Guide to Sending eReferrals

<p>Learn how to send eReferrals through the Ocean eReferral Network, as well as how to manage eReferrals that you have sent out.</p> <p>Visit the <a href="http://www.oceanereferralnetwork.ca/sending-ereferrals/">Ocean eReferral Network website</a> to access downloadable resources and to learn more about Ocean eReferral Network.</p>

Print Guide

Initiate Your Ocean eReferral

You can access the Ocean eReferral Network from the link in your EMR (for integrated EMRs) or directly from the Ocean Healthmap to initiate your referral.

With an Ocean account, you can initiate an Ocean eReferral at any time directly from the Ocean Healthmap. If you are using an EMR which is integrated with Ocean, you can also initiate an eReferral at at time by following the steps below.

PS Suite Med Access Accuro OSCAR Pro OSCAR Other

Video coming soon!

Video coming soon!

Video coming soon!

Video coming soon!

Initiate your eReferral (without an attachment)
PS Suite Med Access Accuro OSCAR Pro OSCAR Other EMRs
- Click the "Refer" button on the Ocean toolbar in the patient record.
- Press the "Launch" icon from within the patient's chart.
- Locate the "Ocean by CognisantMD" extension, and select "View Patient".
- Press the "Send eReferral" button from within the patient's dashboard.
- With your desired patient in context in Accuro, click the "Find Health Service" global CDS link.
- Alternatively, you can click your user-friendly "Refer" CDS link on the action bar.
- Click "Find Health Service" on the Ocean eForm.
- Click "Find Health Service" on the Ocean eForm.
In a web browser, navigate directly to the Ocean Healthmap.
Initiate your eReferral (with an attachment)
PS Suite Med Access Accuro OSCAR Pro OSCAR Other EMRs

Please refer to the article Attaching a Clinical Note from PS Suite to an eReferral.
- Use your clinic's pre-existing process for creating documents for fax or mail in Med Access (e.g., consults, referrals).
- Rather than printing your document to paper, save your document as a PDF file to your computer.
  
  Note: After sending the referral, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.
- Press the "Launch" icon from within the patient's chart.
- Locate the "Ocean by CognisantMD" extension, and select "View Patient".
- Press the "Send eReferral" button from within the patient's dashboard.
Please refer to the article Attaching a Clinical Note or Document from Accuro to an Ocean eConsult and/or eReferral.

Please refer to the article Sending an eReferral/eConsult with Attachments from OSCAR Pro using the Consultations Workflow.
- Use your clinic's pre-existing process for creating documents for fax or mail in OSCAR (e.g., consults, referrals).
- Rather than printing your document to paper, save your document as a PDF file to your computer.
  
  Note: After sending the referral, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.
- Click "Find Health Service" on the Ocean eForm.
- Use your clinic's pre-existing process for creating documents for fax or mail in your EMR (e.g., consults, referrals).
- Rather than printing your document to paper, save your document as a PDF file to your computer.
  
  Note: After sending the referral, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.
- In a web browser, navigate directly to the Ocean Healthmap.
- The EMR-specific actions above will take you directly to the Ocean Healthmap.
- Note: Log in to the Ocean Healthmap with your Ocean user credentials if your user name does not appear in the top right so that your provider details are autopopulated in the eReferral.
Select an eReferral Site

Search for your desired referral site to create your eReferral.
- Choose a service and/or search for a specific site in the Ocean Healthmap. Once you find the service and/or site that you're looking for, select it and click "Send eReferral".
- If you are looking to send a test referral, use the toggle on the left hand side of the screen to access test mode.
- Note: A green arrow icon indicates if a listing accepts eReferrals in search results.
- If the "Send eReferral" button doesn't appear on a listing, the site you've chosen does not accept eReferrals.
Send Your eReferral

Complete the eReferral form and send your referral off to the referral site.
- Complete the eReferral form, as required. If you initiated the referral from an integrated EMR, patient contact information and other required details will be automatically pre-populated. Complete the remaining fields as required.
- If you are sending an eReferral as a delegate, you will need to select the appropriate provider that you are referring on behalf of (from the dropdown menu at the top of the "Referrer Information" panel).
- Click the "Send Referral" button to send your eReferral.
- Note: If the referral listing you are sending to is under a Regional Authority, you must accept the agreement located beside the “Send Referral” button the first time an eReferral is being submitted.
- Once sent, you will see a confirmation window with the option to print a copy of the referral for the patient.
- The eReferral will then be documented in the patient's chart.
PS Suite Med Access Accuro OSCAR OSCAR Pro Other EMR
- The referral note and Ocean eReferral form are automatically downloaded into the patient chart. An internal PS message can also be triggered to the PS user/group of your choice, so they can follow up on the referral, in the specified number of days.
- The eReferral information summary will automatically populate into the patient's chart as a Task.
- Depending on the configuration of your Cloud Connect settings, the eReferral information summary will automatically populate either as an Encounter Note, or as a PDF file in the Documents area of the patient's chart.
- Click the “Download” button from the Ocean Toolbar.
- The eReferral information will populate into the progress notes section of the patient’s Encounter chart.
- The eReferral information summary will automatically populate as a PDF in the Documents area of the patient's chart.
- If you are using a non-integrated EMR, you can copy and paste the information from the confirmation window directly into your patient's chart in your EMR.
View & Track Your eReferral

You will receive email notifications about the status of your referral(s).

From there, you can view and track the status of your referral from within your EMR and/or the eReferrals & eConsults View of the Ocean Portal.

PS Suite Med Access Accuro OSCAR Pro OSCAR

Video coming soon!

Video coming soon!

Video coming soon!

View your eReferral.
PS Suite Med Access Accuro OSCAR Pro OSCAR Other
- After sending an eReferral from PSS, the referral note summary and Ocean eReferral form are automatically downloaded into the patient chart on the date the referral was sent. You can access and view the eReferral by selecting the "Open" lightbulb directly from the Ocean eReferral form.
- The Ocean Toolbar will also update with a link displaying the number of outstanding (active) eReferrals associated with that patient in Ocean.
- Clicking this link, OR the "View in Ocean" link, will open the patient's Ocean dashboard where you can find a table of the active sent eReferrals for the patient. You can select a specific referral from the table to open it and view further details, or make updates to it.
- You can view the referral information summary as a Task in the patient's chart.
- Depending on your site's Cloud Connect settings, after sending an eReferral from Accuro, Ocean will download the referral as an Encounter Note or as a Document.
- If the former, you can view the generated eReferral Summary as an encounter note in the patient's chart.
- If the latter, you can view the complete referral PDF as a Document in the patient's Virtual Chart, under the folder specified in Cloud Connect.
- You can view the referral information summary as a PDF in the Documents area of the patient's chart.
- You can view the downloaded eReferral summary as an encounter note in the patient's chart.
- You can view your eReferrals in the eReferrals & eConsults area of the Ocean Portal. To view the eReferrals that you've sent select the "Sent (All)" option in the left sidebar.
Check the status of your eReferral.
PS Suite Med Access Accuro OSCAR Pro OSCAR Other
- When the status of the eReferral changes, the Ocean eReferral form in the patient chart will automatically be updated. You can access and review the status of that individual referral at any time from the patient chart. Click "Open" for more details.
- To review the statuses of all active referrals for that patient, select the "View in Ocean" or "# outstanding" links on the Ocean Toolbar. In the Active Referrals Sent table, the corresponding status of each referral can be viewed in the Status column. Click anywhere on an individual referral line to open it for more details.
- View the status of the referral by pressing the "Launch" icon from within the patient's chart.
- Locate the "Ocean by CognisantMD"" extension, and select "View Patient".
- This opens the Ocean Patient Dashboard where you can view the status of the any active eReferrals.
- When the status of the eReferral changes, the Ocean eReferral will be automatically updated in the Ocean Portal. To access the eReferral window, select the patient in Accuro and click the “Dashboard” CDS button at the bottom of the screen to open the patient’s Ocean dashboard.
- In the Active Referrals Sent table, the corresponding status of each referral can be viewed in the Status column. Click anywhere on an individual referral line to open it for more details.
- When the status of the eReferral changes, the Ocean eReferral will automatically be updated in the Ocean Portal. To access the eReferral window, open the “Encounter” window for the patient. Click the “eReferrals” link on the Ocean toolbar.
- This opens the Ocean Patient Dashboard where you can view the status of the any active eReferrals.
- When the status of the eReferral changes, the Ocean eReferral will automatically be updated in the Ocean Portal. To access the eReferral window, open the “Encounter” window for the patient. Click the “eReferrals” link on the Ocean toolbar.
- This opens the patient’s Ocean dashboard where you can view the status of the any active eReferrals.
- If you are using a non-integrated EMR, you can view and check the status of your eReferral in the eReferrals & eConsults area of the Ocean Portal.
If you've linked your referral to your own Ocean account, you will also automatically receive email updates when the status of your eReferral changes (i.e. if it's booked, cancelled, or changed). More details about these email updates can be found in the article "Where do eConsult and/or eReferral notification emails get sent to?".
Manage All Your eReferrals in the Ocean Portal

Use the Ocean Portal to manage all of your sent eReferrals.

After your eReferral has been sent, it can be viewed and managed from the eConsults & eReferrals area of the Ocean Portal. The portal allows you to see all of your referrals in one place, clearly organized into folders according to their current status.

This article walks through the different features and options available in the portal, from searching for referrals to understanding the triggers that update a referral's status.

Login to the Ocean Portal
- Log in to the Ocean Portal with your Ocean username and password.
- Open the Menu in the top left corner, and select 'eReferrals & eConsults'.
Configure your Sent and Received Folders
- The eReferral & eConsult View in the Ocean Portal has two main folders: a Sent Folder and a Received Folder.
- Within these folders, you can access all of your referrals, organized by their current status.
- If you are only sending eReferrals it is recommended that you collapse the 'Received Folder' by clicking on it.
Status Folders

Status Folders categorize your referrals based on their current status. As a referral's status changes throughout its lifecycle, it will be automatically moved to the appropriate folder.
- For example, a referral in the 'Pending Booking' folder will automatically move to the 'Booked Unconfirmed' folder when the referral recipient books an appointment for the patient and updates that information in the referral.
- Once the appointment date and time are confirmed, the referral will then be automatically moved to the 'Booked Confirmed' folder for both parties.
This functionality ensures that the status of the referral is always up to date throughout its lifecycle for all relevant parties.

Searching and Filtering

Search Bar

To quickly locate a specific or group of referrals, you can take advantage of the search bar in the top left corner.
- Selecting 'Patient with surname' filters all your referrals to only include patients with the matching surname.
- Selecting 'Referring clinician with the name containing' filters all your referrals to only include referrals sent by a specific clinician.
- Selecting 'Provider with name containing' filters all your referrals to only include referrals sent to the Directory Listing with the chosen search term included in it's name.
Appointment Date Filtering
- The 'Booked Unconfirmed' and 'Booked Confirmed' status folders can also be filtered to show appointments within a certain time frame.
- The 'Booked date on or after: ______ until ______' filter allows you to select a specific date range. Referrals with an appointment booked in that date range will be shown.
Column Filtering
- Certain columns within each Status Folder can be used to order the matching referrals in ascending or descending order.
- Simply click on the column header to sort the referrals based on that column.

Initiate Your Ocean eReferral

You can access the Ocean eReferral Network from the link in your EMR (for integrated EMRs) or directly from the Ocean Healthmap to initiate your referral.

With an Ocean account, you can initiate an Ocean eReferral at any time directly from the Ocean Healthmap. If you are using an EMR which is integrated with Ocean, you can also initiate an eReferral at at time by following the steps below.

Video coming soon!

Initiate your eReferral (without an attachment)

Click the "Refer" button on the Ocean toolbar in the patient record.

Press the "Launch" icon from within the patient's chart.

Locate the "Ocean by CognisantMD" extension, and select "View Patient".

Press the "Send eReferral" button from within the patient's dashboard.

With your desired patient in context in Accuro, click the "Find Health Service" global CDS link.

Alternatively, you can click your user-friendly "Refer" CDS link on the action bar.

Click "Find Health Service" on the Ocean eForm.

Click "Find Health Service" on the Ocean eForm.

In a web browser, navigate directly to the Ocean Healthmap.

Initiate your eReferral (with an attachment)

Please refer to the article Attaching a Clinical Note from PS Suite to an eReferral.

Use your clinic's pre-existing process for creating documents for fax or mail in Med Access (e.g., consults, referrals).
Rather than printing your document to paper, save your document as a PDF file to your computer.

Note: After sending the referral, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.

Press the "Launch" icon from within the patient's chart.

Locate the "Ocean by CognisantMD" extension, and select "View Patient".

Press the "Send eReferral" button from within the patient's dashboard.

Please refer to the article Attaching a Clinical Note or Document from Accuro to an Ocean eConsult and/or eReferral.

Please refer to the article Sending an eReferral/eConsult with Attachments from OSCAR Pro using the Consultations Workflow.

Use your clinic's pre-existing process for creating documents for fax or mail in OSCAR (e.g., consults, referrals).
Rather than printing your document to paper, save your document as a PDF file to your computer.

Note: After sending the referral, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.

Click "Find Health Service" on the Ocean eForm.

Use your clinic's pre-existing process for creating documents for fax or mail in your EMR (e.g., consults, referrals).
Rather than printing your document to paper, save your document as a PDF file to your computer.

Note: After sending the referral, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.
In a web browser, navigate directly to the Ocean Healthmap.

The EMR-specific actions above will take you directly to the Ocean Healthmap.
Note: Log in to the Ocean Healthmap with your Ocean user credentials if your user name does not appear in the top right so that your provider details are autopopulated in the eReferral.

Select an eReferral Site

Search for your desired referral site to create your eReferral.

Choose a service and/or search for a specific site in the Ocean Healthmap. Once you find the service and/or site that you're looking for, select it and click "Send eReferral".

If you are looking to send a test referral, use the toggle on the left hand side of the screen to access test mode.
Note: A green arrow icon indicates if a listing accepts eReferrals in search results.
If the "Send eReferral" button doesn't appear on a listing, the site you've chosen does not accept eReferrals.

Send Your eReferral

Complete the eReferral form and send your referral off to the referral site.

Complete the eReferral form, as required. If you initiated the referral from an integrated EMR, patient contact information and other required details will be automatically pre-populated. Complete the remaining fields as required.

If you are sending an eReferral as a delegate, you will need to select the appropriate provider that you are referring on behalf of (from the dropdown menu at the top of the "Referrer Information" panel).
Click the "Send Referral" button to send your eReferral.
Note: If the referral listing you are sending to is under a Regional Authority, you must accept the agreement located beside the “Send Referral” button the first time an eReferral is being submitted.

Once sent, you will see a confirmation window with the option to print a copy of the referral for the patient.

The eReferral will then be documented in the patient's chart.

The referral note and Ocean eReferral form are automatically downloaded into the patient chart. An internal PS message can also be triggered to the PS user/group of your choice, so they can follow up on the referral, in the specified number of days.

The eReferral information summary will automatically populate into the patient's chart as a Task.

Depending on the configuration of your Cloud Connect settings, the eReferral information summary will automatically populate either as an Encounter Note, or as a PDF file in the Documents area of the patient's chart.

Click the “Download” button from the Ocean Toolbar.

The eReferral information will populate into the progress notes section of the patient’s Encounter chart.

The eReferral information summary will automatically populate as a PDF in the Documents area of the patient's chart.

If you are using a non-integrated EMR, you can copy and paste the information from the confirmation window directly into your patient's chart in your EMR.

View & Track Your eReferral

You will receive email notifications about the status of your referral(s).

From there, you can view and track the status of your referral from within your EMR and/or the eReferrals & eConsults View of the Ocean Portal.

Video coming soon!

View your eReferral.

After sending an eReferral from PSS, the referral note summary and Ocean eReferral form are automatically downloaded into the patient chart on the date the referral was sent. You can access and view the eReferral by selecting the "Open" lightbulb directly from the Ocean eReferral form.

The Ocean Toolbar will also update with a link displaying the number of outstanding (active) eReferrals associated with that patient in Ocean.

Clicking this link, OR the "View in Ocean" link, will open the patient's Ocean dashboard where you can find a table of the active sent eReferrals for the patient. You can select a specific referral from the table to open it and view further details, or make updates to it.

You can view the referral information summary as a Task in the patient's chart.

Depending on your site's Cloud Connect settings, after sending an eReferral from Accuro, Ocean will download the referral as an Encounter Note or as a Document.

If the former, you can view the generated eReferral Summary as an encounter note in the patient's chart.

If the latter, you can view the complete referral PDF as a Document in the patient's Virtual Chart, under the folder specified in Cloud Connect.

You can view the referral information summary as a PDF in the Documents area of the patient's chart.

You can view the downloaded eReferral summary as an encounter note in the patient's chart.

You can view your eReferrals in the eReferrals & eConsults area of the Ocean Portal. To view the eReferrals that you've sent select the "Sent (All)" option in the left sidebar.

Check the status of your eReferral.

When the status of the eReferral changes, the Ocean eReferral form in the patient chart will automatically be updated. You can access and review the status of that individual referral at any time from the patient chart. Click "Open" for more details.

To review the statuses of all active referrals for that patient, select the "View in Ocean" or "# outstanding" links on the Ocean Toolbar. In the Active Referrals Sent table, the corresponding status of each referral can be viewed in the Status column. Click anywhere on an individual referral line to open it for more details.

View the status of the referral by pressing the "Launch" icon from within the patient's chart.

Locate the "Ocean by CognisantMD"" extension, and select "View Patient".

This opens the Ocean Patient Dashboard where you can view the status of the any active eReferrals.

When the status of the eReferral changes, the Ocean eReferral will be automatically updated in the Ocean Portal. To access the eReferral window, select the patient in Accuro and click the “Dashboard” CDS button at the bottom of the screen to open the patient’s Ocean dashboard.

In the Active Referrals Sent table, the corresponding status of each referral can be viewed in the Status column. Click anywhere on an individual referral line to open it for more details.

When the status of the eReferral changes, the Ocean eReferral will automatically be updated in the Ocean Portal. To access the eReferral window, open the “Encounter” window for the patient. Click the “eReferrals” link on the Ocean toolbar.

This opens the Ocean Patient Dashboard where you can view the status of the any active eReferrals.

When the status of the eReferral changes, the Ocean eReferral will automatically be updated in the Ocean Portal. To access the eReferral window, open the “Encounter” window for the patient. Click the “eReferrals” link on the Ocean toolbar.

This opens the patient’s Ocean dashboard where you can view the status of the any active eReferrals.

If you are using a non-integrated EMR, you can view and check the status of your eReferral in the eReferrals & eConsults area of the Ocean Portal.

If you've linked your referral to your own Ocean account, you will also automatically receive email updates when the status of your eReferral changes (i.e. if it's booked, cancelled, or changed). More details about these email updates can be found in the article "Where do eConsult and/or eReferral notification emails get sent to?".

Manage All Your eReferrals in the Ocean Portal

Use the Ocean Portal to manage all of your sent eReferrals.

After your eReferral has been sent, it can be viewed and managed from the eConsults & eReferrals area of the Ocean Portal. The portal allows you to see all of your referrals in one place, clearly organized into folders according to their current status.

This article walks through the different features and options available in the portal, from searching for referrals to understanding the triggers that update a referral's status.

Login to the Ocean Portal

Log in to the Ocean Portal with your Ocean username and password.
Open the Menu in the top left corner, and select 'eReferrals & eConsults'.

Configure your Sent and Received Folders

The eReferral & eConsult View in the Ocean Portal has two main folders: a Sent Folder and a Received Folder.
Within these folders, you can access all of your referrals, organized by their current status.

If you are only sending eReferrals it is recommended that you collapse the 'Received Folder' by clicking on it.

Status Folders

Status Folders categorize your referrals based on their current status. As a referral's status changes throughout its lifecycle, it will be automatically moved to the appropriate folder.

For example, a referral in the 'Pending Booking' folder will automatically move to the 'Booked Unconfirmed' folder when the referral recipient books an appointment for the patient and updates that information in the referral.
Once the appointment date and time are confirmed, the referral will then be automatically moved to the 'Booked Confirmed' folder for both parties.

This functionality ensures that the status of the referral is always up to date throughout its lifecycle for all relevant parties.

Searching and Filtering

Search Bar

To quickly locate a specific or group of referrals, you can take advantage of the search bar in the top left corner.

Selecting 'Patient with surname' filters all your referrals to only include patients with the matching surname.
Selecting 'Referring clinician with the name containing' filters all your referrals to only include referrals sent by a specific clinician.
Selecting 'Provider with name containing' filters all your referrals to only include referrals sent to the Directory Listing with the chosen search term included in it's name.

Appointment Date Filtering

The 'Booked Unconfirmed' and 'Booked Confirmed' status folders can also be filtered to show appointments within a certain time frame.
The 'Booked date on or after: ______ until ______' filter allows you to select a specific date range. Referrals with an appointment booked in that date range will be shown.

Column Filtering

Certain columns within each Status Folder can be used to order the matching referrals in ascending or descending order.
Simply click on the column header to sort the referrals based on that column.