TELUS Med Access

Tasks recording secure message sends from a user at your clinic will always enter Med Access as Completed and assigned to the "ApiAgent" user in Med Access.

Tasks recording patients' access of a secure message will always enter Med Access as Completed and assigned to the "ApiAgent" user in Med Access.

Results of eForms sent via Patient Messaging or Patient Reminder can enter Med Access as either Active or Completed, depending on the 'Create encounter notes as' setting in your Cloud Connect configuration.

Patient's typed responses to secure messages can enter Med Access as either Active or Completed, depending on the 'Create encounter notes as' setting in your Cloud Connect configuration.

Patient-submitted file attachments always enter Med Access as an Active Task.

Demographic update notes resulting from eForm completions can enter Med Access as either Active or Completed, depending on the 'Create encounter notes as' setting in your Cloud Connect configuration.

Tasks recording patients' cancellation of an upcoming appointment via Patient Reminder can enter Med Access as either Active or Completed, depending on the 'Create encounter notes as' setting in your Cloud Connect configuration

Active Task Assignment Logic

Active Tasks recording patients' cancellation of an upcoming appointment via Patient Reminder (i.e., when the 'Create encounter notes as' Cloud Connect setting is set to 'Active') will be assigned to the provider that was associated with the now-cancelled appointment. In the rare case that no provider was associated with the now-cancelled appointment, the logic outlined below will be used to assign the Active Task.

Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.

If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.

If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.

If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.

Any webform submission PDF records and Patient Authenticated Website Form attachments are always imported to the EMR as Active Tasks. The assignment logic for which EMR user the Task is assigned to is outlined below.

Active Task Assignment Logic

Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.

If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.

If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.

If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.

If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.

Demographic Updates related to Website Form/Patient Authenticated Website Form Submissions

The Active/Complete state of Tasks related to demographic updates for Website Forms and Patient Authenticated Website Forms is tied to the 'Create encounter notes as' Cloud Connect setting.

If 'Create encounter notes as' is set to 'Active'

Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.

If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.

If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.

If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.

If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.

If 'Create encounter notes as' is set to 'Complete'

When the 'Create encounter notes as' setting is set to 'Complete', Tasks related to demographic updates will be assigned to the "ApiAgent" user in Med Access.

The Active/Complete state of Tasks generated via Online Booking (e.g., Booking Form, Post Booking Form, Demographic Updates) is tied to the 'Create encounter notes as' Cloud Connect setting.

If 'Create encounter notes as' is set to 'Active'

If you have configured your Cloud Connect settings to create Active Tasks, Ocean will assign the Active Task to the Provider who's schedule the appointment is booked into.

If 'Create encounter notes as' is set to 'Complete'

If you have configured your Cloud Connect settings to create Complete Tasks, Ocean will assign the Completed Task to the "ApiAgent" user in Med Access.

Any eReferral PDF records and included attachments are always imported to the EMR as Active Tasks. The active task assignment logic for which EMR user the Task is assigned to is outlined below for both senders and recipients.

Any EMR Notification Tasks for Sent eRequests are always generated in the EMR as Active Tasks. These Active EMR Notification Tasks are assigned to the user as configured in Ocean.

Sending an eReferral/eConsult

Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.

If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.

If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.

If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.

If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.

Receiving an eReferral/eConsult

Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.

If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.

If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.

If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.

If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.

Demographic Updates related to eReferrals & eConsults

The Active/Complete state of Tasks related to demographic updates for eReferrals & eConsults is tied to the 'Create encounter notes as' Cloud Connect setting.

If 'Create encounter notes as' is set to 'Active'

Ocean does this by evaluating the Billing #, Professional ID, and Last Name fields, and assigning the Task to the provider in Med Access that matches at least 2 out of the 3 fields.

If no match is found, Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.

If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.

If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.

If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.

If 'Create encounter notes as' is set to 'Complete'

When the 'Create encounter notes as' setting is set to 'Complete', Tasks related to demographic updates will be assigned to the "ApiAgent" user in Med Access.

The Active/Complete state of Tasks generated via a tablet/kiosk (e.g., Demographic Updates, Completed eForm notes) is tied to the 'Create encounter notes as' Cloud Connect setting.

If 'Create encounter notes as' is set to 'Complete'

If you have configured your Cloud Connect settings to create Complete Tasks, Ocean will assign the Completed Task to the "ApiAgent" user in Med Access.

If 'Create encounter notes as' is set to 'Active'

If you have configured your Cloud Connect settings to create Active Tasks, Ocean will assign the Active Task according to the logic outlined below:

Ocean will assign the Active Task to the 'Primary Provider' listed in the 'Demog' tab of the patient's chart in Med Access.

If no 'Primary Provider' is present in the patient's chart, Ocean will assign the task to the Provider associated with the patient's nearest booked appointment.

If no 'Primary Provider' is present in the patient's chart and the patient does not have any booked appointments, Ocean will assign the Active Task to a Provider in Med Access that contains either the term 'Ocean' or 'CognisantMD' in the name.

If none of the above are available, Ocean will assign the Active Task to the first Provider in the list of all Providers in Med Access.