Basic Website Forms Management Workflow

  1. Receive a submission from your Website Forms.

    • Once a patient has submitted an Ocean form from a clinic website, the site's clinical administrator will receive an email notification from no-reply@cognisantmd.com, with a link back to the Ocean Portal.
  2. Review the submission.

    • Follow the link to the Ocean Portal. Click on the "Menu" button in the top left corner and select "Website Forms".
    • You will find the new submission in the "New" folder.
    • Click on the submission to view its details and confirm that it's a legitimate patient request. If you are a PS Suite, Med Access, OSCAR user, check to see if a matching patient chart exists in the EMR. If not, create a Patient Stub Chart with the following fields: First Name, Last Name, Health Number and Date of Birth.
  3. Accept or Complete the submission.

    • If this is a simple patient inquiry that can be answered with one reply, simply type your response in the "Comments for Referrer and Patient" box (in the Scheduling pane) and mark the request as "Completed".
    • If this is an appointment request, once you've verified that this is a legitimate patient request, accept the submission.
  4. Import the information into your patient's chart.

    • Once you've completed or accepted the request, you'll be presented with the Import window.
PS Suite Med Access Oscar Accuro Other EMR
  • For PS Suite users, if you have a patient chart with matching demographic data and your eForm is configured to map the patients health card number to the EMR, the notes will upload into the patients chart automatically.

    If you are on an older version of the PS Suite Custom Form, you may need to open the patients chart in PS Suite, use the "Import" button in the Ocean toolbar and enter the import number provided in the import window manually.

Note: If this was a simple patient inquiry, once you've marked the request as "Completed" and imported the note into the patient's chart in your EMR, then you are done processing this request (and can skip the rest of the steps outlined below).

  1. Book your patient's appointment (if applicable).

    • An accepted request will be found in the "Pending Booking" folder.
    • If the patient has been booked for their appointment, go back into the Website Forms view of Ocean Portal, find the patient again, enter in their appointment details in the "Scheduling" panel, and then save the request.
  • Note: If your Website form is not an appointment request, simply use the "Completed" button when opening it from the "Pending Booking" folder to move it into the "Completed" subfolder of the "Processed" folder.
  1. Confirm the appointment booking (if applicable).

    • If you have an "Email" field on your Website form, once you've saved the appointment booking, the patient will be sent an email containing their appointment details and an option to confirm their scheduled appointment.
    • The patient will then move into the "Booked Unconfirmed" folder until either they confirm their appointment by clicking the button in the email notification sent to them or you manually mark them as confirmed.
    • Once the patient has confirmed their appointment, they will then move into the "Booked Confirmed" folder of the Website Forms view.
  2. Mark the request as completed.

    • Once the patient's appointment date has passed, you can go back into the Website Forms view of the Ocean Portal to find their submission and mark it as "Completed".
    • This will move the request to the "Completed" subfolder of the "Processed" folder.

Website Form Inboxes

If you have set up Website Forms (i.e. an online web questionnaire that is available to the public via a link on your website), you will be notified when a new submission is completed and the results of this submission will appear in your Website Forms inboxes in the Ocean Portal. Below describes the process in which submissions are received and processed.

Note: Because Website Forms are available to the public, submissions first enter into your Website Forms inbox, rather than directly into the EMR (to make sure any bogus submissions are filtered out before entering into the EMR).

  1. View your submission.

    • Once a new submission is completed, the Clinical Administrator Email (which can be set in the "Site Account" section of the Admin view) will receive a notification of its completion.
    • From there, you can log in to the Ocean Portal and check your new submission in the "New" inbox of the Website Forms view.
    • Click on the new submission to view its details.

      General panel
      This is where any demographic information provided on your Website form will populate, including the patient's name, address, phone number, email address, etc.
      Notes panel
      This is where you can add any free-text or pre-programmed notes related to the submission (e.g. Contact attempted, patient was seen, etc.).
      Referral Note panel
      This is where the results of the Website form will populate (a.k.a. the "clinical note" associated with the Website form).
      Scheduling panel
      This is where you can record if and/or when you've booked an appointment for this patient (if, for example, your Website form was for patients requesting to book an appointment at your clinic). If the patient has provided their email address, you can also add a comment for the the booking "Comments for Referrer and Patient) and/or attach a file for them to review (using the paperclip icon), as needed.
  2. Manage your submission.

    • Once you've edited the request to your liking, you can either "Accept" or "Decline."
    • This will open up an Import dialog box and move the request into your "Booked Unconfirmed" inbox (or "Pending Booking" inbox if you haven't booked an appointment for them). For more details about how to import requests, please refer to this article.
    • From there, if you've booked an appointment for the patient, you or the patient can confirm their appointment booking (assuming the patient has granted email consent). Once the patient has been seen, you may mark the request as "Completed".
    • Marking a submission as "Completed" will move it to the "Processed" inbox's "Completed" folder, where it will stay for 12 months.

For more details on how long submissions are kept within Ocean, please refer to "How long will my eReferrals be stored in Ocean?".


Importing Website Form Submissions from the Ocean Portal to an EMR

We currently support imports from Website Forms for TELUS PS SuiteMed Access, OSCAR EMR, OSCAR Pro (WELL Health), and QHR Accuro. If you are not using any of these EMRs, many clinics still use Website Forms without an EMR integration, as you also have the option to export submissions to a spreadsheet or as a PDF at any time.

PS Suite Med Access Accuro OSCAR Other EMR

Website form contains Health Number Field 

  • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "eForms" Find the Ocean eForm that you are using for your Website Form, and open the eForm in the eForm Editor.
  • Ensure that your eForm has a mandatory item that asks for the patient's health number and that the "Populate answer for EMR field" field for that item is set to "hn" (in the Note Formatting tab).
  • Once you've received a request from your website form, check to see if there is an existing patient chart in the EMR. If the patient does not exist, you must manually create a patient stub with the patient's Health Number so the request can be imported. If the patient already exists with a matching health number, the notes will automatically upload into that patient's chart once you click "Accept". 
  • Back in the Ocean Portal, open the "Website Forms" view and find the submission you want to import. It will normally be in the "New" folder.
  • Open the submission you want to import and click "Accept".
  • The import window will indicate if the upload was successful or not. If it was not successful, go back into PSS and ensure there is an existing patient chart. 

Website Form Does Not Contain Health Number Field 

  • If your website form does not contain a field for health number, you can import the submission using the "Import" button on the Ocean Toolbar. If your toolbar does not have this button, configure the latest Ocean toolbar from our Telus PS Suite Ocean Toolbar Download Instructions.
  • Back in the Ocean Portal, open the Website Forms view and find the submission you want to import. It will normally be in the "New" folder.
  • Open the submission you want to import and click "Accept".
  • It will show a (usually 3-digit) patient reference number:
  • On the toolbar in PS Suite, click "Import" and enter this number. The demographic updates will be applied and the note will be imported as a progress note by Ocean.
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