1. CognisantMD
  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 you use our services. 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 account, 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. 

Paying via Credit Card

  • CognisantMD accepts payments from the following credit cards: Visa, MasterCard, and American Express.
  • To enable automatic payments via credit card, sign into the Ocean Portal.
  • Click on your name at the top right and select "Billing" from the menu options.
  • Click the "Add a Credit Card" button and enter your credit card information.
  • Return to your site's home page and navigate to the the Admin view.
  • Enter the "Billing" section of the Admin view (selected from the menu along the left). Confirm that the "Account Payer" at the top is set to your user name.
  • Enter the "Site Account" section of the Admin view. Add your clinic's billing manager's email to the "Finance Administrator Email" field. If this field is left blank, invoices will only be sent to the site payer's email address.

Updating Your Credit Card Information

To enter and/or update the credit card information associated with Ocean, you must be the payer for your site. If you wish to change your site's payer to yourself, please follow the steps "Changing Your Ocean Payer".

  • Log into the Ocean Portal.
  • Click your name in the top right hand corner and select "My Account" from the menu.
  • On the account User Settings page, select the "Edit Billing Settings" button located at the top of the page.
  • From the Billing page, click the "Add Credit Card" or "Update Credit Card" button to enter or update your credit card information.

Changing Your Ocean Payer

If you have a new finance person who will be responsible for paying your Ocean invoices, set them up as your payer by following the steps below.

  • Invite the new payer to join your Ocean site by adding them as a new user on your site. This can be done by clicking the "Invite Colleague" button in the Ocean Portal (in the Admin view, at the bottom of the "Users" section) and entering the new payer's email address.
  • The new payer will then get an invitation via email to join your Ocean site. They should proceed to complete the invitation and then log in to the Ocean Portal.
  • Once logged in, the new payer can add in their credit card information into their "View My Account" page by following the instructions in "Updating Your Credit Card Information".
  • Once the new payer's credit card information has been entered, navigate back to the home page of your Ocean Portal (click your name in the top right corner and select "Home"). Navigate to the Admin view in the Ocean Portal.
  • Enter the "Billing" section of the Admin view and choose the new payer's username as the "payer" on the account.
  • You may also wish to make this new payer a site admin, which you can do by navigating to the Admin view, entering the "Users" section, and selecting the appropriate box under the "Set Site Admin" column.

If you have multiple Ocean sites, for each of your sites:

  1. Log in to the Ocean Portal and click on your name at the top right.
  2. Choose the next Ocean site you want to change the payer for from the Account menu.
  3. Navigate to the Admin view and enter the "Users" section. Add the new payer by typing their username into the "Add user to this site:" box, at the bottom of the list of users.
  4. Go to the "Billing" section of the Admin view and set the new payer as the payer for that site.

Creating Separate Bills for Different Ocean Services

Using Ocean subsites, you can now create separate billing for each tablet, as well as other Ocean features (e.g. Patient Messages, Website Forms etc.). Subsites are especially helpful for sites with concurrent Ocean projects funded by different sources or for different clinicians paying for separate products.

To enable subsite billing:

  1. Create your subsites.

    • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin".
    • Enter the "Billing" section (accessed from the left-hand side of the screen) and click the "Add Subsite" button to add the different subsites that need to be billed separately.

  2. Specify subsites for each of your Ocean products.

TabletsPatient MessagesStudiesWebsite Forms
  • 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.