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  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 tab of the Ocean Portal.

Between the 1st and 15th day of the month, please review the invoice that has been emailed to you and reach out to us at ocean.tips/support or give us a call to raise any concerns about your invoice. The charges are billed on the 15th day of the month.

Paying via Credit Card Pre-Paying by Cheque Pre-Paying by 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 "View My Account" from the menu options.
  • Navigate to the Billing tab. 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 tab.
  • Enter the "Billing" section of the Admin tab (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 tab. 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 your site, 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 "View My Account" from the menu of dropdown options.
  • Navigate to the Billing tab. From the panel at the top, 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 tab, 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 to the Admin tab in the Ocean Portal.
  • Enter the "Billing" section of the Admin tab 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 tab, 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 site name at the top right.
  2. Choose your next Ocean site you want to change the payer for from the dropdown menu.
  3. Navigate to the Admin tab 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 tab 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. Ocean online, eRequests 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 and navigate to the Admin tab.
    • 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.

Tablets Ocean Online Studies eRequests
  • Log in to the Ocean Portal and navigate to the Tablets tab.
  • 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.

Web Questionnaire (Online Messages) Pricing

As per our Plans & Pricing page, you have a couple of options to use web questionnaires. Since web questionnaires do not require tablets, the pricing is separate from the tablet subscription licenses, even though the technology is complementary.

The pricing options for Ocean Online are described below.

PS Suite Accuro, OSCAR, or Other EMR

Adding an Ocean Online Subscription for Specific Users

This subscription costs $30 per month per user and allows a named user to send unlimited web questionnaires.

Note: This price does not include any Ocean Studies fees, should you be running a research study.

  • You can enable Ocean Online Messages yourself. Simply login to the Ocean Portal, navigate to the Admin tab and enter the "Users" section from the menu on the left.
  • From there, check off the "Ocean Online Subscription ($30/month/user)" box next to the user name that you wish to enroll in this subscription.

Helpful Hint:

Each Ocean Online subscription allows you to assign one primary delegate user to your Ocean account, who can send out Ocean Online messages and will be covered by your Ocean Online subscription. To learn how to set up a delegate user on your account, please refer to: "Set A Delegate User for Your Ocean Account".

Adding an Ocean Online Subscription for Your Ocean Site

If you have 4 or more FTE (Full Time Equivalent) Ocean users who want to be able to send out Ocean Online messages to patients, you can take advantage of our Ocean Online site-wide pricing plan, which costs $25 per month per user (minimum $100 or 4 users) and will also give you access to batch emailing and Ocean Reminders.

If you are interested a site-wide Ocean Online subscription, please let us know by submitting a request to our support team at ocean.tips/support.