Ocean Portal and route them to the relevant provider.
Note: Providers must have an Ocean user account and be a user on your Ocean Site in order to review submissions.
- In the 'Website Forms' area of the Ocean Portal, locate the submission within the 'New' folder and click on it to open it.
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Review the 'Referral Form Summary' section to determine the relevant provider identified by the patient.
Note: If you did not perform the optional configuration in Step 1, you can skip this step.
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- Select the relevant provider in the 'Needs review' field and click 'Notify'. An email notification will be sent to the provider.
- Click 'Save and Close'.
3. Provider Reviews the Submission
- The provider will receive an email notification informing them that a Website Form submission has been marked as needing their review.
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- Clicking the 'View the Website Form Submission' button within the email will directly open the submission in a new tab for the provider to review.
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- Alternatively, the provider can access the submission from within their 'For Me' folder in the Website Forms area in the Ocean Portal.
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- For further guidance on how to view the attachment submitted by the patient and how to import the submission and attachments into your EMR, please refer to: How do I download an attachment submitted through a Website Form?