1. OceanMD
  2. Administration & Billing
  3. Guide to Billing

Guide to Billing

This guide describes the billing structure and process involved in using Ocean services and/or products.

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Ocean Billing (Overview)

Ocean fees are incurred only when services are used or activated. At the end of each month, an automated process will gather together all the "billable items" (i.e. days of tablet usage, web questionnaires sent, etc.) into an invoice and send it to the "Payer" on your Ocean Site, which you can set in the "Billing" section of the Admin view of the Ocean Portal. 

If you are billed through a EMR vendor, your Ocean usage will be reflected on the bill provided by the EMR provider.

Setting up Payment Information

OceanMD accepts payments via credit card (Visa, MasterCard, and American Express) and bank debit.

  • To enable automatic payments, sign into the Ocean Portal, click your name in the top right, and select 'Billing'.

  • If paying via Credit Card, select the 'Credit Card' option, enter your credit card information, and then click 'Confirm Payment Information'.

    If paying via Bank Debit, select the 'Bank Debit' option, enter your name and email (as you are the person authorizing the use of the banking details), and then click 'Confirm Payment Information' to enter your banking details.

  • After your payment information has been confirmed, navigate to your Ocean Site's Admin settings.
  • Click 'Billing'.
  • Ensure that your user account is selected in the 'Payer' field.

Updating the Finance Administrator Email

Invoices are always sent to the Ocean Site Payer's email address, however if you have additional emails that should also receive email invoices, you can include them in the 'Finance Administrator Email' field of your Site Account settings.

  • From the Admin Settings page, select 'Site Account'.

  • Enter the email address that invoices should be sent to in the 'Finance Administrator Email' field, and click 'Save Changes'.

Updating Your Payment Information

To update the payment information associated with your Ocean user account, follow the steps below.

If you're looking to change the Payer for your Ocean Site, please refer to: Changing Your Ocean Payer.

  • Log into the Ocean Portal, click your name in the top right, and select 'Billing'.
  • Click 'Remove Payment Method' to remove your existing payment method.

  • Enter your new payment information.

    If paying via Credit Card, select the 'Credit Card' option, enter your credit card information, and then click 'Confirm Payment Information'.

    If paying via Bank Debit, select the 'Bank Debit' option, enter your name and email (as you are the person authorizing the use of the banking details), and then click 'Confirm Payment Information' to enter your banking details.

  • Once confirmed, your new payment information will be displayed on the page.

Changing Your Ocean Payer

If you have a new finance person who will be responsible for paying your Ocean invoices, you can set them as the payer for your Ocean Site(s).

This can be done by having an existing Site Admin for your Ocean Site complete the steps below with the new finance person:

  • Once the new payer's payment information has been entered in their Ocean user account, navigate to the 'Billing' section of the Admin Settings page and select the new payer's Ocean username as the 'Payer' for the Ocean Site.
  • You can optionally grant Site Admin access to the new payer if appropriate.

Updating the Payer for Multiple Ocean Sites

If you have multiple Ocean Sites and need to update each Site to have the same Payer, follow the steps below for each of your Sites:

  • In the Ocean Portal, click on your name in the top right corner and switch sites to the next Ocean Site that you want to update the Payer for.
  • Invite the payer to join the Ocean Site by entering the email address associated with their existing Ocean user account.
  • Once the new payer joins the Ocean Site, navigate to the 'Billing' section of the Admin Settings page and select the new payer's Ocean username as the 'Payer' for the Ocean Site.
  • You can optionally grant Site Admin access to the new payer if appropriate.

Creating Separate Bills for Different Ocean Services

Using subsites, you can track separate billing for products in your Ocean Site (i.e., Tablets, Patient Messages & Reminders, Studies, Website Forms, and Online Booking). Subsites are especially helpful for sites with concurrent Ocean projects funded by different sources or for different clinicians paying for separate products.

Note: There can only be a single user designated as the 'Payer' for an Ocean Site. Subsite-specific Payers cannot be configured. Subsites are intended to track the fees that each subsite incurred so that reconciliation between subsites (i.e., outside of Ocean) is easier.

1. Create your Subsites

  • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin".
  • Select 'Billing'.
  • Click 'Add Subsite'.
  • Specify a Subsite Reference (name) and a Subsite Description, and then click 'Save'.
  • The subsite will be added to the table of subsites in your Ocean Site.
  • Repeat Steps C and D for each subsite that you would like to create.

2. Specify subsites for billing of each Ocean product

To specify the billing of each Ocean product to a particular subsite, follow the steps below:

Tablets/Kiosks Patient Reminders Studies Website Forms Online Booking
  • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks".
  • Select the tablet that you wish to change and click on the lock icon next to the "Subsite" field. The icon should change to a folder, instead of a lock symbol.
  • Select the appropriate subsite from the dropdown menu beside the folder icon.