Note for Ontario Users: Ocean eConsults are currently unavailable in the province except for a limited pilot program.

  1. Find or Add Your Clinic to the Ocean eReferral Network

    If your clinic isn't already listed on the Ocean Healthmap, you will need to create it so that eConsult and/or eReferral senders can find your site.

    1. Visit the Ocean Healthmap and search for your site.
    2. If your site doesn't exist already, select the plus sign icon at the bottom left of the screen, enter your information, and save the listing.
    3. If you would like to find a demo or test listing, click on the toggle at the bottom left of the screen and continue your search.

  2. Claim Your Directory Listing to Your Ocean Site

    Once your site has been created on the Ocean Healthmap, you will need to claim it so that it is linked with your Ocean site.

    Once you've claimed your site, please let us know at ocean.tips/support so that we can validate your site as a legitimate clinic for accepting patient data.

    • Search for your site in the Ocean Healthmap again and select "Update listing...". If necessary, update your listing information.
    • Then, click "Is this your organization? Claim it here." and save your listing.
    • Once you've claimed your site, let us know at ocean.tips/support so that we can validate your site as a legitimate clinic for accepting patient data.
  3. Update Your Directory Listing Settings

    Once we have validated your site, log in to your Ocean Portal and navigate to the Admin Settings page to ensure that your directory listing is correct and that you are ready to accept eConsults and/or eReferrals.

    You can now start receiving eConsults and/or eReferrals immediately.

    1. Confirm your listing has been validated

    2. Confirm your contact information

      • From the Admin page select the Directory Listings option to view and manage your site's Directory Listings. Within the listing, under the "Contact Information" panel, review and update the information that is displayed for sending/referring providers on the Ocean Healthmap.
    3. Add your listed "Offers"

      • Offers allow Healthmap users to search for your location based on the services you provide. Your listing's offers are updated in the "Service Details" panel.
      • Select the Offerings that are available as eConsults 
    4. Add your "Appointment Labels"

      • The appointment labels in the "Service Details" panel will impact the different appointment types that appear in the scheduling pane of incoming referrals. Labels include: Appointment 1, Appointment 2, Appointment 3, Appointment 4, Appointment 5, Initial Visit Date, Follow-Up Date, Consultation Date, Surgical Date, and Procedure Date.
      • The appointment label determines which appointment(s) are used in wait time calculations. The following appointment labels are associated with a Wait 1, and will map to the scheduledAppointment field in your site's analytics:
        • Appointment
        • Appointment 1
        • Initial Visit Date
        • Consultation Date
      • These appointment labels are associated with a Wait 2, and will map to the scheduledAppointment2 field in the analytics:
        • Surgery Date
        • Procedure Date
      • You can only have one appointment label associated with Wait 1, and only one associated with a Wait 2, on a single consult and/or referral, otherwise Ocean will default to using the first appropriate label listed on the consult and/or referral.
      • Example: A surgical office could use the Consultation Date label for their Wait 1, and the Surgical Date label for their Wait 2.
    5. Choose your "Referral Form"

      • Use the forms available in the Ocean Library or create your own then choose your form in the "Service Details" panel.

    6. Set your "eReferral Policies"

      • Ensure your listing is set to Accept eReferrals to accept eReferrals. 
      • Choose whether you would like to split incoming referrals with multiple services into separate referrals.
      • Select if you want to enforce referring providers to sign into an Ocean user account before submitting the consult and/or referral (allows for messaging back and forth with the referring provider).
      • Select if the referring provider must be a Family Physician or Nurse Practitioner, based on the Clinician Type in their Ocean user account.
    7. Add your Central Intake listing (if applicable)

      • Central Intakes accept and triage eConsults and/or eReferrals based on region and pathway. By adding a Central Intake to your listing in the "Service Details" panel, consults and/or referrals sent to your listing will be routed through the Central Intake first before being forwarded on to your site.
    8. Set Health Service Offerings to accept direct consults and/or referrals outside of Central Intakes (if applicable)

      • Some sites that receive eConsults and/or eReferrals through a Central Intake may also want to receive direct eConsults and/or eReferrals for other services. If you would like to configure direct eConsults and/or eReferrals for specific health offerings, select the offer(s) in the "Service Details" panel and add your custom form within that service.
      • Consults and/or referrals sent to your listing with that requested service will come directly to your site, rather than being routed to the Central Intake site first.
    9. Apply to Regional Authority (if under the Ontario eServices Program or the Nova Scotia Health Alliance Pilot Project)

      • If you are approved under either Regional Authority eConsult and/or eReferral licences will be offered, depending on the program requirements.  
      •  You can apply for one in your region by clicking "Apply to Regional Authority" in the "Contact Information" panel, choosing the appropriate region, and accepting the license agreement.
      • The application will be sent to the selected Regional Authority site for review, and you will be notified by email when the application is approved.
  4. Update Your eConsult and eReferral Configuration

    Once you have claimed a Directory Listing claimed to your site, and set up the Directory Listing details, the next step is to configure the site-level features associated with receiving consults and/or referrals.

    1. Select that your site is Receiving Referrals

      • Select the Settings button in the top right hand corner of the page.
      • Note: The Settings button will only be accessible by Admin users at the site.
      • Under the "Welcome to Ocean eReferrals!" section, ensure that the appropriate selection is made for how your site is using eConsults and/or eReferrals (Receiving, Sending or both).
    2. Configure Referrals

        • Set your default email for notifications regarding incoming eConsults and/or eReferrals. Further details on email notifications for receivers can be found here.
        • Select whether you would like Ocean to automatically send patients email notifications regarding status updates for their referrals sent to your site. The list of email notifications patients will receive can be found here.
        • If your Ocean site is integrated with an EMR, select whether you want Ocean to automatically create patient charts at the time of accepting consults and/or referrals for new patients.
        • Choose which file format you would like Ocean to download your records and notes as. More details can be found here.
        • Select if you would like Ocean to automatically mark booked referrals as completed, a specified number of days after the appointment date. Review this support article for more information.
        • If your site is responding to eReferrals as eConsults, ensure the display of eConsult folders is set correctly.
        • Set the Time System, Time Interval, and Time Range for your booking time dropdown, to allow for ease of use when booking referrals. More information regarding these settings can be reviewed in the following support article.
        • Select Save, to save any changes made, and complete the configuration.
  5. Set Up Receiver Email Notifications

    Configure which email addresses receive email notifications for new or updated eConsults and/or eReferrals.

    This article describes locations where you can configure your email addresses for eConsult and/or eReferral notifications when receiving eConsults and/or eReferrals. To learn more about the rules/logic that Ocean uses to determine which email address to send the eConsult and/or eReferral notifications to, please refer to "Where do eReferral notification emails get sent to?".

    • Site-Wide Emails: Referrals Configuration

      • The Default Incoming Referral Notification Emails can be configured in the "Referrals Configuration" page within the Referrals Settings in the Ocean Portal. These will be the default email addresses Ocean uses to send notifications regarding new consults and/or referrals received by the site, or notifications for updates made on consults and/or referrals received by the site.
      • You can access this section by signing in to the Ocean Portal, navigating the Menu to the eReferrals page, selecting "Settings" in the top right hand corner, ensure your site is set as Receiving Referrals and then choose the "Configure Referrals" button.
      • From there, you can list which email address(es) will receive the incoming consult and/or referral notifications.
      • Ensure that you save your changes before leaving this page.
    • Listing Specific Emails: Directory Listings

      • An email address can be configured in the "Directory Listings" section within the Admin Settings page in the Ocean Portal. The Referral Notification Email can be set under the Advanced section of the listing. Any notifications regarding  consults and/or referrals sent to this specific listing, will be directed to this email, overriding the notification email set at the Site-Wide level.
      • You can choose to use the Site Default here, by clicking the "Use Site Default" button to the right of the field. In this case, if the site consult and/or referral notification email is updated at a later date, the listing email will automatically update to match.
      • Again, ensure that you save your changes before leaving this page.
    • Offering Specific Emails: Directory Listings

      • An email address can be configured within the Offerings tagged on the listing, in the "Directory Listings" section within the Admin Settings page in the Ocean Portal. The Notification Email can be set under the Offers in the Service Details section of the listing. Any notifications regarding consults and/or referrals sent to this specific listing, for this specific health service offering, will be directed to this email, overriding the notification email set at both the Listing level and the Site-Wide level.
      • You can use either the Site Default or Listing Default here, by clicking the "Use Site Default" or "Use Listing Default" buttons below the field. Then, if either the site or listing email is updated at a later date, the offering email with automatically update to match.
      • Again, ensure that you save your changes before leaving this page.
  6. Creating Canned Responses for Bookings and Messages*

    You can optionally choose to set up canned messages that can be sent to the patient in advance of their appointment and/or that can be sent to the referrer/sender.

    This is an an optional part of setting up eConsults and/or eReferrals.

    • When processing and managing incoming eConsults and/or eReferrals, recipients have the ability to add canned messages. These canned messages can be sent to patients at the time of booking for eReferrals and can be sent as messages to the Sender for eConsults and/or eReferrals. 
    Canned Booking Comments Canned Messages to Sender
    • Log in to the Ocean Portal.
    • Navigate to the Admin Settings page and click Canned Responses.
    • From the Canned Responses screen, select the "New Canned Response" button under the "Canned Responses for Booking Comments" section
    • Give your response a title and add the text into the text field.
    • Click the "Save" button to save your canned comments.
    • Now, next time you are processing a consult or referral, you can select one of your canned responses using the dialogue bubble in the "Scheduling" section of the referral.
    • Note: Canned booking comments are selected from the speech bubble icon in the "Scheduling" section, NOT the "Notes" or "Messaging" sections. 
    • Note: An example of a canned booking comment could be an alternate location that the patient is to be seen for their appointment.
  7. Set Up Automated Referral Appointment Reminders*

    If you are a receiving site that accepts and books eReferrals, you may want to enable the eReferral Appointment Reminders feature within your site.

    This is an an optional part of setting up eReferrals. You must be an Admin user at your Ocean site to enable the feature and complete the configuration.

    If you are a receiving site that accepts eReferrals and would like to send automated appointment reminders to patients about their upcoming appointments, follow the steps outlined below to enable these reminders.

    • Open the Menu and select the Patient Reminders option.
    • Choose the Settings button in the top right hand corner.
    • To change the universal reminder settings for your site, click the Edit Configuration button on the right hand side.
    • Within the Edit Reminders Configuration page you will want to ensure the Enable Reminders option is set to enabled, the Appointment Source is set to eReferrals, and then you can specify a Time of Day you would like the automated reminders to be sent. Save changes.

    Note: The Appointment Source will impact what universal settings you can configure for Patient Reminders. If you are a non-integrated Ocean site, you will only be able to rely on your site's eReferrals as the appointment source. If you are an EMR-integrated Ocean site you can choose to use the EMR schedule and access advanced reminder functionality to configure.

    • After the universal settings have been configured to use eReferrals as the appointment source, you will note that the Activation Requirements, on the main settings page, update to solely enabling Cloud Connect. To do so, log in to Ocean Cloud Connect.

    Note: If your site already has Cloud Connect activated, this section will state that all requirements are met, and you can skip to step J.

    • Within Cloud Connect click to Store my Encryption Key, enter it, and save changes.
    • Confirm that Cloud Connect updates to indicate your Shared Encryption Key has been stored, and that your site has an additional feature activated for eReferral Reminders. Log out of Cloud Connect.
    • Go back to the Ocean Portal and click the Menu to navigate to the Admin Settings page. Under Site Features check off "Enable EMR Integration via Cloud Connect" and Save Changes.
    • Use the Menu to navigate back to Patient Reminders, and then Settings. If Cloud Connect is correctly setup, the Settings page will have updated to indicate that all requirements are met.
    • Now you need to set up a Reminder Rule to trigger when you would like patients to receive their referral appointment booking reminders. To do so, select Add Reminder Rule.
    • Specify a name for your reminder rule, and then choose the number of days before the referral appointment you would like the reminder to be sent out.
    • Click to Save, and you will return to the main Settings page where you can note your new Reminder Rule listed. If necessary, select the Edit button on the right to update/delete the rule.

    Note: You can add any number of reminders, to send multiple email notifications to the patient in advance of their appointment. For example, you can configure one to send 1 month in advance of the appointment, 1 week in advance of the appointment, and then another the day before the appointment.

    You're all set! At the time of day specified in the reminder configuration, Ocean will use Cloud Connect to trigger a set of appointment reminder emails. These reminders will be sent to any patients with booked referrals in the site that meet the reminder rule criteria, and have patient email consent included. The patient email notification will look something like the following:

  8. Supporting Analytics in eConsults and/or eReferral eForms*

    The Ocean eReferral platform provides some analytics automatically to help provide an understanding of consult and/or referral patterns, decline rates, wait times, etc. If you would like to set up your  form to set additional analytics values now is a good time to do so.

    This is an an optional part of setting up eConsults and/or eReferrals.

    The Ocean eReferral platform de-identifies data automatically to provide you with an understanding of consult and/or referral patterns, decline rates, wait times, etc. You can export this data at anytime from the "Reports" section of the Admin Settings page in the Ocean Portal. For more details on exporting analytics, please refer to "Accessing eReferral Analytics".

    Core Analytics

    The core set of analytics captured in the de-identified record are in the table below.

    Column Header Description
    referralRef The unique reference number for the consult or referral in Ocean.
    referralCreationDate The date the consult and/or referral was sent OR resubmitted by the referring provider (in ISO 8601 format). This could be the back-dated referral date entered on an inbound referral.
    referralInitialCreationDate Invariant field representing the original sent date that is set during consult and/or referral creation (in ISO 8601 format).
    oceanCreationDate The date/time the consult and/or referral was created in Ocean (in ISO 8601 format). It could be the date it was sent in Ocean through the healthmap or a website form, or the date it was transcribed as an inbound referral.
    modificationDate The date/time the consult and/or referral was most recently updated (in ISO 8601 format).
    masterReferral A true/false flag that indicates if the consult and/or referral was split into multiple "child" referrals, based on the number of health service offerings assigned.
    patientId A one-way hashed value representing the patient identity. This is used to track the patient's consult and/or referral history in Ocean. It will be blank if a health number was omitted from the referral.
    siteNum The Ocean site number that the consult and/or referral belongs to.
    regionalAuthoritySiteNum The Ocean site number for the Regional Authority (RA) that the consult and/or referral is captured under (if it's sent to a listing under RA).
    initialHealthService The health service on the consult and/or referral at time of sending.
    currentHealthService The health service on the consult and/or referral currently.
    claimedWaitTimeDaysLow The lower end of the range of wait times claimed in the health service listing when the consult and/or referral was sent (e.g. 7, if 1-2 weeks). This will be wait 1 for health services with multiple health services.
    claimedWaitTimeDaysHigh The higher end of the range of wait times claimed in the health service listing when the consult and/or referral was sent (e.g. 14, if 1-2 weeks). This will be wait 1 for health services with multiple health services.
    claimedWaitTime2DaysLow The lower end of the range of wait 2 times claimed in the health service listing when the consult and/or referral was sent (e.g. 7, if 1-2 weeks).
    claimedWaitTime2DaysHigh The higher end of the range of wait 2 times claimed in the health service listing when the consult and/or referral was sent (e.g. 14, if 1-2 weeks).
    wait1Days The number of days calculated between the date the referral was created to the first appointment date.
    wait1aDays

    The number of days calculated between the date the consult and/or referral was created and the initial assessment date.

    Note: The darcWait1aDays is subtracted from this calculation.

    wait1bDays

    The number of days calculated between the initial assessment date and the initial consult date (scheduled appointment). If there is a "ax_decisionToConsult" date, Ocean will use this value for the Wait1b calculation instead of the initial consult date.

    Note: The darcWait1bDays is subtracted from this calculation.

    Wait2Days

    The actual wait time, as calculated between the date the  referral was created to the second appointment date.
    darcWait1aDays Number of days affecting readiness to consult for patient reasons between the date the consult and/or referral was created and the initial assessment date.

    darcWait1bDays

    Number of days affecting readiness to consult for patient reasons between the initial assessment date and the initial consult date (scheduled appointment).
    dartWait2Days Number of days affecting readiness to treat for patient reasons between the date the referral was created to the second appointment date.
    srcSiteNum The number of the source consult and/or referral site.
    srcSiteName The name of the source consult and/or referral site.
    referredByUserName The Ocean username representing the user who sent the eConsult and/oreReferral (which may represent a delegated administrative user, as opposed to being the same person as the sender/referrer).
    referredByUserFullName The full name of the Ocean user who sent the eConsult and/or eReferral (which may represent a delegated administrative user, as opposed to being the same person as the referrer/sender)
    delegateClinicianType The clinician type of the delegate user, who sent the consult and/or referral on behalf of the provider (ex. Physician Assistant). Will be blank if the referral was NOT sent by a delegate.
    referredByAnonymousEmrUser A flag that indicates a referrer/sender user is signed into their EMR but not signed into their Ocean user account: TRUE values indicate that the consult and/or referral was sent from the EMR, by a user who did NOT have a linked Ocean account. FALSE values indicate that the consult and/or referral was sent from the EMR, by a user with a linked Ocean account, OR the consult/referrral was not sent from an EMR at all.
    referrerUserName The Ocean user name representing the referring/sending clinician, if available.
    referrerName The name of the referrer/sender (i.e. clinician).
    referrerClinicianType The referrer/sender clinician type. One of the following: "Allied Health Professional", "Family Physician","Medical Student","MOA / Secretary", "Nurse","Nurse Practitioner","Resident","Specialist" or "Other".
    referrerUrgency The urgency of the consult and/or referral, as taken from the referral form item with the EMRField mapping of "referralUrgency".
    initialRecipientName The name of the original consult and/or referral target on the consult or referral.
    initialReferralTargetRef The unique listing reference of the original referral target on the referral.
    initialOrganizationName The name of the organization the referral was initially sent to, IF an organization has been applied to the listing.
    recipientName The name of the current referral target on the referral (this can change if the referral is forwarded from central intake to a specialist, for example.)
    referralTargetRef The unique listing reference of the current referral target on the referral.
    recipientOrganizationName The name of the organization tied to the listing that the consult and/or referral is directed to, IF an organization has been applied to the listing.
    recipientCity The city of the recipient.
    recipientProvince The province of the recipient.
    recipientPostalCode The postal code of the recipient.
    recipientPriority The priority as indicated by the recipient via the review form (specifically the item with reference "priority"). Limited to P1, P2, P3, P4, P4F, P5.
    recipientLatitude The latitude of the recipient.
    recipientLongitude The longitude of the recipient.
    eConsultOutcome The status/outcome of the eConsult. Can be one of the following values: E_REFERRAL (case where the referral was responded to as an eConsult, but then continued with as a referral), PENDING (represents an eConsult in progress) and COMPLETED (represents a referral that is marked completed as an eConsult).
    eConsultOutcomeDate The date of the eConsult outcome.
    eConsultAcceptanceDate The date/time the referral is accepted as an eConsult. This may happen at the time of the first eConsult message being sent on the referral, or when an admin/delegate clicks to accept the referral as an eConsult, to allow for the specialist/provider respond to it at a later time.
    eConsultFirstMessageDate The date/time of the first eConsult message on a referral.
    eConsultMessageCount The number of messages flagged as "eConsult" on the referral.
    eConsultProceedToEReferralReason The reason the referring provider chooses to "Proceed as eReferral" after receiving an eConsult message. Can be one of three standard reasons: PROVIDER_PREFERENCE, PATIENT_PREFERENCE, or OTHER.
    sentToTestListing Flag to indicate if the consult and/or referral was sent to a test listing, or manually labeled as a test consult and/or referral using the Action menu. Used to exclude the referral from analytics.
    patientAge Patient age in years, rounded down.
    patientGender The gender of the patient.
    patientCity The patient's home city.
    patientProvince The patient's home province.
    patientPostalFirst3Chars The first 3 characters of the patient's postal code.
    patientDistanceKm The distance, in km, between the patient's home and the consult and/or referral target.
    referralState The status of the consult and/or referral. One of: INITIAL, ACCEPTED, DECLINED, BOOKED, CANCELED, or COMPLETE.
    scheduledAppointment The date/time set for the first appointment.
    appointmentMedium The medium for the first appointment. Can be one of the following values; IN_PERSON, IN_PERSON_ALT, VIDEO_VISIT, PHONE, or HOME_VISIT.
    scheduledAppointment2

    The date/time set for the second appointment.

    Note: Only captured if the second appointment informs on the Wait2 calculation.

    appointment2Medium

    The medium for the second appointment. Can be one of the following values; IN_PERSON, IN_PERSON_ALT, VIDEO_VISIT, PHONE, or HOME_VISIT.

    Note: Only captured if the second appointment informs on the Wait2 calculation.

    schedulingConfirmed Whether the scheduling information on the referral has been confirmed.
    schedulingConfirmedBy Who last confirmed the scheduling information. Can be one of the following values; sender, receiver, or patient.
    initialForwardDate The date/time the consult and/or referral is initially forwarded.
    initialAssessmentDate The date/time of the initial assessment if the referral is booked at an assessment centre.
    initialAssessmentSite The name of the initial assessment site listing.
    initialAssessmentSiteRef The unique listing consult and/or reference id of the initial assessment site.
    forwardDateFromAssessmentSite The date the referral is forwarded from a listing of type Rapid Access Clinic.
    forwardDate The date/time that the consult and/or referral was last forwarded.
    completedDate The date the consult and/or referral is marked "Completed" (can be done in the booking tab once the appointment date has passed).
    booked Whether the referral appointment has been booked.
    seen Whether the patient has been seen (i.e. in the clinic for a consult).
    completed Whether the consult and/or referral has been marked completed (i.e. generally means referral has been completed and consult letter, if appropriate, will be forthcoming.)
    referralDeleted Whether the consult and/or referral has been deleted from Ocean (can only be done by a site admin on referrals marked as test)
    ptNotificationEmailed Whether the patient has been sent ANY email notifications regarding the consult and/or referral.
    ptAppointmentReminderEmailed Whether the patient has been sent an automated booking reminder email notification.
    reasonForDecline The reason for a declined consult and/or referral. One of: UNABLE_TO_CONTACT, MISSING_INFORMATION, ADDITIONAL_WORKUP_REQUIRED, INAPPROPRIATE_INDICATION, SENT_TO_WRONG_PROVIDER, RECOMMEND_OTHER_PROVIDER, SERVICE_NOT_AVAILABLE, PRECLUDED_DUE_TO_PATIENT_ISSUE, CANNOT_BE_SEEN_QUICKLY_ENOUGH, UNLIKELY_TO_BENEFIT, NOT_YET_DUE, OTHER

    Additional Available Analytics

    In addition, you can map fields in your consult or referral form and Review form to set analytics values for your referral exports. Keep in mind that the semantics behind each is arbitrary and you can "co-opt" them for the purposes of a particular pathway as long as the consumers of the analytical data understand the data values. To do add these analytics values, simply open your form in the eForm Editor and set the item reference to one of the following values.

    Item Reference
    ax_preciseAge
    ax_pcpName
    ax_reasonForReferral
    ax_preferredClinician
    ax_preferredCity
    ax_preferredWasChosen
    ax_secondOpinion
    ax_cause
    ax_severity1
    ax_severity2
    ax_diagnosis

    ax_diagnosisAcuity

    e.g. undiagnosed high risk; newly diagnosed; established)

    ax_aboriginalStatus
    ax_gestationalAge
    ax_languageBarrier
    ax_language
    ax_comorbidities
    ax_imagingStatus
    ax_socialDeterminants
    ax_lab_hb
    ax_lab_a1c
    ax_lab_fbs
    ax_lab_glucoseT1Hr
    ax_lab_glucoseT2Hr
    ax_lab_chol
    ax_lab_cholHdlRatio
    ax_lab_hdl
    ax_lab_ldl
    ax_lab_tg
    ax_lab_egfr
    ax_lab_cr
    ax_v_bp
    ax_v_ht
    ax_v_wt
    ax_v_bmi
    ax_cm_arthritis
    ax_cm_asthma
    ax_cm_chf
    ax_cm_cvd
    ax_cm_dm
    ax_cm_obesity
    ax_cm_osteoporosis
    ax_cm_copd
    ax_cm_pad
    ax_cm_tiaStroke
    ax_cm_retinopathy
    ax_cm_nephropathy
    ax_cm_footUlcer
    ax_cm_mentalHealth
    ax_cm_htn
    ax_alcohol_dpw
    ax_tobacco_cigsPerDay
    ax_tobacco_everSmoked
    ax_drugUse_mj
    ax_request_preConceptionCounseling
    ax_request_footCareEducation
    ax_request_additionalEducation
    ax_request_renalCriteria
    ax_request_mentalHealth
    ax_examType
    ax_surgicalCandidate
    ax_assessmentOutcome
    ax_assessmentOutcomeMedicalSpecialist
    ax_assessmentOutcomeCommunityProgram
    ax_assessmentOutcomeSelfManagement
    ax_patientPreference
    ax_consultOutcome
    ax_decisionToTreat
    ax_decisionToConsult
    ax_bodySite
  9. Set Up eConsults and/or eReferrals on Your Website*

    Once you're set up to receive eConsults and/or eReferrals, you can optionally choose to set up Website Forms on your website to accept Ocean eConsults and/or Ocean eReferrals from both your website and the Ocean Healthmap.

    This step is an optional part of setting up your site to receive eConsults and/or eReferrals.

    • Ocean lets you accept eConsults and/or eReferrals, not only from the Ocean Healthmap, but also from a secure page on your clinic’s website, called Website Forms.
    • For example, Cambridge Memorial Hospital accepts Ocean eReferrals for diagnostic imaging and MRI on the "DI and MRI Request for Consultation" page of their website.
    • All consults and referrals submitted through Website Forms will go to into your central eReferrals View in the Ocean Portal.

    To learn how to set up a submission page on your website, check out our Website Forms Creation Guide.

    There are no Ocean license fees associated with setting up an eReferral Website Form link for referring providers to use.

    If you would like to set up a self-referral link for patients to use, then Ocean's standard Website Form fees will apply. If your Ocean site has a listing under Regional Authority (RA), a single Website Form link, that is configured to be submitted as an eReferral, will be covered under the RA license.

  10. Set Up Your Site to Receive Walk-Ins*

    If you are a receiving site that accepts walk-in patients, you will want to enable the "Accept Walk-In" feature in your site.

    This is an an optional part of setting up eReferrals.

    If you are a receiving site that accepts walk-in patients (i.e. patients who can come in whenever they're available, without necessarily having a pre-booked appointment).

    Follow the steps outlined below to enable this walk-in setup.

    • In the "Service Details" panel, click on the health service offering for your listing that accepts walk-in patients.
    • In the pop-up window, click on the blue text beside the "Wait Time 1" field to access the "Wait Time Information" dialog box.
    • For the "Reported Wait Time" field, select "Walk-In".
    • Be sure to save your changes.
    • Now when you accept any new incoming eReferrals for this specific health service offering, the "Accept" option at the bottom of the referral will default to "Accept Walk-In".
    • As usual, the "Import" window will appear, where you can obtain the patient's Ocean reference number. Accepting the eReferral will also move the patient directly into the "Walk-In" folder.
    • From there, whenever the patient comes in to the office, you can simply search for them in this "Walk-In Folder" and then mark the referral as "Completed".

Find or Add Your Clinic to the Ocean eReferral Network

If your clinic isn't already listed on the Ocean Healthmap, you will need to create it so that eConsult and/or eReferral senders can find your site.

  1. Visit the Ocean Healthmap and search for your site.
  2. If your site doesn't exist already, select the plus sign icon at the bottom left of the screen, enter your information, and save the listing.
  3. If you would like to find a demo or test listing, click on the toggle at the bottom left of the screen and continue your search.


Claim Your Directory Listing to Your Ocean Site

Once your site has been created on the Ocean Healthmap, you will need to claim it so that it is linked with your Ocean site.

Once you've claimed your site, please let us know at ocean.tips/support so that we can validate your site as a legitimate clinic for accepting patient data.

  • Search for your site in the Ocean Healthmap again and select "Update listing...". If necessary, update your listing information.
  • Then, click "Is this your organization? Claim it here." and save your listing.
  • Once you've claimed your site, let us know at ocean.tips/support so that we can validate your site as a legitimate clinic for accepting patient data.

Update Your Directory Listing Settings

Once we have validated your site, log in to your Ocean Portal and navigate to the Admin Settings page to ensure that your directory listing is correct and that you are ready to accept eConsults and/or eReferrals.

You can now start receiving eConsults and/or eReferrals immediately.

  1. Confirm your listing has been validated

  2. Confirm your contact information

    • From the Admin page select the Directory Listings option to view and manage your site's Directory Listings. Within the listing, under the "Contact Information" panel, review and update the information that is displayed for sending/referring providers on the Ocean Healthmap.
  3. Add your listed "Offers"

    • Offers allow Healthmap users to search for your location based on the services you provide. Your listing's offers are updated in the "Service Details" panel.
    • Select the Offerings that are available as eConsults 
  4. Add your "Appointment Labels"

    • The appointment labels in the "Service Details" panel will impact the different appointment types that appear in the scheduling pane of incoming referrals. Labels include: Appointment 1, Appointment 2, Appointment 3, Appointment 4, Appointment 5, Initial Visit Date, Follow-Up Date, Consultation Date, Surgical Date, and Procedure Date.
    • The appointment label determines which appointment(s) are used in wait time calculations. The following appointment labels are associated with a Wait 1, and will map to the scheduledAppointment field in your site's analytics:
      • Appointment
      • Appointment 1
      • Initial Visit Date
      • Consultation Date
    • These appointment labels are associated with a Wait 2, and will map to the scheduledAppointment2 field in the analytics:
      • Surgery Date
      • Procedure Date
    • You can only have one appointment label associated with Wait 1, and only one associated with a Wait 2, on a single consult and/or referral, otherwise Ocean will default to using the first appropriate label listed on the consult and/or referral.
    • Example: A surgical office could use the Consultation Date label for their Wait 1, and the Surgical Date label for their Wait 2.
  5. Choose your "Referral Form"

    • Use the forms available in the Ocean Library or create your own then choose your form in the "Service Details" panel.

  6. Set your "eReferral Policies"

    • Ensure your listing is set to Accept eReferrals to accept eReferrals. 
    • Choose whether you would like to split incoming referrals with multiple services into separate referrals.
    • Select if you want to enforce referring providers to sign into an Ocean user account before submitting the consult and/or referral (allows for messaging back and forth with the referring provider).
    • Select if the referring provider must be a Family Physician or Nurse Practitioner, based on the Clinician Type in their Ocean user account.
  7. Add your Central Intake listing (if applicable)

    • Central Intakes accept and triage eConsults and/or eReferrals based on region and pathway. By adding a Central Intake to your listing in the "Service Details" panel, consults and/or referrals sent to your listing will be routed through the Central Intake first before being forwarded on to your site.
  8. Set Health Service Offerings to accept direct consults and/or referrals outside of Central Intakes (if applicable)

    • Some sites that receive eConsults and/or eReferrals through a Central Intake may also want to receive direct eConsults and/or eReferrals for other services. If you would like to configure direct eConsults and/or eReferrals for specific health offerings, select the offer(s) in the "Service Details" panel and add your custom form within that service.
    • Consults and/or referrals sent to your listing with that requested service will come directly to your site, rather than being routed to the Central Intake site first.
  9. Apply to Regional Authority (if under the Ontario eServices Program or the Nova Scotia Health Alliance Pilot Project)

    • If you are approved under either Regional Authority eConsult and/or eReferral licences will be offered, depending on the program requirements.  
    •  You can apply for one in your region by clicking "Apply to Regional Authority" in the "Contact Information" panel, choosing the appropriate region, and accepting the license agreement.
    • The application will be sent to the selected Regional Authority site for review, and you will be notified by email when the application is approved.

Update Your eConsult and eReferral Configuration

Once you have claimed a Directory Listing claimed to your site, and set up the Directory Listing details, the next step is to configure the site-level features associated with receiving consults and/or referrals.

  1. Select that your site is Receiving Referrals

    • Select the Settings button in the top right hand corner of the page.
    • Note: The Settings button will only be accessible by Admin users at the site.
    • Under the "Welcome to Ocean eReferrals!" section, ensure that the appropriate selection is made for how your site is using eConsults and/or eReferrals (Receiving, Sending or both).
  2. Configure Referrals

      • Set your default email for notifications regarding incoming eConsults and/or eReferrals. Further details on email notifications for receivers can be found here.
      • Select whether you would like Ocean to automatically send patients email notifications regarding status updates for their referrals sent to your site. The list of email notifications patients will receive can be found here.
      • If your Ocean site is integrated with an EMR, select whether you want Ocean to automatically create patient charts at the time of accepting consults and/or referrals for new patients.
      • Choose which file format you would like Ocean to download your records and notes as. More details can be found here.
      • Select if you would like Ocean to automatically mark booked referrals as completed, a specified number of days after the appointment date. Review this support article for more information.
      • If your site is responding to eReferrals as eConsults, ensure the display of eConsult folders is set correctly.
      • Set the Time System, Time Interval, and Time Range for your booking time dropdown, to allow for ease of use when booking referrals. More information regarding these settings can be reviewed in the following support article.
      • Select Save, to save any changes made, and complete the configuration.

Set Up Receiver Email Notifications

Configure which email addresses receive email notifications for new or updated eConsults and/or eReferrals.

This article describes locations where you can configure your email addresses for eConsult and/or eReferral notifications when receiving eConsults and/or eReferrals. To learn more about the rules/logic that Ocean uses to determine which email address to send the eConsult and/or eReferral notifications to, please refer to "Where do eReferral notification emails get sent to?".

  • Site-Wide Emails: Referrals Configuration

    • The Default Incoming Referral Notification Emails can be configured in the "Referrals Configuration" page within the Referrals Settings in the Ocean Portal. These will be the default email addresses Ocean uses to send notifications regarding new consults and/or referrals received by the site, or notifications for updates made on consults and/or referrals received by the site.
    • You can access this section by signing in to the Ocean Portal, navigating the Menu to the eReferrals page, selecting "Settings" in the top right hand corner, ensure your site is set as Receiving Referrals and then choose the "Configure Referrals" button.
    • From there, you can list which email address(es) will receive the incoming consult and/or referral notifications.
    • Ensure that you save your changes before leaving this page.
  • Listing Specific Emails: Directory Listings

    • An email address can be configured in the "Directory Listings" section within the Admin Settings page in the Ocean Portal. The Referral Notification Email can be set under the Advanced section of the listing. Any notifications regarding  consults and/or referrals sent to this specific listing, will be directed to this email, overriding the notification email set at the Site-Wide level.
    • You can choose to use the Site Default here, by clicking the "Use Site Default" button to the right of the field. In this case, if the site consult and/or referral notification email is updated at a later date, the listing email will automatically update to match.
    • Again, ensure that you save your changes before leaving this page.
  • Offering Specific Emails: Directory Listings

    • An email address can be configured within the Offerings tagged on the listing, in the "Directory Listings" section within the Admin Settings page in the Ocean Portal. The Notification Email can be set under the Offers in the Service Details section of the listing. Any notifications regarding consults and/or referrals sent to this specific listing, for this specific health service offering, will be directed to this email, overriding the notification email set at both the Listing level and the Site-Wide level.
    • You can use either the Site Default or Listing Default here, by clicking the "Use Site Default" or "Use Listing Default" buttons below the field. Then, if either the site or listing email is updated at a later date, the offering email with automatically update to match.
    • Again, ensure that you save your changes before leaving this page.

Creating Canned Responses for Bookings and Messages*

You can optionally choose to set up canned messages that can be sent to the patient in advance of their appointment and/or that can be sent to the referrer/sender.

This is an an optional part of setting up eConsults and/or eReferrals.

  • When processing and managing incoming eConsults and/or eReferrals, recipients have the ability to add canned messages. These canned messages can be sent to patients at the time of booking for eReferrals and can be sent as messages to the Sender for eConsults and/or eReferrals. 
Canned Booking Comments Canned Messages to Sender
  • Log in to the Ocean Portal.
  • Navigate to the Admin Settings page and click Canned Responses.
  • From the Canned Responses screen, select the "New Canned Response" button under the "Canned Responses for Booking Comments" section
  • Give your response a title and add the text into the text field.
  • Click the "Save" button to save your canned comments.
  • Now, next time you are processing a consult or referral, you can select one of your canned responses using the dialogue bubble in the "Scheduling" section of the referral.
  • Note: Canned booking comments are selected from the speech bubble icon in the "Scheduling" section, NOT the "Notes" or "Messaging" sections. 
  • Note: An example of a canned booking comment could be an alternate location that the patient is to be seen for their appointment.

Set Up Automated Referral Appointment Reminders*

If you are a receiving site that accepts and books eReferrals, you may want to enable the eReferral Appointment Reminders feature within your site.

This is an an optional part of setting up eReferrals. You must be an Admin user at your Ocean site to enable the feature and complete the configuration.

If you are a receiving site that accepts eReferrals and would like to send automated appointment reminders to patients about their upcoming appointments, follow the steps outlined below to enable these reminders.

  • Open the Menu and select the Patient Reminders option.
  • Choose the Settings button in the top right hand corner.
  • To change the universal reminder settings for your site, click the Edit Configuration button on the right hand side.
  • Within the Edit Reminders Configuration page you will want to ensure the Enable Reminders option is set to enabled, the Appointment Source is set to eReferrals, and then you can specify a Time of Day you would like the automated reminders to be sent. Save changes.

Note: The Appointment Source will impact what universal settings you can configure for Patient Reminders. If you are a non-integrated Ocean site, you will only be able to rely on your site's eReferrals as the appointment source. If you are an EMR-integrated Ocean site you can choose to use the EMR schedule and access advanced reminder functionality to configure.

  • After the universal settings have been configured to use eReferrals as the appointment source, you will note that the Activation Requirements, on the main settings page, update to solely enabling Cloud Connect. To do so, log in to Ocean Cloud Connect.

Note: If your site already has Cloud Connect activated, this section will state that all requirements are met, and you can skip to step J.

  • Within Cloud Connect click to Store my Encryption Key, enter it, and save changes.
  • Confirm that Cloud Connect updates to indicate your Shared Encryption Key has been stored, and that your site has an additional feature activated for eReferral Reminders. Log out of Cloud Connect.
  • Go back to the Ocean Portal and click the Menu to navigate to the Admin Settings page. Under Site Features check off "Enable EMR Integration via Cloud Connect" and Save Changes.
  • Use the Menu to navigate back to Patient Reminders, and then Settings. If Cloud Connect is correctly setup, the Settings page will have updated to indicate that all requirements are met.
  • Now you need to set up a Reminder Rule to trigger when you would like patients to receive their referral appointment booking reminders. To do so, select Add Reminder Rule.
  • Specify a name for your reminder rule, and then choose the number of days before the referral appointment you would like the reminder to be sent out.
  • Click to Save, and you will return to the main Settings page where you can note your new Reminder Rule listed. If necessary, select the Edit button on the right to update/delete the rule.

Note: You can add any number of reminders, to send multiple email notifications to the patient in advance of their appointment. For example, you can configure one to send 1 month in advance of the appointment, 1 week in advance of the appointment, and then another the day before the appointment.

You're all set! At the time of day specified in the reminder configuration, Ocean will use Cloud Connect to trigger a set of appointment reminder emails. These reminders will be sent to any patients with booked referrals in the site that meet the reminder rule criteria, and have patient email consent included. The patient email notification will look something like the following:


Supporting Analytics in eConsults and/or eReferral eForms*

The Ocean eReferral platform provides some analytics automatically to help provide an understanding of consult and/or referral patterns, decline rates, wait times, etc. If you would like to set up your  form to set additional analytics values now is a good time to do so.

This is an an optional part of setting up eConsults and/or eReferrals.

The Ocean eReferral platform de-identifies data automatically to provide you with an understanding of consult and/or referral patterns, decline rates, wait times, etc. You can export this data at anytime from the "Reports" section of the Admin Settings page in the Ocean Portal. For more details on exporting analytics, please refer to "Accessing eReferral Analytics".

Core Analytics

The core set of analytics captured in the de-identified record are in the table below.

Column Header Description
referralRef The unique reference number for the consult or referral in Ocean.
referralCreationDate The date the consult and/or referral was sent OR resubmitted by the referring provider (in ISO 8601 format). This could be the back-dated referral date entered on an inbound referral.
referralInitialCreationDate Invariant field representing the original sent date that is set during consult and/or referral creation (in ISO 8601 format).
oceanCreationDate The date/time the consult and/or referral was created in Ocean (in ISO 8601 format). It could be the date it was sent in Ocean through the healthmap or a website form, or the date it was transcribed as an inbound referral.
modificationDate The date/time the consult and/or referral was most recently updated (in ISO 8601 format).
masterReferral A true/false flag that indicates if the consult and/or referral was split into multiple "child" referrals, based on the number of health service offerings assigned.
patientId A one-way hashed value representing the patient identity. This is used to track the patient's consult and/or referral history in Ocean. It will be blank if a health number was omitted from the referral.
siteNum The Ocean site number that the consult and/or referral belongs to.
regionalAuthoritySiteNum The Ocean site number for the Regional Authority (RA) that the consult and/or referral is captured under (if it's sent to a listing under RA).
initialHealthService The health service on the consult and/or referral at time of sending.
currentHealthService The health service on the consult and/or referral currently.
claimedWaitTimeDaysLow The lower end of the range of wait times claimed in the health service listing when the consult and/or referral was sent (e.g. 7, if 1-2 weeks). This will be wait 1 for health services with multiple health services.
claimedWaitTimeDaysHigh The higher end of the range of wait times claimed in the health service listing when the consult and/or referral was sent (e.g. 14, if 1-2 weeks). This will be wait 1 for health services with multiple health services.
claimedWaitTime2DaysLow The lower end of the range of wait 2 times claimed in the health service listing when the consult and/or referral was sent (e.g. 7, if 1-2 weeks).
claimedWaitTime2DaysHigh The higher end of the range of wait 2 times claimed in the health service listing when the consult and/or referral was sent (e.g. 14, if 1-2 weeks).
wait1Days The number of days calculated between the date the referral was created to the first appointment date.
wait1aDays

The number of days calculated between the date the consult and/or referral was created and the initial assessment date.

Note: The darcWait1aDays is subtracted from this calculation.

wait1bDays

The number of days calculated between the initial assessment date and the initial consult date (scheduled appointment). If there is a "ax_decisionToConsult" date, Ocean will use this value for the Wait1b calculation instead of the initial consult date.

Note: The darcWait1bDays is subtracted from this calculation.

Wait2Days

The actual wait time, as calculated between the date the  referral was created to the second appointment date.
darcWait1aDays Number of days affecting readiness to consult for patient reasons between the date the consult and/or referral was created and the initial assessment date.

darcWait1bDays

Number of days affecting readiness to consult for patient reasons between the initial assessment date and the initial consult date (scheduled appointment).
dartWait2Days Number of days affecting readiness to treat for patient reasons between the date the referral was created to the second appointment date.
srcSiteNum The number of the source consult and/or referral site.
srcSiteName The name of the source consult and/or referral site.
referredByUserName The Ocean username representing the user who sent the eConsult and/oreReferral (which may represent a delegated administrative user, as opposed to being the same person as the sender/referrer).
referredByUserFullName The full name of the Ocean user who sent the eConsult and/or eReferral (which may represent a delegated administrative user, as opposed to being the same person as the referrer/sender)
delegateClinicianType The clinician type of the delegate user, who sent the consult and/or referral on behalf of the provider (ex. Physician Assistant). Will be blank if the referral was NOT sent by a delegate.
referredByAnonymousEmrUser A flag that indicates a referrer/sender user is signed into their EMR but not signed into their Ocean user account: TRUE values indicate that the consult and/or referral was sent from the EMR, by a user who did NOT have a linked Ocean account. FALSE values indicate that the consult and/or referral was sent from the EMR, by a user with a linked Ocean account, OR the consult/referrral was not sent from an EMR at all.
referrerUserName The Ocean user name representing the referring/sending clinician, if available.
referrerName The name of the referrer/sender (i.e. clinician).
referrerClinicianType The referrer/sender clinician type. One of the following: "Allied Health Professional", "Family Physician","Medical Student","MOA / Secretary", "Nurse","Nurse Practitioner","Resident","Specialist" or "Other".
referrerUrgency The urgency of the consult and/or referral, as taken from the referral form item with the EMRField mapping of "referralUrgency".
initialRecipientName The name of the original consult and/or referral target on the consult or referral.
initialReferralTargetRef The unique listing reference of the original referral target on the referral.
initialOrganizationName The name of the organization the referral was initially sent to, IF an organization has been applied to the listing.
recipientName The name of the current referral target on the referral (this can change if the referral is forwarded from central intake to a specialist, for example.)
referralTargetRef The unique listing reference of the current referral target on the referral.
recipientOrganizationName The name of the organization tied to the listing that the consult and/or referral is directed to, IF an organization has been applied to the listing.
recipientCity The city of the recipient.
recipientProvince The province of the recipient.
recipientPostalCode The postal code of the recipient.
recipientPriority The priority as indicated by the recipient via the review form (specifically the item with reference "priority"). Limited to P1, P2, P3, P4, P4F, P5.
recipientLatitude The latitude of the recipient.
recipientLongitude The longitude of the recipient.
eConsultOutcome The status/outcome of the eConsult. Can be one of the following values: E_REFERRAL (case where the referral was responded to as an eConsult, but then continued with as a referral), PENDING (represents an eConsult in progress) and COMPLETED (represents a referral that is marked completed as an eConsult).
eConsultOutcomeDate The date of the eConsult outcome.
eConsultAcceptanceDate The date/time the referral is accepted as an eConsult. This may happen at the time of the first eConsult message being sent on the referral, or when an admin/delegate clicks to accept the referral as an eConsult, to allow for the specialist/provider respond to it at a later time.
eConsultFirstMessageDate The date/time of the first eConsult message on a referral.
eConsultMessageCount The number of messages flagged as "eConsult" on the referral.
eConsultProceedToEReferralReason The reason the referring provider chooses to "Proceed as eReferral" after receiving an eConsult message. Can be one of three standard reasons: PROVIDER_PREFERENCE, PATIENT_PREFERENCE, or OTHER.
sentToTestListing Flag to indicate if the consult and/or referral was sent to a test listing, or manually labeled as a test consult and/or referral using the Action menu. Used to exclude the referral from analytics.
patientAge Patient age in years, rounded down.
patientGender The gender of the patient.
patientCity The patient's home city.
patientProvince The patient's home province.
patientPostalFirst3Chars The first 3 characters of the patient's postal code.
patientDistanceKm The distance, in km, between the patient's home and the consult and/or referral target.
referralState The status of the consult and/or referral. One of: INITIAL, ACCEPTED, DECLINED, BOOKED, CANCELED, or COMPLETE.
scheduledAppointment The date/time set for the first appointment.
appointmentMedium The medium for the first appointment. Can be one of the following values; IN_PERSON, IN_PERSON_ALT, VIDEO_VISIT, PHONE, or HOME_VISIT.
scheduledAppointment2

The date/time set for the second appointment.

Note: Only captured if the second appointment informs on the Wait2 calculation.

appointment2Medium

The medium for the second appointment. Can be one of the following values; IN_PERSON, IN_PERSON_ALT, VIDEO_VISIT, PHONE, or HOME_VISIT.

Note: Only captured if the second appointment informs on the Wait2 calculation.

schedulingConfirmed Whether the scheduling information on the referral has been confirmed.
schedulingConfirmedBy Who last confirmed the scheduling information. Can be one of the following values; sender, receiver, or patient.
initialForwardDate The date/time the consult and/or referral is initially forwarded.
initialAssessmentDate The date/time of the initial assessment if the referral is booked at an assessment centre.
initialAssessmentSite The name of the initial assessment site listing.
initialAssessmentSiteRef The unique listing consult and/or reference id of the initial assessment site.
forwardDateFromAssessmentSite The date the referral is forwarded from a listing of type Rapid Access Clinic.
forwardDate The date/time that the consult and/or referral was last forwarded.
completedDate The date the consult and/or referral is marked "Completed" (can be done in the booking tab once the appointment date has passed).
booked Whether the referral appointment has been booked.
seen Whether the patient has been seen (i.e. in the clinic for a consult).
completed Whether the consult and/or referral has been marked completed (i.e. generally means referral has been completed and consult letter, if appropriate, will be forthcoming.)
referralDeleted Whether the consult and/or referral has been deleted from Ocean (can only be done by a site admin on referrals marked as test)
ptNotificationEmailed Whether the patient has been sent ANY email notifications regarding the consult and/or referral.
ptAppointmentReminderEmailed Whether the patient has been sent an automated booking reminder email notification.
reasonForDecline The reason for a declined consult and/or referral. One of: UNABLE_TO_CONTACT, MISSING_INFORMATION, ADDITIONAL_WORKUP_REQUIRED, INAPPROPRIATE_INDICATION, SENT_TO_WRONG_PROVIDER, RECOMMEND_OTHER_PROVIDER, SERVICE_NOT_AVAILABLE, PRECLUDED_DUE_TO_PATIENT_ISSUE, CANNOT_BE_SEEN_QUICKLY_ENOUGH, UNLIKELY_TO_BENEFIT, NOT_YET_DUE, OTHER

Additional Available Analytics

In addition, you can map fields in your consult or referral form and Review form to set analytics values for your referral exports. Keep in mind that the semantics behind each is arbitrary and you can "co-opt" them for the purposes of a particular pathway as long as the consumers of the analytical data understand the data values. To do add these analytics values, simply open your form in the eForm Editor and set the item reference to one of the following values.

Item Reference
ax_preciseAge
ax_pcpName
ax_reasonForReferral
ax_preferredClinician
ax_preferredCity
ax_preferredWasChosen
ax_secondOpinion
ax_cause
ax_severity1
ax_severity2
ax_diagnosis

ax_diagnosisAcuity

e.g. undiagnosed high risk; newly diagnosed; established)

ax_aboriginalStatus
ax_gestationalAge
ax_languageBarrier
ax_language
ax_comorbidities
ax_imagingStatus
ax_socialDeterminants
ax_lab_hb
ax_lab_a1c
ax_lab_fbs
ax_lab_glucoseT1Hr
ax_lab_glucoseT2Hr
ax_lab_chol
ax_lab_cholHdlRatio
ax_lab_hdl
ax_lab_ldl
ax_lab_tg
ax_lab_egfr
ax_lab_cr
ax_v_bp
ax_v_ht
ax_v_wt
ax_v_bmi
ax_cm_arthritis
ax_cm_asthma
ax_cm_chf
ax_cm_cvd
ax_cm_dm
ax_cm_obesity
ax_cm_osteoporosis
ax_cm_copd
ax_cm_pad
ax_cm_tiaStroke
ax_cm_retinopathy
ax_cm_nephropathy
ax_cm_footUlcer
ax_cm_mentalHealth
ax_cm_htn
ax_alcohol_dpw
ax_tobacco_cigsPerDay
ax_tobacco_everSmoked
ax_drugUse_mj
ax_request_preConceptionCounseling
ax_request_footCareEducation
ax_request_additionalEducation
ax_request_renalCriteria
ax_request_mentalHealth
ax_examType
ax_surgicalCandidate
ax_assessmentOutcome
ax_assessmentOutcomeMedicalSpecialist
ax_assessmentOutcomeCommunityProgram
ax_assessmentOutcomeSelfManagement
ax_patientPreference
ax_consultOutcome
ax_decisionToTreat
ax_decisionToConsult
ax_bodySite

Set Up eConsults and/or eReferrals on Your Website*

Once you're set up to receive eConsults and/or eReferrals, you can optionally choose to set up Website Forms on your website to accept Ocean eConsults and/or Ocean eReferrals from both your website and the Ocean Healthmap.

This step is an optional part of setting up your site to receive eConsults and/or eReferrals.

  • Ocean lets you accept eConsults and/or eReferrals, not only from the Ocean Healthmap, but also from a secure page on your clinic’s website, called Website Forms.
  • For example, Cambridge Memorial Hospital accepts Ocean eReferrals for diagnostic imaging and MRI on the "DI and MRI Request for Consultation" page of their website.
  • All consults and referrals submitted through Website Forms will go to into your central eReferrals View in the Ocean Portal.

To learn how to set up a submission page on your website, check out our Website Forms Creation Guide.

There are no Ocean license fees associated with setting up an eReferral Website Form link for referring providers to use.

If you would like to set up a self-referral link for patients to use, then Ocean's standard Website Form fees will apply. If your Ocean site has a listing under Regional Authority (RA), a single Website Form link, that is configured to be submitted as an eReferral, will be covered under the RA license.


Set Up Your Site to Receive Walk-Ins*

If you are a receiving site that accepts walk-in patients, you will want to enable the "Accept Walk-In" feature in your site.

This is an an optional part of setting up eReferrals.

If you are a receiving site that accepts walk-in patients (i.e. patients who can come in whenever they're available, without necessarily having a pre-booked appointment).

Follow the steps outlined below to enable this walk-in setup.

  • In the "Service Details" panel, click on the health service offering for your listing that accepts walk-in patients.
  • In the pop-up window, click on the blue text beside the "Wait Time 1" field to access the "Wait Time Information" dialog box.
  • For the "Reported Wait Time" field, select "Walk-In".
  • Be sure to save your changes.
  • Now when you accept any new incoming eReferrals for this specific health service offering, the "Accept" option at the bottom of the referral will default to "Accept Walk-In".
  • As usual, the "Import" window will appear, where you can obtain the patient's Ocean reference number. Accepting the eReferral will also move the patient directly into the "Walk-In" folder.
  • From there, whenever the patient comes in to the office, you can simply search for them in this "Walk-In Folder" and then mark the referral as "Completed".