1. OceanMD
  2. eConsults & eReferrals
  3. Set Up Your Site to Send eConsults and/or eReferrals

Set Up Your Site to Send eConsults and/or eReferrals

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

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Note for Ontario Users: In Ontario, Ocean eConsults are currently in a limited release. For more information on eConsult in Ontario as part of the Ontario eServices Program, please review the Overview of eConsults in Ontario article.

  1. Set Up Senders with Ocean Accounts

    Any individual that requires access to Ocean must have a free Ocean user account.

     

    Please refer to the article Adding a New User to Your Site.
  2. Update Your eConsult and eReferral Sender Configuration

    Update your eReferral & eConsult settings to indicate that you are Sending Referrals.

    Indicate that your Ocean Site is Sending eReferrals/eConsults

    • Select the Settings button in the top right hand corner of the page.
    • Note: The 'Settings' button is only visible to Site Admin users.
    • Under the "Welcome to Ocean eReferrals!" section, select 'Sending Referrals'.

    Sending and Receiving?

    Note: If you plan to both send and receive eReferrals/eConsults, please complete both the Set Up Your Site to Send eConsults and/or eReferrals guide, and the Set Up Your Site to Receive eConsults and/or eReferrals guide.

  3. Set Up Sender Email Notifications

    Configure which email addresses receive email notifications when eConsults and/or eReferrals that you've sent are changed or updated.

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

    • Several email address can be configured in the "My Account" section of the Ocean Portal. These will be the email addresses of senders that get notified about changes in specific consults and/or referrals that they have sent (e.g. booking updates).
    • You can access this section by signing in to the Ocean Portal, clicking on your name at the top right-hand corner of the screen and selecting "My Account" from the Account Menu that appears.
    • From there, you can set which email address receives specific Ocean notifications.
    Email Address
    This is the personal email address associated with each user with an Ocean account.
    Clinical Delegate Email
    This is the email address that generally receives clinical notifications, such secure message notifications (patient responses, eForm completions, etc.).
    Referral Notification Email
    This is the email address of the sender that will be sent consults and/or referral notifications, such as eReferral booking updates.
    If you make any changes, ensure that you save your changes before leaving this page.
  4. Set a Delegate User for Your Ocean Account*

    If you work with an MOA, receptionist, nurse, resident, or student who will be sending eConsults/eReferrals and/or Patient Messaging on your behalf, you will want to invite them to set them as a Clinical Delegate.

    *This step is an optional part of setting up an Ocean eReferral / Patient Messaging user who will be sending online messages, eConsults and/or eReferrals on your behalf.

    If you do not have Site Admin access, but would still like to manage the Delegates associated with your own individual Ocean user account, please see: How do I set a Clinical Delegate user for my Ocean user account?

    Set a Clinical Delegate

    A Clinical Delegate has the ability to send eReferrals/eConsults on behalf of another Ocean user. There is no limit to the number of Clinical Delegates that an Ocean user can have.

    • Login to the Ocean Portal. Click the 'Menu' button in the top left corner and select 'Admin'.
    • From the Admin Settings page, click 'Users'.
    • Locate the user that you would like to set a Clinical Delegate for, and press 'Edit Delegates' on the right.
    • Under the 'Clinical Delegates' heading, press the 'Add Clinical Delegate' button and select the desired Ocean user(s) that you would like to assign as a Clinical Delegate for the user that you are managing.

    • Users that have been assigned as a Clinical Delegate will be listed below the 'Clinical Delegates' heading.

      A Clinical Delegate can be removed by pressing the 'Remove' button on the right.

    Set a Primary Delegate (optional)

    A Primary Delegate shares the same functionality as a Clinical Delegate, however they also have the ability to share the Patient Messaging license of the user that they are designated as the Primary Delegate for (if applicable).

    Each Ocean user can have one Primary Delegate. The Primary Delegate must be assigned one of the following Clinician Types: 'MOA/Secretary', 'Nurse', 'Resident', 'Physician Assistant' or 'Other'. If needed, please see how to update your Clinician Type.

    • From the 'Users' page, locate the user that you would like to set a Primary Delegate for, and press 'Edit Delegates' on the right.
    • Under the 'Primary Delegate' heading, press the 'Add Primary Delegate' button and select the desired Ocean user that you would like to assign as the Primary Delegate for the user that you are managing.

    • The user that been assigned as the Primary Delegate will be listed below both the 'Primary Delegate' and 'Clinical Delegates' headings.

      The Primary Delegate can be removed under the 'Primary Delegate' heading by pressing the 'Remove' button on the right.

  5. Link User EMR Accounts to Ocean User Accounts

    Each person who will be sending Ocean eConsults and/or Ocean eReferrals will need to link their EMR and Ocean user accounts.

    This is especially important for auditing and tracking purposes.

    Each sender must link their EMR user account to their Ocean user account by following the steps below.

    This will allow individual users to send Ocean eConsults and/or Ocean eReferrals as well as enable alerts and track activity.

    Note: This process is only applicable if your EMR is integrated with Ocean. If your EMR is not integrated with Ocean, you can skip these steps.

    1. Launch into the Ocean Healthmap.

    PS Suite Med Access Accuro OSCAR/OSCAR Pro
    • Select "Find Health Service" on the Ocean custom form or "Refer" on the Ocean toolbar.
    • Press the "Launch" icon from within the patient's chart.
    • Locate the "Ocean by CognisantMD"" extension, and select "View Patient".
    • Press the "Send eReferral" button from within the patient's dashboard.

    1. Log in to Ocean to link your EMR and Ocean accounts.

      • Initiating a consult/referral will open the Ocean Healthmap in an internet browser.
      • At the top of the Ocean health map, you will see a banner that says: "Hello [your EMR username]. Click here to link to your Ocean account.".
      • Click this banner (or the "Sign In" button" above it) to sign in to Ocean with your Ocean username and password.
      • Your EMR username will now be linked to your Ocean user account.

    2. Confirm that your EMR and Ocean accounts have been successfully linked.

      • Log in to the Ocean Portal and click on your name in the top right corner, and choose the My Account button in the Account Menu.
      • Verify that your the "EMR Username" field is populated with the exact same name as your EMR username.
  6. Add & Manage Favourites on the Ocean Healthmap*

    If your clinic most often sends eConsults and/or eReferrals to a specific destination clinic or group of clinics, you may want to save these sites as Favourites. This will allow for easy and efficient sending of Ocean eConsults and/or eReferrals to your preferred clinics.

    *This step is an optional part of setting your site up to easily and efficiently send Ocean eConsults and/or eReferrals to preferred destination clinics.

    To begin, navigate to the Ocean Healthmap.

    • If you aren’t already signed into your Ocean account, do so using the blue “Sign In” button located at the top right corner of the screen or by clicking the “Sign In to view your favourites” link located in the left-hand column of the screen.
    • Favourites 1

    Note: You will not be able to add or manage favourite listings if you are not logged into your Ocean account.

    Adding a Favourite Viewing Favourites Managing Favourites Favourites Groups
    • Search for and select the listing in the Ocean Healthmap that you want to add as a favourite.
    • You’ll then be presented with an overview screen displaying such details as the listing’s contact information, distance, and services offered.
    • Note the light blue “Add to Favourites” button. Clicking this button will open a dialogue window that will ask you where you would like to save the selected listing.
    • Favourites 2
    • Choosing “My Personal Favourites” will save the listing to your individual Ocean account’s Favourites. Other users belonging to your Ocean Site will not be able to view any of these Favourites.
    • Choosing “My Site’s List of Favourites” will make the selection available to all the other users attached to your Ocean Site.

Update Your eConsult and eReferral Sender Configuration

Update your eReferral & eConsult settings to indicate that you are Sending Referrals.

Indicate that your Ocean Site is Sending eReferrals/eConsults

  • Select the Settings button in the top right hand corner of the page.
  • Note: The 'Settings' button is only visible to Site Admin users.
  • Under the "Welcome to Ocean eReferrals!" section, select 'Sending Referrals'.

Sending and Receiving?

Note: If you plan to both send and receive eReferrals/eConsults, please complete both the Set Up Your Site to Send eConsults and/or eReferrals guide, and the Set Up Your Site to Receive eConsults and/or eReferrals guide.

Set Up Sender Email Notifications

Configure which email addresses receive email notifications when eConsults and/or eReferrals that you've sent are changed or updated.

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

  • Several email address can be configured in the "My Account" section of the Ocean Portal. These will be the email addresses of senders that get notified about changes in specific consults and/or referrals that they have sent (e.g. booking updates).
  • You can access this section by signing in to the Ocean Portal, clicking on your name at the top right-hand corner of the screen and selecting "My Account" from the Account Menu that appears.
  • From there, you can set which email address receives specific Ocean notifications.
Email Address
This is the personal email address associated with each user with an Ocean account.
Clinical Delegate Email
This is the email address that generally receives clinical notifications, such secure message notifications (patient responses, eForm completions, etc.).
Referral Notification Email
This is the email address of the sender that will be sent consults and/or referral notifications, such as eReferral booking updates.
If you make any changes, ensure that you save your changes before leaving this page.

Set a Delegate User for Your Ocean Account*

If you work with an MOA, receptionist, nurse, resident, or student who will be sending eConsults/eReferrals and/or Patient Messaging on your behalf, you will want to invite them to set them as a Clinical Delegate.

*This step is an optional part of setting up an Ocean eReferral / Patient Messaging user who will be sending online messages, eConsults and/or eReferrals on your behalf.

If you do not have Site Admin access, but would still like to manage the Delegates associated with your own individual Ocean user account, please see: How do I set a Clinical Delegate user for my Ocean user account?

Set a Clinical Delegate

A Clinical Delegate has the ability to send eReferrals/eConsults on behalf of another Ocean user. There is no limit to the number of Clinical Delegates that an Ocean user can have.

  • Login to the Ocean Portal. Click the 'Menu' button in the top left corner and select 'Admin'.
  • From the Admin Settings page, click 'Users'.
  • Locate the user that you would like to set a Clinical Delegate for, and press 'Edit Delegates' on the right.
  • Under the 'Clinical Delegates' heading, press the 'Add Clinical Delegate' button and select the desired Ocean user(s) that you would like to assign as a Clinical Delegate for the user that you are managing.

  • Users that have been assigned as a Clinical Delegate will be listed below the 'Clinical Delegates' heading.

    A Clinical Delegate can be removed by pressing the 'Remove' button on the right.

Set a Primary Delegate (optional)

A Primary Delegate shares the same functionality as a Clinical Delegate, however they also have the ability to share the Patient Messaging license of the user that they are designated as the Primary Delegate for (if applicable).

Each Ocean user can have one Primary Delegate. The Primary Delegate must be assigned one of the following Clinician Types: 'MOA/Secretary', 'Nurse', 'Resident', 'Physician Assistant' or 'Other'. If needed, please see how to update your Clinician Type.

  • From the 'Users' page, locate the user that you would like to set a Primary Delegate for, and press 'Edit Delegates' on the right.
  • Under the 'Primary Delegate' heading, press the 'Add Primary Delegate' button and select the desired Ocean user that you would like to assign as the Primary Delegate for the user that you are managing.

  • The user that been assigned as the Primary Delegate will be listed below both the 'Primary Delegate' and 'Clinical Delegates' headings.

    The Primary Delegate can be removed under the 'Primary Delegate' heading by pressing the 'Remove' button on the right.

Link User EMR Accounts to Ocean User Accounts

Each person who will be sending Ocean eConsults and/or Ocean eReferrals will need to link their EMR and Ocean user accounts.

This is especially important for auditing and tracking purposes.

Each sender must link their EMR user account to their Ocean user account by following the steps below.

This will allow individual users to send Ocean eConsults and/or Ocean eReferrals as well as enable alerts and track activity.

Note: This process is only applicable if your EMR is integrated with Ocean. If your EMR is not integrated with Ocean, you can skip these steps.

  1. Launch into the Ocean Healthmap.

PS Suite Med Access Accuro OSCAR/OSCAR Pro
  • Select "Find Health Service" on the Ocean custom form or "Refer" on the Ocean toolbar.
  • Press the "Launch" icon from within the patient's chart.
  • Locate the "Ocean by CognisantMD"" extension, and select "View Patient".
  • Press the "Send eReferral" button from within the patient's dashboard.

  1. Log in to Ocean to link your EMR and Ocean accounts.

    • Initiating a consult/referral will open the Ocean Healthmap in an internet browser.
    • At the top of the Ocean health map, you will see a banner that says: "Hello [your EMR username]. Click here to link to your Ocean account.".
    • Click this banner (or the "Sign In" button" above it) to sign in to Ocean with your Ocean username and password.
    • Your EMR username will now be linked to your Ocean user account.

  2. Confirm that your EMR and Ocean accounts have been successfully linked.

    • Log in to the Ocean Portal and click on your name in the top right corner, and choose the My Account button in the Account Menu.
    • Verify that your the "EMR Username" field is populated with the exact same name as your EMR username.

Add & Manage Favourites on the Ocean Healthmap*

If your clinic most often sends eConsults and/or eReferrals to a specific destination clinic or group of clinics, you may want to save these sites as Favourites. This will allow for easy and efficient sending of Ocean eConsults and/or eReferrals to your preferred clinics.

*This step is an optional part of setting your site up to easily and efficiently send Ocean eConsults and/or eReferrals to preferred destination clinics.

To begin, navigate to the Ocean Healthmap.

  • If you aren’t already signed into your Ocean account, do so using the blue “Sign In” button located at the top right corner of the screen or by clicking the “Sign In to view your favourites” link located in the left-hand column of the screen.
  • Favourites 1

Note: You will not be able to add or manage favourite listings if you are not logged into your Ocean account.

Adding a Favourite Viewing Favourites Managing Favourites Favourites Groups
  • Search for and select the listing in the Ocean Healthmap that you want to add as a favourite.
  • You’ll then be presented with an overview screen displaying such details as the listing’s contact information, distance, and services offered.
  • Note the light blue “Add to Favourites” button. Clicking this button will open a dialogue window that will ask you where you would like to save the selected listing.
  • Favourites 2
  • Choosing “My Personal Favourites” will save the listing to your individual Ocean account’s Favourites. Other users belonging to your Ocean Site will not be able to view any of these Favourites.
  • Choosing “My Site’s List of Favourites” will make the selection available to all the other users attached to your Ocean Site.