At a Regional Authority Ocean Site, what data is included in the 'Exports' available within the Approvals page?

  • The 'Approvals' area within a Regional Authority Ocean Site offers multiple data export options.
  • A brief description of each export and an associated data dictionary is available for download below.

Export Listings

  • This export provides a CSV file containing all Directory Listings that have applied to and/or been approved by the Regional Authority Ocean Site. The export includes Directory Listings that are in a 'Pending' and/or 'Approved' state.
  • 'Export Listing' Data Dictionary

Export Sites

  • This export provides a CSV file containing all Ocean Sites that own at least one Directory Listing that has been approved by the Regional Authority Ocean Site.
  • 'Export Sites' Data Dictionary

Export Users

  • This export provides a CSV file containing all Ocean users that have accepted the terms of use of the Regional Authority's Provider Licence Agreement at the time of sending an eReferral to a Directory Listing that has been approved by the Regional Authority Ocean Site.
  • 'Export Users' Data Dictionary

As a Regional Authority Admin, how can I assume responsibility for licence fees related to Patient Messaging and Online Booking at an Ocean Site?

Regional Authority Ocean Sites can assume responsibility for Patient Messaging and Online Booking licence fees generated by approved Ocean Sites.

Prerequisites

  • Your Ocean Site must be configured as a Regional Authority by OceanMD.
  • You must have Site Admin access on the Regional Authority Ocean Site.
  • The Ocean Site that you would like to assume responsibility for Patient Messaging and Online Booking licence fees must have at least one Directory Listing that has applied to your Regional Authority Ocean Site.
  • Within the Regional Authority Ocean Site, navigate to the 'Approvals' area.
  • In the 'Site Licence Approvals' tab, locate the Ocean Site for which you will assume responsibility for Patient Messaging and Online Booking licence fees, and click the 'Manage' button.
  • Under the 'Licence Coverage' section, enable the checkbox(es) for the Ocean products you will assume responsibility for.
  • Click 'Save'.

Note: The number of product licences and estimated licence fee values displayed in the Site Licence Approval tab update twice daily, at approximately 11:30 AM and 5:30 PM EST.

Email Notifications

  • When licence coverage is enabled, an email notification will be automatically sent to the Ocean Site's 'Clinical Administrator / Ocean Support Contact' email address to inform them that any licence fees accrued for the enabled products moving forward will be billed directly to the Regional Authority.
  • When licence coverage is disabled, an email notification will be automatically sent to the Ocean Site's 'Clinical Administrator / Ocean Support Contact' email address to inform them that any licence fees accrued for the enabled products moving forward will be billed directly to the Ocean Site.

In-Product Disclaimers

  • When Patient Messaging licence coverage has been enabled, Ocean Site end users will see a banner in their Provider or User licensing area informing them of the licence fee coverage.
  • When Online Booking licence coverage has been enabled, Ocean Site end users will see updated 'Pricing Information' within their Online Booking configuration area informing them of the licence fee coverage.

Invoices

End User Ocean Site

  • The licensed Ocean Site's invoices will contain an additional section that details the fees which will be billed directly to the Regional Authority.

Regional Authority Ocean Site

  • Within the Regional Authority Ocean Site, a monthly invoice will be generated that details the fees that the Regional Authority is responsible for paying as a result of the product licensing detailed above.
  • Invoices are always sent to the Regional Authority Ocean Site Payer's email address. However, if you have additional emails that should also receive email invoices, they can be included in the 'Finance Administrator Email' field of the Ocean Site Account settings.
  • Additional information for setting up your Ocean Site's Payer and payment information can be found in the Ocean Billing (Overview).

What is a Central Intake?

What is a Central Intake?

A Central Intake is a special type of Ocean site that is used to coordinate referrals and make best use of a geographical region's resources. This special site configuration allows the Central Intake users to remain as stakeholders on the referrals, and see the status update as the referral is continued to be processed downstream. Healthcare providers within the region can choose to route their referrals to a Central Intake rather than referring directly to a specific service provider.

The Central Intake site can ensure completeness of the referral, transcribe faxed referrals, triage referrals, and manage other administrative aspects. They may forward the referral to an Assessment Center for additional investigation, or directly to another healthcare service provider who delivers the referred service.

What makes a Central Intake site unique?

Since the primary purpose of a Central Intake is to manage referrals within a region, there are unique functionalities that have been created in Ocean to assist with their workflows.

Directory Listing Configuration

Central Intake sites have unique Directory Listings that are specifically configured by OceanMD. If you are interested in having your Directory Listing configured to be a Central Intake listing, please submit a ticket to our support team.

Forward Button

  • Once configured as a Central Intake site by OceanMD, a 'Forward' button will appear in each referral received.
  • This provides Central Intake users with the ability to forward the referral to the appropriate service provider.

Forwarded Folders

  • Central Intake sites gain access to the 'Forwarded (New)' folder in the eReferrals area.
  • The 'Forwarded (New)' folder contains referrals that have been electronically forwarded by the Central Intake and are now waiting in the 'New' folder of the recipient site.

Processed Button

  • Once a referral has been marked as 'Booked' or 'Completed' by a recipient site (in the case of electronic forwarding), or has an appointment added to the Scheduling pane by the Central Intake site (in the case of manual forwarding), Central Intake users can then use the 'Processed' button within the referral.
  • This moves the referral into the 'Completed' folder for the Central Intake site, while keeping it in the existing folder for other referral stakeholders. Marking the referral as 'Processed' has no impact on wait time calculations.
  • This 'Processed' workflow is useful for Central Intake sites if they are performing any of their own administrative functions to close out the referral from their perspective (e.g., any manual recording outside of Ocean).

'Pending Booking' Status Folder Filtering

  • Central Intake sites gain access to the 'Forwards' filter within their 'Pending Booking' status folder.
  • 'Not forwarded (plus declined)' includes referrals that have never been forwarded, plus referrals that were forwarded, accepted, and subsequently declined by the recipient.
  • 'Never forwarded' includes referrals that have never been forwarded.
  • 'Any forward history' includes referrals that have been forwarded at least once (either digitally or manually).

Central Intake users can layer the 'Forwards' filter on top of the 'Priority' and/or 'Protocol' filters to focus on referrals of a particular state.

How do Central Intake sites receive referrals?

Central Intake sites receive referrals by either having referring providers send them directly to their Central Intake Listing on the Ocean Healthmap, or by having recipient sites automatically redirect their inbound referrals to the Central Intake Listing. Central Intake sites can also receive manually faxed referrals, and transcribe them into Ocean to take advantage of the digital functionalities.

  • The image on the right is an example of a Central Intake listing on the Ocean Healthmap which a referring provider could directly send to.
  • Referral recipient sites who would like to automatically redirect their referrals to a Central Intake can select the appropriate Central Intake site by searching for it in the 'Central Intake Listing' field within their own Directory Listing settings.

Central Intake Processes

Please expand the appropriate tab below for information on the different processes that Central Intake sites use to forward referrals.

Electronically Forwarding a Referral

The steps below can be used by Central Intake sites when they are forwarding a referral to a healthcare provider that is accepting eReferrals through the Ocean platform.

  • Locate the relevant referral within the 'New' folder, and click on it to open it.
  • Optional: Within the Notes area, click the speech bubble icon, and select 'Review...' to open the review form.

  • Optional: Complete the review form, and press 'Save' to stamp the note into the 'Notes' pane of the referral.

  • Use the 'Forward' button at the bottom of the referral to forward the referral.
  • Select or search for the desired referral recipient with a green icon. The green icon indicates that they are accepting eReferrals.
  • Review the recipient's listing information, and press 'Forward Referral' when ready.
  • The forwarded referral can now be found in your 'Forwarded (New)' folder, with a green arrow indicating that it was electronically forwarded to the recipient site.

    If the recipient site accepts the referral, it will move into the 'Pending Booking' folder.

    When the recipient site books an appointment for the referral, it will move into the appropriate 'Booked Unconfirmed' or 'Booked Confirmed' folder.

    If desired, the Central Intake site can mark a referral as 'Processed' once an appointment has been booked, moving it into the 'Completed' folder for only the Central Intake site.

Manually Forwarding a Referral

The steps below can be used by Central Intake sites when they are forwarding a referral to a healthcare provider that is not accepting eReferrals through the Ocean platform.

This involves manually faxing the referral outside of the Ocean platform, and simply updating the status within Ocean on behalf of the true referral recipient.

  • Locate the relevant referral within the 'New' folder, and click on it to open it.
  • Optional: Within the Notes area, click the speech bubble icon, and select 'Review...' to open the review form.

  • Optional: Complete the review form, and press 'Save' to stamp the note into the 'Notes' pane of the referral.

  • Use the 'Forward' button at the bottom of the referral to forward the referral.
  • Select or search for the desired referral recipient with a grey icon. The grey icon indicates that they are not currently accepting eReferrals.
  • Review the recipient's listing information, and press 'Print Referral' to obtain a printable file of the referral.
  • Print the file and manually fax the referral to the recipient using a fax machine.
  • Use the confirmation checkbox in Ocean to confirm that you have manually forwarded the referral to the recipient.
  • Press 'Forward Referral' to complete the process.
  • The referral is moved to the 'Pending Booking' folder, with a grey arrow indicating that it has been manually forwarded.

    Since the referral was manually forwarded to the recipient, the Central Intake site maintains the responsibility to update the referral and appointment scheduling information within Ocean.

  • If desired, the Central Intake site can use the 'Processed' button to move the referral to the 'Completed' for only the Central Intake site.

As a Central Intake user, how can I determine the Requested Provider for an eReferral?

Central Intake sites receive referrals by either having referring providers send them directly to the Central Intake Listing on the Ocean Healthmap, or by having recipient sites automatically redirect their inbound referrals to the Central Intake Listing.

When an automatically redirected referral is received at a Central Intake site, Central Intake users can see which listing the referral was originally sent to by looking at the 'Requested Provider' within the referral.

If no 'Requested Provider' is specified, then the referral was sent directly to the Central Intake listing on the Ocean Healthmap.

The example below shows a referral which was originally sent to the 'Dr. Lisa Smith' listing on the Ocean Healthmap, but was then automatically redirected to the 'Orthopedic Central Intake'.


How are referral forms managed for sites with Central Intake?

Ocean listings can be specified to send referrals to central intake, their own site, or both. The referral's destination is determined by the owner of the chosen referral form. In other words, if a central intake form is used, the referral will be sent to central intake. When a specific site's form is used, it will be sent to that specific site.

Multiple referral forms can be displayed in the site's "Send Referral" dialog. The most specific referral forms are shown at the top of the list. When specific referral forms are available, the generic forms are not shown.

Which forms are shown specifically?

Suppose a clinic's site has a Clinical Listing that is linked to a Central Intake Listing that has an Orthopedics health service offering. For each Orthopedics offering that the Clinicial Listing has, a list of potential referral forms is returned in the following order:

  1. A form specified for "Orthopedics" in the Clinical Listing
  2. A form specified for "Orthopedics" in the Central Intake Listing

If there are no forms in 1 or 2, it will proceed to include:

  1. A general form specified in the Central Intake Listing
  2. A general form specified in the Clinical Listing

If there are no forms in 1, 2, 3, or 4, it will proceed to include:

  1. Any general Ocean referral forms for "Orthopedics"

If there are no forms in 1, 2, 3, 4 or 5, it will proceed to include:

  1. The Quick Referral Form
  2. Standard Referral form

Information on Rapid Access Clinics/Assessment Centres

What is a Rapid Access Clinic?

Rapid Access Clinics (also known as Assessment Centres) are commonly used in the Musculoskeletal care (MSK) pathway. Patients referred to these listings are booked in for an assessment with an advanced practice physiotherapist (APP), who determines whether surgery is appropriate for the patient and may forward the referral downstream (e.g, to a surgeon/specialist). This configuration allows for a special set of "assessment" analytics to be captured on referrals that are directed to, and booked at, these listings.

What makes a Rapid Access Clinic unique in Ocean?

There are three main elements that differentiate Rapid Access Clinic sites from standard Ocean sites:

Directory Listing Configuration

Rapid Access Clinic sites have unique Directory Listings that are specifically configured by OceanMD. The 'Listing Type' field is set to 'Rapid Access Clinic'.

Forward Button

  • Once configured as a Rapid Access Clinic by OceanMD, a more prominent 'Forward' button appears in each referral received.
  • This provides Rapid Access Clinic users with the ability to forward the referral to the appropriate service provider (e.g., forwarding the referral to a surgeon after the advanced practice physiotherapist deems surgery necessary).

Analytics

Sites designated as a Rapid Access Clinic on their Directory Listing capture additional analytic values. Please see the 'Rapid Access Clinic Analytics' section at the bottom of this article for in depth information.

How do Rapid Access Clinics receive referrals?

Since the Rapid Access Clinic (RAC) concept was developed specifically for the musculoskeletal (MSK) pathway, RACs typically receive referrals that have been forwarded from a Central Intake site.

While it is technically possible for a RAC site to exist and receive referrals from non-Central Intake sites (e.g., an independent healthcare provider referring directly to a RAC via the Ocean Healthmap), there are currently no sites or organizations using such a process.

The typical flow for a referral reaching a RAC is as follows:

Original Referral Sender --> Central Intake (triaging occurs) --> Rapid Access Clinic (in-depth assessment occurs with APP to determine best course of clinical action) --> (If applicable) referral is forwarded to a Surgeon/Specialist for more invasive procedure.

Rapid Access Clinic Process

  • The RAC receives a referral from a Central Intake site. The referral is found in the RAC's 'New' folder.
  • The RAC decides whether or not to accept or decline the referral (based on appropriateness). Most often, it is appropriate and accepted.
  • The RAC books an appointment for the APP to see the patient, making use of the 'Scheduling' pane of the referral.
  • The APP conducts an assessment of the patient, and uses the 'Review...' functionality within the 'Notes' pane of the referral to complete the 'Assessment Outcome Form'.

    The Assessment Outcome Form is a specially configured eForm used to document the APP's decision, while also capturing specific values to be used in the referral analytics.

  • Based on the assessment outcome:

    1) The patient may continue to see the APP for a conservative approach for rehabilitation

    2) The APP may forward the referral to another service provider (e.g., community physiotherapist) to continue a conservative rehabilitation approach

    3) The APP may forward the referral to a surgeon/specialist for a more invasive surgical procedure

    Note: If the referral is manually forwarded (i.e., to a listing that is NOT accepting eReferrals), the RAC must indicate which stakeholder in the process receives the onus of updating the referral. See the 'Manual Forward Policy' section below.

  • The APP uses the 'Email Note' functionality in the Notes pane to email the note generated by the Assessment Outcome Form back to the original referral sender.

Rapid Access Clinic Analytics

Core Analytics

When a Directory Listing is configured as a Rapid Access Clinic, Ocean makes use additional data columns in the eReferral analytics report. A full breakdown of all analytics can be found in the Supporting Analytics in eConsults and/or eReferral eForms article.

The following analytics are automatically captured for listings configured as an RAC:

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.
initialAssessmentSiteNum
The site number of the initial assessment site the referral was directed to.
initialAssessmentSiteRef
The unique listing consult and/or reference id of the initial assessment site.
initialAssessmentOfferingRef
The unique Health Service Offering (HSO) reference assigned to the referral, at the time it was sent to the RAC.
forwardDateFromAssessmentSite
The date the referral is forwarded from a listing of type Rapid Access Clinic.

Additional Analytics

Rapid Access Clinics use customized 'Outcome Assessment Forms' (an eForm wit the ref = 'referralNotes') used with the 'Review' functionality in the referral to generate the Review note. Outcome Assessment Forms used by RACs often include eForm items with the following item references to populate additional fields in the analytics report.

Common item reference examples used in RAC Outcome Assessment Forms include the following:

  • ax_surgicalCandidate
  • ax_assessmentOutcome
  • ax_assessmentOutcomeMedicalSpecialist
  • ax_assessmentOutcomeCommunityProgram
  • ax_assessmentOutcomeSelfManagement
  • ax_patientPreference
  • ax_consultOutcome
  • ax_decisionToConsult (Note: Important as this column is used in wait time calculations.)

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.

Manual Forward Policy

If an Ocean Site decides to forward a referral following an assessment, they have the option of forwarding to a listing that is accepting eReferrals on the Ocean Healthmap, or they can choose to manually forward the referral (e.g. via fax) to a service provider who is not accepting eReferrals.

  • If they decide to manually forward the referral, they are prompted to choose the site that should be responsible for follow-up scheduling of the forwarded referral.
  • Ocean Sites can modify the 'Manual Forward Policy' within their Directory Listing(s)'s 'eReferral Policy' section' to indicate standard behaviour for this specific manual forwarding workflow.

While this functionality has been purpose-built for the MSK pathway in which the RAC is the third sequential stakeholder in the referral process, this functionality technically applies to any Ocean site that is: 1) the third site to handle the referral and 2) manually forwards the referral.


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.

Once the Service Request Repository has been configured by following the steps above, RA users with Site Admin access 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.


As a Regional Authority Admin, 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 Regional Authority Ocean Site must have a Service Request Repository specified.
  • You must have Site Admin access on the Regional Authority Ocean Site.
  • On the RA site, navigate to the 'Approvals' area.
  • In the 'Site Licence Approvals' tab, locate the Ocean Site for which you will enable the ability to contribute to the repository and click the 'Manage' button.
  • Set the dropdown menu under below 'Repository Contribution' to 'Enabled'.
  • Press 'Save' at the bottom of the page.

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.

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 end users within Supported Sites. Support Site Users themselves 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 User Role as specified within their Ocean user account. 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).