PS Suite: Ocean eReferral Custom Form Settings

If you are a TELUS PS Suite user sending eReferrals, you can customize specific settings within the Ocean eReferral custom form.

  • First, open the Ocean eReferral custom form in a patient's chart, and choose the "Settings" button.
  • Once you enter the settings, you can choose to customize either your own user-specific settings or clinic-wide settings.
  • From there, you can customize the following eReferral settings.
Set the user who will follow-up referrals...:
This setting will allow you to choose the PSS user(s) who should receive the initial follow-up message. You can choose a specific user or a class of users, such as "secs" (secretaries). Leave this setting blank if you do not wish to have the follow-up message sent.
Set the follow-up wait period (the delay before the follow-up message shows in the inbox)...:
This setting will allow you to enter the number of days before the initial follow-up message shows up in the PSS user's inbox.
Set the email to receive referral status updates...:
Selecting this setting will bring you to the "View My Account" page of your Ocean portal account. You can edit the email that receives referral status updates (e.g. appointment booked, etc.) by entering the appropriate email address in the "Referral Notification Email" field.
Add Pending Test/Consult: (Y/N):
Selecting this setting will turn on/off notifications about pending tests and/or consults associated with your eReferral.

Using the PS Suite Messaging Module to Follow Up with eReferrals

When an Ocean eReferral is sent from PS Suite, an internal message, or "yellow sticky note", will appear in the patient chart when the referral note has been downloaded.

This message is intended to help prevent the referral from slipping through the cracks, by ensuring someone is notified to follow up with it.

You can specify who this message gets sent to and when it will appear in their PS Suite inbox by changing the settings in the Ocean eReferral custom form, as outlined below.

  • Open the Ocean eReferral custom form, or find an existing form in a patient chart, and select the "Settings" button.
  • Select whether you want to apply this setting clinic wide, or just for your Ocean user.
  • Click "Set the user who will follow-up referrals..." to change who the PS Suite message is directed to.
  • Enter the initials of the PS Suite user or PS Suite user group that you would like to receive the follow-up message (Ocean defaults to using the secretary group, i.e. "secs"). Click "OK" to save your changes.
  • To edit the follow-up wait period, or the delay between when the referral is sent and went it shows up in the user's PS Suite inbox, repeat steps A and B above.
  • This time, in the Settings window, select "Set the follow up wait period..."
  • Enter the number of days before you would like the message to appear in the user's PS Suite inbox (Ocean defaults to 7 days). Click "OK" to save your changes.

Note: To turn this feature off completely, remove the PS Suite user initials from the follow-up message setting. You will need to be on a minimum Ocean eReferral custom form version of v1.55 in order for this setting to work. Please ensure you have other methods in place for following up with your eReferrals before turning off this functionality.


PS Suite: Tracking Pending Tests/Consults with Ocean eReferrals

  • When sending an Ocean eReferral from PS Suite, you have the option of tracking the referral through the green "Pending Tests/Consults" module in PS Suite.
  • This module will allow you to quickly search for patients whose tests or referrals are still outstanding, including Ocean eReferrals, among the other tests and/or referrals ordered from your EMR.
  • As Ocean eReferrals are typically marked completed when the patient has been seen for their appointment, this module also helps you track when the actual consult note or report has been received from the recipient site.
To turn this feature on, please follow the steps outlined below.
  • Open the Ocean eReferral custom form, or find an existing form in a patient chart, and click the "Settings" button.
  • Select whether you want to apply this setting clinic wide or just for your Ocean user.
  • Click the "Add Pending Test/Consult" setting to change it from an "N" to a "Y".
  • Once configured, the next time you send a referral, a green "Pending Tests/Consults" note will be added to the patient chart, along with the referral note and Ocean eReferral custom form. The category that the test/consult falls under will be dependent on the Ocean Health Service selected on the referral.

Note: After the Ocean eReferral form has added the pending test/consult to the chart, it will not be automatically updated with the referral status updates on the Ocean eReferral form. Therefore it is up to the user who receives the notifications about the referral to manually update the pending test/consult throughout the referral life cycle.

To date, the following test categories have been set up and linked to their corresponding Ocean Health Service:

  • CT
  • Ultrasound
  • X-ray
  • Mammogram
  • Bone Mineral Density
  • MRI
  • ECG
  • Dietitian
  • Endocrinology
  • LLS Chiropody Podiatry
  • Orthopedics
  • Ophthalmology

Note: If Ocean cannot find a particular PS Suite category that matches with the Ocean health service selected on the referral, then it will default to using the miscellaneous/consult category.

 

PS Suite: Attaching a Clinical Note from PS Suite to an eReferral

Ocean makes it easy to select and "green bar" notes in a patient chart in PS Suite that can be exported as a PDF file that is saved on your computer's desktop. The file can then be uploaded to an eReferral sent through the Ocean Healthmap.

To attach a note from PS Suite to an eReferral:

  • Find the note(s) in the patient's chart that you want to generate as a PDF attachment.
  • Check the checkbox next to the note to enable the “green bar”.
  • Click on the paperclip attachment icon on the Ocean custom form (next to “Email Patient”) or the "Attach" link on the Ocean Toolbar.
  • This will generate a temporary PDF file that is saved to your computer's desktop (this file will be automatically deleted after 15 minutes and/or when you exit PS Suite).
  • The PDF file can now be opened, printed, and/or attached to an Ocean eReferral.

Quick Tip: If you "green bar" an item and then select "Refer" on the Ocean Toolbar to initiate a referral, the attachment will automatically get generated to attach to the referral (without having to click the "Attach/Paperclip" link).


PS Suite: Ocean Quick eReferral Custom Forms

If you are a TELUS PS Suite user in the Waterloo Wellington LHIN, there are several quick eReferral custom forms that you can download and set up in your EMR for easy access to the Diabetes Central Intake, Orthopaedic Central Intake, Self-Management Program, and Diagnostic Imaging services offered at the hospitals in the LHIN. These custom forms be downloaded from the "Optional Downloads for TELUS PS Suite Users" on the Ocean eReferral Network website.

  • Once your custom forms are imported in to your EMR, enter the chart of the patient you want to refer. Insert the appropriate quick referral custom form directly into the patient's chart and fill in the eReferral form as usual.
  • Once the eReferral has been sent, the EMR will send reminder messages for clerical staff to check for the patient's appointment.