Setting Up Your Site to Receive eReferrals: At A Glance

Get started with receiving eReferrals through Ocean by reading through this handy getting started guide.

  1. Find or Add Your Site to the Ocean Healthmap
    • If your site isn't already listed on the Ocean Healthmap, you will need to create it so that eReferral senders can find your site.
  2. Claim Your 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.
  3. Confirm Your Site & Settings
    • Once we have validated your site, log in to your Ocean Portal and navigate to the Admin tab to ensure that your directory listing is correct and that you are ready to accept eReferrals.
    • You can now start receiving eReferrals immediately.
  4. Set Up eReferral Email Site Notifications
    • Configure which email addresses receive email notifications for new or updated eReferrals and/or eRequests.
  5. Creating Canned Responses for eReferral Bookings and Messages (optional)
    • 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.
  6. Supporting Analytics in eReferral Forms (optional)
    • The Ocean eReferral platform provides some analytics automatically to help provide an understanding of referral patterns, decline rates, wait  times, etc. If you would like to set up your referral form to set additional analytics values now is a good time to do so.
  7. Set Up eReferrals on Your Website (optional)
    • Once you're set up to receive eReferrals, you can optionally choose to set up an eRequest link on your website to accept Ocean eReferrals from both your website and the Ocean Healthmap.
  8. Set Up Your Site to Receive Walk-In Patients (optional)
    • If you are a receiving site that accepts walk-in patients, you will want to enable the "Accept Walk-In" feature in your site.

Visit the Ocean eReferrals Network website to access downloadable resources and to learn more about Ocean eReferrals.


Find or Add Your Site to the Ocean eReferral Network

  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 Site

  • 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.

Confirm Your eReferral Site Settings

  1. Confirm your listing has been validated

    • Once your listing has been validated by CognisantMD, log in to the Ocean Portal and navigate to your site's Admin tab.
  2. Start accepting eReferrals

    • Check off "Accept eReferrals" in the "Site Features" section.
  3. Confirm your contact information

    • Under the Directory Listings menu, in the "Contact Information" panel, this information can be updated and will be displayed on the Ocean Healthmap.
  4. 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.
  5. Choose your "Referral Form"

  6. Set your "eReferral Policies"

    • Determine the number of days that your incoming eReferrals will be considered overdue after they are submitted.
    • Choose whether you would like to split incoming referrals with multiple services into separate referrals.

If your site falls under the System Coordinated Access program, there are several additional steps to configure your listing.

  1. Apply to Regional Authority

    • The System Coordinated Access program offers Ocean eReferral licenses to eligible sites in participating LHINs. You can apply for one in your region by clicking "Apply to Regional Authority" in the "Contact Information" panel and accepting the license agreement
  2. Add your central intake listing (if applicable)

    • Central intakes accept and triage eReferrals based on region and pathway. By adding a central intake to your listing in the "Service Details" panel, referrals sent to your site will be routed through the central intake.
  3. You may also accept direct referrals outside of central intakes (Optional)

    • Choose the offer you would like to accept direct referrals for and select your custom referral form within that listing.

Set Up eReferral Email Site Notifications (for Receivers)

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

  • Site-Wide Emails: Site Account

    • Several email address can be configured in the "Site Account" section within the Admin tab of the Ocean Portal. These will be the email addresses of eReferral recipients not associated with a specific Ocean user, that get notified about a set if referrals, a patient eRequest, or a site-wide notification.
    • You can access this section by signing in to the Ocean Portal, navigating to the Admin tab, and selecting "Site Account" from the menu on the left.
    • From there, you can set which email address receives various site-wide Ocean notifications.
    • Clinical Administrator Email
      This email address will receive any miscellaneous Ocean system messages, including pending eReferral requests, study export alerts, Ocean reminder-related messages, etc.
      Referral Notification Email
      This email address will get notified of new eRequests (including submissions to an eRequest link, as well as new eReferral requests), as well as status changes to received requests.
    • Again, ensure that you save your changes before leaving this page.
  • eReferral Notifications: Site Features

    • If you would like to disable automatic notifications to patients, you can do so by going into the Admin tab of the Ocean Portal, within the "Site Features" section (selected from the menu on the left) and unchecking the "Patient eReferral Email Notifications" checkbox.

Creating Canned Responses for eReferral Bookings and Messages

This is an an optional part of setting up eReferrals.

  • On the receiving end of an eReferral, when booking appointments for patients using the Ocean eReferral Network, you have the ability to add canned messages that can be sent to the patient in advance of their appointment and/or canned messages that can be sent to the referrer.
Canned Booking Comments Canned Messages to Referrer
  • Log in to the Ocean Portal.
  • Navigate to the Admin tab and select Canned Responses (from the menu along the left).
  • 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 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. Notes recorded in the "Notes" section in the top right corner of an eReferral are internal notes that indicate the status of the referral request.

Supporting Analytics in eReferral eForms

This is an an optional part of setting up eReferrals.

The Ocean eReferral platform de-identifies data automatically to provide you with an understanding of referral patterns, decline rates, wait times, etc. You can export this data at anytime from the "Reports" section of the Admin tab in the Ocean Portal. For more details on exporting eReferral 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 referral in Ocean.
creationDate The date/time the referral was created (in ISO 8601 format)
modificationDate The date/time the referral was most recently updated (in ISO 8601 format)
patientId A one-way hashed value representing the patient identity.
initialHealthService The health service on the referral at time of sending.
currentHealthService The health service on the referral currently.
claimedWaitTimeDaysLow The lower end of the range of wait times claimed in the health service listing when the 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 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 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 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 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 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.
srcSiteName The name of the source referral site.
referrerName The name of the referrer (i.e. clinician).
referrerClinicianType The referrer clinician type. One "Allied Health Professional", "Family Physician","Medical Student","MOA / Secretary", "Nurse","Nurse Practitioner","Resident","Specialist" or "Other".
referrerUrgency The urgency of the referral, as taken from the referral form item with the EMRField mapping of "referralUrgency".
initialRecipientName The name of the original referral target on the referral.
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.)
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.
patientAge 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 referral target.
referralState The status of the referral. One of: INITIAL, ACCEPTED, DECLINED, BOOKED, CANCELED, or COMPLETE.
scheduledAppointment The date/time set for the first appointment.
scheduledAppointment2 The date/time set for the second appointment.
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 referral has been marked completed (i.e. generally means referral has been completed and consult letter, if appropriate, will be forthcoming.)
reasonForDecline The reason for a declined 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 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 eReferrals on Your Website

This step is an optional part off setting up your site to receive eReferrals.

  • Ocean lets you accept eReferrals, not only from the Ocean Healthmap, but also from a secure page on your clinic’s website, called an eRequest link.
  • 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 referrals submitted through eRequest links will go to into your central eRequests Inbox in the Ocean Portal.

To learn how to set up an eReferral submission page on your website, check out our eRequest Link Creation Guide.


Set Up Your Site to Receive Walk-Ins

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.

  • Log in to the Ocean Portal.
  • Navigate to the Admin tab and enter the "Directory Listings" section (selected from the menu along the left).
  • 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".