Guide to Kiosks

Check-In Kiosk Specifications

CognisantMD is proud to offer our clients high quality commercial kiosk stands that are manufactured in Canada and integrate directly with a health card swipe reader.

The Check-In Kiosk Floor Model is a durable, lightweight aluminum stand with an elegant matte white finish.
The stand features a fully enclosed tablet housing and integrated cable routing for a cable-free look.
ArmoLock™ security screws keep your tablet secure, while the enhanced Wi-Fi signal transparency ensures that your Ocean connection is not hampered.

The Check-In Kiosk Countertop Model is a free-standing option, with a compact design that sits nicely on any countertop (reception desk, waiting room table, etc.).
It can be set up in either landscape or portrait mode, with a full 90˚ range of movement for enhanced accessibility.
The countertop model is equipped with an integrated cable routing system that offers a clean, cable-free look.

Additional Hardware Requirements

Running Ocean in Check-In Kiosk mode requires a tablet that works with a tested swipe card reader. CognisantMD supports kiosk mode using the Check-In Kiosk Stand with the following hardware, which can be purchased as an additional peripheral bundle:

Magtek Card Reader
LAVA SimulCharge Adapter
6’ extended Micro USB to USB charge cable for Samsung

Kiosk Measurements

Stand	Height	Width	Depth	Weight
Floor	46.25" (1175mm)	16.00" (406mm)	18.25" (464mm)	10.15lbs (4.60kg)
Countertop	11.00" (279mm)	12.75" (324mm)	10.19" (259mm)	8.80lbs (3.99kg)

Ordering a Kiosk

If you would like to order a kiosk, please visit our Check-In Kiosk product page.

Quick Troubleshooting: Check-In Kiosks

Common Issues

“My kiosk is not working.”

“Health card swipe is not working.”

“Patient is unable to check-in.”

“Patient is told to go see reception.”

“Health card validation does not work!”

Diagnosis Questions

Is Cloud Connect running?	Go into the Patients view to see if appointments are syncing or sign into Cloud Connect to see if sync is in progress. Ensure all relevant providers are synced.
Are all three green lights on the Lava Simul-Charger on?	Verify that the kiosk has correct wiring configuration. Connect the Wires in Your Kiosk
Is the card reader lighting up?	Ensure that all the wires are pushed in all the way in its corresponding plug and that the kiosk is plugged to the wall.
Is the tablet charging?	Ensure that the power source wire is plugged in. If possible, replace the power source cord with the cord the tablet came with.
Is patient getting the message "Failed to read card. Please swipe your card again or type in your health number."?	If the health card swipe is not working for some patients, it could be due to the quality of the magnetic strip (card readers are very sensitive) or the health card is being swiped at an angle. Test with a larger sample of health cards to confirm if all cards cannot be validated and ensure that cards are not being swiped at an angle.
Is patient getting the message "Your health card cannot be validated. Please to the reception desk."?	This message typically occurs if the patient is using an old health card while a newer one is on file. Ensure that the patient is using the most recent health card.
Is patient getting the message "Your health card could not be read properly from the swipe reader. Please to the reception desk."?	This message typically occurs if the patient is using a health card that is outside of Ontario or Nova Scotia.
Is patient getting the message "Your health card appears to be expired or no longer valid. Please to the reception desk."?	This message typically occurs if the patient is using a health card that has expired.
Is patient getting the message "We are unable to process your check-in at the kiosk. Please to the reception desk."?	Verify that the patient is in Ocean by searching for the patient in Ocean Portal > Menu > Patients > Find Patient
Does the patient who cannot check in have an appointment today?	Verify that the patient has an appointment in Ocean Portal > Menu > Patients > Day Sheet
If patient is blocked from check-in, what are your check-in settings?	Check “Block check-ins” settings in Ocean Portal > Menu > Tablets & Kiosks > Edit > Check-in. Change settings according to preference.
If health card validation is not working or invalid, do you have the requirements for HCV?	Requirements for HCV: Swiping with an Ontario health card, Go Secure Username, Go Secure Password, Master Billing Number. To update your credentials, you may need to clear the Ocean Tablet app data through Android Settings > Apps > Ocean Tablet > Storage > Clear Cache and then Clear Data. Re-register tablet and try again.

Enabling Health Card Validation on Your Kiosk

Prerequisites for Health Card Validation

Follow the steps below to enable real-time health card validation (HCV) with the Ontario Ministry of Health database when a patient swipes their health card on the kiosk.

Requirements to activate HCV:

Any clinic physician's Go Secure credentials and Billing Number may be used, although a Clinic Lead is preferred.

Go Secure Username
Go Secure Password
Billing Number matching the Go Secure credentials

(Note that while Ocean uses the term 'Master Billing Number', the value may be stored in your EMR as the 'Group' or 'Solo' Billing Number.)

Health Card Validation for Walk-In Patients

Please note that Ocean Kiosks do not support real-time health card validation for walk-in patients.

Enter your HCV credentials into the Ocean Portal.

Click the 'Edit' button on the relevant kiosk group.

Navigate to the 'HCV' tab and press 'Enter New HCV Credentials'.

Enter your clinic's Go Secure Username, Go Secure Password, and Master Billing Number into the appropriate fields and then press 'Save'.

Note: The Ministry of Health server expects a 5-digit billing number. If your billing number is only 4 digits long, ensure you add a leading zero to the value you enter in Ocean (e.g., if your billing number is '1234', enter '01234' in Ocean).

Set the 'Real-time Ontario Health Card Validation' setting to 'Enabled'.
Press 'Save'.

Important Note: Your Go Secure password required for HCV expires on a reoccurring 120 day schedule. When you change your Go Secure password, ensure you update the HCV credentials entered in Ocean. If the Go Secure credentials stored in Ocean are expired, patients will be unable to check-in using the kiosk.

Forgot your Go Secure credentials?

If you've lost or forgotten your Go Secure credentials, navigate to the Go Secure Login Page and select 'Forgot your ID or password?' to recover your credentials.

If you are using PS Suite, you may be able to find this information in the "MC EDT and HCV" section of "Preferences" (which you can access by selecting "Preferences" from the "Settings" menu on the dashboard).

If your credentials are not present, navigate to the Go Secure Login Page in your web browser and select 'Forgot your ID or password?' to recover your credentials.

If you are using Accuro, you may be able to find this information by navigating to the following setting in your Accuro EMR: File > User Preferences > Logins > Choose 'Ontario EBS- IDP' and click the edit (pencil) icon.

If your credentials are not present in Accuro, you can navigate to the Go Secure Login Page in your web browser and select 'Forgot your ID or password?' to recover your credentials.

Test your HCV credentials on your kiosk tablet.

Fully reboot your kiosk tablet and relaunch the Ocean Tablet App.
Click on the Ocean logo (or cog) at the bottom left corner.
Enter your Ocean credentials to access the Administration Menu on your tablet.
Select "Test HCV Credentials" from the admin menu.
Once your credentials have been successfully validated, your kiosk is ready to validate Ontario health cards in real time.

Basic Check-In Kiosk Workflow

Once you've finished configuring your kiosk tablet and assembling your kiosk, it is ready for patients to use for checking-in for their appointment, updating their demographics, reading any clinic announcements, completing specific forms or surveys - whatever works best for your clinic's workflow.

Checking-In Using the Kiosk
- When a patient comes in for their appointment, they can check in by swiping their health card or manually entering their health card number on the kiosk. In Ontario, the card should be swiped with the picture side facing up and the trillium in the top left corner (see below).
- A successful swipe will display the swiped health card number on screen (see below) and then advance to your clinic's main page.
- If swiping a health card isn't working, please refer to "Kiosk Health Card Swiping Errors" for details on the different types of swiping errors.
- Note: The patient must have a green health card (i.e. not an old red and white card) with an undamaged magnetic strip on the back, in order for the swipe to work properly.
Completing Forms on the Kiosk
- After a successful swipe, patients will be able to use the kiosk tablet's touch screen to complete forms that you have previously defined for your kiosk tablet (just like a free-floating Ocean tablet). This includes demographic updates, any custom eForms that you have created, etc.
- You can learn more about customizing these tablet settings in "Configure Your Kiosk Tablet Settings in the Ocean Portal".

Kiosk Health Card Swiping Errors

Prior to testing your kiosk's card reader, please verify the internal wiring of the enclosure is correct. (See: Connect the Wires in Your Kiosk.)

Testing the Kiosk Card Reader

It's important to remember that health card swipes for check-in can be susceptible to the following issues relating to the card's magnetic strip:

demagnetization
damage, scratches, wear

If a card swipe fails, these factors should be ruled out first before assuming there is a fault in hardware.

It's important to test the card reader with a sufficient sample size of valid health cards. We typically recommend testing at least 10 to12 cards to verify the hardware. Testing with a single card, or even two to three, is not sufficient as the problem of demagnetized cards is widespread enough to be a common occurrence.

If confirmation of across the board failure of 10 or more cards occurs, the clinic should reach out to the vendor of the kiosk hardware, typically Bluebird IT Solutions, to discuss acquiring a replacement reader.

Please see below for two of the most common error situations during health card swipe attempts.

Failed Swipe
- When a patient swipes a card with a damaged magnetic strip (or simply swipes it off-angle so it cannot read the card), they will see an error message pop up on the tablet, letting them know that the swipe didn’t work, and asking them to swipe again or check with reception.
Expired Card
- In the case that a patient swipes a health card that is expired, they see a different message, which simply tells them that their card is expired and asks them to check in with reception.

Customizing the Completion Message on Your Kiosk Tablets

When a patient completes a questionnaire using a tablet, they are presented with a completion screen, telling them that have finished all their forms.

If you are using tablets in Kiosk mode, you have the ability to customize the message presented to a patient on the completion screen.

Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks". Select "Edit" for your kiosk tablet group.
Choose the Preferences tab and type in your desired completion message in the box beside "Completion Message" (e.g. "Thank you! Please take a seat. Your name will be called shortly.").
Click "Save".

Your completion screen will now be customized with the completion message that you just created.

The "Skip On Demand eForms" Tablet Rule Feature

Skip On Demand EForms

The "Skip On Demand EForms" at the bottom right corner of the tablet rules tab is typically used for tablets in Ocean Kiosks. Checking this off will prevent any manually-queued eForms (i.e. forms that are explicitly added by a staff member for a patient to complete) from showing on the kiosk. This is useful because clients and patients, alike, often prefer to have these more detailed and/or private forms show up on a separate tablet that they can hold. When "Skip On Demand EForms" is selected, a "(DISABLED)" label will appear beside "On Demand EForms".

If you'd like to have a message appear for patients who have on demand forms in queue and are done at the kiosk, you can create a simple eForm (such as "More Forms Are Waiting For You..."), telling the patient to pick up a tablet from reception. To have this form show up only if patients have on demand forms in queue, you can use this tablet rule with your simple eForm message:

pt.hasOnDemandForms()

Copy Rule

Prioritizing / Rearranging Tablet Rules

You can prioritize and apply conditions in the Rules tab of the tablet settings window by dragging and dropping the rules, relative to each other. You can also position the rules in the queue, relative to the manually-queued forms by dragging and dropping them, as appropriate.

Minimizing Forms Required for First-Time Patients

When using Tablet rules, new patients are often faced with a significant number of forms requiring completion. In cases where you don't want the patient to complete all of their forms in one sitting, you can defer automatically-queued forms to a later visit. One strategy to accomplish this is to apply a condition to the rules such that certain forms only show when the "on demand" queue of manually-added forms is of length 0. You can do this by adding this prefix to your rule's script:

ScriptUtil.queueSize() == 0

Copy Rule

For example, suppose you have the tablet rule:

ScriptUtil.queueSize() == 0 && firstTime

Copy Rule

This will only show a form once, and only if there are no manually-queued On Demand forms.

Blocking Check-In at a Kiosk

The Ocean Kiosk offers a fast, efficient way to automate the check-in process. However, there may still be cases where a manual check-in at the front desk is preferred. In these situations, Ocean allows you to apply rules to block check-in for certain patients or scenarios. For example:

"We don't want to allow patients to check in if they are late for their appointment."

"Not all of our providers want to allow kiosk check-in."

"We have different check-in kiosks with different rules/forms for different providers."

"Certain appointment types are not appropriate for self check-in."

"We want to prevent patients with an outstanding balance owing from checking in on the kiosk."

Below, you can learn more about how you can configure your tablet to accommodate any of the situations above. Do you have another creative use for blocking kiosk check-in? Tell us about it!

The Check-In tab in the Tablet settings window of your kiosk tablet group will allow you to block certain patients from being able to check-in at the kiosk.
Below you will find some useful clinical examples of which patients you might want to redirect to your reception desk, instead of self-checking in at the kiosk.
Note for PS Suite Users: This feature requires the Telus API to be enabled and therefore is unavailable for PS Suite users on the Custom Form integration.

Follow the steps below to redirect patients to the reception desk for check-in if they are late for their scheduled appointment.

Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks".
On the tablet group that you wish to change, click on "Edit".

Navigate to the Check-In tab.
Check off the "Block late check-in after" checkbox and enter the number of minutes after your appointment time in which your clinic considers patients to be late.
Save your changes.

This feature is currently only available for PS Suite users on the API integration and Accuro users.

Follow the steps below to redirect patients to the reception desk if their appointment is scheduled with a specific provider who requires a special check-in process for their patients.

Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks".
On the tablet group that you wish to change, click on "Edit".

Navigate to the Check-In tab.

In the "Block late check-in if" field, enter:

ScriptUtil.getKeyword("@providerName") == 'John Smith'

Copy Rule
Where 'John Smith' is the name of the provider who requires the special check-in process.

Save your changes.

This feature is currently only available for PS Suite users on the API integration and Accuro users.

Follow the steps below to redirect patients to the reception desk if their appointment is scheduled under a specific appointment type that requires a special check-in process.

Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks".
On the tablet group that you wish to change, click on "Edit".

Navigate to the Check-In tab.

In the "Block late check-in if" field, enter:

For PS Suite and Med Access users:

pt.getReasonForVisit() != null && pt.getReasonForVisit().startsWith('Reason')

Copy Rule
For Accuro users:

pt.getReasonForVisit() != null && pt.getReasonForVisit().indexOf('Reason') != -1

Copy Rule
For OSCAR Pro users:

pt.getReasonForVisit() != null && ScriptUtil.getKeyword('@ptReasonForVisit').startsWith('Reason')

Copy Rule
In the above rules, 'Reason' is the exact name of the appointment type that requires the special check-in process. (To learn more about how to manage your appointment types, please refer to "Managing Appointment Type / Reason for Visit for Reminders")

Save your changes.

This feature is currently only available for PS Suite users on the API integration and Accuro users.

Follow the steps below to redirect patients to the reception desk if they have an outstanding balance owing.

Create a standard comment that can be used to indicate if a patient has an outstanding amount owing. This can be something simple, such as "outstanding balance".

For PS Suite
Type this standard comment into the "Comments" field of the demographics section of the appropriate patients' charts in PS Suite.

For Med Access
Type this standard comment into the "Notes" field of the demographics section of the appropriate patients' charts in Med Access.

Ensure that the standard comment is identical for each patient.

For PS Suite
Once entered, this standard comment should appear in the patient's demographics portion of their chart in PS Suite.

For Med Access
Once entered, this standard comment should appear if you hover over the patient's name in the appointment screen or directly within their chart.

Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks".
On the tablet group that you wish to change, click on "Edit".

Navigate to the Check-In tab.

In the "Block late check-in if" field, enter:

ScriptUtil.getKeyword('@ptComments').indexOf("outstanding balance") != -1

Copy Rule
Where outstanding balance is included in the exact wording of the standard comment that you created earlier that indicates that they have an outstanding balance.

Save your changes.

Follow the steps below to redirect patients to the reception desk based on any reason in Custom Demographics.

Enable Custom Demographic Fields in Ocean Cloud Connect by signing into Cloud Connect > Edit Settings. Click the checkbox for "Use Custom Fields".
Create a Custom Demographic Field in Accuro.

Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin".
Enter the "EMR Field Mapping" section and select "Add Row".

Name the "Tagged Field" the exact same as the "Custom Note" field in your Ocean eForm (all one word, without the leading '@') and the "EMR Field".
Name the "EMR Field" the exact same as your custom demographics field in Accuro.
Be sure to save your changes before leaving this page.

Sign into the Ocean Portal and navigate to the Tablets view. Find your kiosk tablet group and click "Edit". Under "Check in", paste this script in the "Block Check-in if" field:

ScriptUtil.getKeyword('@ptCustom.Payment').replace(/\s/g, "") != ""

Copy Rule
Any value recorded in the Custom Demographic Field that was created earlier will block check-in.

Save your Changes.

This feature is currently only available for PS Suite users on the API integration.

Follow the steps below to redirect patients to the reception desk if their Ocean eForm queue contains a particular eForm.

Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks".
On the tablet group that you wish to change, click on "Edit".

Navigate to the Check-In tab.

In the "Block check-in if" field, enter:

```
ScriptUtil.queueContains("form_ref")
```
Copy Rule
Where form_ref is the form reference value for the eForm that should block the patient's check-in if it is present in their eForm queue.

Save your changes.

Tip & Example

The "form_ref" for an Ocean eForm can be sourced from the eForm preview URL. For example, the "form_ref" value for the PHQ-9 is "PHQ_9" as seen at the end of the URL below:

https://ocean.cognisantmd.com/questionnaires/preview/QuestionnairePreview.html?ref=PHQ_9

So the script to use in the case that patients who have the PHQ-9 eForm in their form queue should be blocked from checking in on the kiosk would be:

ScriptUtil.queueContains("PHQ_9")

Additional Hardware Requirements

Kiosk Measurements

Ordering a Kiosk

Common Issues

Diagnosis Questions

Prerequisites for Health Card Validation

Requirements to activate HCV:

Health Card Validation for Walk-In Patients

Enter your HCV credentials into the Ocean Portal.

Forgot your Go Secure credentials?

Test your HCV credentials on your kiosk tablet.

Checking-In Using the Kiosk

Completing Forms on the Kiosk

Testing the Kiosk Card Reader

Failed Swipe

Expired Card

Skip On Demand EForms

Prioritizing / Rearranging Tablet Rules

Minimizing Forms Required for First-Time Patients

Tip & Example