Analytics FAQ – OceanMD

How do I enable contribution to a Service Request Repository?

Data contributions to a Service Request Repository allows health systems to better plan resources by collecting information about wait times and more.

Questions about data collection?

If you have any questions about the purpose of the data collection, please contact your respective Regional Authority.

To contribute data to a repository, you must enable the functionality on your Directory Listing using the steps below. If you have multiple Directory Listings, you will need to configure each listing individually.

Prerequisites

You must have Site Admin access on your Ocean site.
Your Ocean site's Shared Encryption Key must be stored in Ocean Cloud Connect and Cloud Connect is enabled.
Your Directory Listing(s) must be approved under your Regional Authority.
Your Regional Authority must have a Service Request Repository specified.
Your Regional Authority must have enabled your Ocean Site's ability to contribute to the Service Request Repository.

Use the dropdown menu to select the Directory Listing for which you will enable contribution to the Service Request Repository.

Within the 'Regional Authority' section of the listing, enable the 'Contribute data to repository' checkbox.

Note: If your Shared Encryption Key is not already stored in Ocean Cloud Connect, you will be prompted to do so. For instructions, please follow the steps in this article.

The Shared Encryption Key is required as repository contributions contain encrypted Personal Health Information. Once complete, return to your Directory Listing and enable the checkbox.
Press 'Save Changes' at the bottom of the page.
Ensure that "Enable Ocean Cloud Connect" is turned on in Admin > Site Features

Warning: Removing your Shared Encryption Key

If your Shared Encryption Key is removed from Ocean Cloud Connect, the connection between your Ocean site and the Service Request Repository will be broken. To restore the connection, you must re-store your Shared Encryption Key in Ocean Cloud Connect as soon as possible.

As a Regional Authority user, how can I enable the ability for an Ocean Site to contribute data to a Service Request Repository?

Regional Authority (RA) sites which have configured a Service Request Repository can allow individual sites approved under the RA to contribute their referral data to the Service Request Repository. This article walks through the step of enabling the ability to contribute to the repository for an Ocean Site which is approved under the RA.

Prerequisites

Your Ocean Site must be configured as a Regional Authority.
Your Ocean Site must have a Service Request Repository specified.

On the RA site, navigate to the 'Approvals' area.

In the 'Listing Approvals' tab, locate the Ocean Site for which you will enable the ability to contribute to the repository and press 'Manage Site Agreement'.

Set the dropdown menu under below 'Repository Contribution' to 'Enabled'.
Press 'Save' at the bottom of the page.

Directory Listings on the newly enabled site which have been approved by the RA will now be capable of enabling contribution to the Service Request Repository for each listing.

Note: Directory Listings on the newly enabled site which have not been approved by the RA will not be capable of enabling contribution to the Service Request Repository.

Regional Authority Approvals Export

Regional Authority Users can export a .csv file containing a list of all the Directory Listings which have applied to the Regional Authority.

The 'ListingRepositoryContribution' column reflects the status of the the Directory Listing's contribution to the repository:

'CONTRIBUTING' indicates that all of the following 5 requirements have been met: 1) the ‘Contribute data to repository’ setting within the Directory’s Listing’s settings is enabled, 2) the ‘Enable Ocean Cloud Connect’ checkbox is enabled within the Ocean Site, 3) SEK entered in CC, 4) Site level contributing setting is enabled under “Manage Site Agreement”, and 5) RA site has selected a repository other than “None”.
'NOT_CONTRIBUTING' indicates that any one of requirements 1-4 in the bullet above has not been met.
'{blank}' indicates that the Regional Authority has not set a repository (under RA Site > Admin > Regional Authority). If the repository is "None", this column will always be blank.

The 'HIC' column reflects the status of the 'Health Information Custodian' settings within the respective Ocean Site's 'Referrals Configuration' area.

'HIC' indicates that the Ocean Site has identified themselves as a Health Information Custodian by selecting the 'Yes, this site is a Health Information Custodian' option.
'NON_HIC' indicates that the Ocean Site has identified themselves as not being a Health Information Custodian by selecting the 'No, this site is not a Health Information Custodian' option.
'UNSPECIFIED' indicates that the Directory Listing is currently accepting eReferrals, but the Ocean Site has not indicated whether or not they are a Health Information Custodian.
'NOT_ACCEPTING_EREFERRALS' indicates that the Directory Listing is not accepting eReferrals, regardless of HIC status.

As a Regional Authority Admin, how do I set the Service Request Repository?

Regional Authority (RA) sites have the ability to configure the contribution of referral data for all sites approved under the RA to a Service Request Repository.

A Service Request Repository is an external system configured and maintained by a Regional Authority to aggregate various pieces of referral data. This allows health systems to better plan resources by collecting information about wait times and more.

This article walks through the first step of selecting the repository that the data should be contributed to at the RA level.

Prerequisites

Your Ocean Site must be configured as a Regional Authority.
You must have Site Admin access on the Regional Authority site.

On the RA site, navigate to the Admin Settings page and select 'Regional Authority'.

Use the dropdown menu below the 'Service Request Repository' heading to specify the repository that referral data for all sites approved under the RA should be contributed to.
Press 'Save' at the bottom of the page.

The 'Manage Site Agreement' button will now be visible on the 'Approvals' page

Once the Service Request Repository has been configured by following the steps above, all RA users can enable or disable the ability for individual Ocean Sites under the RA to contribute data to the selected repository by following the steps in this article.

Disabling Repository Contribution at the Regional Authority Level

If repository contribution needs to be temporarily disabled, the repository can be set back to 'None' using the dropdown menu. When re-enabled, prior enablement for sites approved under the RA will be restored.

How can a Support Site User generate analytics for the sites they support?

Support Site Users who assist with onboarding other eReferral users can obtain a report which lists all of their supported users and the last time each user has sent an eReferral.

This report can be used to identify users that have not yet started sending eReferrals (e.g., a Non-Adopted Report) within the Supported Sites.
The report generates data on all users within Supported Sites. Users that are simply associated with the Support Site User by being part of the same Ocean Site are not included in the export.
For more information on Support Sites and how to assign one for your Ocean site, please see Adding a Support Site to Your Site.

Generating the Report

Note: You must be a Site Admin on the Support Site in order to generate the report.

Log in to the Ocean Portal and select your name in the top-right corner.
Select 'User Settings'.

Press 'Export Past Year Support Site User Analytics' on the left side. A .csv file will automatically download.

Understanding the Report

This report queries referral analytics for the last one year and will export your data in a .csv file that can be opened using Microsoft Excel. It includes the following columns:

siteNum: The Ocean site number of the site currently managing the referral as a receiving provider.
siteName: The name of the referral site.
clinicianType: The referrer's clinician type. One of the following: "Allied Health Professional", "Family Physician", "Medical Student", "MOA / Secretary", "Nurse", "Nurse Practitioner", "Resident", "Specialist" or "Other".
professionalId: The referrer's Professional ID, such as the CPSO # for an Ontario physician.
userFullName: The referring clinician’s name.
username: The Ocean username representing the referring clinician.
referralLastSent: The last date that the user had a referral sent signed in their name. If the referralLastSent field is blank it means that the user (or their delegate*) has not yet sent a referral, or it has been more than a year since they have done so.

*Note: Delegates sending referrals on behalf of a clinician will have their referral last sent date attributed to the relevant clinician (i.e., not the delegate themselves).

How do I add Custom Analytic values to my eReferral/eConsult form?

Custom Analytic values can be added to your Ocean eReferral/eConsult form to capture data on eReferrals received at your Ocean site. While basic analytic information is always automatically collected under the set of Core Analytic values, you can optionally define additional analytic values for your specific purpose.

Identify your eReferral/eConsult Form

Prior to following the steps in this article, please ensure that you have identified the Ocean eForm that you are using as your referral/consult form for incoming eReferrals/eConsults at your Ocean site.

Adding Custom Analytic Values to your Referral/Consult Form

Each item in an Ocean eForm has a unique item reference. By configuring specific item references with the prefix of 'fx_' or 'ax_' for the different elements in your referral/consult form, you are able to create custom analytic reports containing the aggregate response data for the configured eForm items.

Note: Any 'ax_' item references must be chosen from the list of additional available analytics.

The steps below outline how to configure eForm items in your referral form to be used with custom analytic Export Templates in Ocean.

Locate the eForm that you are using as your referral/consult form. Select it and press 'Edit' to open it in the eForm editor.

Select the specific item in your eForm that you wish to collect analytic data on, and select the 'Scripting and More' tab on the right hand side.

In the 'Item reference' field, provide a descriptive name for this specific eForm item with the prefix of 'fx_' or 'ax_'.

As a simple example, if the chosen eForm item is used to collect the patient's smoking status, an appropriate item reference could be 'fx_smokes'.

Continue adding the appropriate 'fx_' or 'ax_' item references for each of the items in the eForm which you would like to collect analytic data on.

Ensure that you keep track of and note the intended usage for each of the item references that you are configuring in your eForm in an organized way, as they are important when configuring your custom Export Template later on. A spreadsheet or text file is recommended.

Once complete, ensure you press 'Save Changes' to save your eForm.

Once the custom analytic item reference mapping is completed in your referral form, you can proceed with creating a custom analytic Export Template. The Export Template is used to generate reports that contain the responses to the eForm items that are configured with the 'fx_' or 'ax_' prefixes.

How do I create a custom Export Template for eReferral & eConsult Analytic Data?

To capture customized data in your eReferral Analytics Export, you can make use of a custom Export Template. An Export Template allows you to define the specific analytic values that you would like to capture in your .csv export file.

As a prerequisite to creating an Export Template, you must ensure that your desired analytic values and their respective eForm item reference mapping on the referral eForm has been completed. Please review the Capturing Referral Form Analytics support article for more detailed information.

Creating an Export Template

Select the 'Reports' option.

Under the 'Export Referral Analytic Data' heading, press the 'Add Custom Template' button. This opens the 'New Export Template' page.

Enter a name for your custom Export Template. It is recommended that the name briefly describes the purpose of this template, so that you can easily recognize it in the future.

The 'Column Fields' text box allows you to specify your desired column headers for your final .csv export file. Enter the specific analytic values that you would like to include in your export as columns, separated by a comma.

Please note that the column fields must be either a core analytic value, an additional analytic value with the prefix of 'ax_', or a custom analytic value with the prefix of 'fx_'. The analytic values are case sensitive.
Once your column fields are finalized, press 'Save' at the bottom.

Core Analytics

We strongly recommend including Core Analytics in your customized Export Template to ensure that you obtain basic information about each referral, followed by your desired custom analytic values. The sequence in which the analytic values are entered represents the sequence in which the column headers will be displayed from left to right in the exported .csv file.

Expand the tab below for a list of the minimum recommended Core Analytics. A complete list of the available core analytics can be found in Supporting Analytics in eConsults and/or eReferral eForms.

Core Analytics Table

Analytic Value	User-Friendly Name	Description
referralRef	Reference	The unique reference number for the referral in Ocean.
referralCreationDate	Sent Date	The date the referral was sent OR resubmitted by the referring provider. This value may be the back-dated referral date entered on an inbound (faxed) request. It is used as the starting reference point for wait time calculations.
referralInitialCreationDate	Initial Sent Date	The initial sent date of the referral from a clinical perspective. This value may be the back-dated referral date entered on an inbound (faxed) request. Unlike the Sent Date, this value does not change with resubmissions.
oceanCreationDate	Referral Creation Date	The date the referral was created in Ocean. Could be the date it was sent in Ocean from the health map, or the date it was transcribed from fax.
modificationDate	Last Modification Date	The date/time the referral was most recently updated (in ISO 8601 format).
patientId	Patient ID	The unique reference number for the patient in Ocean. If the patient's Health Card # is omitted when the referral is sent, the patientID will not be generated.
siteNum	Owner Site Number	The Ocean site number of the site currently managing the referral as a receiving provider.
regionalAuthoritySiteNum	Primary Regional Authority Site Number	The Ocean site number for the initial Regional Authority (RA) that the referral is captured under (if it's sent to a listing under a regional authority).
inbound	Inbound Request Manually Entered by Fax/Phone/Other	Flags the referral as being created as an Inbound eRequest. Will be TRUE if the referral was received by phone or fax, and FALSE if it was received through Ocean.
currentHealthService	Currently Assigned Health Service	The health service on the referral that is currently assigned (which may differ from InitialHealthService if someone reassigns the health service manually e.g. during triaging, or if the referral is split from a master referral)
srcSiteNum	Source Site Number	The Ocean site number that the referral was originally sent from. This field could be blank if referral was not sent through an Ocean site, such as via a fax.
srcSiteName	Source Site Name	The name of the source referral site.
referrerName	Referrer's Name	Referrer's Name
referralState	State	The basic primary status of the referral, such as "INITIAL", "ACCEPTED", "BOOKED", "COMPLETE", "CANCELED", or "DECLINED".
patientAge	Patient Age	The age of the patient in years, rounded down
patientGender	Patient Gender	The gender of the patient, can be overwritten on the form
patientCity	Patient City	The patient's home city.
patientPostalFirst3Chars	Patient Postal Code (First 3 Characters)	The first 3 characters of the patient's postal code.
sentToTestListing	Sent to Test Listing	Flag to indicate if the referral was sent to a test listing, or manually labeled as a test referral using the Action menu. Used to exclude the referral from analytics.

For convenience, you can easily copy the .csv-style format of these Core Analytic values by pressing the 'Copy' button below, and append your own comma-separated custom analytic values after the final value.

referralRef,referralCreationDate,referralInitialCreationDate,modificationDate,patientId,siteNum,regionalAuthoritySiteNum,inbound,currentHealthService,srcSiteNum,srcSiteName,referrerName,referralState,patientAge,patientGender,patientCity,patientPostalFirst3Chars,sentToTestListing

Copy

Custom Analytics

Custom Analytics are the user-defined analytic values that capture the response data from their respective eForm item reference mapping in the referral form. Custom Analytics must start with the prefix of fx_ with a unique name following the underscore (e.g., fx_myFirstAnalytic).

Your custom analytic values can then be included as a Column Field in your custom Export Template, and their respective eForm responses will be included in the .csv export file under the appropriate analytic value column header. It is important to note that analytic value names are case sensitive.

Generating Custom Reports

Once your custom Export Template has been saved and at least one referral capturing the desired analytic data has been received, you can obtain the .csv export file.

Under the 'Export Referral Analytic Data' heading, select your desired Date Type, Start date, End date, File Type, and Export Template.
Press the 'Export Referrals...' button to download your .csv export file.

Testing your Export Template

Any time a new custom Export Template is created, it is recommended that you generate an export after at least one test referral has been received including the desired analytic values to validate that the .csv export file is populating and displaying the data as desired.

During testing, verify that the 'File Type' is set to 'All' to ensure you are capturing referrals that have been marked as test referrals, and/or referrals that were sent from a test listing.

Editing a Custom Export Template

If you have an existing custom Export Template(s) you are able to modify it or delete the Template entirely. It is important to note that deleting a custom Export Template does not remove the eForm item references defined in the referral form.

Under the 'Export Referral Analytic Data' heading, select the Export Template that you would like to modify, and press the 'Edit' button.

The selected Template's properties will appear, allowing you to modify the template and use the 'Save' button, or delete the template entirely by using the 'Delete Template' button.

Accessing eReferral Analytics

Ocean sites receiving eReferrals can access analytics data about eReferrals received over time by downloading a report from the Admin Settings page in the Ocean Portal.

Since referral analytics do NOT contain any patient health information, they are always maintained within Ocean, which means that analytics data can be accessed and downloaded at any time.

Ocean sites receiving eReferrals can access their Referral Analytic Data at any time, from the Ocean Portal under the Admin Settings page. Note that referral analytics do not contain any patient health information and are maintained within Ocean. So even though the Ocean eReferral itself will be purged from Ocean over time, you will always be able to access the referral analytic.

To access these analytics, follow the steps outlined below:

Log in to the Ocean Portal and navigate to the Admin tab.
Select the "Reports" section from the Admin Settings page.
Under the "Export Referral Analytic Data" section, select the date range for referrals. You can either download data within a specific date range, view all data since you started receiving referrals to a specific date (select just an end date), all data from a specific date onwards (select just a start date), or all data since you started receiving referrals (leave both dates blank).
Then select the desired file type. "All" will pull all referrals received by your site, including master, test, and deleted referrals. A "Clean" file type will remove these referrals, giving you a clean data set to work with.
Finally, select the "Export" button. This will export your data in a .csv file that can be opened using Microsoft Excel. For more information about each analytic field, please refer to: "Supporting Analytics in eReferral eForms".

Note: Referral analytics can also be accessed through our Ocean API. For more details, please refer to: "Ocean Open API".