1. OceanMD
  2. Website Forms
  3. Create a Website Forms Link

Create a Website Forms Link

Learn how to set up Ocean forms to be available for completion online via publicly-available URL.

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  1. Create a Directory Listing for Your Clinic

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

    To ensure that the necessary security and encryption protocols are in place for patient privacy, Website Forms take advantage of the Ocean Provider Network. This means that all Ocean Sites hosting a Website Form must be listed in the Ocean Provider Network by following the steps below.

    Note: If your Ocean Site already has a validated Directory Listing(s) for use in the Ocean Provider Network (e.g., for accepting eReferrals or eConsults), you can re-use it for your Website Form Link and skip this step in the setup guide.

    1. Create a Directory Listing for Your Ocean Site

    • Log in to the Ocean Portal, select 'Menu', and click 'Admin'.
    • Within the Admin Settings page, select 'Directory Listings'.
    • Create a new Directory Listing by clicking the 'Add New Listing' button.
    • In the 'Listing name' field, enter a name for your Directory Listing (e.g., "Dr. John Smith" or "ABC Medical Clinic"). This name is publicly visible in the Ocean Healthmap.

    • Under the 'Listing Purpose' section, set the 'Will this listing accept eRequests?' setting to 'No'. This hides the settings in your Directory Listing that are only relevant when you plan on accepting eRequests.

      Note: If you are re-using a Directory Listing that you have already configured for accepting eRequests (e.g., eReferrals, eConsults) in the Ocean Provider Network, you do not need to modify your Listing Purpose.

    • Under the 'Contact Information' section, enter your clinic's contact information. Mandatory fields are indicated with a red asterisk.

    • Under the 'Clinician Information' section, indicate if this Directory Listing represents a group of healthcare providers or an individual healthcare provider.

      If this Directory Listing represents an individual, you must enter that healthcare provider's clinician information before saving your listing.

      Note: This information affects EMR task assignment, and is stored and maintained independently from any Clinician Information that a user may enter into their individual Ocean user account settings.

    • Under the 'Service Details' section, optionally enter general 'Description' for your listing to be publicly shown on the Ocean Healthmap and any additional 'Languages spoken' at your clinic.
    • Once you're satisfied with your Directory Listing configuration, click 'Save'.

    2. Request Validation

    Once you have created your Directory Listing, contact the OceanMD Support team so that we can validate your Directory Listing as a legitimate organization for accepting patient data.

    You will be notified once your Directory Listing has been validated.

    Deleting/Unclaiming a Directory Listing?

    Please Note: If a Directory Listing is deleted or unclaimed, any associated Website Form links will be automatically deactivated.

  2. Create & Configure Your Website Forms

    You can create and configure the settings for your Website Form Links from within the Ocean Portal.

    1. Create a new Website Form Link

    • Log in to the Ocean Portal, select 'Menu' and click 'Admin'.
    • Within the Admin Settings page, select 'Website Form Links'.
    • Click the 'New Website Form Link Configuration' button in the bottom right corner.

    2. Configure your Website Form settings.

    • Name
      The name of your Website Form link, for internal purposes. This name is not visible to patients.
      Directory Listing
      Select the Directory Listing to be associated with this Website Form link. The name of the Directory Listing will appear under the 'Provider' column in the Website Forms inbox area of the Ocean Portal.
      Website Forms Type
      Indicate the type of Website Form link you are creating. In this case, select 'Website Form'.
      Redirect URL
      If a URL is entered, the patient will be automatically redirected to the provided URL upon submission of the Website Form.
      Subsite Reference
      Only applicable if your Website Form fees are covered by different payers. More information about subsites can be found in "Creating Separate Bills for Different Ocean Services".
    • eForm
      Select the Ocean eForm(s) that patients will complete when accessing your Website Form Link. If multiple eForms are selected, patients will complete them in the same order in which they were added here.
      Send a notification email to the requester when accepting this website form
      If enabled, patients will receive an email notification when you accept the submission.
      Note: Your selected eForm must be configured to collect patient email addresses to use this feature.
      Active
      Once enabled, your Website Form Link can be accessed using the provided URL after creation and billing will begin. If you are not ready to activate the link yet, simply keep this setting disabled until you're ready.

    • Once you're ready, click the 'Create' button to complete the configuration of your Website Form Link.

    3. Set your Website Form Notification Email

    • Within the Ocean Portal, select 'Menu' and click 'Admin'.
    • Within the Admin Settings page, select 'Site Account'.

    • Enter the email address that should receive notifications for new website form submissions in the 'Website Form Notification Email' field.

      Multiple email addresses can be included, separated by commas or semicolons.

    4. Deactivate/Activate your Website Forms.

    Once you have created and configured your Website Form Link, you can deactivate or activate it at any time.

    • Within the Website Form Links settings area, simply click the 'Configure' button to adjust any settings.
    • Make your desired changes to the link configuration (e.g., enabling or disabling the 'Active' checkbox), and then click the 'Save' button.

    Directory Listing Deleted/Unclaimed?

    Please Note: If the Directory Listing associated with your Website Form Link(s) is deleted or unclaimed from your Ocean Site, any Website Form Links associated with it will be automatically deactivated.

  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.

    Once your Website Form Link has been created and configured, a unique URL will be generated. You can publish this URL on your clinic website or send the URL directly to patients via email.

    Accessing your Website Form URL

    • Log in to the Ocean Portal, select 'Menu' and click 'Admin'.
    • Within the Admin Settings page, select 'Website Form Links'.
    • The unique URL is provided below the name of your Website Form configuration. Simply copy and paste this URL as needed.

    Embedding Website Form Links and Using iFrames

    It is recommended that you do NOT embed your Website Form link in your website using an HTML iFrame. Embedded iFrames may not always load or layout the form properly, which can lead to usability and reliability problems for you and your patients.

  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

      • If you would like to receive email notifications for incoming website form submissions, login to the Ocean Portal, click the Menu button, select Admin, and select Site Account.

        Enter the email address that you would like to receive notifications for your website form submission in the Website Form Notification Email field. Multiple email addresses can be separated by a comma or semicolon.

    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.
      • To learn more about the different inboxes, please refer to Website Form Inboxes.

    3. Import submissions into your EMR.

      • After you've accepted a submission, an "Import" window will appear.
    PS Suite Med Access Accuro OSCAR OSCAR Pro Other EMRs

    PS Suite Cloud Connect Integration

    If the submission is from a patient who already exists in your EMR and your eForm is configured to map the patients health card number to the EMR, the submission will be automatically imported into the corresponding patient chart.

    If the submission is from a brand new patient without an existing chart in your EMR, Ocean will automatically create a new patient chart and import the note into it.

    In both cases, demographic information that was collected in the submission will populate into the corresponding EMR fields based on the eForm configuration.

    • If the 'Automatically Import Attachments to EMR' setting is enabled in your Cloud Connect configuration, the submission will be imported as a textual Progress Note and as a PDF attachment.
    • If the 'Automatically Import Attachments to EMR' setting is disabled in your Cloud Connect configuration, the submission will be imported only as a textual Progress Note.

    PS Suite Custom Form Integration (Legacy)

    • If the submission is from a patient who already exists in your EMR, open their chart and press the 'Import' button on the Ocean toolbar. Enter the numeric import code provided by Ocean to import the submission into the chart as a Progress Note.
    • If the submission is from a brand new patient who does not have a chart in your EMR, first create a new stub chart and then press the 'Import' button on the Ocean toolbar. Enter the numeric import code provided by Ocean to import the submission into the chart as a textual Progress Note.
    • In both cases, demographic information that was collected in the submission will populate into the corresponding EMR fields based on the eForm configuration.

    For more details on how to import Website form submissions into your EMR, please refer to Importing Website Form Submissions from the Ocean Portal to an EMR.

  5. Review the Guide to Website Forms

    Review to the Guide to Website Forms to learn how to customize your Website Forms settings, plus tips on how to best manage your Website Forms.

    Now that you have created a Website Forms Link, check out the Guide to Website Forms to learn how to best manage your Website Forms.

Create a Directory Listing for Your Clinic

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

To ensure that the necessary security and encryption protocols are in place for patient privacy, Website Forms take advantage of the Ocean Provider Network. This means that all Ocean Sites hosting a Website Form must be listed in the Ocean Provider Network by following the steps below.

Note: If your Ocean Site already has a validated Directory Listing(s) for use in the Ocean Provider Network (e.g., for accepting eReferrals or eConsults), you can re-use it for your Website Form Link and skip this step in the setup guide.

1. Create a Directory Listing for Your Ocean Site

  • Log in to the Ocean Portal, select 'Menu', and click 'Admin'.
  • Within the Admin Settings page, select 'Directory Listings'.
  • Create a new Directory Listing by clicking the 'Add New Listing' button.
  • In the 'Listing name' field, enter a name for your Directory Listing (e.g., "Dr. John Smith" or "ABC Medical Clinic"). This name is publicly visible in the Ocean Healthmap.

  • Under the 'Listing Purpose' section, set the 'Will this listing accept eRequests?' setting to 'No'. This hides the settings in your Directory Listing that are only relevant when you plan on accepting eRequests.

    Note: If you are re-using a Directory Listing that you have already configured for accepting eRequests (e.g., eReferrals, eConsults) in the Ocean Provider Network, you do not need to modify your Listing Purpose.

  • Under the 'Contact Information' section, enter your clinic's contact information. Mandatory fields are indicated with a red asterisk.

  • Under the 'Clinician Information' section, indicate if this Directory Listing represents a group of healthcare providers or an individual healthcare provider.

    If this Directory Listing represents an individual, you must enter that healthcare provider's clinician information before saving your listing.

    Note: This information affects EMR task assignment, and is stored and maintained independently from any Clinician Information that a user may enter into their individual Ocean user account settings.

  • Under the 'Service Details' section, optionally enter general 'Description' for your listing to be publicly shown on the Ocean Healthmap and any additional 'Languages spoken' at your clinic.
  • Once you're satisfied with your Directory Listing configuration, click 'Save'.

2. Request Validation

Once you have created your Directory Listing, contact the OceanMD Support team so that we can validate your Directory Listing as a legitimate organization for accepting patient data.

You will be notified once your Directory Listing has been validated.

Deleting/Unclaiming a Directory Listing?

Please Note: If a Directory Listing is deleted or unclaimed, any associated Website Form links will be automatically deactivated.

Create & Configure Your Website Forms

You can create and configure the settings for your Website Form Links from within the Ocean Portal.

1. Create a new Website Form Link

  • Log in to the Ocean Portal, select 'Menu' and click 'Admin'.
  • Within the Admin Settings page, select 'Website Form Links'.
  • Click the 'New Website Form Link Configuration' button in the bottom right corner.

2. Configure your Website Form settings.

  • Name
    The name of your Website Form link, for internal purposes. This name is not visible to patients.
    Directory Listing
    Select the Directory Listing to be associated with this Website Form link. The name of the Directory Listing will appear under the 'Provider' column in the Website Forms inbox area of the Ocean Portal.
    Website Forms Type
    Indicate the type of Website Form link you are creating. In this case, select 'Website Form'.
    Redirect URL
    If a URL is entered, the patient will be automatically redirected to the provided URL upon submission of the Website Form.
    Subsite Reference
    Only applicable if your Website Form fees are covered by different payers. More information about subsites can be found in "Creating Separate Bills for Different Ocean Services".
  • eForm
    Select the Ocean eForm(s) that patients will complete when accessing your Website Form Link. If multiple eForms are selected, patients will complete them in the same order in which they were added here.
    Send a notification email to the requester when accepting this website form
    If enabled, patients will receive an email notification when you accept the submission.
    Note: Your selected eForm must be configured to collect patient email addresses to use this feature.
    Active
    Once enabled, your Website Form Link can be accessed using the provided URL after creation and billing will begin. If you are not ready to activate the link yet, simply keep this setting disabled until you're ready.

  • Once you're ready, click the 'Create' button to complete the configuration of your Website Form Link.

3. Set your Website Form Notification Email

  • Within the Ocean Portal, select 'Menu' and click 'Admin'.
  • Within the Admin Settings page, select 'Site Account'.

  • Enter the email address that should receive notifications for new website form submissions in the 'Website Form Notification Email' field.

    Multiple email addresses can be included, separated by commas or semicolons.

4. Deactivate/Activate your Website Forms.

Once you have created and configured your Website Form Link, you can deactivate or activate it at any time.

  • Within the Website Form Links settings area, simply click the 'Configure' button to adjust any settings.
  • Make your desired changes to the link configuration (e.g., enabling or disabling the 'Active' checkbox), and then click the 'Save' button.

Directory Listing Deleted/Unclaimed?

Please Note: If the Directory Listing associated with your Website Form Link(s) is deleted or unclaimed from your Ocean Site, any Website Form Links associated with it will be automatically deactivated.

Publish Your Website Forms

Once your Website Forms have been configured, you can use the generated URL to publish it on your clinic website.

Once your Website Form Link has been created and configured, a unique URL will be generated. You can publish this URL on your clinic website or send the URL directly to patients via email.

Accessing your Website Form URL

  • Log in to the Ocean Portal, select 'Menu' and click 'Admin'.
  • Within the Admin Settings page, select 'Website Form Links'.
  • The unique URL is provided below the name of your Website Form configuration. Simply copy and paste this URL as needed.

Embedding Website Form Links and Using iFrames

It is recommended that you do NOT embed your Website Form link in your website using an HTML iFrame. Embedded iFrames may not always load or layout the form properly, which can lead to usability and reliability problems for you and your patients.

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

    • If you would like to receive email notifications for incoming website form submissions, login to the Ocean Portal, click the Menu button, select Admin, and select Site Account.

      Enter the email address that you would like to receive notifications for your website form submission in the Website Form Notification Email field. Multiple email addresses can be separated by a comma or semicolon.

  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.
    • To learn more about the different inboxes, please refer to Website Form Inboxes.

  3. Import submissions into your EMR.

    • After you've accepted a submission, an "Import" window will appear.
PS Suite Med Access Accuro OSCAR OSCAR Pro Other EMRs

PS Suite Cloud Connect Integration

If the submission is from a patient who already exists in your EMR and your eForm is configured to map the patients health card number to the EMR, the submission will be automatically imported into the corresponding patient chart.

If the submission is from a brand new patient without an existing chart in your EMR, Ocean will automatically create a new patient chart and import the note into it.

In both cases, demographic information that was collected in the submission will populate into the corresponding EMR fields based on the eForm configuration.

  • If the 'Automatically Import Attachments to EMR' setting is enabled in your Cloud Connect configuration, the submission will be imported as a textual Progress Note and as a PDF attachment.
  • If the 'Automatically Import Attachments to EMR' setting is disabled in your Cloud Connect configuration, the submission will be imported only as a textual Progress Note.

PS Suite Custom Form Integration (Legacy)

  • If the submission is from a patient who already exists in your EMR, open their chart and press the 'Import' button on the Ocean toolbar. Enter the numeric import code provided by Ocean to import the submission into the chart as a Progress Note.
  • If the submission is from a brand new patient who does not have a chart in your EMR, first create a new stub chart and then press the 'Import' button on the Ocean toolbar. Enter the numeric import code provided by Ocean to import the submission into the chart as a textual Progress Note.
  • In both cases, demographic information that was collected in the submission will populate into the corresponding EMR fields based on the eForm configuration.

For more details on how to import Website form submissions into your EMR, please refer to Importing Website Form Submissions from the Ocean Portal to an EMR.

Review the Guide to Website Forms

Review to the Guide to Website Forms to learn how to customize your Website Forms settings, plus tips on how to best manage your Website Forms.

Now that you have created a Website Forms Link, check out the Guide to Website Forms to learn how to best manage your Website Forms.