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Using eForms

Learn how to use Ocean eForms most effectively, including setting up easy access to commonly-used forms and storing previous form values.

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Creating a PDF Copy of an eForm

Clinics may need to create a printable copy of an eForm.  This may be to administer the form to a patient who isn't comfortable completing it online. 

Clinics and independent health facilities may be required to include printed copies of eForms in their operations manual for college accreditation requirements. 

Below are the steps for creating a PDF version of an eForm:

    • Find the eForm in the Form library and select the "Preview' option
    • From the browser's Print menu, Select "Save as PDF'
    • You can now print the saved PDF file.

Hiding an eForm from the Ocean Library

When you create an Ocean eForm of your own, by default, it is included in our shared public directory of forms. Therefore, any Ocean community will have access to your form and will be able to import the eForm into their own Ocean site to customize and/or use themselves. If you want to hide your eForm from the Ocean library, follow the steps below:

  • Open your form in the eForm Editor.
  • Click on the Actions menu at the top right and select "eForm Properties".
  • Navigate to the "Sharing & Licensing" tab in the eForm properties.
  • Remove the checkmark beside "List in directory" to unlist your form in our shared directory.

eForms in Ocean's Core Library

There are over 2000 Ocean eForms in our core eForm library, available for all Ocean users to use. You can view this set of available forms in our Clinical Resource Library, the eForms view of the Ocean Portal, and/or the attached comprehensive list of core Ocean eForms (as of March 2017).

Clinical Resource Library Ocean Portal: eForms View Comprehensive List

You can browse through Ocean's core library of eForms in our Clinical Resource Library. There, PS Suite users can also search for specific custom forms.

Search & Import eForms into an Ocean site

The Ocean eForm Library contains core library eforms and customized eforms listed by other Ocean users. If an eForm is listed in the directory, it can be searched and imported into your own Ocean Library.

Search and Import eForms

  • Log in to the Ocean Portal. Click the "Menu" button in the top left corner and select eForms.
  • Click on the "More" button and select "View Shared Forms" from the dropdown menu of options.
  • Search for your desired eForm, based on the site who created the form or the name of the form. Once you find the eForm, click it, and select the "Import" button
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  • The imported form should now appear in your site's list of eForms.

Once the form has been imported into your site, you have the option to edit the form, sever this form from the parent form (i.e. the original form created by the source site), or you can leave it linked. Leaving your form linked allows you to "Sync Form" to update your site's form with any changes made by the source site.

Keeping Track of eForm Changes with eForm History

eForm History is a powerful feature in the eForm Editor that allows you to review changes made to a form and/or restore the form to any earlier saved versions.

    • eForm History can be found within any eForm in the “Action” menu located in the top right corner of the eForm Editor.
    • You can view your form's eForm History by selecting “View EForm History” from the dropdown “Action” menu.
    • From the dialogue box that appears, you’ll be presented with a list displaying the entire revision history of the eForm, from its initial creation to the latest edit.
    • Note: A new entry is added every time the “Save Changes” button is clicked.
    • Each entry lists a creation timestamp, the user who made the changes, and two buttons: “Preview” and “Revert” (as described below).

  • Preview

    • This will open a new window showing a preview of what the eForm looked like at the selected version. You can walk through and test the eForm from the perspective of a patient, as well as see what the resulting clinical notes will look like in your EMR (in the floating blue box).

  • Revert

    • This will reset the eForm back to the selected version. Once this button is pressed, a dialogue will appear to allow you to confirm your choice. Keep in mind that any subsequent changes made in newer versions will be overwritten once a reversion takes place.

Using eForms to Obtain Informed Consent

Ocean eForms cannot be used to obtaining physical signatures; however, many sites use eForms for obtaining informed consent.

Here are a few examples that you may customize as needed:

These above agreements are consistent with the CMPA's guidelines on obtaining informed patient consent.

Note that the CMPA's policy does not in fact require a physical or "wet" signature from the patient when obtaining consent. A signature is neither necessary nor sufficient for obtaining informed consent. Instead, the CMPA policy expects clear documented evidence that all of the risks, benefits, and alternative treatments have been explained to the patient, and that the patient has had a chance to ask questions regarding the procedure.

Sending eForms to patients ahead of their appointment creates an ideal environment for the patient to review this information in advance, without feeling rushed to comply with the physician waiting in the room.

As with any eForm, the generated note associated with these consent forms is completely customizable using the eForm Editor.

If a physical signature is nonetheless felt to be necessary for your clinic, the old-fashioned pen and paper approach is tough to improve upon. In this case, it may be more helpful to let your EMR vendor set your clinic up with a streamlined paper scanning workflow.