The "My Account" Page

Users can use the "My Account" page to customize their Ocean account and billing settings.

  • The My Account page can be accessed by clicking your name at the top right-hand corner of the Ocean Portal. This will open the Account Menu. Select "My Account" or jump directly to the Billing or Delegates pages. 
User Settings Page Billing Page Delegates Page
  • In the User Settings Page, you can edit your contact and user information (top half), as well as your clinical contact information for eReferrals (bottom half).
User Name:
This is your Ocean user name. It can't be changed.
This is your Ocean password. It can be changed by clicking Change password or email address...
Two-Factor Authentication:
Either Enabled or Disabled. Learn more about How To Enable Two-Factor Authentication.
Email Address:
This is the email address associated with your Ocean account.
Clinical Delegate Emails:
This email address (or email addresses separated with commas) will receive secure message notifications of patient responses or form completions. If left blank, Ocean will default to sending these emails to the email address associated with your Ocean account.
Referral Notification Email:
If you are part of the Ocean eReferral Network, this email address will receive notifications associated with any referrals that you have sent (e.g. booking confirmations, edits, etc.)
Your province. This fields are optional, but is helpful in ensuring that you are associated with the correct Ocean site.
Clinic/Hospital Name:
This fields are optional, but is helpful in ensuring that you are associated with the correct Ocean site.
The role associated with your Ocean user account.
EMR User Name:
This is the user name associated with your EMR login. Your EMR user name and your Ocean user name MUST match in order to enable smooth integration with your EMR. For PS Suite and OSCAR users, this field will automatically update if you launch Ocean from the Ocean custom form.
For ONE ID single sign on integration.
Subsite Reference:
If you are associated with a subsite within your Ocean site (for separate billing purposes), you can select the appropriate subsite from here. If your site has no subsites, leave this field set to "None".
If you wish, you can subscribe to daily or weekly Ocean usage reports, to see assess how and when your Ocean features are being used.
Clinical contact information:
Here you can edit the contact information that will appear on the Ocean eReferral Network (if you have an Website Forms link or are part of the eReferral network).
If you're sending an eReferral, this information is pulled into the "Referrer's Information" fields at the bottom of the referral form.
You'll want to ensure your Clinician Type is set correctly to one of the following: Allied Health Professional, Family Physician, Medical Student, MOA/Secretary, Nurse, Nurse Practitioner, Resident, Specialist, or Other.

Updating the Email Account Associated With Your Ocean User Account

The email account listed in "My Account" is used by Ocean to send you email notifications associated with your user account.   It can only be changed by the user account owner. 

To change the email account:

    • Click your name at the top right-hand corner of the Ocean Portal. This will open the Account Menu.  Select My Account.
    • Click on the "Change password or email address..." button.
    • You can update your email address and click 'Save Changes' at the bottom right. (NOTE: It is not necessary to change your password in order to change your email address.) 
    • A verification email will be sent to the new email address to confirm the email owner corresponds with the Ocean user account owner. Click on the "Verify Email Update" button.
    • You will be required to sign-in into Ocean to complete the update if you are not already logged into Ocean. This step is necessary to confirm that there is a match between the unique 'Verify Email Update" link and the owner of the user account to complete the email address update.
    • Ocean will send a notification to the original email address that the update has been completed.

Recovering Your Ocean Password or Username

Forgotten Password Forgotten User Name
  • You will be prompted to provide your Ocean user name and email address. Enter your information and click "Submit".
  • You will then receive an email with a link to reset your password.

How To Enable Two-Factor Authentication

Two-factor authentication is a feature that provides an additional level of security for Ocean users. To use two-factor authentication, please ensure you have downloaded an authenticator app (for example, Google Authenticator.) You can search "authenticator app" in the app store on your device. Once you've downloaded an authenticator app, follow the steps below to enable two-factor authentication.

  1. Sign into the Ocean Portal and click your username located at the top right of the screen. Then, select "View my Account".
    • Under the Account Tab, click "Enable Two Factor Authentication".
    • You will be prompted to enter your Ocean password, followed by a 6-digit code that will be generated by your authenticator app after scanning the QR code provided. Click "Enable" to complete the authentication.
    • Click "Save Changes".
    • If you would like to disable two-factor authentication, repeat the steps above by selecting "Disable Two Factor Authentication" in Step A.
  • Once you have two-factor authentication enabled, you will be prompted to enter a 6-digit code generated by the authenticator app each time you sign into the Ocean Portal or to access the Administrative Menu on the Ocean Tablet App.

Adding a New User to Your Site

Note: You will only be able to add users to your site if you are a site administrator with access to the Admin view in the Ocean portal.

    • Log in to the Ocean Portal. Click the Menu button in the top left corner and click Admin.
    • Enter the Users section (selected from the menu along the left.)
    • Click the blue "Invite Users to Site" button, located at the top of the page.

Individual User Invites

  1. If you are adding users who are new to Ocean

    • Enter the email address of the colleagues you wish to invite. You can also optionally specify the colleague's full name if desired.

      Note: Unaccepted invite requests will expire after 30 days.

    • If you need to invite more colleagues, simply click the "Add Another Invitation" button to add another column to the table.
    • When you are ready to send, click the blue "Send Invitations" button.
    • Your colleague(s) will receive an email notifying them that they have been invited to your Ocean site and be prompted to create a user account.

    • Once your colleague has created an Ocean account, they will be automatically added to your site.
  2. If you are adding users who have an existing Ocean account

    • Type the colleague's full Ocean user name. If Ocean finds a match in the system, a dropdown may display showing existing users. You can also optionally specify the colleague's full name if desired.
    • If you need to invite more colleagues, simply click the "Add Another Invitation" button to add another column to the table.
    • When you are ready to send, click the blue "Send Invitations" button.
    • Upon sending the invite to existing users, they will automatically appear on the site's list of "Ocean Users Registered at This Site."
    • Your colleague(s) will receive an email notifying them that they have been added to your Ocean site.

Bulk Email Invites

    • Select the "Switch to Bulk Email" button, located in the top right corner of the "Invite Users to Site" section header
    • Enter a series of email addresses, each separated by a comma.
    • When you are ready to send, click the blue "Send Invitations" button.

If you wish for colleagues to have administrative privileges on your Ocean site, simply click the checkbox beside their name, under the "Set Site Admin" column, after they have been successfully added to the site.

Granting Users Administrative Access to Your Ocean Site

Ocean users with administrative privileges are able to configure tablet settings and all the settings available in the Admin view of the Ocean Portal (see our Guide to the Admin View for more details on all of these configurable options). As a result, a user with administrative privileges will be able to edit a wide variety of important features of your Ocean site. Therefore, only trusted users should be granted administrative access to your Ocean site.

Note: If you are adding a new administrative-level user to your site, you will need to follow the steps outlined in "Adding a New User to Your Site" before being able to grant them admin access by following the steps below.

To grant an existing Ocean user administrative access:

  1. Login to the Ocean Portal.
  2. Click the "Menu" button in the top left corner and select "Admin". Click the Users section (from the menu along the left).
  3. Locate the user(s) who you'd like to grant administrative access to.
  4. Click the checkbox beside their name, under the "Set Site Admin" column (see screenshot below). Your settings will be saved automatically.

Enabling a Provider License for Patient Messages & Reminders

To enable an individual Patient Messages license subscription:

    • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin".
    • On the left, select the "Providers" page. This is a list of providers in your EMR.
    • Select the checkbox under "Patient Messages Licence ($25/month each)" next to the provider you want to enable.
    • Next, link the selected EMR provider license with an Ocean user account. On the left, select the “Users” page.
    • In the "EMR Provider" column, select the appropriate provider from the list.

Assign a Primary Delegate (optional):

A provider with a Patient Messages License can share this license with one other user that must be assigned one of the following clinician types: MOA/secretary, nurse, resident, physician assistant or other. This will allow the delegate user to send patient messages through Ocean on the providers behalf. To share a providers Patient Messages License, in addition to being assigned one of the clinician types listed above, the individual needs to have an Ocean user account, be invited to the providers Ocean site and assigned as their Primary Delegate.

Note: Ocean users can be associated with any available provider schedule to message patients. (i.e. "Doctor A" provider does not need to necessarily be paired against a corresponding "Doctor A" Ocean user.)

This license does not limit a user to only contacting patients under the specific provider schedule.

Ontario Users: How to Sign In to Ocean with ONE ID

ONE ID can now be used to securely access Ocean. Ontario users with a ONE ID User ID have the option to quickly and easily link it with their Ocean user account within Ocean. This will enable the added convenience of using the secure identity credential, which they already rely on for accessing many of Ontario's digital health services, to access the Ontario eReferral Network, Ocean's Portal and Patient Engagement tools.

This is an optional set up for signing in to Ocean. To establish the link between your ONE ID User ID and Ocean User account, you can follow the steps below:

    • This will redirect you to eHealth Ontario's Account Provider page. Ensure ONE ID is selected and choose Next.
    • Enter your ONE ID Login and Password.
    • Once you have signed in with ONE ID, you will be taken back to the Ocean login page, to complete a one time sign in to your Ocean account. Enter your Ocean username and password and select Secure Sign In.
    • Once signed in to the Ocean Portal, select your Ocean user name in the top right, and select My Account. You will see an Id populated in the ONE ID User Id section of your account information, confirming that the link to your ONE ID has been established.

After establishing the connection to ONE ID, the next time you choose to sign in to Ocean through the ONE ID link, and follow steps A to C above, you will be signed directly into your Ocean account without requiring your Ocean user name and password.

Signing out of Ocean will also sign you out of ONE ID. The ONE ID sign in link can also be completed through the Ocean Healthmap.

To disconnect your Ocean user account from your ONE ID, select the "clear" button beside the ONE ID User Id, under your account information, and save changes.