General Ocean Guides

Guide to the Ocean Portal

The Ocean Portal can be accessed at ocean.cognisantmd.com.
Please note that the Ocean Portal performs best on Google Chrome and Mozilla Firefox browsers.

If you have an Ocean user account, signing into the Ocean Portal will allow you to view and configure all the various features of Ocean. Click the "Menu" button in the top left corner to open the navigation menu with access to all views. Below you will find a basic overview of all views available in the navigation menu of the Ocean Portal.

In the Patients view, you can see all of your patients who have been loaded into Ocean.

From there, you can click on any of the patients listed to view any clinical notes that have been generated from this patient completing eForm(s). From this window, you can also queue an eForm for a patient, email a patient, view their status and pending forms, send an eReferral for them through the Ocean eReferral Network (if you are registered as an eReferrer), remove a patient from Ocean, and access advanced settings for a patient (if needed).

In the left side bar, you have the option to filter your patients. Under Find Patients, you can search for a patient by surname, Ocean Reference Number or EMR ID. You can also filter by message status by clearing the search bar and selecting the options from the drop down.

You can also filter by Provider, use the Day Sheet to view all patients with appointments on a specific date, or view your walk-in provider's patients only (this option is set in your Ocean Cloud Connect settings).
You also have more options available to you in the Actions menu, located at the bottom left of this tab, including: creating a new patient in Ocean, synchronizing your appointments (for Accuro clients only), uploading a cohort of patients, emailing a patient cohort, or exporting a patient cohort.

In the eForms view, you can browse through, create, and edit your site's library of eForms. To learn more about customizing your eForms, please refer to our Guide to Building eForms.
From the menu on the left, you can also configure your eForm Favourites and customize how your Ocean-generated clinical notes are formatted.

The Template Manager offers an accessible way to view, edit, and even duplicate your templates. Using the Template Editor, you can easily create new templates to use for your secure patient communications. Please refer to Customizing Your Templates for more information.

Note: Only users with administrative access to your Ocean site can access the Admin view.
In the Admin view, you can configure all of the administrative settings for your Ocean site. You will need to have administrative access to your Ocean site to be able to view and edit these settings. To learn more about all the different administrative settings in this view, please refer to our Guide to the Admin View.

Quick Links give you access to other helpful Ocean links.

Cloud Connect will take you to Ocean Cloud Connect where you can edit your Ocean and EMR integration settings.

Note: Only users with administrative access to your Ocean site can login to Cloud Connect and edit your Ocean and EMR integration settings.

Resource Library will take you to the Ocean resource library, where you can search through a list of Ocean forms and PS Suite Custom Forms.

Support will bring you to our support portal.

Note: Only users with administrative access to your Ocean site can access the Tablets & Kiosk view.
In the Tablets & Kiosks view, you can configure the settings for all the tablet(s) registered to your site. Configurable tablet settings include: creating an introduction screen for your tablets, automatically queuing forms for patients, and more. Please refer to "Customizing Basic Tablet Settings" to learn more about what tablet settings are available for you to customize to your liking.

In the Online Booking view, you can view all bookings made by patients and access your online booking settings.

In the Website Forms view, you can view all website form submissions in the various folders of your inbox.

In the Studies view, you can create, configure, and export data from your Ocean Studies. To learn more about Ocean Studies, please refer to our Guide to Studies.
Note: An additional fee will apply if you would like to use Ocean Studies (see our pricing page for more details). For more information about Ocean Studies and the different study levels available, please email our support team at ocean.tips/support.

In the eReferrals view, you can access eReferrals by clicking on a specific entry listed.
The different options in the menu along the left will allow you to view your inboxes of eReferral submissions. Below that at the bottom left, you also have more options available to you in the expandable Actions menu. This Actions menu will allow you to create a New Inbound eReferal, view the Ocean eReferral Network, export eReferral analytics data, update your wait times, and search through your eReferral history.
Note: If you are interested in using eReferrals, an additional fee will apply for these Ocean services (please refer to our pricing page for more details). To learn more about Ocean's eReferral Network, please visit the "Ocean eReferral Network website".

Clicking Healthmap will bring you to Ocean's Healthmap where you can see what services are accepting eReferrals in your region.

If you ever run into any troubles while using the Ocean Portal, search through our library of support articles and/or contact our support team at any time by selecting the "Support" link at the bottom left hand corner of any page in the Ocean Portal.

Understanding Patient Status Icons in the Ocean Portal

When reviewing the list of patients in the Patients view of the Ocean Portal, the "Status" column will indicate various statuses that may be applied to patients, depending upon actions they've performed or have yet to complete.
Below is a list of the various status icons that may appear in the "Status" column and their meaning.

Note: In the Patients view of the Ocean Portal, hovering over each of the icons for a few moments will also bring up a tooltip displaying the icon's meaning.

Note Status for Ocean eForms

Icon	Status
	¹ Patient has completed some forms but has not finished.
	¹ Patient has completed some forms but has not finished. Response Overdue.
	¹ Patient's notes are finished and ready for download into the EMR.
	¹ Available notes have been downloaded into the EMR.
	Unable to retrieve patient information from EMR.
	Waiting for EMR.

Status for Ocean Online Messages

Icon	Status
	The secure message has not yet been seen by the patient.
	The secure message has not yet been seen by the patient. Response overdue.
	The patient has accessed the secure content, but has not completed outstanding eForms. Response overdue.

Clearing statuses

¹ These icons appear if Ocean notes have been created. If a manual re-upload is triggered for the patient (e.g. accessing Ocean from the patient's chart in the EMR) then these statuses will be reset.

Ocean Note Flags

Ocean's Note Flagging feature allows an eForm to tag a patient's response with a coloured "flag". These flags are intended to assist clinicians and their administrators with rapid triaging of responses and appear as coloured asterisks next to the note status in the status column. Learn more about note flags here: Orientation to Ocean Note Flags.

Note flags are unique because they accumulate over time for the patient until the patient is purged/removed from Ocean. If a manual re-upload is triggered for the patient (e.g. accessing Ocean from the patient's chart in the EMR) and their note status is reset, the older note flags will continue to show in the Status column. To manually reset note flags, remove the patient from Ocean.

Pending Forms

In addition to the "Status" column, you will also see information under the column labelled "Pending Forms". The number of dots displayed in this area correlates to the number of unfinished forms in the patient's queue.