Clinics can control whether certain Ocean notes enter the Med Access EMR as either Active or Completed tasks. Ocean admin users can control this setting in Cloud Connect (for details on Cloud Connect settings, please refer to Customize your Cloud Connect Configuration).
Note: The behaviour and logic documented below is accurate for when the 'Automatically Import Attachments to EMR' Cloud Connect setting is enabled.
Tasks recording secure message sends from a user at your clinic will always enter Med Access as Completed and assigned to the "ApiAgent" user in Med Access.
Tasks recording patients' access of a secure message will always enter Med Access as Completed and assigned to the "ApiAgent" user in Med Access.
Results of eForms sent via Patient Messaging or Patient Reminder can enter Med Access as either Active or Completed, depending on the 'Create encounter notes as' setting in your Cloud Connect configuration.
Patient's typed responses to secure messages can enter Med Access as either Active or Completed, depending on the 'Create encounter notes as' setting in your Cloud Connect configuration.
Patient-submitted file attachments always enter Med Access as an Active Task.
Demographic update notes resulting from eForm completions can enter Med Access as either Active or Completed, depending on the 'Create encounter notes as' setting in your Cloud Connect configuration.
Active Task Assignment Logic
Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.
If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.
If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.
If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.
Any webform submission PDF records and Patient Authenticated Website Form attachments are always imported to the EMR as Active Tasks. The assignment logic for which EMR user the Task is assigned to is outlined below.
Active Task Assignment Logic
- When Ocean generates an Active Task in Med Access for a Website Form or Patient Authenticated Website Form submission, the Task is assigned to the relevant EMR user based on the information in the 'Clinician Information' setting of the Directory Listing that is associated with the Website Form link.
-
Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.
If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.
If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.
If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.
If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.
Demographic Updates related to Website Form/Patient Authenticated Website Form Submissions
The Active/Complete state of Tasks related to demographic updates for Website Forms and Patient Authenticated Website Forms is tied to the 'Create encounter notes as' Cloud Connect setting.
If 'Create encounter notes as' is set to 'Active'
- When the 'Create encounter notes as' setting is set to 'Active', Tasks related to demographic updates will be assigned to the relevant EMR user based on the information in the 'Clinician Information' setting of the Directory Listing that the request was sent to.
-
Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.
If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.
If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.
If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.
If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.
If 'Create encounter notes as' is set to 'Complete'
When the 'Create encounter notes as' setting is set to 'Complete', Tasks related to demographic updates will be assigned to the "ApiAgent" user in Med Access.
The Active/Complete state of Tasks generated via Online Booking (e.g., Booking Form, Post Booking Form, Demographic Updates) is tied to the 'Create encounter notes as' Cloud Connect setting.
If 'Create encounter notes as' is set to 'Active'
If you have configured your Cloud Connect settings to create Active Tasks, Ocean will assign the Active Task to the Provider who's schedule the appointment is booked into.
If 'Create encounter notes as' is set to 'Complete'
If you have configured your Cloud Connect settings to create Complete Tasks, Ocean will assign the Completed Task to the "ApiAgent" user in Med Access.
Any eReferral PDF records and included attachments are always imported to the EMR as Active Tasks. The active task assignment logic for which EMR user the Task is assigned to is outlined below for both senders and recipients.
Sending an eReferral/eConsult
- When an eReferral/eConsult is sent, the Active Task generated in Med Access is assigned to the relevant EMR user based on the information in the 'Referrer's Information' section of the referral form.
-
Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.
If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.
If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.
If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.
If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.
Receiving an eReferral/eConsult
- When Ocean generates an Active Task in Med Access related to a received eReferral/eConsult, the Task is assigned to the relevant EMR user based on the information in the 'Clinician Information' setting of the Directory Listing that the referral was sent to.
-
Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.
If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.
If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.
If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.
If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.
Demographic Updates related to eReferrals & eConsults
The Active/Complete state of Tasks related to demographic updates for eReferrals & eConsults is tied to the 'Create encounter notes as' Cloud Connect setting.
If 'Create encounter notes as' is set to 'Active'
- When the 'Create encounter notes as' setting is set to 'Active', Tasks related to demographic updates will be assigned to to the relevant EMR user based on the information in the 'Clinician Information' setting of the Directory Listing that the referral was sent to.
-
Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.
If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.
If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.
If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.
If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.
If 'Create encounter notes as' is set to 'Complete'
When the 'Create encounter notes as' setting is set to 'Complete', Tasks related to demographic updates will be assigned to the "ApiAgent" user in Med Access.
The Active/Complete state of Tasks generated via a tablet/kiosk (e.g., Demographic Updates, Completed eForm notes) is tied to the 'Create encounter notes as' Cloud Connect setting.
If 'Create encounter notes as' is set to 'Complete'
If you have configured your Cloud Connect settings to create Complete Tasks, Ocean will assign the Completed Task to the "ApiAgent" user in Med Access.
If 'Create encounter notes as' is set to 'Active'
If you have configured your Cloud Connect settings to create Active Tasks, Ocean will assign the Active Task according to the logic outlined below:
Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.
If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.
If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.
If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.