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 any time by following the steps below.

PS Suite Med Access Accuro OSCAR Pro OSCAR Non-Integrated

Video coming soon!

Video coming soon!

Initiate your eReferral (without an attachment)
PS Suite Med Access Accuro OSCAR Pro OSCAR Non-Integrated
- 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" 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 "Send eRequest / Find Health Service" global CDS link.
- Alternatively, you can click your equivalent user-friendly CDS link on the action bar.
- Click the 'Refer' button on the Ocean Toolbar.
- Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then click 'Find Health Service' on the Ocean eForm.
- Click the 'Refer' button on the Ocean Toolbar.
- Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then 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 Non-Integrated

Please refer to the article Attaching a Clinical Note from PS Suite to an eReferral.
- Use the Ocean-MA Extension for Google Chrome and Microsoft Edge to capture the desired attachments from the patient's chart in Med Access.
- Press the "Launch" icon from within the patient's chart.
- Locate the "Ocean" extension, and select "View Patient".
- Press the "Send eReferral" button from within the patient's dashboard.
Prerequisite
- Ensure that you have enabled the 'Save for Ocean' button within your Accuro system settings.
- Select the patient in Accuro that you wish to generate an attachment in Ocean for.
- If you do have an Encounter Note Template and corresponding Quick Action Button configured, use your Quick Action Button to create a new Encounter Note.
  
  If you do not have an Encounter Note Template and corresponding Quick Action Button configured, create a new blank Encounter Note in the patient chart.
  
  Tip: You can use the 'CTRL+F11' keyboard shortcut to create a new note from any section of Accuro, as long as you have the patient selected first.
- Specify a filename for your attachment by using the 'Title' field in the bottom left, and then click Generate Letter.
- Ensure you have the correct 'From:' Provider selected in the top left, then go to the Attachments pane and click the green plus icon to add an attachment.
- In the Select Attachments window, choose the items from the patient chart that you would like included, and then select OK.
- The list of selected attachments will appear on the left. Click the 'Save for Ocean' button.
- An Encounter Note and the Generated Letter will be created in the patient chart.
- Use the 'Send eRequest / Find Health Service' CDS link or action button to launch into the Ocean Healthmap.
  
  Ocean will automatically include any unused Generated Letters with the current date as an attachment on your eReferral.
Initiating an eReferral from the 'Consultations' area in OSCAR allows you to attach Documents from the patient's chart to your eReferral.
- From within the patient chart, create a new consultation by clicking the '+' icon on the purple 'Consultations' ribbon.
- Click 'Attach File to Consultation' on the left side.
- Select the desired Document(s) to attach using the checkboxes on the left side, and then click 'Done Close Window'.
- The chosen Document(s) will now appear in the left hand side of the Consultation window.
- Click the 'Refer' button in the top right corner of the window to launch into the Ocean Healthmap.
  
  Note: The Consultation window will automatically close after clicking the 'Refer' button. Any text typed in the OSCAR Consultaton window will not transfer into the Ocean eReferral.
- 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 the 'Refer' button on the Ocean Toolbar.
- Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then 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 Recipient

Search for your desired referral recipient to create your eReferral.
- Browse or search the Ocean Healthmap for a Directory Listing to send your eReferral to.
  
  Note: A green arrow icon indicates if a Directory Listing is currently accepting eReferrals.
- The search bar at the top of the page allows you to type in a key term to search for, or select related health services in the geographic region that your map is focused on.
- You can also browse the health service categories to categorically search for health services in the geographic region that your map is focused on.
- The 'Advanced Search and Filtering' option allows you to define more specific criteria for your search results.
- Your search results can also be sorted by distance from the patient's home address, or by shortest wait time (when searching for a specific health service).
- Once you determine your desired recipient, select the Directory Listing and click 'Send eReferral'.
Test Mode
- If you are looking to send a test eReferral, use the test mode toggle in the bottom left corner of the screen to enable/disable test mode.
- When test mode is enabled, the healthmap will only show recipient Directory Listings that also have test mode enabled.
Send Your eReferral

Complete the eReferral form and send your referral off to the referral recipient.
- 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.
- Include any relevant attachments by pressing the 'Add Attachments' button and selecting them from your computer.
  
  Note: If you are a Med Access user and using the Ocean-MA Extension you will be automatically prompted to include any queued attachments as soon as the referral form is opened.
  
  If you are a PS Suite, Accuro, or OSCAR Pro user and you initiated your eReferral with an attachment, it will be automatically included below the 'Add Attachments' button.
- 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 Directory Listing you are sending to is accepting referrals under a Regional Authority (such as a provincial eReferral initiative), you must accept the Regional Authority's Terms of Use located beside the “Send Referral” button the first time you send eReferral.
- 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 Pro OSCAR 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 an Active Task with a PDF attachment of the referral record. Any file attachments included with the referral will also be included in the PDF referral record.
- For detailed information on the logic that Ocean uses to assign the task to an EMR user, please refer to the Ocean Note Tasks support article.
Ocean-MA Extension: Task Category and Type Adjustments
If you use the Ocean-MA Extension, it will automatically recognize upon opening the Task that it is related to an Ocean eReferral.

The extension will automatically adjust the Task 'Category' and 'Type' values to correspond with the Ocean eReferral.
After reviewing the changes and making any other necessary adjustments to the Task, click 'Save'. The Task will be automatically categorized into the 'Active Requests' section of the corresponding 'Consults ' or 'Investigations' area of the patient chart.
- 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.
- Note: It is recommended that your Cloud Connect settings are configured to save sent and received referrals as Documents to ensure that any referral file attachments are automatically imported into Accuro.
- When your Cloud Connect settings are configured to save sent referrals as Documents, any file attachments included at the time of sending the referral will also be included in the PDF referral record.
- By default, the Document Provider will be 'Unassigned'. However, automatic Document Provider assignment can be enabled in your Cloud Connect settings.
- The eReferral information summary will automatically populate as a PDF in the Documents area of the patient's chart. Any file attachments included with the referral will also be included in the PDF referral record.
- A new Consultation will also be automatically generated in 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.
- 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 Non-Integrated

Video coming soon!

Video coming soon!

View your eReferral.
PS Suite Med Access Accuro OSCAR Pro OSCAR Non-Integrated
- 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 in the patient chart as an Active Task with a PDF attachment of the referral.
- For detailed information on the logic that Ocean uses to assign the task to an EMR user, please refer to the Ocean Note Tasks support article.
Ocean-MA Extension: Task Category and Type Adjustments
If you use the Ocean-MA Extension, it will automatically recognize upon opening the Task that it is related to an Ocean eReferral.

The extension will automatically adjust the Task 'Category' and 'Type' values to correspond with the Ocean eReferral.
After reviewing the changes and making any other necessary adjustments to the Task, click 'Save'. The Task will be automatically categorized into the 'Active Requests' section of the corresponding 'Consults ' or 'Investigations' area of the patient 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 you have configured your Cloud Connect settings to save referrals as an Encounter Note, you can view the generated eReferral Summary as an Encounter Note in the patient's chart.
- If you have configured your Cloud Connect settings to save referrals as a Document, you can view the complete referral PDF as a Document in the patient's Virtual Chart, under the folder you selected in your Cloud Connect settings.
- You can view the referral information summary as a PDF in the Documents area of the patient's chart.
- A new Consultation will also be automatically generated in 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 Non-Integrated
- 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"" extension, and select "View Patient".
- This opens the Ocean Patient Summary where you can view the status of the any active eReferrals.
- View the status of the referral by using the 'View Patient Summary' global CDS link.
- Alternatively, you can use the 'Summary' button on the action bar.
- This opens the Ocean Patient Summary where you can view the status of the any active eReferrals.
- When the status of the eReferral changes in Ocean, the status of Consultation in OSCAR Pro will be automatically updated using the following mappings:
- 'Awaiting Response' and 'Pending Booking' in Ocean = 'Pending Specialist Callback' in OSCAR Pro
- 'Booked Unconfirmed' in Ocean = 'Pending Patient Callback' in OSCAR Pro
- 'Booked Confirmed' in Ocean = 'Booking Confirmed' in OSCAR Pro
- 'Completed', 'Cancelled', and 'Declined' in Ocean = 'Completed' in OSCAR Pro
- When an Appointment Date, Appointment Time, and optional Booking Comments are added to the Ocean eReferral by the referral recipient, they will be added to the respective 'Appointment Date', 'Appointment Time', and 'Appointment Notes ' fields in the OSCAR Pro Consultation.
- The 'Edit on Ocean' button can be clicked at any time to open the Ocean eReferral to view more details.
- The 'Ocean Toolbar' in the chart will also be updated to reflect the number of active eReferrals for the patient.
  
  Note: It may take up to 1 hour for the number of active eReferrals to update.
- Clicking the number of active eReferrals on the toolbar 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 folder groupings: 'Received' and 'Sent'.
- Within these folder groupings, you can access all of your referrals within their current status folder.
- If you are only sending eReferrals it is recommended that you collapse the 'Received' folder grouping 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.
Referring Clinician and Service Filtering
- All folders within the 'Sent' folder grouping can be filtered based on the 'Referring Clinician' and/or the referred 'Service'.
Appointment Date Filtering
- The 'Booked Unconfirmed' and 'Booked Confirmed' status folders can also be filtered to show referrals with appointments within a certain time frame.
- The 'Appt Date - Start' and 'Appt Date - End' fields can be used to view only referrals with an appointment booked in the specified date range.
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 any 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" 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 "Send eRequest / Find Health Service" global CDS link.

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

Click the 'Refer' button on the Ocean Toolbar.

Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then click 'Find Health Service' on the Ocean eForm.

Click the 'Refer' button on the Ocean Toolbar.

Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then 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 the Ocean-MA Extension for Google Chrome and Microsoft Edge to capture the desired attachments from the patient's chart in Med Access.

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

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

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

Prerequisite

Ensure that you have enabled the 'Save for Ocean' button within your Accuro system settings.

Select the patient in Accuro that you wish to generate an attachment in Ocean for.

If you do have an Encounter Note Template and corresponding Quick Action Button configured, use your Quick Action Button to create a new Encounter Note.

If you do not have an Encounter Note Template and corresponding Quick Action Button configured, create a new blank Encounter Note in the patient chart.

Tip: You can use the 'CTRL+F11' keyboard shortcut to create a new note from any section of Accuro, as long as you have the patient selected first.

Specify a filename for your attachment by using the 'Title' field in the bottom left, and then click Generate Letter.

Ensure you have the correct 'From:' Provider selected in the top left, then go to the Attachments pane and click the green plus icon to add an attachment.

In the Select Attachments window, choose the items from the patient chart that you would like included, and then select OK.

The list of selected attachments will appear on the left. Click the 'Save for Ocean' button.

An Encounter Note and the Generated Letter will be created in the patient chart.

Use the 'Send eRequest / Find Health Service' CDS link or action button to launch into the Ocean Healthmap.

Ocean will automatically include any unused Generated Letters with the current date as an attachment on your eReferral.

Initiating an eReferral from the 'Consultations' area in OSCAR allows you to attach Documents from the patient's chart to your eReferral.

From within the patient chart, create a new consultation by clicking the '+' icon on the purple 'Consultations' ribbon.

Click 'Attach File to Consultation' on the left side.

Select the desired Document(s) to attach using the checkboxes on the left side, and then click 'Done Close Window'.

The chosen Document(s) will now appear in the left hand side of the Consultation window.

Click the 'Refer' button in the top right corner of the window to launch into the Ocean Healthmap.

Note: The Consultation window will automatically close after clicking the 'Refer' button. Any text typed in the OSCAR Consultaton window will not transfer into the Ocean eReferral.

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 the 'Refer' button on the Ocean Toolbar.

Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then 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 Recipient

Search for your desired referral recipient to create your eReferral.

Browse or search the Ocean Healthmap for a Directory Listing to send your eReferral to.

Note: A green arrow icon indicates if a Directory Listing is currently accepting eReferrals.

The search bar at the top of the page allows you to type in a key term to search for, or select related health services in the geographic region that your map is focused on.

You can also browse the health service categories to categorically search for health services in the geographic region that your map is focused on.

The 'Advanced Search and Filtering' option allows you to define more specific criteria for your search results.

Your search results can also be sorted by distance from the patient's home address, or by shortest wait time (when searching for a specific health service).

Once you determine your desired recipient, select the Directory Listing and click 'Send eReferral'.

Test Mode

If you are looking to send a test eReferral, use the test mode toggle in the bottom left corner of the screen to enable/disable test mode.
When test mode is enabled, the healthmap will only show recipient Directory Listings that also have test mode enabled.

Send Your eReferral

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

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.
Include any relevant attachments by pressing the 'Add Attachments' button and selecting them from your computer.

Note: If you are a Med Access user and using the Ocean-MA Extension you will be automatically prompted to include any queued attachments as soon as the referral form is opened.

If you are a PS Suite, Accuro, or OSCAR Pro user and you initiated your eReferral with an attachment, it will be automatically included below the 'Add Attachments' button.

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 Directory Listing you are sending to is accepting referrals under a Regional Authority (such as a provincial eReferral initiative), you must accept the Regional Authority's Terms of Use located beside the “Send Referral” button the first time you send eReferral.

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 an Active Task with a PDF attachment of the referral record. Any file attachments included with the referral will also be included in the PDF referral record.
For detailed information on the logic that Ocean uses to assign the task to an EMR user, please refer to the Ocean Note Tasks support article.

Ocean-MA Extension: Task Category and Type Adjustments

If you use the Ocean-MA Extension, it will automatically recognize upon opening the Task that it is related to an Ocean eReferral.
The extension will automatically adjust the Task 'Category' and 'Type' values to correspond with the Ocean eReferral.

After reviewing the changes and making any other necessary adjustments to the Task, click 'Save'. The Task will be automatically categorized into the 'Active Requests' section of the corresponding 'Consults ' or 'Investigations' area of the patient chart.

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.
Note: It is recommended that your Cloud Connect settings are configured to save sent and received referrals as Documents to ensure that any referral file attachments are automatically imported into Accuro.

When your Cloud Connect settings are configured to save sent referrals as Documents, any file attachments included at the time of sending the referral will also be included in the PDF referral record.
By default, the Document Provider will be 'Unassigned'. However, automatic Document Provider assignment can be enabled in your Cloud Connect settings.

The eReferral information summary will automatically populate as a PDF in the Documents area of the patient's chart. Any file attachments included with the referral will also be included in the PDF referral record.

A new Consultation will also be automatically generated in 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.

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 in the patient chart as an Active Task with a PDF attachment of the referral.
For detailed information on the logic that Ocean uses to assign the task to an EMR user, please refer to the Ocean Note Tasks support article.

Ocean-MA Extension: Task Category and Type Adjustments

If you use the Ocean-MA Extension, it will automatically recognize upon opening the Task that it is related to an Ocean eReferral.
The extension will automatically adjust the Task 'Category' and 'Type' values to correspond with the Ocean eReferral.

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 you have configured your Cloud Connect settings to save referrals as an Encounter Note, you can view the generated eReferral Summary as an Encounter Note in the patient's chart.

If you have configured your Cloud Connect settings to save referrals as a Document, you can view the complete referral PDF as a Document in the patient's Virtual Chart, under the folder you selected in your Cloud Connect settings.

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

A new Consultation will also be automatically generated in 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"" extension, and select "View Patient".

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

View the status of the referral by using the 'View Patient Summary' global CDS link.

Alternatively, you can use the 'Summary' button on the action bar.

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

When the status of the eReferral changes in Ocean, the status of Consultation in OSCAR Pro will be automatically updated using the following mappings:

'Awaiting Response' and 'Pending Booking' in Ocean = 'Pending Specialist Callback' in OSCAR Pro
'Booked Unconfirmed' in Ocean = 'Pending Patient Callback' in OSCAR Pro
'Booked Confirmed' in Ocean = 'Booking Confirmed' in OSCAR Pro
'Completed', 'Cancelled', and 'Declined' in Ocean = 'Completed' in OSCAR Pro

When an Appointment Date, Appointment Time, and optional Booking Comments are added to the Ocean eReferral by the referral recipient, they will be added to the respective 'Appointment Date', 'Appointment Time', and 'Appointment Notes ' fields in the OSCAR Pro Consultation.

The 'Edit on Ocean' button can be clicked at any time to open the Ocean eReferral to view more details.

The 'Ocean Toolbar' in the chart will also be updated to reflect the number of active eReferrals for the patient.

Note: It may take up to 1 hour for the number of active eReferrals to update.

Clicking the number of active eReferrals on the toolbar 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 folder groupings: 'Received' and 'Sent'.
Within these folder groupings, you can access all of your referrals within their current status folder.

If you are only sending eReferrals it is recommended that you collapse the 'Received' folder grouping 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.

Referring Clinician and Service Filtering

All folders within the 'Sent' folder grouping can be filtered based on the 'Referring Clinician' and/or the referred 'Service'.

Appointment Date Filtering

The 'Booked Unconfirmed' and 'Booked Confirmed' status folders can also be filtered to show referrals with appointments within a certain time frame.
The 'Appt Date - Start' and 'Appt Date - End' fields can be used to view only referrals with an appointment booked in the specified date range.

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.