Guide to Tablets

Once you've completed your tablet setup, you are ready to start distributing tablets out to your patients to complete questionnaires and surveys!

The steps below describe the typical workflow of a clinic that uses Ocean tablets for patient forms.

1. Add forms for the patient to fill out by selecting "Add Form" or "Add Favourite".

1. Obtain the patient's 3-or 4-digit Ocean reference number.

1. Enter this 3-digit reference number into the Ocean tablet.

   • This will allow you to access your patient's forms by advancing the screen to your clinic's main introduction screen and/or your patient's forms.
   • Hand the tablet to the patient to fill out their forms.

2. Review the generated clinical note.

Common Issues

“My tablet is not working.”

“My tablet is frozen.”

“How do I switch tablet modes?”

“My tablet is not refreshing.”

“Patient notes are not downloading.”

Diagnosis Questions

• Connectivity Status

  • At the bottom right of the lock screen, the three “cogs” that give a simple, visual cue about the connectivity of the tablet. When the tablet is not in use, you will see it faded with “zzz” to preserve battery. However, after you touch the screen, you will see the cogs lit up. If 3 are lit up, the tablet is connected. If there are less than three, you will see an exclamation mark that indicates a problem. Touch the cogs icon to see the problem description.
  • 

• Administration Menu

  • To access the admin menu, press the single “cog” icon or Ocean logo at the bottom left of the screen. You will be prompted for your Ocean username and password. The admin menu allows you to upgrade the Ocean Tablet app and configure application settings.
  • 

• Deauthorizing Tablets

  • To deauthorize the tablet (remove it from your account), go to the Tablets tab in the Ocean web portal and click on it to remove a tablet from your account for billing and security purposes.
  • 

• The Shared Encryption Key

  • To remove the patient data encryption key, select “reset secret key” to erase it from the device. You will be immediately prompted to reenter it.
  • To help your clinic remember your shared encryption key and account information, we recommend you download, print, and complete the Clinic Reference Card with the settings you just entered.
  • To learn more about the shared encryption key, please refer to "The Shared Encryption Key".

Follow the steps below to access your site's tablet usage data.

Note: Our system only maintains 60 days worth of retrospective data. Should you require access to data beyond the 60-day period, CognisantMD will need to make a request to have the data formally restored. There is a cost of $250 for this service. In order to ensure that you are able to access Ocean data, we suggest doing a monthly export of all data that you require.

• Tablet Mode

  • To set the tablet mode, use the drop-down menu found at the top of the editing dialog box. You can choose between the following options:
  • 

  • Staff-initiated

    A staff member enters a three-digit code in the tablet to unlock the correct forms for the patient.

    Kiosk mode

    Patients enter their health card number or swipe their health card to unlock their forms.

    Anonymous survey mode

    A single-purpose setting that allows patients to launch an anonymous survey by clicking “begin”.

• Introduction Tab

  • The next tab allows you to customize the Introduction screen for your patients, including adding a clinic logo, a general welcome or clinic announcements, and a privacy notification.
  • 

• Demographics Tab

  • The next tab allows you to automatically display a demographic review to all patients.
  • 
  • You can easily customize which fields are included on your demographic review by selecting the checkboxes.
  • If you don't want or need your patients to update their demographics every time, simply uncheck the "Always Show Demographics Screen" checkbox.

• Languages Tab

  • If you are using multi-lingual forms, you will want to ensure that you have selected the appropriate supported languages.
  • 

• Rules Tab

  • This tab will allow you to create tablet rules, which can automatically load certain forms based on certain patient criteria.
  • 
  • To learn more about setting up tablet rules, please refer to "Tablet Rules".

• Check-In Tab

  • This tab will allow you to customize the check-in features of your tablet and therefore is only relevant for tablets in kiosk mode.
  • Check-in features including when patients get marked as arrived and preventing certain patients from being able to check-in at the kiosk.
  • 

  • Mark Patient Arrived

    If you are in kiosk mode and/or have an Accuro integration, you will also have the option of having Ocean mark the patient as "arrived" when they have entered their health number or after they've completed all of their required eForms.

    Time out after ___ seconds

    Set this to 30 seconds to reset the kiosk tablet if the patient does not interact with the kiosk for longer than 30 seconds.

    Block late check-in after ___ minutes

    Check off this box if you'd like to prevent late patients from checking in at the kiosk. Enter the time frame after the scheduled appointment time that you would like to consider as "late"

    Block check-in if ___

    Here, you can enter in a JavaScript expression to prevent patients with certain characteristics from using the kiosk to check in for their appointment (similar to tablet rule triggers).

• Preferences Tab

  • This tab will allow you to customize completion form(s), demographics, hid the Quit button, and mark the patient as arrived.
  • 

  • Display a survey or other form after all other forms are complete

    Some clinics have a form that they want all patients to complete after completing all their other forms. This is easily customizable in the top section of this tab.

    Display updated demographic fields for patient and front desk to review

    This tab also allows you to optionally display any demographic changes on the thank you page to make it easy for staff to quickly review the changes to ensure there are no errors.

    Hide Quit button

    You can also optionally display a quit button that allows patients to quit forms without completing all the required fields. By default, tablets are set to hide the quit button (and we recommend leaving this default setting).

    Mark Patient Arrived

    If you are in kiosk mode and/or have an Accuro integration, you will also have the option of having Ocean mark the patient as "arrived" when they have entered their health number or after they've completed all of their required eForms.

There are two ways you can upgrade a tablet to the latest Ocean Tablet app:

• If you are upgrading only 1 or 2 tablets:

  • Open the Ocean Tablet app on your tablet.
  • Tap on the Ocean logo (or cog) in the bottom left hand corner and enter your Ocean user credentials to access the administration menu.
  • Choose "Update Ocean Tablet". The upgrade should only take a minute but you'll need to repeat the above steps to for all the tablets that you want to upgrade.

• If you are upgrading many tablets at once:

  • In this situation, it may be easier to use the Ocean Portal to trigger the tablets to upgrade.
  • Log in to the Ocean Portal on your computer's web browser and go to the Tablets tab.
  • Find the tablet(s) that you want to upgrade. Click on each of them and select "Upgrade". The next time those tablets are used, they will upgrade themselves.
  • 

Please refer to "When should I upgrade my tablets?" for more information on how often to upgrade your tablets.

To get the most out of your Ocean tablets, you may want to consider adding tablet rules that trigger forms to appear automatically. While the possibilities for creating rules are endless, the steps required to add tablet rules and some of the more commonly used rules can be found below.

Commonly-Used Tablet Rule Triggers:

firstTime

daysSinceLastCompleted > 365

pt.getAge() > 14

true

ScriptUtil.getKeyword('@providerName') == 'John Smith'

pt.getAge() > 65 && daysSinceLastCompleted > 365

pt.isFemale() && pt.getAge() >= 50

pt.getReasonForVisit() != null && pt.getReasonForVisit().startsWith('PHE')

pt.getReasonForVisit() != null && pt.getReasonForVisit().indexOf('PHE') != -1

When creating Tablet Rules for use with eForms, the patient data that can be accessed and utilized as triggers by Ocean can differ between EMR integrations.

A large portion of standard patient demographic information can be used for rules in conjunction with Ocean Keywords. Keywords values can be referenced in the support guide, Using Keywords to Automatically Insert Content.

The table below gives a overview of what patient values and information are available, per EMR integration, for use with Tablet Rules.

• Deregistering Your Tablet

  • If you'd like to temporarily suspend your tablet subscription for Ocean services (e.g. your clinic is closed over the summer), you can deregister your tablet from the Ocean Tablet Administration Menu.
  • 
  • Open the Ocean Tablet app on your tablet.
  • Tap the Ocean logo (or cog) at the bottom left corner of the main screen.
  • Enter your Ocean username and password to access the Administration Menu.
  • Note:You will need to have admin access to your Ocean site to be able to access this Administration Menu on your tablet (to learn how to grant admin access to users, please refer to "Granting Users Administrative Access to Your Ocean Site").
  • From the Administration Menu, select "Deregister".

• Deactivating Your Tablet

  • You will want to permanently deactivate your tablet from the Ocean Portal if you are no longer using it for Ocean and/or if it has broken, was stolen, or was lost.
  • 
  • Log in to the Ocean Portal and navigate to the Tablets tab.
  • Find the tablet(s) that you wish to deactivate. Click on each of them and choose "De-register" to deactivate them.

Ocean allows you to customize the introduction/welcome screen on the tablet to display different languages based on the patient's initial language selection. Currently, the tablet provides the option to support English, French [fr], Chinese [zh], Arabic [ar], Armenian [hy], Farsi [fa] and Italian [it].

Note: To display the selected language text on the introduction/welcome screen, you will need to have your title, message, and privacy disclaimer text ready in both English and any other additional languages that you plan to support.

Note: These rules depend upon the availability of the CPP "immu" data uploaded from the EMR, which is only supported by some EMRs (e.g. PS Suite using Ocean Custom Form 3.52 or later).

The following rules can be copied and pasted into a Tablet Rule to prompt automatically.

Prompting for a Flu Shot / Influenza Vaccine Each Season (from Oct 15 until Mar 31)

(function askForFluShot() {
  function parseDate(s) { s=s.split("-"); return new Date(s[0],parseInt(s[1]-1),s[2]);}
  function latest(vax) {
    var dates = [], immu;
    for (var i = 0; i < vax.length; i++) {
      immu = pt.getCppItemData("immu", vax[i]);
      if (immu && immu.date) { dates.push(parseDate(immu.date)); }
    }
    return dates.length > 0 ? dates.sort(function(a,b){return a-b}).pop() : null;
  }
  function daysSince(d) {
    return d ? (new Date()-d) / (1000*60*60*24) : 99999999;
  }
 var curMonth = (1+new Date().getMonth());
 var curDayOfMonth = new Date().getDate();
 var inSeason = (curMonth == 10 && curDayOfMonth >= 15) || curMonth >= 11 || curMonth <= 3;
 return inSeason && daysSince(latest(["influenza virus vaccine", "flu shot"])) > 180 && daysSinceLastCompleted > 180;
})();

Prompting for Tetanus Shot Every 10 Years

(function askForTetanusShot() {
  function parseDate(s) { s=s.split("-"); return new Date(s[0],parseInt(s[1]-1),s[2]);}
  function latest(vax) {
    var dates = [], immu;
    for (var i = 0; i < vax.length; i++) {
      immu = pt.getCppItemData("immu", vax[i]);
      if (immu && immu.date) { dates.push(parseDate(immu.date)); }
    }
    return dates.length > 0 ? dates.sort(function(a,b){return a-b}).pop() : null;
  }
  function daysSince(d) {
    return d ? (new Date()-d) / (1000*60*60*24) : 99999999;
  }
  var vaccines = pt.getCppItemKeys("immu").filter(function(key) { return key.indexOf("tetanus") >= 0; });
  return daysSince(latest(vaccines)) > 365*10 && daysSinceLastCompleted >= 365;
})();