1. CognisantMD
  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. 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.

    1. Launch into the Ocean Healthmap.

    PS Suite Accuro OSCAR
    • Select "Find Health Service" on the Ocean custom form or "Refer" on the Ocean toolbar.

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

      • Initiating a consult and/or referral will open the Ocean Healthmap in an internet browser.
      • Note: If your default internet browser is Internet Explorer, the Ocean Health Map requires at least Internet Explorer 11 to run properly.
      • 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 (an accompanying unlimited Ocean online user license, if applicable).

    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 here.
      • Verify that your the "EMR Username" field is populated with the exact same name as your EMR username.
  2. 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.
  3. Set a Delegate User for Your Ocean Account*

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

    1. Invite your delegate(s) to create an account on your Ocean site.

      • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin".
      • From the Admin Settings page, click Users.
      • Click the "Invite Users To This Site" button (on the left hand side of the page.)

      • If your colleague already has an Ocean user account, enter their username. They will be added to your Ocean site directly.

        If your colleague hasn't created an Ocean user account yet, you can enter their email address. Ocean will send them an email invitation to instruct them to create an Ocean user account.

        When you are finished, select "OK".

    2. Add your delegate(s) as delegate user(s) on your account

      • Log into the Ocean Portal.
      • Click your name in the top right hand corner and select My Account from the menu. From the User Settings page of your account, select the "Edit Delegates" button.
      • On the Delegates page, click the "Add Delegate" button and select the username(s) of the user that you want to add as your clinical delegate(s). You can add any number of delegates to be associated with your Ocean user account.

    3. Set a Primary Delegate (optional)

      • You can select one of your delegates to be your primary delegate. Only this primary delegate will be covered under your own Patient Messaging subscription (if applicable.)

        Note: The delegate user must be assigned one of the following clinician types: MOA/secretary, nurse, resident, physician assistant or other.
      • Under the "Actions" column, click the blue text labelled "Make Primary Delegate."
      • Once set, the "Actions" column will read "Primary Delegate." This confirms the chosen delegate is now associated with your Patient Messaging subscription.

    Note:  An Ocean Administrative user can see and edit delegates for all users at their site in the Admin view. Refer to this article: Edit Delegates Page.

  4. 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.

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.

  1. Launch into the Ocean Healthmap.

PS Suite Accuro OSCAR
  • Select "Find Health Service" on the Ocean custom form or "Refer" on the Ocean toolbar.

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

    • Initiating a consult and/or referral will open the Ocean Healthmap in an internet browser.
    • Note: If your default internet browser is Internet Explorer, the Ocean Health Map requires at least Internet Explorer 11 to run properly.
    • 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 (an accompanying unlimited Ocean online user license, if applicable).

  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 here.
    • Verify that your the "EMR Username" field is populated with the exact same name as your EMR username.

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 and/or eReferrals or Patient Messaging on your behalf, you will want to invite them to create an Ocean user account and set them as your 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.

  1. Invite your delegate(s) to create an account on your Ocean site.

    • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Admin".
    • From the Admin Settings page, click Users.
    • Click the "Invite Users To This Site" button (on the left hand side of the page.)

    • If your colleague already has an Ocean user account, enter their username. They will be added to your Ocean site directly.

      If your colleague hasn't created an Ocean user account yet, you can enter their email address. Ocean will send them an email invitation to instruct them to create an Ocean user account.

      When you are finished, select "OK".

  2. Add your delegate(s) as delegate user(s) on your account

    • Log into the Ocean Portal.
    • Click your name in the top right hand corner and select My Account from the menu. From the User Settings page of your account, select the "Edit Delegates" button.
    • On the Delegates page, click the "Add Delegate" button and select the username(s) of the user that you want to add as your clinical delegate(s). You can add any number of delegates to be associated with your Ocean user account.

  3. Set a Primary Delegate (optional)

    • You can select one of your delegates to be your primary delegate. Only this primary delegate will be covered under your own Patient Messaging subscription (if applicable.)

      Note: The delegate user must be assigned one of the following clinician types: MOA/secretary, nurse, resident, physician assistant or other.
    • Under the "Actions" column, click the blue text labelled "Make Primary Delegate."
    • Once set, the "Actions" column will read "Primary Delegate." This confirms the chosen delegate is now associated with your Patient Messaging subscription.

Note:  An Ocean Administrative user can see and edit delegates for all users at their site in the Admin view. Refer to this article: Edit Delegates Page.

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.