1. Understanding the eReferrals & eConsults View

    Learn how to navigate Ocean's eReferrals & eConsults area, and the basic sections within an eReferral.

    The eReferrals & eConsults view is used for viewing, tracking, and managing all of your eReferrals in one central area. Learning the basic functionalities of this area will allow you to confidently navigate Ocean and handle your referrals with ease.

    eReferrals & eConsults View Opening an eReferral

    The diagram below outlines the key areas and functionalities in the eReferrals & eConsults view.

    1. Filtering
    To find a specific referral, type into the search bar. You can search by patient surname, or the names of the related healthcare providers.
    If your Ocean Site owns multiple Directory Listings, you can filter by listing using the dropdown menu.
    2. General Folders
    The general folders are used to flag referrals that need to be reviewed, referrals that have been flagged for your specific attention, and referrals you have recently viewed.
    3. Status Folders
    The 'Received' and 'Sent' folder groupings contain individual status folders which are used to organize referrals as they progress through their lifecycle. The specific purpose of each status folder is defined in this support article.
    4. Actions Menu
    Used for quick access and advanced functionalities, including creating manual inbound requests, launching the Ocean Healthmap, claiming a printed Ocean requisition, exporting your referrals, batch print referrals, bulk updating your estimated wait times, and viewing a patient's referral history.
    5. Patient Referral List
    Shows basic information about the patient referrals that match your currently selected folder and applied filter.
    6. Status Icons
    Used for quickly indicating relevant statuses and characteristics for each referral. A full legend for all icons is found in this support article.
    7. Settings Button
    Used for accessing the configuration options available for eReferrals & eConsults at your Ocean Site.
  2. Accepting & Declining eReferrals

    Learn how to accept, decline, and import eReferrals into your EMR.

    1. Receive an email notification and access the eReferral

    • Locate the eReferral under the 'Received' tab and within the 'New' status folder. Click on the referral to open it and view more details.

      Tip: Certain columns can be used to sort your referrals into ascending/descending order. Simply click the column header.

    2. Review and accept or decline the eReferral

    • Use the 'Decline' or 'Accept' button at the bottom of the referral to indicate your decision.
    Accept Decline
    PS Suite Med Access Accuro OSCAR OSCAR Pro Other EMR
    • When you accept a new eReferral, the referral information will be automatically imported as a new Active Task in the patient's chart with the matching healthcard number and date of birth in your Med Access EMR.
    • In Ocean, the referral will be automatically moved to the 'Pending Booking' status folder.
    • If no chart with a matching healthcard number and date of birth is found, Ocean will automatically generate a new chart and import the referral notes into it. The patient's demographic fields will also automatically update in the patient's chart.
    • Note: The 'Patient Status' field in new charts generated by Ocean will be set by default to 'Unconfirmed'. Ensure that you update the status to 'Active' (or your preferred status) after accepting the referral.

      • If Ocean automatically generated a new patient chart and the name of the referring provider already exists in your Med Access address book, the 'Referring Provider' chart field will also be updated with the referrer's name.

    Note: Ocean matches the referring provider's information with the Med Access address book using First Name and Last Name.

    If more than one provider exists in the Med Access address book with the same first and last name, Ocean uses the referrer's fax number to match with the correct provider.

    If multiple providers have the same first name, last name, and fax number, Ocean will not update 'Referring Provider' field.

    If multiple providers have the same first name, last name, but no matching fax number is found, Ocean will not update 'Referring Provider' field.

    Ocean-MA Extension: Task Category and Type Adjustments

    • If you use the Ocean-MA Extension, it will automatically recognize upon opening the Task that it is related to an Ocean eReferral.
    • The extension will automatically adjust the Task 'Category' and 'Type' values to correspond with the Ocean eReferral.

    After reviewing the changes and making any other necessary adjustments to the Task, click 'Save'. The Task will be automatically categorized into the 'Active Requests' section of the corresponding 'Consults ' or 'Investigations' area of the patient chart.

  3. Messaging within an eReferral

    Learn how to communicate with other referral stakeholders using the Messaging functionality.

    When processing and managing incoming eReferrals, it can be necessary to communicate with the other referral stakeholders to gain additional or missing information. This is achieved using the 'Messaging' area within an eReferral.

    Optional Step

    Note: This is an optional step in the Guide to Receiving eReferrals, since it may not always be relevant or necessary to communicate with other referral stakeholders.

    How do I send a message?

    • Within the 'Messaging' area, simply select the appropriate message recipient using the 'To:' dropdown (if multiple stakeholders are involved in the referral), type your message into the text box, optionally add an attachment, and press 'Send'.

      When multiple stakeholders are involved in a referral, the 'To:' dropdown menu displays the name of the involved stakeholder's Directory Listing and Ocean Site. However, since it is not mandatory for referral senders to be associated with a Directory Listing, the referral sender's full name and Ocean Site will simply be displayed for selection instead.

      Tip: For increased efficiency, you can also create canned responses for your Ocean Site that are easily selectable using the speech bubble icon.

    • The message recipient will receive an email notification that you have sent them a message.

      Note: All messages within an eReferral are visible to all referral stakeholders.

    Additional Message Functionalities

    • Once a message has been sent, additional functionalities can be accessed by clicking clicking on the message header.
    • Note: The 'Amend' and 'Delete' options are only available to the user who sent the message.

    Download Addendum Letter
    Downloads a PDF document containing basic eReferral information and the selected message.
    Amend
    Copies the selected message into the new message text field, to allow for additional information to be added.
    Delete
    Deletes the message.
  4. Scheduling the Referral Appointment

    Learn how to add appointment details to eReferrals in order to update patients and referring providers with appointment dates, times, mediums, and other scheduling details.

    Appointment information can be added, edited, or removed by referral recipients at any point in an eReferral's lifecycle. This allows for patient and referring providers to stay up to date with the latest appointment dates, times, mediums, and other scheduling details.

    PS Suite Med Access Accuro OSCAR Pro OSCAR Other EMRs

    Note: The patient must have a valid Health Number associated with their referral for Ocean to sync the correct appointment details from PS Suite via the Custom Form.

    Download and Install the Custom Form

    Note: Downloading and installing the custom form is a one-time step for each workstation.

    Schedule the Appointment and Update the eReferral

    • Book the patient's appointment into the PS Suite schedule.
    • Open the patient's chart and verify that the "next visit" area in the top of the chart lists the date of the newly booked appointment.
    • From the menu bar in the chart, select "View" > "Custom Form" (or use the keyboard shortcut F2) to open the custom form window
    • Locate and select "Ocean eReferral Appointment Notification" from the list and click the "Choose This Form" button.
    • The custom form will open a new browser window showing the Patient's Dashboard and their relevant referrals. Select the appropriate referral.
    • The details from the appointment booked in the EMR will automatically be available for selection within the 'Scheduling' area. Select the appointment date to add it to the referral.

      Alternatively, if an appointment cannot be scheduled right away you can communicate an anticipated wait time to the patient and referrer by using the 'Anticipated Time to Appointment' function.

      Note: Referrals must be accepted in order to specify an anticipated wait time. The referrer and patient will receive an email notification informing them of the anticipated wait time.

    • Optionally, update the 'Appointment Label', the 'Medium', and the 'Confirmed' checkbox if the date and time were confirmed by the patient at the time of booking.

      Tip: You can customize your Appointment Labels and the set a default Medium in your Directory Listing settings.

    • To add more than one appointment, press the '+' button on the right hand side. To cancel or remove an appointment, select the '-' button.
    • Type any comments for the referrer and patient into the text box, and press 'Add Attachments' to include any file attachments.

      Tip: You can create canned booking comments to increase efficiency.

    • Select either 'Save' or 'Save & Close'.

      The referral will automatically move to the either 'Booked Unconfirmed' or 'Booked Confirmed' folder depending on the confirmation status, and an email notification will be sent to the referrer and/or patient containing the details of the scheduled appointment, the comments and attachments, and the ability to confirm the appointment (if applicable).

  5. Completing the Referral

    Learn how to mark a referral as 'Completed' to close the loop on its lifecycle.

    Once the scheduled appointment date for the referral has passed, you are able to mark the referral as completed.

    • Locate the referral within its current status folder. This is typically either the 'Booked Unconfirmed' or 'Booked Confirmed' folder.
    • Open the referral, and press the 'Completed' button at the bottom.

      Note: If you are using Med Access, Accuro or OSCAR Pro, a final copy of the referral record will be automatically downloaded into the patient's chart in your EMR.

      For other EMRs, you can manually download a final copy of the referral record.

    • The referral will be automatically moved to the 'Completed' status folder.

    Are referrals deleted after they are moved into the 'Completed' status folder?

    Moving a referral into the 'Completed' status folder has no impact on how long the referral is stored in Ocean. Referrals are always kept for 365 days from the date the referral was sent OR for 30 days after the last appointment date (in the case of an appointment being that is scheduled after the 365-day default). For more details on Ocean's deletion rules, please see the article here

    • If you would like to see the specific date that a referral is scheduled to be removed from Ocean, you can click on the "Action" menu within the referral, and choose "View Event Log". The specific removal date will be displayed at the bottom of the event log.
  6. Advanced Features and Best Practices

    Explore advanced features for managing your referrals, along with additional best practices.

    Optional Step

    Note: While this guide provides an overview of the main steps to receiving and handling an eReferral, optional information on advanced features is also available below.

    • Viewing a Patient's Referral History - If you ever need to inquire about any Ocean eReferral(s) that have been received and processed for a certain patient in the past, you can easily look this up in the patient's eReferral history in Ocean.
    • Adding Notes to an eReferral - The 'Notes' area within an eReferral can be used for general documentation regarding the request.
    • Downloading the Referral Record - You are able to download a complete copy of the entire referral record at any point in time.
    • Creating Inbound Requests - If your Ocean site receives referrals by phone or fax, you can convert these into Ocean eReferrals by creating a New Inbound Referral.
    • Backing Up Your eReferrals - You can manually export a backup of all your received Ocean eReferrals, as they are purged from the Ocean Portal over time. This is most helpful for Ocean Sites that are not integrated with an EMR.
    • Accessing eReferral Analytics - Ocean sites receiving eReferrals can access analytic data about eReferrals received over time.
    • Batch Printing Received eReferrals - If your Ocean site receives referrals and would like to print or download a PDF copy to maintain with your patient records, this can be done using Ocean's batch print function.
    • Automatically Marking your Referrals as Complete - If you're managing your referrals in another external system, you can automatically mark your referrals as 'Complete' in Ocean

    Tip: You can review the full eReferrals FAQ section for additional information on even more topics.

Understanding the eReferrals & eConsults View

Learn how to navigate Ocean's eReferrals & eConsults area, and the basic sections within an eReferral.

The eReferrals & eConsults view is used for viewing, tracking, and managing all of your eReferrals in one central area. Learning the basic functionalities of this area will allow you to confidently navigate Ocean and handle your referrals with ease.

eReferrals & eConsults View Opening an eReferral

The diagram below outlines the key areas and functionalities in the eReferrals & eConsults view.

1. Filtering
To find a specific referral, type into the search bar. You can search by patient surname, or the names of the related healthcare providers.
If your Ocean Site owns multiple Directory Listings, you can filter by listing using the dropdown menu.
2. General Folders
The general folders are used to flag referrals that need to be reviewed, referrals that have been flagged for your specific attention, and referrals you have recently viewed.
3. Status Folders
The 'Received' and 'Sent' folder groupings contain individual status folders which are used to organize referrals as they progress through their lifecycle. The specific purpose of each status folder is defined in this support article.
4. Actions Menu
Used for quick access and advanced functionalities, including creating manual inbound requests, launching the Ocean Healthmap, claiming a printed Ocean requisition, exporting your referrals, batch print referrals, bulk updating your estimated wait times, and viewing a patient's referral history.
5. Patient Referral List
Shows basic information about the patient referrals that match your currently selected folder and applied filter.
6. Status Icons
Used for quickly indicating relevant statuses and characteristics for each referral. A full legend for all icons is found in this support article.
7. Settings Button
Used for accessing the configuration options available for eReferrals & eConsults at your Ocean Site.

Accepting & Declining eReferrals

Learn how to accept, decline, and import eReferrals into your EMR.

1. Receive an email notification and access the eReferral

  • Locate the eReferral under the 'Received' tab and within the 'New' status folder. Click on the referral to open it and view more details.

    Tip: Certain columns can be used to sort your referrals into ascending/descending order. Simply click the column header.

2. Review and accept or decline the eReferral

  • Use the 'Decline' or 'Accept' button at the bottom of the referral to indicate your decision.
Accept Decline
PS Suite Med Access Accuro OSCAR OSCAR Pro Other EMR
  • When you accept a new eReferral, the referral information will be automatically imported as a new Active Task in the patient's chart with the matching healthcard number and date of birth in your Med Access EMR.
  • In Ocean, the referral will be automatically moved to the 'Pending Booking' status folder.
  • If no chart with a matching healthcard number and date of birth is found, Ocean will automatically generate a new chart and import the referral notes into it. The patient's demographic fields will also automatically update in the patient's chart.
  • Note: The 'Patient Status' field in new charts generated by Ocean will be set by default to 'Unconfirmed'. Ensure that you update the status to 'Active' (or your preferred status) after accepting the referral.

    • If Ocean automatically generated a new patient chart and the name of the referring provider already exists in your Med Access address book, the 'Referring Provider' chart field will also be updated with the referrer's name.

Note: Ocean matches the referring provider's information with the Med Access address book using First Name and Last Name.

If more than one provider exists in the Med Access address book with the same first and last name, Ocean uses the referrer's fax number to match with the correct provider.

If multiple providers have the same first name, last name, and fax number, Ocean will not update 'Referring Provider' field.

If multiple providers have the same first name, last name, but no matching fax number is found, Ocean will not update 'Referring Provider' field.

Ocean-MA Extension: Task Category and Type Adjustments

  • If you use the Ocean-MA Extension, it will automatically recognize upon opening the Task that it is related to an Ocean eReferral.
  • The extension will automatically adjust the Task 'Category' and 'Type' values to correspond with the Ocean eReferral.

After reviewing the changes and making any other necessary adjustments to the Task, click 'Save'. The Task will be automatically categorized into the 'Active Requests' section of the corresponding 'Consults ' or 'Investigations' area of the patient chart.


Messaging within an eReferral

Learn how to communicate with other referral stakeholders using the Messaging functionality.

When processing and managing incoming eReferrals, it can be necessary to communicate with the other referral stakeholders to gain additional or missing information. This is achieved using the 'Messaging' area within an eReferral.

Optional Step

Note: This is an optional step in the Guide to Receiving eReferrals, since it may not always be relevant or necessary to communicate with other referral stakeholders.

How do I send a message?

  • Within the 'Messaging' area, simply select the appropriate message recipient using the 'To:' dropdown (if multiple stakeholders are involved in the referral), type your message into the text box, optionally add an attachment, and press 'Send'.

    When multiple stakeholders are involved in a referral, the 'To:' dropdown menu displays the name of the involved stakeholder's Directory Listing and Ocean Site. However, since it is not mandatory for referral senders to be associated with a Directory Listing, the referral sender's full name and Ocean Site will simply be displayed for selection instead.

    Tip: For increased efficiency, you can also create canned responses for your Ocean Site that are easily selectable using the speech bubble icon.

  • The message recipient will receive an email notification that you have sent them a message.

    Note: All messages within an eReferral are visible to all referral stakeholders.

Additional Message Functionalities

  • Once a message has been sent, additional functionalities can be accessed by clicking clicking on the message header.
  • Note: The 'Amend' and 'Delete' options are only available to the user who sent the message.

Download Addendum Letter
Downloads a PDF document containing basic eReferral information and the selected message.
Amend
Copies the selected message into the new message text field, to allow for additional information to be added.
Delete
Deletes the message.

Scheduling the Referral Appointment

Learn how to add appointment details to eReferrals in order to update patients and referring providers with appointment dates, times, mediums, and other scheduling details.

Appointment information can be added, edited, or removed by referral recipients at any point in an eReferral's lifecycle. This allows for patient and referring providers to stay up to date with the latest appointment dates, times, mediums, and other scheduling details.

PS Suite Med Access Accuro OSCAR Pro OSCAR Other EMRs

Note: The patient must have a valid Health Number associated with their referral for Ocean to sync the correct appointment details from PS Suite via the Custom Form.

Download and Install the Custom Form

Note: Downloading and installing the custom form is a one-time step for each workstation.

Schedule the Appointment and Update the eReferral

  • Book the patient's appointment into the PS Suite schedule.
  • Open the patient's chart and verify that the "next visit" area in the top of the chart lists the date of the newly booked appointment.
  • From the menu bar in the chart, select "View" > "Custom Form" (or use the keyboard shortcut F2) to open the custom form window
  • Locate and select "Ocean eReferral Appointment Notification" from the list and click the "Choose This Form" button.
  • The custom form will open a new browser window showing the Patient's Dashboard and their relevant referrals. Select the appropriate referral.
  • The details from the appointment booked in the EMR will automatically be available for selection within the 'Scheduling' area. Select the appointment date to add it to the referral.

    Alternatively, if an appointment cannot be scheduled right away you can communicate an anticipated wait time to the patient and referrer by using the 'Anticipated Time to Appointment' function.

    Note: Referrals must be accepted in order to specify an anticipated wait time. The referrer and patient will receive an email notification informing them of the anticipated wait time.

  • Optionally, update the 'Appointment Label', the 'Medium', and the 'Confirmed' checkbox if the date and time were confirmed by the patient at the time of booking.

    Tip: You can customize your Appointment Labels and the set a default Medium in your Directory Listing settings.

  • To add more than one appointment, press the '+' button on the right hand side. To cancel or remove an appointment, select the '-' button.
  • Type any comments for the referrer and patient into the text box, and press 'Add Attachments' to include any file attachments.

    Tip: You can create canned booking comments to increase efficiency.

  • Select either 'Save' or 'Save & Close'.

    The referral will automatically move to the either 'Booked Unconfirmed' or 'Booked Confirmed' folder depending on the confirmation status, and an email notification will be sent to the referrer and/or patient containing the details of the scheduled appointment, the comments and attachments, and the ability to confirm the appointment (if applicable).


Completing the Referral

Learn how to mark a referral as 'Completed' to close the loop on its lifecycle.

Once the scheduled appointment date for the referral has passed, you are able to mark the referral as completed.

  • Locate the referral within its current status folder. This is typically either the 'Booked Unconfirmed' or 'Booked Confirmed' folder.
  • Open the referral, and press the 'Completed' button at the bottom.

    Note: If you are using Med Access, Accuro or OSCAR Pro, a final copy of the referral record will be automatically downloaded into the patient's chart in your EMR.

    For other EMRs, you can manually download a final copy of the referral record.

  • The referral will be automatically moved to the 'Completed' status folder.

Are referrals deleted after they are moved into the 'Completed' status folder?

Moving a referral into the 'Completed' status folder has no impact on how long the referral is stored in Ocean. Referrals are always kept for 365 days from the date the referral was sent OR for 30 days after the last appointment date (in the case of an appointment being that is scheduled after the 365-day default). For more details on Ocean's deletion rules, please see the article here

  • If you would like to see the specific date that a referral is scheduled to be removed from Ocean, you can click on the "Action" menu within the referral, and choose "View Event Log". The specific removal date will be displayed at the bottom of the event log.

Advanced Features and Best Practices

Explore advanced features for managing your referrals, along with additional best practices.

Optional Step

Note: While this guide provides an overview of the main steps to receiving and handling an eReferral, optional information on advanced features is also available below.

  • Viewing a Patient's Referral History - If you ever need to inquire about any Ocean eReferral(s) that have been received and processed for a certain patient in the past, you can easily look this up in the patient's eReferral history in Ocean.
  • Adding Notes to an eReferral - The 'Notes' area within an eReferral can be used for general documentation regarding the request.
  • Downloading the Referral Record - You are able to download a complete copy of the entire referral record at any point in time.
  • Creating Inbound Requests - If your Ocean site receives referrals by phone or fax, you can convert these into Ocean eReferrals by creating a New Inbound Referral.
  • Backing Up Your eReferrals - You can manually export a backup of all your received Ocean eReferrals, as they are purged from the Ocean Portal over time. This is most helpful for Ocean Sites that are not integrated with an EMR.
  • Accessing eReferral Analytics - Ocean sites receiving eReferrals can access analytic data about eReferrals received over time.
  • Batch Printing Received eReferrals - If your Ocean site receives referrals and would like to print or download a PDF copy to maintain with your patient records, this can be done using Ocean's batch print function.
  • Automatically Marking your Referrals as Complete - If you're managing your referrals in another external system, you can automatically mark your referrals as 'Complete' in Ocean

Tip: You can review the full eReferrals FAQ section for additional information on even more topics.