Updating Accuro Provider Permissions for the 'OceanAPI' EMR User – OceanMD

Background

As part of the integration between Accuro and Ocean, a new EMR user is created in Accuro - this is named the 'OceanAPI' EMR user. This EMR user operates on behalf of Ocean within your Accuro EMR to access and update patient information. While the exact name of the OceanAPI EMR user is different for each Accuro EMR instance, the purpose remains the same.

For privacy and security purposes, the Accuro EMR supports a user-based permissioning system, which means that EMR users can be restricted from viewing and/or accessing certain areas of the EMR, particularly those of other EMR users (e.g., restricting User A from viewing the schedule of User B).

If the 'OceanAPI' EMR user does not have the necessary EMR user permissions for the providers that are using Ocean, certain product functionalities will not behave as intended.

Common issues are listed below:

Having successfully configured and enabled providers in Ocean Cloud Connect, one or more providers are not appearing on the Patients page in the Ocean portal.
Some, or all, patient bookings are not appearing in Ocean's Day Sheet.
Provider schedules have been enabled for messaging and reminders, but some provider's patients are not receiving automated reminder emails.
Patients are not able to confirm an appointment from their automated reminder emails.
Providers are not able to use the 'Save for Ocean' file attachment method when including an attachment in a patient message or referral.
Cloud Connect indicates that one or more selected providers have no Provider permissions. See below for troubleshooting steps.

Troubleshooting Accuro Provider Permissions in Cloud Connect

This warning appears when Cloud Connect detects that one or more selected providers do not have Provider permissions for the 'Ocean API' EMR user.

Open "Edit Settings" in Cloud Connect and locate the providers marked "Missing provider permissions".
- • If the provider should be synchronized with Ocean: Keep the provider selected and follow Step 1 below to review the Provider Permissions for each affected provider in Accuro.
- • If the provider does not need to be synchronized with Ocean: De-select the provider and save your Cloud Connect settings.

If Cloud Connect cannot retrieve provider information from Accuro, you will see this error. Please refresh the page and try again. If the error persists, contact the OceanMD support team.

Steps to Perform

If you are experiencing one or more of the issues listed above, or have been instructed by the OceanMD Support team to update the Accuro Provider Permissions for the OceanAPI EMR user, please follow the steps below.

Prerequisites

Ensure you have EMR administrator access

If you do not have EMR administrator permissions, consult your clinic manager or speak to QHR Client Services directly for assistance.
To make changes in Cloud Connect, your Ocean user account must have Site Admin access.

1. Update the Permissions for the 'OceanAPI' EMR User

Open the Accuro menu and navigate to Users > Manage Security.

From the Manage Security window, select the “Users” option on the sidebar.

Using the “Users” dropdown menu, locate and select your OceanAPI EMR user. This username is typically in the format "OceanAPI[tenant ID]."

Attention!

Note: Ensure that you have properly selected the OceanAPI EMR user, as this is the specific user that Ocean uses to connect to Accuro. The OceanAPI EMR user should have the Power User role.

Once selected, open the “Provider Permissions” tab.

For each Office configuration in your EMR, ensure the user has permissions checked off under the following columns for each provider schedule:
- Patient
- Scheduling
- Billing
- EMR
- Labs
- Visible
Press 'Save'.

Attention!

Note: Updates to the provider’s Scheduling permissions in Accuro take effect immediately. However, it may take up to 10 minutes for the warning to clear in Cloud Connect.

2. Perform a Full Schedule Sync

Once the API permissions in Accuro have been updated, we recommend performing a full schedule sync of the integration to verify the EMR changes are reflected in Ocean.

Under the "Sync Status" panel, select the icon to the immediate right of the "Sync Recent Appointments" button

From the dropdown, select "Sync Full Schedule"

Upon initiating a sync, the status bar colour in the "Sync Status" panel will momentarily change to green. Once the status bar returns to its default blue colour, the sync is complete and you can sign out of Cloud Connect.

Once complete, return to your Ocean site's Patients page, refresh the browser, and verify if previously missing providers and appointments are now appearing.