Set Up Kiosks

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.

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. 

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'.
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   • Select "Language and input".
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   • Under "Keyboards", select "Physical keyboard".
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   • Toggle "Show the on-screen keyboard" ON (i.e. to the right).
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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.
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   • 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.
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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".
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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.
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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.

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• 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..

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• 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:".

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• 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.

    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 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).

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• HCV Tab (FOR ONTARIO CLINICS ONLY)

  • To set up health card validation on your kiosk, please follow the steps outlined in "Enable Health Card Validation on Your Kiosk".
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• 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.".

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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).

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. Make sure the charging block is plugged into a working electrical outlet.

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:

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

   • Open the Appointment screen from the PS Suite dashboard.
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   • From the Appointments menu, hover over "Add Provider" and select "Another Resource".
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   • You will then see a warning against changing provider setups. Click "Continue" to proceed.
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   • Next you will see the "Add Provider" window.
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   • Type in your walk-in provider name and initials.
   • Leave the "Billing MD" field empty and match your interval to the same as your other providers' schedules.
   • Set the "Missing bills" field to "Appointments in this schedule are billed by any doctor".
   • Click "OK" to save your changes.

   • You can now view your new provider's appointment schedule by selecting "All Providers" or your walk-in provider's name from the Providers menu on the PS Suite appointment schedule.
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   If you would like to define a specific walk-in schedule for use with Ocean kiosk, you will need to add the provider in Med Access. Then, the EMR admin user has to create a new user account associated with that provider, making the schedule available.

   For details on creating additional schedules, and/or providers for walk-ins, please consult the Med Access help guide or contact Telus Support for further information.

   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.

   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 OSCAR Pro.

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

2. Set your walk-in provider details in Ocean

   • Sign into Ocean Cloud Connect and then click "Edit Settings".
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   • Click on the dropdown menu for "Walk-in Provider" and select the name of your provider. 
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   • 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.
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   • 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".

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   • 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".
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   • 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 check of 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.
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   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".

   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.

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   • 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.

   This is an optional step for clinics that wish to select the walk-in providers based upon patient criteria.

   Similar to Tablet Rules, you can use Ocean Keywords to create conditional logic to define which provider's schedule can be used for walk-ins.

   Click inside the "Walk In Provider" text field to write your condition.

   For example, if you wished for a specific doctor to only see patients over the age of 18, you could use the following:

   pt.getAge() > 18 ? 'provider 1' : 'provider 2'

   In this example, if a patient was over 18, they would be assigned to provider 1's walk-in schedule. Otherwise, patients 18 and younger would be assigned to provider 2's walk-in schedule.

   Please refer to the support article Using Keywords to Automatically Insert Content for a list of available options.

   In many clinics, physicians may be responsible for walk-in patients on certain days of the week. In these situations, the following rules could be used.

   Note: In javascript, the days of the week are handled by numerical values starting at 0. The following list shows how each day needs be defined in javascript:

   0 = Sunday
   1 = Monday
   2 = Tuesday
   3 = Wednesday
   4 = Thursday
   5 = Friday
   6 = Saturday

   Example #1

   (new Date().getDay() == 0 || new Date().getDay() == 2) ? 'provider 1' : 'provider 2'

   In this example, provider 1's schedule would accept walk-ins on Sunday and Tuesday only, with all other days of the week being handled by provider 2.

   
   Example #2

   (new Date().getDay() >= 3) ? 'provider 1' : 'provider 2'

   In this example, provider 1 handles walk-ins starting at Wednesday up until Saturday. Provider 2 handles the days with numerical values lower than 3 (Sunday - Tuesday.)

   
   Example #3

   (new Date().getDay() != 3 && new Date().getDay() != 6 ) ? 'provider 1' : 'provider 2'

   In this example, provider 1's schedule will be used for walk-ins for all days except Wednesday and Saturday.

   If you have a more advanced workflow at your clinic for provider walk-in assignment based on days of the week, please feel free to contact support and our team can assist you with crafting the appropriate javascript condition.

4. 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).