Create a Website Forms Link

To ensure that the necessary security and encryption protocols are in place for patient privacy, website form submissions take advantage of the Ocean eReferral Network. This means that all sites hosting a website form must be registered on the Ocean eReferral Network by following the steps below.

1. Create a directory listing for your site.

   • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". From the Admin Settings page, select "Directory Listings".
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   • Create a new listing by clicking the "Add New Listing" button and entering your clinic details.

2. Contact us to validate your site.

   Once you’ve claimed your site, let us know at ocean.tips/support so that we can validate your site as a legitimate clinic for accepting patient data.

1. Create a new Website Forms configuration.

   • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin".
   • Enter the "Website Form Links" section (from the Admin Settings page).
   • Click the "New Website Form Link Configuration" button (at the bottom righthand corner of the screen).
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2. Configure your Website form settings.

   • Name

     The name of your Website form (for your tracking purposes).

     Directory Listing

     Your listing that you listed and/or claimed in Step 1 (a.k.a. your clinic/site name).

     Website Forms Type

     Here, you can choose whether your website form will be used for eReferrals, Website Forms or as an Authenticated Form. 

     Redirect URL

     This will take the form completer to a specific URL once they're finished completing the Website form. You can set this to your own clinic website to redirect them back to your own site.

     Subsite Reference

     This will only apply if you have Website form fees covered by different payers. More information about subsites can be found in "Creating Separate Bills for Different Ocean Services".

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   • Requisition eForm

     Here, you can pick the form that you want to appear on your Website form. Pick a favourite group if you want multiple forms to appear in sequence.

     Send a notification email when accepting this submission

     This will allow you to send patients a notification by email when the request has been successfully received.

     Note: Forms must be configured to collect and populate email information in order for this feature to work.

     Active

     Once the “Active” button is enabled, you will begin getting billed for Website Forms. If you are not ready to activate the form yet, simply disable this option.

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   • Click "Create" to finish creating your Website Forms.

3. Activate your Website Forms.

   • Once you've finished creating and configuring your Website Forms, you can change the "Active" status at any time. In this section, you can also always access your existing links, configure your settings, or create new Website Forms at any time.
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Once you've configured all of your Website form settings to your liking, the form will be assigned a unique hyperlink. You can then publish your website form on a website or send the link directly to a patient via email. 

Accessing your Website Form's hyperlink

• Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". From the Admin Settings page, click "Website Form Links" for your Website Forms hyperlink.
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• Post a link to this hyperlink on your website.

1. Enable email notifications for website form submissions

   • Ocean can be configured to send email notifications to your Website Form Notification Email. If you would like to receive email notifications for website form submissions, login to the Ocean Portal and click the Menu button. Select Admin and select Site Account from the Admin Settings page. Enter the email address that you would like to receive notifications for your website form submission in the Website Form Notification Email field. Please note: if this is the same as your Clinical Administrator Email, you can leave the Website Form Notification Email box blank.
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2. View your submissions

   • Submissions can be viewed in the Website Forms view in the Ocean Portal.
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   • You can view them in the "New" inbox and triage them accordingly.
   • To learn more about the different inboxes, please refer to this article.

3. Import submissions into your EMR.

   • After you've accepted a submission, an "Import" window will appear.
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For more details on how to import Website form submissions into your EMR, please refer to this article.