How do I deactivate or delete a Website Form Link?

You are able to indefinitely deactivate your Website Form Link configuration, or delete the Website Form link and configuration entirely.

Remember to remove any links to deactivated or deleted Website Forms from public facing websites or email templates to prevent patients from accessing an invalid link.

Deleting/Unclaiming a Directory Listing

Please Note: If you delete or unclaim a Directory Listing from your Ocean Site, any Website Form or Patient Authenticated Website Form Links associated with it will be automatically deactivated.

Deactivating a Website Form Link

Deactivating a Website Form Link prevents patients from submitting responses to the form and will halt the billing of the product for your Ocean site.

However, the configuration of the Website Form Link itself will be preserved in the case that your clinic would like to re-activate the Website Form Link in the future. This option is ideal for clinics who may want to pause billing and usage, but who intend to use the website form link again in the future.

  • Within the Website Form Links settings area, click the 'Configure' button.
  • Disable the 'Active' checkbox, and then click the 'Save' button.

Deleting a Website Form Link

Deleting a Website Form Link prevents patients from submitting responses to the form and will halt the billing of the product for your Ocean site.

This option is ideal for clinics who would like to remove the Website Form Link from their Ocean site and have no intention of using it again in the future.

  • Within the Website Form Links settings area, click the 'Delete' button.
  • You will be prompted to confirm the deletion of your Website Form Link.

    Press 'Delete' to confirm.

Article Link

What do I do if I see "Warning from Ocean: Notes Require Download"?

Every Monday morning, Ocean sends out automatic notifications to site clinic administrators if it finds any patient notes or submissions from Website Forms that may require a manual export or download to the EMR.

Website Forms

If there are any submissions from Website Forms that have not been exported, the email will tell you how many are pending removal and how to review them. Even if you are processing the submission as part of the initial "acceptance" workflow, it's a good idea to heed these warnings and export them for audit purposes (i.e. a spreadsheet saved in a secure place).

Patient Notes

For clinics using Ocean Tablets or Ocean Online, the email contains the EMR ID and the Ocean reference number of patients that have not been marked "downloaded to the EMR". We call these "orphaned notes" since the EMR has not claimed them promptly.

These notifications can be confusing. See below for a few quick FAQs.

What circumstances would lead to an orphaned note?

The PS Suite custom form integration and the OSCAR EMR integration (for sites that are not on Cloud Connect, as of 2017) are only able to download notes when the chart for a particular patient is open and connected to Ocean. If the patient's chart isn't open or the chart doesn't know about the Ocean note, the note can remained orphaned.

Notes can be orphaned for three common reasons:
  1. A web questionnaire was sent and the patient's chart hasn't been opened for months. Ocean has a configurable expiry date (default of 100 days), after which it will remove the patient, note and all. If you send out web questionnaires months in advance (e.g. a pediatrician sending an intake package to newly pregnant women), then this time period may expire before the chart is opened to download the note.
  2. The Ocean custom form was removed from a chart in PS Suite before a tablet session or web questionnaire is complete.
  3. A tablet session was completed and the initial note was downloaded, then the same ref was used to load the tablet again for the same patient. In this case, the Ocean custom form would be deleted after the first tablet session completed -- the notes associated with subsequent completions will be orphaned since the link to the EMR chart is broken.

Note: If you are only using tablets (and not web questionnaires), most likely any "real" missing notes would be noticed at the time of the appointment and you can ignore the notifications.

Why does Ocean bother me about it?
Since Ocean is not an EMR, it is unable to retain private patient health information for prolonged periods. Consequently for privacy reasons, it removes patient data as soon as it's not strictly required. Notes that are orphaned for months must eventually be removed, even if they contain important clinical notes. Hence we notify you with a warning email and ask you to manually review the notes before they are deleted.
What should you do about these orphaned notes?
  1. Login to the Ocean Portal. If you aren't already in the Patients view, click the "Menu" button in the top left corner and select "Patients".
  2. Review the outstanding notes by searching for your patients using their Ocean reference number. If this is the first time you are logging in to Ocean on your computer, you will need to enter your shared encryption key to see the encrypted data.
  3. A quick scan of the notes will usually give you some indication whether they are real or not. If appropriate, copy & paste the note into your EMR patient chart and remove the Ocean patient and patient record from Ocean.

Hint: If you want to pull a note back into PS Suite, simply insert the Ocean custom form as you would normally for that patient, click the generated 3 or 4 digit number and update it to the Ocean reference you want to import -- within a few seconds the note and any demographic changes will be downloaded and applied automatically.

How do I reduce the number of times this happens?

It depends on why you are getting orphaned notes.

  • If the leading cause is early-sending of web questionnaires, you can either act on the completion notification and download the note then, or extend the expiry date on the invitation to more than 100 days.
  • If the leading cause is testing, the warnings ought to settle down after a while.
  • Finally, if the leading cause is staff miskeys (i.e. removing the custom form or re-entering the Ocean patient reference number on the tablet after the patient has completed their forms), a recap on training might be appropriate.

However, the root cause of these issues may be something else specific to your workflow or process. If you think that you are getting too many orphaned notes, let us know at to see whether we can help.

Article Link

How do I change the name/description of an incoming Website form submission based on the eForm's answers?

A link to your Website Forms will set the "Description" value for a Website form to match the description of the associated service. For example, a "Physiotherapy" Website form will set the "Description" column value of a form submission to "Physiotherapy". However, this may not be very helpful for browsing incoming submissions if they are all of the same type(s).

You can customize this description by changing the associated eForm for the Website Forms. All you need to do is add an invisible formula item with the following values:

  • Item Reference should be "referralDescription".
  • Item Type should be "Formula"
  • "Show this field if:" should be "false"
  • The formula should be a Javascript expression that returns the value of the description, based on the form answers.

Examples of possible formulas include:

renewalRequest.p != 0 ? "Renewal Request" : "General eRequest"
Copy Rule
(function() { if (myItem1.p != 0) { return "myItem1Description"; } if (myItem2.p != 0) { return "myItem2Description"; })()
Copy Rule

Here is the XML for the Diagnostic Imaging eRequisition form:

item ref="referralDescription" type="FORMULA" showIf="false" formula="(function() {
	var descs = [];
	if (ctBrainHeadNeck.p) { descs.push('CT Brain/Head/Neck'); }
	if (ctSpine.p) { descs.push('CT Spine and Neck'); }
	if (ctMsk.p) { descs.push('CT MSK'); }
	if (ctChest.p) { descs.push('CT Chest'); }
	if (ctChestAbdoPelvis.p) { descs.push('CT Abdomen/Pelvis'); }
	if (ct_angiography.p) { descs.push('CT Angiography'); }
	if (mammo.p) { descs.push('Mammogram'); }
	if (bmd.p) { descs.push('Bone Densitometry'); }
	if (xray.p) { descs.push('X-Ray'); }
	if (nm.p) { descs.push('Nuclear Medicine'); }
	if (us.p) { descs.push('Ultrasound'); }
	if (fluoroscopy.p) { descs.push('Fluoroscopy'); }
	if (descs.length == 0) { descs.push('Diagnostic Imaging'); }
	return descs.join('; ');
Copy Rule

Article Link

Can I get notified about new Website Form submissions?

Ocean will send notification emails with a summary of new Website Form submissions to the site's Website Form Notification Email. This can be set in the Admin Settings page > Site Account.

Article Link