Why am I see notes and/or demographic updates in the wrong chart?

If you review a patient's chart and discover notes contain responses or demographic updates that seem incongruous to the patient, it's highly likely that the wrong patient made updates to another patient's chart.

How does this happen?

This circumstance primarily occurs with devices set to the "staff-initiated" tablet mode. In day-to-day use, accidental user error can occur when staff enter the wrong Ocean reference number into the tablet to unlock it for patient use.

A simply mix up with the reference numbers, for example, entering "132" instead of "123", can queue up a totally different patient than the one staff expect.

When the patient receives the tablet, more often than not, they simply change demographic fields that don't match their own without second thought.

How can I prevent this from happening?

We strongly suggest enabling birthdate validation on all "staff-initiated" devices. This helps ensure that if staff accidentally typo the Ocean reference number used to unlock the tablet, there is a second layer of validation shown directly to the patient to ensure they are the correct person.

Failing to input the correct birthdate will put an immediate halt to the tablet session and force the patient to return the device to the front desk for assistance. This gives staff the opportunity to review and re-enter the correct reference number into the Ocean Tablet application before returning it to the patient.

Enabling Birthday Validation

To turn on birthdate validation, navigate to the "Tablets" tab of the Ocean Portal. Click "Edit" on the applicable tablet group. In the window that opens, select "Introduction", check off "Use Birthday Validation", and finally click the blue "Save" button. (Repeat as necessary for other applicable groups.)

 

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Where can I get reports on Ocean usage?

Each site has access to various reports that provide insights on Ocean usage. You can access the following reports by signing into the Ocean Portal and navigating to the Admin Tab. Click on Reports and choose the following:

Export Referral Analytic Data

This report provides you with insights regarding referral data overtime. For more information on accessing eReferral Analytics, refer to: Accessing eReferral Analytics

Export User Activities

This report provides you with insights regarding user actions in the Ocean Portal. Actions include tablet registrations, referral creations, viewing patients, and deleting patients.

Export Audit Data

There are three kinds of audit data: Form Completed, Tablet Use Log, and HCV Audit Data Log.

  • Form Completed: This report includes the types of forms that were completed during a specific time period.
  • Tablet Use Log: This report provides data on tablet sessions including the duration and the number of EMR updates during the tablet session.
  • HCV Audit Data: This report includes error information for sites that have HCV enabled. This is helpful for troubleshooting purposes.

Export Batch Email Transaction Logs

This report provides insights for sites that are using the patient group messaging function with an Ocean Unlimited Bundle. Some data includes failure reasons when sending group emails.

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How do I make a form appear on the tablet automatically for certain patients?

You can make eForms appear automatically, based on a patient's information, by either adjusting your tablet settings (by adding a completion survey or setting up tablet rules) or by using eForm Actions. These automatically-appearing forms will get added into the queue along with any forms that have been explicitly loaded for the patient (through the EMR or the Ocean Portal).

  • Tablet Settings

    • Completion Survey
    • If you just want to add a patient experience survey to the end of the patient's tablet session, you can use the survey invitation feature, which is located in the Preferences tab of the tablet settings. Simply check the "Display a survey or other form after all other forms are complete" checkbox and select the appropriate survey by searching in the "EForm to Show" box. This is easy to set up, but not that versatile because you can't add in clinical forms.
    • Tablet Rules
    • The most useful method is to set up tablet rules. For any given tablet settings group, you can configure rules using the Ocean scripting language to show a specific eForm if a patient meets a certain set of conditions. For example, you could show the Menopause form for females over the age of 55 (shown below). You can have as many tablet rules in a tablet group as you want. Please review "Tablet Rules" for examples of other commonly-used tablet rules.
  • eForm Actions

    • You can also use "eForm Actions" to trigger eForms to be added for a patient, based on their answer to a certain question on a different eForm. These can be set up using the eForm Editor. Visit our article on eForm Actions for more details on how to set up your eForm Actions.
    • For an example of an eForm Action in action, check out the PHQ-9 and the follow-up suicidal ideation questionnaire that shows up if the patient answers question #9 in a manner that is consistent with suicidal ideation.

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Can I get forms to automatically show up, based on the patient's reason for visit?

You can set up Tablet Rules that will to automatically show appointment-specific forms. These can be very useful for collecting relevant information from patients before their appointment, without having to manually add forms to their queue.

For example, if a patient is booked for a back pain appointment, they could automatically be presented with this Back Pain eForm.

PS Suite Accuro Other EMR
Note: This feature is only available on the Telus API integration. PS Suite Custom Form integrations are unable to support this functionality.

If you are a PS Suite user, you can use the following trigger to create this rule (where 'Reason' is the Appointment Type dropdown menu that can be used when the patient is booked in the schedule):

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

If you are an Accuro user, you can use the following trigger to create this rule, based on reason for visit (where 'Reason' is the reason for visit that the patient's appointment is booked for):

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

You can also use the following trigger to create this rule, based on appointment type (where 'Type' is the appointment type that the patient's appointment is booked for):

pt.getVisitType() != null && pt.getVisitType().indexOf('Type') != -1
Copy Rule

For more information on setting up tablet rules, and examples of helpful rules, please refer to "Tablet Rules".

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How do I delete or edit a tablet rule?

Note: To delete a tablet rule, you will need to have administrative privileges.

  • Log in to the Ocean Portal and navigate to the Tablets tab.
  • Find the tablet grouping you want to make changes to and select the "Edit" option.
  • This will open the Tablet Settings window. Select the "Rules" tab.
  • To DELETE a rule, click on the cog icon to the far right of the rule row and select "Remove" from the drop-down that appears.
  • To CHANGE a rule, edit the Trigger script in the white field for that row.
  • You can learn more about tablet rules in "Tablet Rules".

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How do I prevent patients from misusing the Patient Tablets?

Enabling Screen Pinning is the best defence against patient misuse of tablets.

Pinning the Ocean Tablet application will inhibit patients from navigating away from Ocean while using the the tablet. Pinning disables the physical buttons on the device, as well as the notification area that can normally be accessed by swiping down from the very top of the screen.

Please refer to the "Enable Screen Pinning" section of the Securing Your Tablets guide for instructions.

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What do clinics do about infection control on the tablets?

There is a great blog post on our main website about this, which is called "3 Tips to Keep Tablets Safe in a Healthcare Setting – Part 2: Sanitizing".

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What happens if my tablet is stolen?

Fortunately, nothing too serious.

Absolutely no patient information is stored on the device. Therefore, hackers would be unable to gain access to any patient information from the tablet.

From our Ocean servers, we can instantly and permanently deactivate a tablet’s access to the clinic.

A new tablet can then be ordered from Best Buy, Future Shop or Amazon and is usually available within 2-3 business days.

If one of your tablets has been stolen, sign in to the Ocean Portal to deactivate the tablet as soon as you can. If you run into any troubles during this process, feel free to email our support team (ocean.tips/support) and we’ll be happy to help get things back to normal.

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Can I use the tablet for clinician-oriented data entry?

Ocean is a primarily a questionnaire platform (as opposed to a general-purpose tablet-based user interface to your EMR).

Currently the tablet and its associated clinical content is designed predominantly for patient use, not for use by clinicians.

However, clinicians are free to use the tablet for data entry purposes, and there are some forms which work well for this purpose.

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Can I use the tablet for other purposes after office hours?

For security reasons, you probably shouldn’t.

It’s difficult to use a computer or tablet for general purposes without leaving personal data behind on the device. It’s especially risky to set it up with your personal passwords for email or other accounts.

With that said, it is your own tablet, and if you are aware of the risk and prepared to secure it yourself, you can customize it however you like.

Since Ocean Tablet runs on the stock Android system, you can browse Google’s Android support sites for more information.

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Can I use Ocean tablets to obtain physical signatures from patients?

Ocean Tablets and forms cannot be used to obtaining physical signatures; however, many of our sites use the tablets for obtaining informed consent.

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

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

Note that the CPSO'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 CPSO 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.

The tablet provides an ideal environment for the patient to review this information in advance, without feeling rushed to comply with the physician waiting in the room.

If you need to document a specific audit trail, you can augment the eForm's note with a template for the doctor or nurse document to indicate that he/she was present during the agreement to answer questions. 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 scanning workflow.

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I want to replace one of my tablets with a new tablet. How do I go about doing this?

Yes, you can easily deactivate a tablet that you no longer wish to use.

  • To deactivate your old tablet:

    • Log into the Ocean Portal and navigate to the Tablets tab.
    • Find the tablet(s) that you would like to deactivate, click on it, and select "De-register". The tablet(s) is now deactivated.
  • To set up your new tablet:

    • Follow the usual steps to set up Ocean on your tablet (please refer to our Ocean Tablets Set-Up Guide for detailed instructions).
    • Log in to the Ocean Portal and navigate to the Tablets tab.
    • Ensure that your newly set-up tablet is under the right settings group in the Ocean portal. New tablets are automatically added to the "Default" settings group. If you want to change this, drag and drop the new tablet into the correct tablet group.

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We're closed during the summer and would like to deactivate a couple tablets. Can we do this? How?

Yes, you can easily deactivate tablet(s) for periods of time in which you don't need them. This is particularly useful for clinics with seasonal patient load cycles, such as student health centres.

  • To deactivate tablet(s):

    • Log into the Ocean Portal and navigate to the Tablets tab.
    • Find the tablet(s) that you would like to deactivate, click on it, and select "De-register". The tablet(s) is now deactivated.

To reactivate your deactivated tablet(s) in the fall, simply turn on your tablet & open the Ocean Tablet app. You will be prompted to register the tablet with your Ocean site number, username and password. Once you have registered your tablet, it will become reactivated.

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