Guide to the Ocean Portal

  • The Ocean Portal can be accessed at ocean.cognisantmd.com.
  • 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 right 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.
Patients eForms Admin Quick Links Tablets & Kiosks Online Booking Website Forms Studies eReferrals Healthmap

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.
  • 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
Orange Square with Pencil 1 Patient has completed some forms but has not finished.
Orange Square with Pencil + ! 1 Patient has completed some forms but has not finished. Response Overdue.
Green Square with Arrow 1 Patient's notes are finished and ready for download into the EMR.
Grey Square with Checkmark 1 Available notes have been downloaded into the EMR.
Red Circle with X Unable to retrieve patient information from EMR.
Clock Waiting for EMR.

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.

Status for Ocean Online Messages

Icon Status
Grey Envelope The secure message has not yet been seen by the patient.
Red Envelop + ! The secure message has not yet been seen by the patient. Response overdue.
Grey Envelope + * The secure message has been accessed by the patient but it was not confirmed.
Orange Envelope + * The secure message has been accessed by the patient but it was not confirmed. Response overdue.

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.
    • dots