1. OceanMD
  2. Patient Tablets & Check-In Kiosks
  3. Set Up Kiosks

Set Up Kiosks

Learn how to set up your check-in kiosks.

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  1. Order Your Kiosk Hardware

    You will be responsible for ordering your kiosk stand, tablet, and 3 peripheral items to be able to successfully complete set up of one check-in kiosk. You will also need to ensure that your EMR is integrated with Cloud Connect.

    You will need all the following items to be able to completely set up one check-in kiosk:

    • 1x Kiosk Stand (Floor/Counter Top)
    • 1x Android Tablet
    • 1x Peripheral Bundle

    To obtain the above items, follow the steps below:

    1. Request a quote for a Check-In Kiosk by completing the quote request form. A representative from our hardware partner, BlueBird IT Solutions, will provide a quote. If you want to proceed, they will process the order.

      Note: The peripheral bundle includes a Magtek Card Reader that is only compatible for clinics in British Columbia, Ontario, and Nova Scotia. If you are outside of these provinces, please indicate to BlueBird that you do not need Magtek Card Reader and the quote will be adjusted accordingly.

    2. BlueBird IT Solutions will confirm the Android tablet model that is compatible with your kiosk. You are responsible for the actual purchase of the tablet.

    Warning:

    CognisantMD is limited in our ability to support untested hardware from third-party vendors and therefore, cannot guarantee that kiosk card swiping and reading will work.

  2. Assemble Your Kiosk

    Once your kiosk stand arrives, you will need to assemble it, according to the instructions diagram shipped with the kiosk (in the tablet holding area).

    Assemble your kiosk by following the instructional diagram that is included in your kiosk package.

    This diagram will be found on the cardboard sheet located inside the tablet-holder portion of the kiosk (on the back of the sheet with the Armodilo logo).

    If you've lost this sheet, you can also find direct links to the instructional diagrams below:

    Floor Model Countertop Model

    Once you're finished assembling your kiosk, leave the top cover (that closes the tablet container) off of the kiosk until after you have finished setting up your tablet and connecting all of your kiosk's internal wires and card reader, if applicable. 

  3. Configure Your Tablet for the Ocean Kiosk

    There are a few additional tablet settings that you will need to configure in order to optimize the tablet for check-in kiosk purposes.

    There are a couple of things you'll need to do in order to get your tablet ready for your kiosk.

    Firstly, you'll need to set up the tablet, just like any other free-floating patient-facing Ocean tablet. Follow our step-by-step Tablet Set-Up Guide before moving forward.

    Once you've set up your tablet for regular use, adjust the following kiosk-specific settings on your tablet.

    1. Enable the on-screen keyboard.

      • Enter the 'Settings' app on your tablet, and select 'General Management'.
      • Select "Language and input".
      • Under "Keyboards", select "Physical keyboard".
      • Toggle "Show the on-screen keyboard" ON (i.e. to the right).

    2. Set your screen timeout to always stay awake.

      • From the Settings app on your tablet, select "About tablet" and then "Software information". Tap on the "Build number" a few times until developer mode is enabled and the "Developer options" become available.
      • Once your "Developer options" have appeared in the main settings menu, tap on it and toggle the "Stay awake" feature ON (i.e. toggle to the right) so that the tablet screen will never sleep while it's charging. This will ensure that the screen is always on and ready for patients, even if the kiosk is not always in use.
  4. Install the LAVA Battery Modulation Software on Your Kiosk Tablet

    The LAVA battery modulation software will prevent damage to your tablet from overcharging.

    We highly recommend you follow the steps below for the long-term health of your kiosk tablet.

    This step is only required for clinics in provinces with a magnetic strip on the health card.

    The LAVA battery modulation software will protect your kiosk tablet's battery, preventing damage to your tablet from overcharging. We highly recommend you follow the steps below for the long-term health of your kiosk tablet.

    • Exit out of the internet browser and open the "My Files" application. From the sidebar menu, select the "Downloads" folder.
    • Select the "LAVASynC+_Software_Release_XXXXXXXX.zip" zip file that has been downloaded and press the "Extract" option when prompted. Once extracted, open the corresponding "LAVASynC+ Software Release XXXXXXXXX" folder in Downloads.
    • Install LTM_v4.0X.apk by clicking on the file and selecting "Install" when prompted.

      Additionally, install the LAVA Battery Information application (LBI.apk), which is located within the "Extra" folder.
    • Select "Done" after each of the apps have been installed.

    Important Note:

    You will need to re-register the Ocean Tablet app after installing the above 2 LAVA apps.

  5. Secure Your Tablets

    Before "real world use" of your kiosk tablet, we strongly recommend that you review this guide to securing your tablets.

    Please refer to the article Securing Your Tablets.
  6. Configure Your Kiosk Tablet Settings in the Ocean Portal

    These settings will be configured from within the Ocean Portal that you may want to consider when optimizing Ocean's performance on your kiosk tablet.

    1. Create a kiosk-specific tablet grouping (in the Ocean Portal).

      • Once you've downloaded the Ocean Tablet app on your kiosk tablet(s) and registered the tablet, you will want to create a tablet grouping for your kiosk tablet(s) will allow you to tell it "how to behave".
      • You can do this by logging in to the Ocean portal, clicking the "Menu" button in the top left corner and select "Tablets & Kiosks". Click "Clone" (a) on an existing groupings. Once cloned, you can rename the group (b) to something like "Kiosk Setting".

    2. Enable kiosk mode for your kiosk tablet group.

      • Click "Edit" on your new kiosk tablet group. The only requirement to run an Ocean kiosk tablet is to select the "Kiosk" tablet mode from the drop-down menu at the top of the Tablet Settings window.

    3. Configure additional kiosk tablet group settings and preferences (optional).

      • There are a number of other settings that you may want to configure for your kiosk. Refer to "Customizing Basic Tablet Settings" for more details about your tablet settings option. Below are some recommended settings that you may want to consider to optimize your kiosk tablet performance.

    • Introduction Tab

      • Always Show Introduction Screen
        Enable this option to welcome your patients to your clinic and display clinic announcements or other basic information, including your clinic logo.
        Use Birthday Validation
        Many clinics enable birthday validation for kiosk tablets, as an added layer of security (to confirm the patient's identity). Note that if you choose this option, you must also check off the "Always Show Introduction Screen" option.

    • Demographics Tab

      • Always Show Demographics Screen
        This option will allow patients to review and update their contact information. Most clinics opt to enable this when using tablets in Kiosk mode..
      •  

    • Rules Tab

      • Tablet Rules (eForm / Trigger Table)
        To learn about tablet rules and see a few examples of helpful and commonly-used tablet rules refer to "Tablet Rules".
        Skip On Demand eForms
        To learn more about this kiosk specific feature please refer to our article about "Skip On Demand eForms:".

    • Check-In Tab

      • Mark Patient Arrived
        Choose to check in your patients either right after they've swiped their health card number on the kiosk or after they've finished completing all their forms on the kiosk.
        Custom Check-in Instructions
        Choose to include a short instruction on the check-in page.
        Check-in Type*
        Choose to use patient Health Numbers or an Alternate ID** for checking in.
        *Not supported for Med Access.
        **Alternate IDs must be numeric only.
        Accept Walk-In Patients*
        When enabled, allows patients to check-in via the Ocean Kiosk even if they do not have an appointment.
        *Not available when using Alternate IDs with Accuro.
        Dynamic Walk-in Provider (Script)*
        Override the default walk-in Provider defined in your Cloud Connect settings by entering a provider's name. See Advanced Walk-in Configurations for more detail.
        *Not available when using Alternate IDs with Accuro.
        Time out after ___ seconds
        Set this to 30 seconds to reset the kiosk tablet if the patient does not interact with the kiosk for longer than 30 seconds.
        Block late check-in after ___ minutes
        Check off this box if you'd like to prevent late patients from checking in at the kiosk. Enter the time frame after the scheduled appointment time that you would like to consider as "late".
        Block early check-in before ___ minutes
        Check off this box if you'd like to prevent early patients from checking in at the kiosk. Enter the time frame before the scheduled appointment time that you would like to consider as "early".
        Block check-in if ___
        Here, you can enter in a JavaScript expression to prevent patients with certain characteristics from using the kiosk to check in for their appointment (similar to tablet rule triggers).

    • HCV Tab (FOR ONTARIO CLINICS ONLY)

    • Preferences Tab

      • Display a survey after all other forms are complete
        You may wish to enable this option if you would like all your patients to fill out a specific form before their appointment (e.g. email consent form).
        Hide Quit Button
        It is often a good idea to hide the Quit button, just to prevent patients from being tempted to quit out of Ocean before completing all their forms.
        Completion Message
        Customize the message that your patients will see after they've finished completing all checking in and providing all their information at the kiosk. Generally, this message will be something like "Thank you for checking in. Please take a seat and wait for your name to be called.".
  7. Connect the Wires in Your Kiosk

    Once your kiosk is assembled and your tablet is configured, the final assembly step is to connect the wires (i.e. peripheral items) properly within your kiosk.

    Ensure that you've connected all the wires correctly so that your card reader and tablet work properly within the kiosk.

    The diagram below shows the cables and connections required to set up the inside of the Ocean Kiosk (using the peripheral items and tablet that you ordered for the kiosk).

    Kiosk-Setup-Diagram.png

    Short cable that comes with the Similcharge connector (USB-C to USB-C)

    A Plug the 90-degree angle USB-C end into the Tablet.

    B Plug the opposite USB-C end into the USB-C port on the shorter edge of the circuit board.

    Medium length cable that comes with the reader (USB-A to microUSB)

    C Plug the USB-A end of the cable into the USB-A port on the shorter edge of circuit board.

    D Pull the cable through the mounting plate of the kiosk.

    E Plug the microUSB end of the cable into the card reader. This one can be fussy and needs to be fully pushed into the reader.

    Long cable (USB-C to USB-A)

    F Plug the USB-C end of the cable into the USB-C port on the longer edge of the circuit board.

    G Run the cord down the stand leg and out the opening by the floor.

    H Plug the standard USB-A end of the cable into the charging block that came with your tablet. Make sure the charging block is plugged into a working electrical outlet.

    Tips When Connecting Your Wires

    • Ensure that you are not putting undue tension on the natural curve of the wire that connects the Simulcharge and the tablet.
    • The ports on the circuit board can become a little loose sometimes, so please make sure that all 3 wires are plugged in snuggly into their ports.
    • Make sure that there is nothing applying pressure straight down on the circuit board, especially on the top of the ports.
  8. Attach Card Reader*

    For provinces using health cards with a magnetic strip, you will need to attach your card reader to the kiosk.

    This step is only required for clinics in provinces with a magnetic strip on the health card.

    • Note: Before you attach the MagTek card reader to the kiosk, ensure that you have the microUSB socket facing the correct direction (i.e. pointing out of the bottom of the card reader).

    When you receive your kiosk from Armodilo , there should be a package with a black mounting plate, a pair of small screws, and a pair of large screws. Follow these steps to attach your card reader to the kiosk:

    • Attach black mounting plate onto card reader with the pair of small screws.
    • Align the card reader to the side of the kiosk.
    • Attach the card reader to the kiosk with the pair of large screws.
  9. Set Up Ocean to Support Walk-In Patients*

    If your clinic accepts walk-in patients, you can also set up your kiosk to check-in walk-in patients who don't have a scheduled appointment. 

    Notes

    • This is an optional step in setting up your kiosk.
    • Ocean Kiosks do not support real-time health card validation for walk-in patients.

    Ocean Kiosks support check-in for walk-in patients. To enable this feature, please follow the steps below.

    1. Create your walk-in provider-specific schedule (Optional)

    Some clinics choose to set up a dedicated provider in their EMR to handle all walk-ins that come through the Ocean Kiosk. If you would prefer to use an existing provider schedule in your EMR, please skip this step and proceed to Step 2.

    PS Suite Med Access Accuro OSCAR Pro

    If you would like to define a specific walk-in schedule for use with the Ocean kiosk, you can do so by creating a new appointment schedule in Accuro.

    For details on creating additional schedules, and/or providers for walk-ins, please consult your Accuro help documentation or contact QHR Customer Support for further information.

    2. Set your walk-in provider details in Ocean

    • Click on the dropdown menu for "Walk-in Provider" and select the name of your provider. 

    • Click on the dropdown menu for "Walk-In Create Appointments at" and choose between having your walk-in patients' appointments slotted into your walk-in provider's schedule close to the time at which they check-in on the kiosk (i.e. "Near Check-In Time") or at the start of your walk-in provider's day (i.e. "Beginning of Schedule").

      Note: For OSCAR Pro, this setting is non-customizable. Ocean will always create the walk-in appointment in the OSCAR Pro schedule using the 'Near Check-In Time' option.

    • If you would like to define the length of a walk-in appointment, you can do so via the "Walk-In Appointment Length (Mins)" field. By default, walk-in appointments will be 5 minutes in length, but can be adjusted to 10, 15, 20, 30, and 60 minute increments.

    • To specify a specific appointment type for walk-ins, you can adjust the dropdown field labelled "Walk-In Appointment Type". Cloud Connect will pull a list of available appointment types from your EMR configuration.

      For Telus clinics, this corresponds to the list of "Type" values available via dropdown when scheduling an appointment in the EMR.
      For Accuro clinics, this corresponds to the values under the "Type" dropdown when booking a new appointment. Selecting by appointment "Reason" is not supported.

      Please note: Ocean lists the appointment types by Office. Ensure you are selecting the correct appointment type for the office you wish to use (See screenshot).
      For OSCAR Pro clinics, this corresponds to the list of "Type" values available via dropdown when scheduling an appointment in the EMR.

      If you prefer to not set appointment types for walk-ins bookings, simply set the value to "None".

    • Click "Save" when finished.

    3. Enable walk-in patients in the Ocean Portal.

    • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks".
    • Click the "Edit" button on the tablet grouping you would like to use to accept walk-in patients.
    • Ensure your Tablet Mode is set to "Kiosk Mode"
    • Open the "Check-In" tab and check the "Accept Walk-In Patients" checkbox.
    • Save your changes.
    • If you would like your EMR to create charts for new patients, navigate to Site Features from the Admin Settings page and enable the box labeled "Allow the Ocean Kiosk to create patients in your EMR for walk-in patients."

      If this setting remains unchecked, staff will need to manually create charts for new walk-in patients and copy-and-paste their notes from the Ocean portal.

    For Med Access users

    TELUS sets the status for newly created patients by Ocean as "Unconfirmed". Please ensure you login to your EMR, search for the newly created patient and change their status to "Active".

    4. Advanced Walk-in Configurations

    This is an optional step for clinics that wish to support multiple kiosk configurations each tied to a different walk-in provider's schedule.

    Multiple Schedules Dynamic Selection Days of the Week

    • If you would like to over-ride the default walk-in provider defined in Cloud Connect during Step 1 of this guide, you can do so by entering a provider's name in the "Walk In Provider" field in the "Check-In" tab.

    • Clicking inside the "Walk In Provider" text field will generate a dropdown of the existing provider schedules to choose from. Simply select a provider name to associate their schedule with the selected kiosk tablet grouping.

    • Repeat this process for each tablet grouping that has been enabled for walk in use to assign different walk-in providers to different kiosks.

    5. Start accepting walk-in patients!

    Now, if a walk-in patient checks in on the kiosk, an appointment will be created for them in the walk-in provider's schedule in the EMR. From there, you can either move the appointment to other providers' schedules or have your walk-in providers consult the new walk-in provider appointment schedule.

    If they are an existing patient at the clinic, the appointment will be tied to their chart in the EMR.

    If the patient is new to the clinic, they will be prompted to provide their first and last name (in addition to the usual demographic information).

  10. Review the Guide to Kiosks

    Refer to the Guide to Kiosks to learn how to get the most out of your Ocean Kiosk!

    Now that you have finished the set up, check out the Guide to Kiosks to learn how to customize your kiosk tablet settings, plus tips on how best to make use of your check-in kiosks.

Order Your Kiosk Hardware

You will be responsible for ordering your kiosk stand, tablet, and 3 peripheral items to be able to successfully complete set up of one check-in kiosk. You will also need to ensure that your EMR is integrated with Cloud Connect.

You will need all the following items to be able to completely set up one check-in kiosk:

  • 1x Kiosk Stand (Floor/Counter Top)
  • 1x Android Tablet
  • 1x Peripheral Bundle

To obtain the above items, follow the steps below:

  1. Request a quote for a Check-In Kiosk by completing the quote request form. A representative from our hardware partner, BlueBird IT Solutions, will provide a quote. If you want to proceed, they will process the order.

    Note: The peripheral bundle includes a Magtek Card Reader that is only compatible for clinics in British Columbia, Ontario, and Nova Scotia. If you are outside of these provinces, please indicate to BlueBird that you do not need Magtek Card Reader and the quote will be adjusted accordingly.

  2. BlueBird IT Solutions will confirm the Android tablet model that is compatible with your kiosk. You are responsible for the actual purchase of the tablet.

Warning:

CognisantMD is limited in our ability to support untested hardware from third-party vendors and therefore, cannot guarantee that kiosk card swiping and reading will work.

Assemble Your Kiosk

Once your kiosk stand arrives, you will need to assemble it, according to the instructions diagram shipped with the kiosk (in the tablet holding area).

Assemble your kiosk by following the instructional diagram that is included in your kiosk package.

This diagram will be found on the cardboard sheet located inside the tablet-holder portion of the kiosk (on the back of the sheet with the Armodilo logo).

If you've lost this sheet, you can also find direct links to the instructional diagrams below:

Floor Model Countertop Model

Once you're finished assembling your kiosk, leave the top cover (that closes the tablet container) off of the kiosk until after you have finished setting up your tablet and connecting all of your kiosk's internal wires and card reader, if applicable. 

Configure Your Tablet for the Ocean Kiosk

There are a few additional tablet settings that you will need to configure in order to optimize the tablet for check-in kiosk purposes.

There are a couple of things you'll need to do in order to get your tablet ready for your kiosk.

Firstly, you'll need to set up the tablet, just like any other free-floating patient-facing Ocean tablet. Follow our step-by-step Tablet Set-Up Guide before moving forward.

Once you've set up your tablet for regular use, adjust the following kiosk-specific settings on your tablet.

  1. Enable the on-screen keyboard.

    • Enter the 'Settings' app on your tablet, and select 'General Management'.
    • Select "Language and input".
    • Under "Keyboards", select "Physical keyboard".
    • Toggle "Show the on-screen keyboard" ON (i.e. to the right).

  2. Set your screen timeout to always stay awake.

    • From the Settings app on your tablet, select "About tablet" and then "Software information". Tap on the "Build number" a few times until developer mode is enabled and the "Developer options" become available.
    • Once your "Developer options" have appeared in the main settings menu, tap on it and toggle the "Stay awake" feature ON (i.e. toggle to the right) so that the tablet screen will never sleep while it's charging. This will ensure that the screen is always on and ready for patients, even if the kiosk is not always in use.

Install the LAVA Battery Modulation Software on Your Kiosk Tablet

The LAVA battery modulation software will prevent damage to your tablet from overcharging.

We highly recommend you follow the steps below for the long-term health of your kiosk tablet.

This step is only required for clinics in provinces with a magnetic strip on the health card.

The LAVA battery modulation software will protect your kiosk tablet's battery, preventing damage to your tablet from overcharging. We highly recommend you follow the steps below for the long-term health of your kiosk tablet.

  • Exit out of the internet browser and open the "My Files" application. From the sidebar menu, select the "Downloads" folder.
  • Select the "LAVASynC+_Software_Release_XXXXXXXX.zip" zip file that has been downloaded and press the "Extract" option when prompted. Once extracted, open the corresponding "LAVASynC+ Software Release XXXXXXXXX" folder in Downloads.
  • Install LTM_v4.0X.apk by clicking on the file and selecting "Install" when prompted.

    Additionally, install the LAVA Battery Information application (LBI.apk), which is located within the "Extra" folder.
  • Select "Done" after each of the apps have been installed.

Important Note:

You will need to re-register the Ocean Tablet app after installing the above 2 LAVA apps.

Configure Your Kiosk Tablet Settings in the Ocean Portal

These settings will be configured from within the Ocean Portal that you may want to consider when optimizing Ocean's performance on your kiosk tablet.

  1. Create a kiosk-specific tablet grouping (in the Ocean Portal).

    • Once you've downloaded the Ocean Tablet app on your kiosk tablet(s) and registered the tablet, you will want to create a tablet grouping for your kiosk tablet(s) will allow you to tell it "how to behave".
    • You can do this by logging in to the Ocean portal, clicking the "Menu" button in the top left corner and select "Tablets & Kiosks". Click "Clone" (a) on an existing groupings. Once cloned, you can rename the group (b) to something like "Kiosk Setting".

  2. Enable kiosk mode for your kiosk tablet group.

    • Click "Edit" on your new kiosk tablet group. The only requirement to run an Ocean kiosk tablet is to select the "Kiosk" tablet mode from the drop-down menu at the top of the Tablet Settings window.

  3. Configure additional kiosk tablet group settings and preferences (optional).

    • There are a number of other settings that you may want to configure for your kiosk. Refer to "Customizing Basic Tablet Settings" for more details about your tablet settings option. Below are some recommended settings that you may want to consider to optimize your kiosk tablet performance.

  • Introduction Tab

    • Always Show Introduction Screen
      Enable this option to welcome your patients to your clinic and display clinic announcements or other basic information, including your clinic logo.
      Use Birthday Validation
      Many clinics enable birthday validation for kiosk tablets, as an added layer of security (to confirm the patient's identity). Note that if you choose this option, you must also check off the "Always Show Introduction Screen" option.

  • Demographics Tab

    • Always Show Demographics Screen
      This option will allow patients to review and update their contact information. Most clinics opt to enable this when using tablets in Kiosk mode..
    •  

  • Rules Tab

    • Tablet Rules (eForm / Trigger Table)
      To learn about tablet rules and see a few examples of helpful and commonly-used tablet rules refer to "Tablet Rules".
      Skip On Demand eForms
      To learn more about this kiosk specific feature please refer to our article about "Skip On Demand eForms:".

  • Check-In Tab

    • Mark Patient Arrived
      Choose to check in your patients either right after they've swiped their health card number on the kiosk or after they've finished completing all their forms on the kiosk.
      Custom Check-in Instructions
      Choose to include a short instruction on the check-in page.
      Check-in Type*
      Choose to use patient Health Numbers or an Alternate ID** for checking in.
      *Not supported for Med Access.
      **Alternate IDs must be numeric only.
      Accept Walk-In Patients*
      When enabled, allows patients to check-in via the Ocean Kiosk even if they do not have an appointment.
      *Not available when using Alternate IDs with Accuro.
      Dynamic Walk-in Provider (Script)*
      Override the default walk-in Provider defined in your Cloud Connect settings by entering a provider's name. See Advanced Walk-in Configurations for more detail.
      *Not available when using Alternate IDs with Accuro.
      Time out after ___ seconds
      Set this to 30 seconds to reset the kiosk tablet if the patient does not interact with the kiosk for longer than 30 seconds.
      Block late check-in after ___ minutes
      Check off this box if you'd like to prevent late patients from checking in at the kiosk. Enter the time frame after the scheduled appointment time that you would like to consider as "late".
      Block early check-in before ___ minutes
      Check off this box if you'd like to prevent early patients from checking in at the kiosk. Enter the time frame before the scheduled appointment time that you would like to consider as "early".
      Block check-in if ___
      Here, you can enter in a JavaScript expression to prevent patients with certain characteristics from using the kiosk to check in for their appointment (similar to tablet rule triggers).

  • HCV Tab (FOR ONTARIO CLINICS ONLY)

  • Preferences Tab

    • Display a survey after all other forms are complete
      You may wish to enable this option if you would like all your patients to fill out a specific form before their appointment (e.g. email consent form).
      Hide Quit Button
      It is often a good idea to hide the Quit button, just to prevent patients from being tempted to quit out of Ocean before completing all their forms.
      Completion Message
      Customize the message that your patients will see after they've finished completing all checking in and providing all their information at the kiosk. Generally, this message will be something like "Thank you for checking in. Please take a seat and wait for your name to be called.".

Connect the Wires in Your Kiosk

Once your kiosk is assembled and your tablet is configured, the final assembly step is to connect the wires (i.e. peripheral items) properly within your kiosk.

Ensure that you've connected all the wires correctly so that your card reader and tablet work properly within the kiosk.

The diagram below shows the cables and connections required to set up the inside of the Ocean Kiosk (using the peripheral items and tablet that you ordered for the kiosk).

Kiosk-Setup-Diagram.png

Short cable that comes with the Similcharge connector (USB-C to USB-C)

A Plug the 90-degree angle USB-C end into the Tablet.

B Plug the opposite USB-C end into the USB-C port on the shorter edge of the circuit board.

Medium length cable that comes with the reader (USB-A to microUSB)

C Plug the USB-A end of the cable into the USB-A port on the shorter edge of circuit board.

D Pull the cable through the mounting plate of the kiosk.

E Plug the microUSB end of the cable into the card reader. This one can be fussy and needs to be fully pushed into the reader.

Long cable (USB-C to USB-A)

F Plug the USB-C end of the cable into the USB-C port on the longer edge of the circuit board.

G Run the cord down the stand leg and out the opening by the floor.

H Plug the standard USB-A end of the cable into the charging block that came with your tablet. Make sure the charging block is plugged into a working electrical outlet.

Tips When Connecting Your Wires

  • Ensure that you are not putting undue tension on the natural curve of the wire that connects the Simulcharge and the tablet.
  • The ports on the circuit board can become a little loose sometimes, so please make sure that all 3 wires are plugged in snuggly into their ports.
  • Make sure that there is nothing applying pressure straight down on the circuit board, especially on the top of the ports.

Attach Card Reader*

For provinces using health cards with a magnetic strip, you will need to attach your card reader to the kiosk.

This step is only required for clinics in provinces with a magnetic strip on the health card.

  • Note: Before you attach the MagTek card reader to the kiosk, ensure that you have the microUSB socket facing the correct direction (i.e. pointing out of the bottom of the card reader).

When you receive your kiosk from Armodilo , there should be a package with a black mounting plate, a pair of small screws, and a pair of large screws. Follow these steps to attach your card reader to the kiosk:

  • Attach black mounting plate onto card reader with the pair of small screws.
  • Align the card reader to the side of the kiosk.
  • Attach the card reader to the kiosk with the pair of large screws.

Set Up Ocean to Support Walk-In Patients*

If your clinic accepts walk-in patients, you can also set up your kiosk to check-in walk-in patients who don't have a scheduled appointment. 

Notes

  • This is an optional step in setting up your kiosk.
  • Ocean Kiosks do not support real-time health card validation for walk-in patients.

Ocean Kiosks support check-in for walk-in patients. To enable this feature, please follow the steps below.

1. Create your walk-in provider-specific schedule (Optional)

Some clinics choose to set up a dedicated provider in their EMR to handle all walk-ins that come through the Ocean Kiosk. If you would prefer to use an existing provider schedule in your EMR, please skip this step and proceed to Step 2.

PS Suite Med Access Accuro OSCAR Pro

If you would like to define a specific walk-in schedule for use with the Ocean kiosk, you can do so by creating a new appointment schedule in Accuro.

For details on creating additional schedules, and/or providers for walk-ins, please consult your Accuro help documentation or contact QHR Customer Support for further information.

2. Set your walk-in provider details in Ocean

  • Click on the dropdown menu for "Walk-in Provider" and select the name of your provider. 

  • Click on the dropdown menu for "Walk-In Create Appointments at" and choose between having your walk-in patients' appointments slotted into your walk-in provider's schedule close to the time at which they check-in on the kiosk (i.e. "Near Check-In Time") or at the start of your walk-in provider's day (i.e. "Beginning of Schedule").

    Note: For OSCAR Pro, this setting is non-customizable. Ocean will always create the walk-in appointment in the OSCAR Pro schedule using the 'Near Check-In Time' option.

  • If you would like to define the length of a walk-in appointment, you can do so via the "Walk-In Appointment Length (Mins)" field. By default, walk-in appointments will be 5 minutes in length, but can be adjusted to 10, 15, 20, 30, and 60 minute increments.

  • To specify a specific appointment type for walk-ins, you can adjust the dropdown field labelled "Walk-In Appointment Type". Cloud Connect will pull a list of available appointment types from your EMR configuration.

    For Telus clinics, this corresponds to the list of "Type" values available via dropdown when scheduling an appointment in the EMR.
    For Accuro clinics, this corresponds to the values under the "Type" dropdown when booking a new appointment. Selecting by appointment "Reason" is not supported.

    Please note: Ocean lists the appointment types by Office. Ensure you are selecting the correct appointment type for the office you wish to use (See screenshot).
    For OSCAR Pro clinics, this corresponds to the list of "Type" values available via dropdown when scheduling an appointment in the EMR.

    If you prefer to not set appointment types for walk-ins bookings, simply set the value to "None".

  • Click "Save" when finished.

3. Enable walk-in patients in the Ocean Portal.

  • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Tablets & Kiosks".
  • Click the "Edit" button on the tablet grouping you would like to use to accept walk-in patients.
  • Ensure your Tablet Mode is set to "Kiosk Mode"
  • Open the "Check-In" tab and check the "Accept Walk-In Patients" checkbox.
  • Save your changes.
  • If you would like your EMR to create charts for new patients, navigate to Site Features from the Admin Settings page and enable the box labeled "Allow the Ocean Kiosk to create patients in your EMR for walk-in patients."

    If this setting remains unchecked, staff will need to manually create charts for new walk-in patients and copy-and-paste their notes from the Ocean portal.

For Med Access users

TELUS sets the status for newly created patients by Ocean as "Unconfirmed". Please ensure you login to your EMR, search for the newly created patient and change their status to "Active".

4. Advanced Walk-in Configurations

This is an optional step for clinics that wish to support multiple kiosk configurations each tied to a different walk-in provider's schedule.

Multiple Schedules Dynamic Selection Days of the Week

  • If you would like to over-ride the default walk-in provider defined in Cloud Connect during Step 1 of this guide, you can do so by entering a provider's name in the "Walk In Provider" field in the "Check-In" tab.

  • Clicking inside the "Walk In Provider" text field will generate a dropdown of the existing provider schedules to choose from. Simply select a provider name to associate their schedule with the selected kiosk tablet grouping.

  • Repeat this process for each tablet grouping that has been enabled for walk in use to assign different walk-in providers to different kiosks.

5. Start accepting walk-in patients!

Now, if a walk-in patient checks in on the kiosk, an appointment will be created for them in the walk-in provider's schedule in the EMR. From there, you can either move the appointment to other providers' schedules or have your walk-in providers consult the new walk-in provider appointment schedule.

If they are an existing patient at the clinic, the appointment will be tied to their chart in the EMR.

If the patient is new to the clinic, they will be prompted to provide their first and last name (in addition to the usual demographic information).

Review the Guide to Kiosks

Refer to the Guide to Kiosks to learn how to get the most out of your Ocean Kiosk!

Now that you have finished the set up, check out the Guide to Kiosks to learn how to customize your kiosk tablet settings, plus tips on how best to make use of your check-in kiosks.