1. Create a Directory Listing for Your Clinic

    To ensure that the necessary security and encryption protocols are in place for patient privacy, all sites hosting Website Forms must be registered on the Ocean eReferral Network

    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". In the left side bar, select "Directory Listings".
      • 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.

  2. Create & Configure Your Website Forms

    You can create and configure the link settings for your Website Forms from the Website Form Links section of the Admin view in the Ocean Portal.

    These settings include the name of your Website Forms, type, URL, linked eForms, etc.

    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 menu along the left).
      • Click the "New eRequest Configuration" button (at the bottom righthand corner of the screen).
    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 accepting eRequests from eReferrals, Website Forms or an Inbound Patient Message. 
        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".
      • 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.
      • 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.
  3. Publish Your Website Forms

    Once your Website Forms have been configured, you can use the generated URL to publish it on your clinic website, to be available for your patients to complete online.

    You have the choice of publishing your Website Forms URL either as a link to an external site or embed it into your site as an iFrame.

    Once you've configured all of your Website form settings to your liking, the form will be assigned a unique hyperlink. You can publish this unique hyperlink on your website in either of the following 2 ways.

    1. Post a hyperlink on your website to this form.

      • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". In the left side bar, select "Website Form Links" for your Website Forms hyperlink.
      • Post a link to this hyperlink on your website.
    1. Embed the hyperlink within your website using an iFrame.

      • iFrames are special HTML tags that allow you to include secure content from another site within your own site. This will seamlessly embed the hyperlink within an area of your website, allowing your patients to experience the form as though it were located directly on your site.
      • To add the portal to your own website using an iFrame, paste in the following HTML in the desired location on your page.

        <script type="text/javascript" src="https://ocean.cognisantmd.com/lib/iframeResizer.min.js"></script>
        <script type="text/javascript" src="https://ocean.cognisantmd.com/js/OIFrameResizer.js"></script>
        <iframe id="oceanIFrame" style="border: none; width: 1px; height: 350px; min-width: 100%;" scrolling="no" src="YOUR_OCEAN_PORTAL_URL"></iframe>
      • Change the YOUR_OCEAN_WEBSITE_URL above to the URL you created in the previous step.
      • Note that the "script" tags included above are optional, but they ensure that the iFrame will automatically resize itself to be the height of the questionnaire on the page.
      • Try out the link to your page once you’ve done this.
      • If you examine the HTML source of the page, you’ll find a link to the iFrame like this:

        <iframe id="oceanIFrame" style="border: none; width: 1px; height: 600px; min-width: 100%;" scrolling="no" src="https://ocean.cognisantmd.com/eRequest/70d9ae78-4999-4339-ad84-abc0438a0485"></iframe>
      • Note that the outer website is cognisantmd.com, but the questionnaire portal itself is hosted on ocean.cognisantmd.com.
  4. View & Manage Your Website Form Submissions

    Once your Website Forms are active, you can start collecting submissions from patients, which you can manage from within the Website Forms view of the Ocean Portal.

    1. Enable email notifications for website form submissions

      • Ocean can be configured to send email notifications to your Referral 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 in the left side bar. Enter the email address that you would like to receive notifications for your website form submission in the Referral Notification Email field.
      • Click the Site Features tab on the left side bar. Check the box for "Patient eReferral Email Notifications".
    2. View your submissions

      • Submissions can be viewed in the Website Forms view in the Ocean Portal.
      • You can view them in the "New" inbox and triage them accordingly (see screenshot below).
      • 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.
    PS Suite or OscarAccuroOther EMR
    • If you are an PS Suite or OSCAR user, if you have a patient chart with matching demographic data, you should have a quick link on the Ocean custom form in your EMR, which will allow you to import a patient's information using the reference number provided. If your eForms are also configured to collect patient demographic fields, these fields should get automatically updated in the patient's chart when you import their submission.

    For more details on how to import Website form submissions into your EMR, please refer to this article.

Create a Directory Listing for Your Clinic

To ensure that the necessary security and encryption protocols are in place for patient privacy, all sites hosting Website Forms must be registered on the Ocean eReferral Network

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". In the left side bar, select "Directory Listings".
    • 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.


Create & Configure Your Website Forms

You can create and configure the link settings for your Website Forms from the Website Form Links section of the Admin view in the Ocean Portal.

These settings include the name of your Website Forms, type, URL, linked eForms, etc.

  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 menu along the left).
    • Click the "New eRequest Configuration" button (at the bottom righthand corner of the screen).
  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 accepting eRequests from eReferrals, Website Forms or an Inbound Patient Message. 
      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".
    • 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.
    • 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.

Publish Your Website Forms

Once your Website Forms have been configured, you can use the generated URL to publish it on your clinic website, to be available for your patients to complete online.

You have the choice of publishing your Website Forms URL either as a link to an external site or embed it into your site as an iFrame.

Once you've configured all of your Website form settings to your liking, the form will be assigned a unique hyperlink. You can publish this unique hyperlink on your website in either of the following 2 ways.

  1. Post a hyperlink on your website to this form.

    • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin". In the left side bar, select "Website Form Links" for your Website Forms hyperlink.
    • Post a link to this hyperlink on your website.
  1. Embed the hyperlink within your website using an iFrame.

    • iFrames are special HTML tags that allow you to include secure content from another site within your own site. This will seamlessly embed the hyperlink within an area of your website, allowing your patients to experience the form as though it were located directly on your site.
    • To add the portal to your own website using an iFrame, paste in the following HTML in the desired location on your page.

      <script type="text/javascript" src="https://ocean.cognisantmd.com/lib/iframeResizer.min.js"></script>
      <script type="text/javascript" src="https://ocean.cognisantmd.com/js/OIFrameResizer.js"></script>
      <iframe id="oceanIFrame" style="border: none; width: 1px; height: 350px; min-width: 100%;" scrolling="no" src="YOUR_OCEAN_PORTAL_URL"></iframe>
    • Change the YOUR_OCEAN_WEBSITE_URL above to the URL you created in the previous step.
    • Note that the "script" tags included above are optional, but they ensure that the iFrame will automatically resize itself to be the height of the questionnaire on the page.
    • Try out the link to your page once you’ve done this.
    • If you examine the HTML source of the page, you’ll find a link to the iFrame like this:

      <iframe id="oceanIFrame" style="border: none; width: 1px; height: 600px; min-width: 100%;" scrolling="no" src="https://ocean.cognisantmd.com/eRequest/70d9ae78-4999-4339-ad84-abc0438a0485"></iframe>
    • Note that the outer website is cognisantmd.com, but the questionnaire portal itself is hosted on ocean.cognisantmd.com.

View & Manage Your Website Form Submissions

Once your Website Forms are active, you can start collecting submissions from patients, which you can manage from within the Website Forms view of the Ocean Portal.

  1. Enable email notifications for website form submissions

    • Ocean can be configured to send email notifications to your Referral 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 in the left side bar. Enter the email address that you would like to receive notifications for your website form submission in the Referral Notification Email field.
    • Click the Site Features tab on the left side bar. Check the box for "Patient eReferral Email Notifications".
  2. View your submissions

    • Submissions can be viewed in the Website Forms view in the Ocean Portal.
    • You can view them in the "New" inbox and triage them accordingly (see screenshot below).
    • 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.
PS Suite or OscarAccuroOther EMR
  • If you are an PS Suite or OSCAR user, if you have a patient chart with matching demographic data, you should have a quick link on the Ocean custom form in your EMR, which will allow you to import a patient's information using the reference number provided. If your eForms are also configured to collect patient demographic fields, these fields should get automatically updated in the patient's chart when you import their submission.

For more details on how to import Website form submissions into your EMR, please refer to this article.