Guide to the Admin View

Site Account

Site Name:: This is the name that was given to your site by the person who registered your site in Ocean. You can change your site name at any time.
Site Number:: This is your Ocean site number. Keep this handy, as it will allow you to connect your EMR to Ocean and can be helpful for the OceanMD team for troubleshooting if you ever run into any issues.
Finance Administrator Email:: This email address will be cc'ed on invoices sent to your site's payer every month. If your payer is the only person who is to receive Ocean invoices, you can leave this box blank.
Clinical Administrator/Ocean Support Contact:: This email address will receive any miscellaneous Ocean system messages, including, but not limited to, pending eReferral requests, study export alerts, Ocean reminder-related messages, etc.
Website Form Notification Email:: This email address will receive email notifications about website form submissions. If this is the same as your Clinical Administrator Email, you can leave this box blank.
Email 'From' Address:: By default, emails sent to patients through Ocean will be sent from "no-reply@cognisantmd.com". If validated successfully, Ocean will send patient emails using this value as the 'from' address. Note that at this time, this feature is only available to sites with their own email domain. Validation is performed by querying the SPF record, which is a record in your domain's DNS settings.
Email Friendly Name:: By default, emails sent to patients through Ocean will be sent from "no-reply@cognisantmd.com". If set, emails sent by Ocean on your behalf will be tagged with this value so that they are more easily recognizable by patients. Typically, this would be your clinic name, but it can be any value. Emails will still be sent from "no-reply@cognisantmd.com" unless you are using the "Email 'From' Address" feature, described above.
Province/State:: The province/state where your site is located.
Time Zone:: The time zone within which your site is located.

Site Features

Digits for Generated Patient Refs:: This will allow you to change the number of digits required for Ocean-generated patient reference numbers (i.e. the code you enter into tablets to retrieve a specific patient's queued forms).; Read more about this feature in this support article: I see a lot of patients and am running out of Ocean-generated reference numbers. How do I increase the number of digits for patient refs?
Require Form Memory for New Patients:: Enable this setting if you have forms that require form memory (e.g. forms with firstTime tablet rules). Read more about Form Memory in Form Memory - Storing Form Values for Patients in Ocean.
Allow the Ocean Kiosk to create patients in your EMR for walk-in patients:: When set to "Kiosk Mode," the Ocean Tablet application can also accept walk-in patients who do not have pre-booked appointments. For more information, please refer to the guide Set Up Ocean to Support Walk-In Patients.
Use Test Mode for anonymous EMR users:: Enable this setting if you want an EMR user that is not signed into Ocean to launch into Test Mode by default when accessing the Ocean Healthmap from their EMR. Checking this box ensures that they only send test referrals until their user setup has been completed.
Allow accepted website forms to create patients in your EMR:: Enable this setting if you would like a new EMR chart to be created if Ocean cannot find a matching patient prior to downloading their completed Website Form. For further information, please refer to Importing Website Form Submissions from the Ocean Portal to an EMR.
Allow accepted online bookings to create patients in your EMR:: Enable this setting if you would like a new EMR chart to be created if Ocean cannot find a matching patient after their online booking request has been accepted.; When enabled, you must choose between the 'Manually import patients' or 'Automatically import patients' workflows. For details on the difference between these workflows, refer to: Accepting New Patients for Online Booking; Note: To ensure a seamless transition experience, any users wishing to enable the 'Automatically import patients' site setting for their Online Booking configuration are encouraged to contact your Ocean Practice Consultant before adjusting your Ocean Site settings.
Show Ocean Reference # in your EMR schedule when Forms are manually queued:: For supported EMR integrations, Ocean has the ability to display the Ocean Patient Reference Number in the scheduler for patients that have eForms available to be completed. For further information, please refer to How can I display Ocean Patient Reference Numbers in my appointment scheduler?
Two Factor Authentication:: This allows you to set Two Factor Authentication as optional or mandatory for all Users on your Ocean site. For information on setting Two Factor Authentication as mandatory, please see: How can I enforce Two-Factor Authentication for all users on my Ocean site?
Enable Ocean Cloud Connect:: This box is automatically enabled once Ocean Cloud Connect has been configured. If unchecked, automatic syncing of patient information between the EMR and Ocean will cease. For information on Cloud Connect, please see Setting Up Ocean Cloud Connect.
Delete All Patients in Site?:: This button will delete all the patients you have loaded in the Patients tab of your Ocean Site. Ensure that all your patients' notes are downloaded before proceeding with this deletion.

Users

This section of the Ocean Portal allows you to add and remove users from your Ocean Site, grant 'Site Admin' access to users, and manage Clinical Delegates for the users on your Ocean Site.

Export Users

The 'Export Users' button allows you to download a master .csv file list of all the users on your Ocean Site and their respective information, including:

Username: The user's Ocean account username.
First Name: The user's first name.
Surname: The user's surname.
EMR Username: The EMR username that the Ocean user account has been linked to for this Ocean Site.
Clinical Delegate Email Populated [Y/N]: Whether or not the Clinical Delegate Email setting is populated in the user's account settings.
Referral Notification Email Populated [Y/N]: Whether or not the Referral Notification Email setting is populated in the user's account settings.
Clinical Delegates: The list of usernames for all assigned Clinical Delegates for this user, if applicable.
Number of Clinical Delegates: The count of the users shown in the "Clinical Delegates" column.
User Role: The user's 'User Role' as set within their Ocean user account settings.
Patient Messages Licence Type: The type of licence that enables the user to send Patient Messages.
Date of Latest Patient Message: The date and time of the latest Patient Message sent by the user.

Licence Management

The Licence Management area is where you can add or remove providers and EMR Schedules for use with Patient Messages, Patient Reminders, and Online Booking.

Adding Licenses

You can add licences by clicking the 'Add Licence' button in the top right corner.

Select the Ocean Licence that you would like to add:

The 'Patient Engagement Licence (Basic)' includes Patient Messages and Patient Reminders.

The 'Patient Engagement Licence (Plus)' includes Patient Messages, Patient Reminders, and Online Booking.

Note: Depending on your current licence configuration, an additional option to 'Upgrade a Basic Licence to Plus' may be available.

After selecting your desired licence, you will be guided through the steps of assigning the licence to the relevant EMR Schedule and provider for each Ocean product included in the licence you chose.

Note for Accuro Users: Ensure that the Accuro Provider Permissions for the 'OceanAPI' EMR User have been configured for all providers using Ocean.

Once your licence has been assigned to the relevant EMR Schedule and provider, they will be listed under the respective activation tables.

The 'Licence Totals' panel will also be updated to reflect the current total number of licences.

Removing Licences

To remove a licence, click the 'Remove' button on the provider and EMR schedule that you would like to remove.

For example, to remove a 'Patient Engagement Licence (Plus)', remove one provider from the 'Patient Messages' table, one EMR Schedule from the 'Patient Reminders' table, and one EMR Schedule from the 'Online Booking' table.

Note: Depending on your current licence configuration, an unassigned provider/schedule may be generated as a result of removing an assigned provider or EMR schedule. Refer to the 'Understanding Unassigned Providers/Schedule' section below for more information on this.

Understanding Unassigned Providers/Schedule

In some cases, you may notice the ability to 'Allocate [x] unassigned providers/schedules'. This option appears under the Patient Messages and/or Patient Reminders tables when the number of activated licences is greater than the number of assigned Patient Messaging providers or Patient Reminders EMR Schedules.

For example, if you have added a 'Patient Engagement Licence (Plus)' and have activated an EMR Schedule for Patient Reminders and an EMR Schedule for Online Booking, but you have not activated a provider for Patient Messaging, this will result in the option to 'Allocate [1] unassigned provider'. Clicking on this option allows you to easily activate a provider to make use of the unallocated license.

Understanding Warning Icons

For an EMR Schedule to be activated for use with Ocean Patient Reminders or Online Booking, it must: 1) be accessible to Ocean Cloud Connect, and 2) it must be selected for synchronization. If either of these conditions are not met, Ocean Patient Reminders and/or Online Booking may not function as expected, and the EMR Schedule will be highlighted with a red or yellow warning icon.

When an EMR Schedule is highlighted in red, this indicates that the EMR Schedule is no longer accessible to Ocean Cloud Connect.
Note: If the EMR Schedule has been removed from the EMR, we recommend removing any licences associated with it to ensure you are no longer billed for it.

When an EMR Schedule is highlighted in yellow, this indicates that the EMR Schedule is accessible to Ocean Cloud Connect, but it is not currently synchronized.

Note: We recommend logging in to Ocean Cloud Connect and ensuring that the EMR Schedule’s appointments are synced to ensure proper use of Patient Reminders and/or Online Booking.

Edit Delegates Page

What are Clinical Delegates?

Each Ocean user can specify any number of 'Clinical Delegates'. A Clinical Delegate is an Ocean user who has the ability to send an eReferral/eConsult on behalf of another user.

Assigning and Removing Clinical Delegates

In the Ocean Portal, open the Menu and select 'Admin'.

Select 'Users'.

Click 'Manage User' for the user that you would like to assign or adjust delegates for.

Use the 'Add Clinical Delegates' dropdown button to assign the Clinical Delegate(s) for the user you are managing.
To assign the user you are currently managing as a Clinical Delegate for a different Ocean user, click the 'Add User' button in the lower section to choose the relevant user.

Clinical Delegates can be removed at any time by clicking the 'Remove' button.

Encryption

This section of the Admin Settings page will allow you to set up the shared encryption key for your site and to access your shared encryption key in the future, after it's been set up.

Organization

This section of the Admin view is where you can edit your Organization information.

If your Organization is associated with a Directory Listing in your Ocean Site, the 'Organization Title' will appear above the listing name in the Ocean Healthmap search results. Additionally, the Organization 'Logo' will be displayed in the Ocean Healthmap search results, overriding the logo configured within the Directory Listing (if one has been uploaded). Once a user opens the Directory Listing to view more details, the listing-specific logo will be displayed.

The 'Organization Title' field is also used as the name of your clinic when sending Patient Reminder text messages, and is visible to patients within the Ocean Health Messenger when they access any secure messages and/or forms sent to them, and/or when the patient confirms their upcoming appointment.

Your Organization 'Logo' can also be optionally displayed to patients in the top left corner of the Ocean Health Messenger after verifying their identity. You can enable this by updating the 'Clinic Logo' option within your site-wide Template Settings.

Directory Listings

Directory Listings are required for certain Ocean products. You can create and configure a Directory Listing for your Ocean Site by logging into the Ocean Portal, clicking on the 'Menu' button in the top left corner, selecting 'Admin', and then clicking 'Directory Listings'.

This page lists any Directory Listings claimed by your Ocean Site will be displayed. You can create a new Directory Listing by clicking the 'Add new listing' button.

The 'View' button on a Directory Listing opens a new tab showing the listing in the Ocean Healthmap. The 'Edit' button allows you to edit individual Directory Listing settings.

When editing a Directory Listing, there are 3 main tabs: Listing Information, Health Service Offerings, and Enablement. The details for the settings found in each tab are outlined below.

There are also 4 areas within your directory listing that support both French and English content: the Listing Name, Listing Address, Listing Description, and Health Service Offerings. To update these as bilingual fields, select the 'Add French' button. Please see Bilingual Functionality in Ocean for more information.

Note: Certain settings are only available for configuration when the 'Will this listing accept eRequests? ' setting is set to 'Yes, eReferrals & eConsults'. These settings have been denoted by an asterisk (*) in this article.

The 'Listing Information' tab is used to configure basic details and indicate the purpose of your Directory Listing.

Listing name: The name of your Directory Listing.

Listing Purpose

Will this listing accept eRequests?: This setting is used to indicate if this Directory Listing will accept eRequests either now or in the future.; When set to 'No', certain Directory Listing settings related to accepting eRequests are hidden.; When set to 'Yes', all Directory Listing settings related to accepting eRequests are available for configuration.
eReferral button label*: This setting allows you to choose the term that appears on the 'Send _____' button for your Directory Listing in the Ocean Healthmap, as well as the term used in email notifications when referring to the type of eRequest (e.g., eReferral, eOrder).
eRequest notification email(s): Any notifications regarding eReferrals sent to this specific listing will be directed to this email. For more details on the fallback logic for email notifications, refer to: Where do eConsult and/or eReferral notification emails get sent to?
Patient contact email for eRequests*: A contact email address included in patient email notifications regarding their eRequest.

Contact Information

This contact information is also shown to patients during the online appointment booking confirmation process.

Address line 1: The corresponding street address for the listing.
Address line 2: The secondary address line, if applicable.
City: The city for the listing.
Province: The province for the listing.
Postal code: The postal code for the listing.
Hide address on the Ocean Healthmap*: This setting is used to hide the listing address information in the Ocean Healthmap. When enabled, a catchment area must be configured for the listing. For more details on this setting, refer to: Can I hide my Directory Listing's address on the Ocean Healthmap?
Public-facing phone: The public-facing phone number for the listing.
Fax: The fax number for the listing.
Public-facing email: A public-facing email address for the listing that is displayed on the listing in the Ocean Healthmap.
Website: A website address for the listing.
Logo: A logo for the listing. Logos are limited to 10 MB in size.
Organization: The corresponding Organization for this listing, if applicable.

Clinician Information

Group / Individual: This setting is used to indicate if this Directory Listing represents an individual healthcare provider or a group of healthcare providers; When set to 'Individual', the individual details of the clinician being represented by this Directory Listing must be entered. This information is stored and maintained independently from any Clinician Information stored within individual Ocean user accounts and affects EMR task assignment.
First name: The first name of the clinician being represented by this Directory Listing.
Surname: The surname of the clinician being represented by this Directory Listing.
Professional ID: The Professional ID of the clinician being represented by this Directory Listing.
Billing number: The billing number of the clinician being represented by this Directory Listing.
Role: The role of the clinician being represented by this Directory Listing.

Service Details

Description: Provide general descriptive information about the listing.
Specify catchment area: Specify a geographic region for which the listing accepts eRequests from.
Languages spoken: The languages that services are offered in by the listing.
Default appointment medium*: Specify which Medium should be the default when scheduling an appointment within an eRequest.
Appointment labels*: The appointment labels that are selectable in the Scheduling area of incoming referrals. Appointment labels determine which appointment date(s) are used in wait time calculations.; Label options include: Appointment 1, Appointment 2, Appointment 3, Appointment 4, Appointment 5, Initial Visit Date, Follow-Up Date, Consultation Date, Surgical Date, Procedure Date
Default request form*: Select an Ocean eForm to be used as the request form for the listing. The request form contains the questions that a referring provider fills out when submitting an eRequest to the listing.
Route to Central Intake listing*: Specify a Central Intake Listing to automatically redirect incoming eRequests to.; When a Central Intake listing has been specified, the 'Default request form' setting for the listing is hidden.; If the listing has been configured as a Central Intake listing by an OceanMD employee, this setting will be hidden.

Once a Health Service Category has been added within the 'Health Service Offerings' tab of a Directory Listing, additional offering-specific settings can be configured.

Tip: To learn about the difference between a Health Service Category and a Health Service Offering, refer to: What is the difference between a Health Service Category and a Health Service Offering?

Within the 'Health Service Offerings' tab of the Directory Listing, select the offering that you would like to configure by clicking on it.
The settings for the selected offering will be available for configuration. A description of each setting is provided below.

Health Service Offerings

Offering name: This is the name of the health service being offered on your Directory Listing in the Ocean Healthmap. This value is prepopulated with the name of the Health Service Category that you added as an offering. It can be adjusted to be more specific/accurate with respect to the service that you provide (especially in the case that you are unable to locate a Health Service Category in Ocean that exactly matches the service you offer).
Accept eReferrals*: This setting is used to indicate if you are currently accepting eReferrals for this specific offering.; When set to 'Yes', and the 'Accepting eRequests' checkbox within the 'Enablement' tab of your Directory Listing has been enabled, the 'Send eReferral' button on your Directory Listing in the Ocean Healthmap is available for users to submit an eReferral for this specific offering. If the 'Accepting eRequests' checkbox is disabled, the 'Send eReferral' button will not appear.; When set to 'No', the 'Send eReferral' button on your Directory Listing in the Ocean Healthmap becomes disabled when this specific offering is selected. This prevents users from being able to submit an eReferral for this specific offering.
Accept eConsults*: This setting is used to indicate if you are currently accepting eConsults for this specific offering.; When set to 'Yes', the 'Send eConsult' button becomes available on your Directory Listing on the Ocean Healthmap.; When set to 'No', the 'Send eConsult' button on your Directory Listing in the Ocean Healthmap becomes disabled when this specific offering is selected. This prevents users from being able to submit an eConsult for this specific offering.

Offering Wait Time Management*

This section is used to manage the wait time information for the selected health service offering. For more information, refer to Managing Calculated and Self-Reported Wait Times.

Offering Configurations (Optional)

Offering description: This is the description of the health service being offered on your Directory Listing in the Ocean Healthmap. It is displayed to users when they select the offering within your Directory Listing. It can be used to provide additional information regarding the service being offered.
Offering external service ID: Optionally specify an ID value to be used by integrated systems to identify this specific health service offering. The ID can be alphanumeric. This setting is only available if an 'External service ID' has been set for the listing in the 'Enablement' tab.
Specify offering catchment area: The setting is used to optionally configure a catchment area for certain Health Service Categories. For more information, refer to How do I add a catchment area to my Directory Listing on the Ocean Healthmap?
Offering notification email(s): This setting is used to specify the email address(es) that should receive the email notification when a new eRequest has arrived at your Ocean Site for this specific offering. Ocean sends email notifications based on the fallback logic documented in this article: Where do eConsult and/or eReferral notification emails get sent to?
Offering public-facing email: A public-facing email address that is relevant for this specific offering can be specified here. The email address is displayed to users when they select the offering within your Directory Listing on the Ocean Healthmap.
Offering website: A specific website URL that is relevant for this specific offering can be specified here. The website URL is displayed to users when they select the offering within your Directory Listing on the Ocean Healthmap.
Offering languages spoken: This setting allows you to specify the language(s) that you support for this this specific offering. The languages are displayed to users when they select the offering within your Directory Listing on the Ocean Healthmap.
Offering request form*: This setting allows you to specify a request form that is unique to this specific service offering. When a user initiates an eRequest for this specific service offering on the Ocean Healthmap, they will be presented with the specific form chosen here.

Note: If your Directory Listing has been configured to redirect referrals to a Central Intake listing, please review the following article to learn more about which referral form is presented when, and where the referral will be subsequently routed to: How are referral forms managed for sites with Central Intake?

Offering requisition files: This setting allows you to upload a requisition file(s) for this specific service offering. It is displayed and is available for download to users when they select the offering within your Directory Listing on the Ocean Healthmap.
Offering patient handouts: This setting allows you to upload a patient handout file(s) for this specific health service offering. It is displayed and is available for download to users when they select the offering within your Directory Listing on the Ocean Healthmap. A hyperlink which downloads the patient handout file is also included in patient and provider notification emails regarding the status of a referral sent for this specific service offering.
Reference: The unique reference value for this specific health service offering in Ocean.

The 'Enablement' tab contains activation settings for your Directory Listing and additional configuration options.

Administrative Settings

eRequest subscription*: Select your preferred billing model.
Listing status*: Enabling or disabling the 'Accepting eRequests' checkbox determines whether or not eRequests can currently be sent to the listing.
Test mode: Enable or disable the 'Enable test mode' checkbox to indicate whether or not real or fictitious requests can currently be sent to the Directory Listing.; When test mode is enabled, the 'Hide this listing from users who are not using test mode' checkbox becomes available. When enabled, the listing will only appear to Ocean Healthmap users who are in test mode.

Request Policies

Automatically split requests with multiple services into separate requests*: Choose the behaviour for eRequests which have more than one health service specified. Enable this checkbox if you would like eRequests with multiple health services to be automatically split into separate requests.
Requesting providers must sign in*: Enforces that referrers must be signed in to an Ocean user account when enabled.
Requester must be a physician or NP*: Enforces that referrers must be one of the following User Roles when enabled: Family Physician, Specialist, Nurse Practitioner
Prevent requesters from resubmitting requests*: When enabled, referrers cannot resubmit a referral that has been declined by the listing.
Wait for a dynamic external URL on request creation*: Used with external system integrations to redirect users after an eRequests has been sent when enabled.
Manual forward policy*: Specify the default behaviour for determining communication responsibilities for referrals which are forwarded* to an offline recipient which is not using Ocean.; *Note: The manual forward policy setting only applies when the Ocean site is the third Site to handle the referral during its lifecycle.

Regional Authority

If you are participating in a provincial program, you may be instructed to apply to a Regional Authority.

After saving your listing for the first time, you can apply by clicking 'Apply to Regional Authority'.

You will be prompted to enter the number of clinicians authorized to receive eRequests at the Directory Listing. For more information on this prompt, please refer to this article.

You will be prompted to select the Regional Authority that you wish to apply to.

You will be prompted to review and agree to the respective Regional Authority's Licence Agreement as part of your application.
After clicking 'Send application', the application will be sent to the chosen Regional Authority site for review, and your configuration options will be visible as detailed below.

Regional Authority Settings (Once Applied)

Once your application has been sent to the Regional Authority, the following configuration options may be available as detailed below:

Regional Authority Name

The name of the Regional Authority that has approved your Directory Listing, with the option to view the respective licence agreement.

Number of Clinicians

The number of clinicians represented by this Directory Listing, with the option to provide a contextual comment. For more information, please refer to this article.

Additional information for clinicians

If your Regional Authority Ocean Site has enabled User Site Validation, this setting will be available.

This is a protected field where you may enter additional information for clinicians that will only be visible to other Ocean users who are logged in to an Ocean user account and are viewing the Ocean Healthmap from an Ocean Site that has been validated by the same Regional Authority that your Directory Listing has been approved by. This field is limited to 375 characters.

Contents of this field will be displayed to those users in your Directory Listing on the Ocean Healthmap under the 'Protected Description' section.

Regional Authority Settings (Once Approved)

Once your application has been approved by the Regional Authority, you will be notified by email and additional configuration options may be available as detailed below.

Service Request Repository: Control the contribution of your referral data to a Service Request Repository (if enabled by your Regional Authority).

Integrations

External service ID: Specify an ID value to be used by integrated systems to identify the listing. The ID can be alphanumeric.
Integration: If your Ocean Site has a custom referral integration configured, it can be selected using the dropdown menu.

Website Form Links

You can create/configure a Website Form Link by logging into the Ocean Portal, clicking on the "Menu" button in the top left corner and selecting "Admin". From the Admin Settings page, click "Website Form Links". To learn more about Website Forms and setting them up, please refer to our Guide to Creating Website Forms.

Canned Responses

Website Form and eReferral users can create and edit canned responses for submission and eReferral notifications. Login to the Ocean Portal, click on the "Menu" button in the top left corner and select "Admin". From the Admin Settings page, click "Canned Responses". Once you've booked an appointment for a patient, you can set add canned comments that can be sent to the patient in advance of their appointment.

For more information about setting these up, please refer to "Creating Canned Responses for eReferral Bookings" (this article includes instructions for both website form and eReferral users).

Reports

You can access Ocean Reports by logging into the Ocean Portal, clicking on the "Menu" button in the top left corner and selecting "Admin". From the Admin Settings page, click "Reports".

There are various types of reports you can run in order to export the relevant records:

Privacy-oriented user event auditing
Tracking two factor authentication compliance
Product-specific reports

EMR Field Mapping

Accuro and Oscar users can create/configure EMR Field Mapping by logging into the Ocean Portal, clicking on the "Menu" button in the top left corner and selecting "Admin". From the Admin Settings page, click "EMR Field Mapping". More about configuring these settings can be referenced here: Mapping Answers from an Ocean eForm to a Custom Demographics Field and "OSCAR: Mapping Answers from an Ocean eForm to an OSCAR Measurement".

Billing

Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". Click "Billing" from the Admin Settings page. From the Billing section, you can choose a username to be your site's payer (this user will receive emails for monthly Ocean invoices), set up subsites (if you have different payers for specific users on an Ocean site), and access all your current and previous invoices and payment details.

To learn more about Ocean billing procedures, please refer to our Ocean Billing Overview.