Accuro: Manually Uploading Patients into Ocean

Normally, Ocean will automatically resynchronize appointments with the Accuro appointment schedule every 30 minutes. This is generally a sufficient time frame to have all the patients who need to fill out Ocean forms, loaded into Ocean.

However, if you go to email a patient more than a week in advance of their appointment, you may sometimes find that they are not in Ocean yet. Not to worry - you can easily upload this patient into Ocean by using a Ocean online message CDS link or the "Fetch Patient" feature in the Ocean Portal.

After your patient has been uploaded into Ocean, you can send the patient a message by clicking on their name, as you normally would.

CDS Link Ocean Portal
  • Once you've selected a patient in your Accuro EMR, you can use either the "Ocean Portal" or "Send Ocean Online Message" CDS link from the main target Accuro menu to directly upload a patient into Ocean, right from your EMR.
  • Once you've selected the CDS link for the patient, Ocean should upload the patient into less than 30 seconds.
  • Once the patient has successfully been uploaded into Ocean, you should be redirected to either the Ocean Portal with the patient selected or the Ocean online message editor window.

Accuro: Mapping Answers from an Ocean eForm to a Custom Demographics Field

Prerequisites:

  • Custom demographic fields have been created in Accuro
  • Custom demographic fields are populated for at least 1 patient in Accuro
  • Custom demographic fields must be enabled in Ocean Cloud Connect or the the OceanConnect app.
  1. Tag your custom demographic note in your Ocean eForm.

    • When you are building your eForms, if you "tag" a caption by surrounding a single word with "@" and ": $$", then the value of that item will be available for mapping using EMR field mapping.
    • In order to pre-populate the field with the value recorded for that patient in Accuro, ensure that the "Prepopulate this item with" field is set to: "@ptCustom.EMRField" (where 'EMRField' is the name of your custom demographic).
    • Important Note:

      If your custom demographics field is more than one word, you will need to combine them into one word.

      For example: If your custom demographic field is called "Email Consent", your "Custom Note" will be @EmailConsent and your "Prepopulate this item with" field will be @ptCustom.EmailConsent.

  2. Create the corresponding lab value in your Ocean Portal.

    • Log in to your Ocean Portal and navigate to the Admin tab.
    • Enter the "EMR Field Mapping" section and select "Add Row".
    • Name the "Tagged Field" the exact same as the "Custom Note" field in your Ocean eForm (all one word, without the leading '@') and the "EMR Field".
    • Name the "EMR Field" the exact same as your custom demographics field in Accuro.
    • Be sure to save your changes before leaving this page.
  3. Test out your new custom lab value.

    • Now, if a patient completes an Ocean eForm that contains your custom demographic item, the result will be set in the corresponding field in the "Other" tab of the patient information section of Accuro.
    • Note: The custom demographics fields in Accuro allow spaces in their names, but Ocean does not. All fields in Ocean are also case-sensitive, so please ensure that these fields match their corresponding fields in Accuro and Ocean, accordingly.

Accuro: Mapping Answers from an Ocean eForm to a Lab Value

  1. Tag your measurement in your Ocean eForm.

    • When you are building your eForms, if you "tag" a caption by surrounding a single word with "@" and ": $$" then the value will be available for mapping using EMR field mapping.
    • An example can be found in the screenshot to the right or in the note generated by this standard PHQ-9 questionnaire.
  2. Create a lab value in Accuro for your Ocean answer.

    • Log in to your Accuro and enter the EMR section.
    • Click on the green plus sign in the "Labs" area to create a new lab test.
    • This will open up the Lab Tests dialog box, where you can add a new lab test by clicking on the green plus sign.
    • This will open up the Edit Lab Tests dialog box, where you can add a new lab test result by clicking on the green plus sign.
    • This will open up the Lab Results dialog box, where you can add a new lab test result by clicking on the New button at the bottom.
    • This will open up the Edit Result dialog box, where you can define the data type and units.
    • Leave the "Source Code" field blank.
    • Click the green plus sign to add a reference range for your lab result (if applicable).
    • Click "OK" when you're done editing your result.
    • You should now see your new lab test result appear in your "Edit Lab Test" dialog box.
    • Click "OK" to save your new lab test.
  3. Create the corresponding lab value in your Ocean Portal.

    • Log in to your Ocean Portal and navigate to the Admin tab.
    • Enter the "EMR Field Mapping" section.
    • Add a new row and name the "Tagged Field" and "EMR Field" the exact same thing that you named your lab test.
    • Be sure to save your changes.
  4. Test out your new custom lab value.

    • Now, if a patient completes a questionnaire with your lab value, the measurement will then be set in the "Labs" section of their Encounter Notes section of EMR section of Accuro.

Accuro: Troubleshooting Cloud Connect

If you are experiencing an error while setting up Cloud Connect, refer to the table below. If you require further support, please feel free to submit a request to our support team to our support team.

Error Message Meaning What to do
(HTTP 400) "Database could not be verified" UUID was entered incorrectly Re-enter UUID (without spaces) to finalize integration