1. Your EMR and Ocean Online Booking: What you need to know

    Prerequisites

    Please note that Ocean's Online Booking is currently only available for Telus PS Suite and Med Access EMRs only.

    Ocean is able to book appointments into your EMR scheduler through the Telus API. There are certain limitations to the Telus API that affect the following aspects of your EMR.

    The Scheduler

    By default, Ocean will display all empty time slots in your EMR for online booking. There are several ways you can make slots unavailable for online booking (depending on your EMR).

    PS Suite Med Access
    • Set Booking Time and Clear Booking Time. Using the Set Booking Time and Clear Booking Time to indicate bookable time slots in your schedule. Unavailable time slots will be denoted with a violet "x" in the scheduler.
    • Booking Filler Appointments. Time slots with patients assigned are unavailable for online booking. To block off an appointment for online booking, you can simply mark it with "no online booking" in the description.
    • PS Suite Appointment Types. For advanced restrictions, Ocean will require your site to use PS Suite appointment types. You must include "online booking" or "/ob" in the title of these appointment types.
    • Background Text and Colour. Ocean cannot read background text and colour from the PS Suite scheduler. Time slots marked with background text and colour only will be seen as open, bookable time slots to Ocean.

    Warning for PS Suite users:

    Do NOT attempt to block off time slots in the schedule by changing the slots using the schedule template or "Recurrent Text & Colour" feature. TELUS does not make these background colours available to third-party systems like Ocean, so the online booking engine is unable to determine their existence. As far as Ocean can see, a slot with a blue background with no appointment is the same as a slot with a white background with no appointment.

    Primary Providers

    Ocean can apply restrictions for online booking based on the patient's primary provider. However, Ocean obtains this information from the EMR in a very specific way.

    A note on searching provider's schedules in your EMR.

    In PSS: Click Appointments to open the EMR scheduler. In the top menu, click Providers to view a list of all providers in your EMR.

    In Med Access: Click the dropdown menu under Provider or Resource to view a list of all providers in your EMR.

    PS Suite Med Access
    The provider's name in the Patient MD/NP field must match the name in the User's First Name and Last Name in the Edit Users Dialog.

     

    Member vs Patient Status

    Ocean doesn't key in on the Member Status of the patient. Ocean will key in on the Patient Status which must be set to "Active" in order for the patient to book online.

    New Patient Chart

    Ocean can search through existing patient's charts in your EMR. However, Ocean cannot create a brand new chart for a patient in your EMR. Read more about how to allow brand new patients to book online.

  2. Set Up Appointment Types Available for Online Booking

    The first step is to configure all appointment types for all providers who will be using online booking. These appointment types will become available when configuring your provider schedules in step 2. 

    1. Ensure you have met all of Ocean's online booking prerequisites.
    2. Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
    3. Next to the Appointment Types heading, click Configure.

    Enable EMR Appointment Type Mapping/Disable EMR Appointment Type Mapping
    Optional. EMR appointment type mapping is an optional feature that will allow for appointment type restrictions. This button will turn on EMR appointment type mapping. When this feature is on, you will see an added field called EMR Appointment Type. Read more about Appointment Type Mapping for online booking

     

    Add Appointment Type
    This button will add a new row to the appointments table.

     

    Appointment Type Label
    Refers to how the patient will see the appointment when booking online. We recommend giving each of your Appointment Type Labels a distinct name.
    Appointment Duration
    Refers to the length of the appointment that will be booked in your provider's schedule, in minutes.
    Virtual Visit Appointment
    Optional. This setting will remove the physical address of the clinic and include a note "Please do not go to the clinic for this appointment" for the patient on the confirmation page and in the confirmation email.
    EMR Appointment Type
    Optional. Select from a list of your EMR appointment types. If you've recently added a new appointment type in your EMR or if you notice a discrepancy in the EMR appointment types listed, try running a full schedule sync in Cloud Connect.
  3. EMR Appointment Type Mapping*

    This step is optional. EMR Appointment Type mapping is required if you'd like to use appointment type restrictions.

    Note: This step is optional. EMR Appointment Type mapping is required if you would like to apply appointment specific restrictions at the provider's schedule level.

    Mapping your online booking appointment type(s) to EMR appointment type(s) will allow Ocean to book the appointment in your EMR schedule and assign it the defined EMR appointment type. Enabling EMR appointment type mapping will allow you to apply restrictions based on the appointment type when assigning appointments to your providers' schedules. 

    Important notes about Appointment Type Mapping

    Please note that if you decide to map to EMR appointment types, you must map all appointment types.

    If you change the name of your appointment type in your EMR, please revisit your Appointment Types configuration page and check that all appointments are correctly mapped. Ocean may not recognize the change in the EMR appointment type name, so it's always best to double check your appointment type configurations to ensure your appointment types for online booking are still being mapped correctly.

    1. Navigate to Ocean's online booking settings.

      • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
      • Next to the Appointment Types heading, click Configure.
    2. Enable EMR Appointment Type Mapping.

      • On the left side of your screen, click the button Enable EMR Appointment Type Mapping. This will add a fourth column to the appointments table titled EMR Appointment Type.
      • Use the Add Appointment button and configure the appointment(s) you would like to make available for online booking. Ensure each appointment is given a duration (in minutes).
      • For each appointment defined in your table, you must select an EMR Appointment Type from the dropdown (this is a list of appointment types from your EMR). Ensure you do not leave any items blank in your table.
      • When you are finished, click the Save button.

    Where to find EMR Appointment Types

    PS Suite Med Access
    In the Dashboard, navigate to Settings > Preferences. You will be asked for your PSS user password to access preferences. Select Appointments from the left and Types from the tabs at the top.

     

  4. Set Up Providers' Schedules

    The second step in the online booking configuration is to set up your providers' schedules who will be using Ocean's online booking. Ocean will provide you with the schedules that have been synced through Ocean Cloud Connect.

    The second step in the online booking configuration is to set up your providers' schedules who will be using Ocean's online booking. Ocean will provide you with the schedules that have been synced through Ocean Cloud Connect.

    Note: Each unique provider schedule is billed at $25 per schedule per month.

    If you can't find the provider schedule, it may not be synced in your Ocean and EMR integration. Review your Cloud Connect Configuration to ensure Ocean can access the provider schedules you need.

    1. Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
    2. Next to the Provider Schedules heading, click Configure.
    3. Click Add Schedule.
    4. Select the provider schedule you would like to add. You can start typing into the search bar, or use the window below the search bar to find your provider's schedule. See descriptions below for details about each setting.
    5. Click the Save button.

    Patient friendly schedule name
    This is the name that will appear to patients when selecting this provider schedule. This will also be the name for this specific configuration of this provider schedule in your online booking configuration.
    EMR Time Slot Interval
    This refers to the provider schedule's time slot interval in your EMR.
    Appointment Types
    Click the "Add Appointment Type" button to select the appointments that were configured in step one that patients can book into this schedule .
    *Note: If EMR appointment type mapping is on, you can enable appointment type restrictions here. Read more about appointment type restrictions.
    Who is allowed to book into this schedule?
    All patients- any patient can book into your schedule.
    Patients with Selected Primary Providers- use this setting to restrict patients who have certain provider's at their primary provider to book into this schedule. For example, if Dr. Doug Kavanagh would only like his patients to book into his schedule, he would select Dr. Doug Kavanagh from the drop down list of providers
    Booking Window
    Set how far in advance patients can book into this schedule.
    Day/Time Restrictions
    Set recurring times in the provider's schedule that aren't available for online booking. For example, you can select all days of the week, from 12pm - 1pm to ensure Ocean doesn't display appointment time slots over the lunch hour to be booked online.

    Advanced Settings

    The advanced settings contain your online booking forms. Advanced Ocean users can customize their eForms to additionally screen patients, or gather more information during their booking process.

    Warning: The appointment types configured from Step 1 will be generated in a section with the item reference “appointmentType” in this booking form. It’s highly suggested that you do not edit these items in the booking form. Only advanced eForm users should edit this section.

  5. Appointment Type Restrictions*

    This step is optional. Appointment Type restrictions can only be applied if EMR appointment type mapping is on.

    Note: This step is optional. Appointment Type restrictions can only be applied if EMR Appointment Type mapping is on.

    If you decide to map to EMR Appointment Types, you will have access to appointment specific restrictions.

    Only book [appointment type] in [EMR appointment type] EMR time slots
    Using this restriction will allow you to set time slots in your schedule that will accept bookings of this appointment type.

    For a step-by-step guide on how to use this restriction, please refer to: Restrict the types of appointments that can be booked into a certain time slot
    Book a maximum of ## visits per day on [day of the week]
    Using this restriction will allow you to limit the number of appointments of this type that are booked on a particular day. To add more days, click the Add Restriction button.
    Prevent patients from booking another visit within ## days
    Using this restriction will force the patient to wait a certain number of days before they can book an appointment of the same type again.
  6. Alternate Configuration*

    This step is optional. This setting is used to configure the same provider's schedule in multiple different ways.

    Note: This step is optional. This setting is used to configure the same provider's schedule in multiple different ways.

    You can create multiple configurations for the same provider schedule. This can be helpful for a variety of reasons. For example, if a provider hosts a specialty clinic once a month and wanted a separate online booking link for those specialty appointments only, they could configure their default schedule to accept regular appointments, and their alternate schedule to accept speciality appointments. To reduce confusion, we recommend setting a different "Patient friendly schedule name" for each configuration of the same provider schedule.

    1. Navigate to Ocean's online booking settings.

      • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
      • Next to the provider schedules you would like to edit, click Edit.
    2. Add and configure your alternate schedule.

      • Next to the Default Configuration heading, click Add Alternate Configuration. Scroll down to find a new Alternate Configuration heading and setting below.
      • Ensure you configure a different "Patient friendly schedule name" for your Alternate Configuration. An Alternate Configuration will inherit all of the settings from the default configuration. To change the settings for an Alternate Configuration, simply click the Change button next to Inherited from Default Configuration under each setting.
      • Click the Save button.
  7. Set Up Booking Links

    The third step is to configure your booking links. This will provide you with a URL for your patients to book their appointments online.

    Booking links provide a URL for your patients to book their appointments online.

    1. Ensure you have configured your Appointment Types and Provider Schedules prior to configuring your booking links.
    2. Login to the Ocean Portal. Click Menu and select Online Booking.
    3. Next to the Booking Links heading, click Configure.
    4. Click Add Booking Link. Configure your booking link settings (see descriptions of each setting below).
    5. Click Save.
    6. Copy you booking link's URL. You can promote this URL on your clinic's website, or in emails to your patients.

    Name of Online Booking Link
    give your online booking link a name. This will only be visible in the online booking configuration page in the Ocean portal and won't be seen by patients.
    Linked Directory Listing
    Select the directory listing for this online booking link. Information from the contact information heading in the directory listing will populate the confirmation page and the confirmation email that patients will see when they have successfully booked an appointment online. The logo from the directory listing selected will appear in the online booking link's landing page.
    Do you want to limit online booking to patients with a chart in your EMR?
    Restrict your online booking link to only allow patients with an existing chart in your EMR to book, or allow brand new patients (no existing chart in the EMR) to book online. To learn more about how brand new patients can book online, please refer to this article: Can brand new patients book appointments online?
    Bookable Schedules
    Select the providers schedules that will be available for patients to book using this link. If your provider schedule has an alternate schedule, click on the arrow next to Default Schedule and select the alternate schedule.
    Introductory Message
    Optional. This message will appear on your online booking link's landing page.

    A Note About Embedding Online Booking Links and Using iFrames

    It is recommended that you do NOT embed your online booking page in an iFrame. Embedded iframes frequently do not load or layout properly in mobile browsers, which may lead to usability and reliability problems for you and your patients.

Your EMR and Ocean Online Booking: What you need to know

Prerequisites

Please note that Ocean's Online Booking is currently only available for Telus PS Suite and Med Access EMRs only.

Ocean is able to book appointments into your EMR scheduler through the Telus API. There are certain limitations to the Telus API that affect the following aspects of your EMR.

The Scheduler

By default, Ocean will display all empty time slots in your EMR for online booking. There are several ways you can make slots unavailable for online booking (depending on your EMR).

PS Suite Med Access
  • Set Booking Time and Clear Booking Time. Using the Set Booking Time and Clear Booking Time to indicate bookable time slots in your schedule. Unavailable time slots will be denoted with a violet "x" in the scheduler.
  • Booking Filler Appointments. Time slots with patients assigned are unavailable for online booking. To block off an appointment for online booking, you can simply mark it with "no online booking" in the description.
  • PS Suite Appointment Types. For advanced restrictions, Ocean will require your site to use PS Suite appointment types. You must include "online booking" or "/ob" in the title of these appointment types.
  • Background Text and Colour. Ocean cannot read background text and colour from the PS Suite scheduler. Time slots marked with background text and colour only will be seen as open, bookable time slots to Ocean.

Warning for PS Suite users:

Do NOT attempt to block off time slots in the schedule by changing the slots using the schedule template or "Recurrent Text & Colour" feature. TELUS does not make these background colours available to third-party systems like Ocean, so the online booking engine is unable to determine their existence. As far as Ocean can see, a slot with a blue background with no appointment is the same as a slot with a white background with no appointment.

Primary Providers

Ocean can apply restrictions for online booking based on the patient's primary provider. However, Ocean obtains this information from the EMR in a very specific way.

A note on searching provider's schedules in your EMR.

In PSS: Click Appointments to open the EMR scheduler. In the top menu, click Providers to view a list of all providers in your EMR.

In Med Access: Click the dropdown menu under Provider or Resource to view a list of all providers in your EMR.

PS Suite Med Access
The provider's name in the Patient MD/NP field must match the name in the User's First Name and Last Name in the Edit Users Dialog.

 

Member vs Patient Status

Ocean doesn't key in on the Member Status of the patient. Ocean will key in on the Patient Status which must be set to "Active" in order for the patient to book online.

New Patient Chart

Ocean can search through existing patient's charts in your EMR. However, Ocean cannot create a brand new chart for a patient in your EMR. Read more about how to allow brand new patients to book online.


Set Up Appointment Types Available for Online Booking

The first step is to configure all appointment types for all providers who will be using online booking. These appointment types will become available when configuring your provider schedules in step 2. 

  1. Ensure you have met all of Ocean's online booking prerequisites.
  2. Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
  3. Next to the Appointment Types heading, click Configure.

Enable EMR Appointment Type Mapping/Disable EMR Appointment Type Mapping
Optional. EMR appointment type mapping is an optional feature that will allow for appointment type restrictions. This button will turn on EMR appointment type mapping. When this feature is on, you will see an added field called EMR Appointment Type. Read more about Appointment Type Mapping for online booking

 

Add Appointment Type
This button will add a new row to the appointments table.

 

Appointment Type Label
Refers to how the patient will see the appointment when booking online. We recommend giving each of your Appointment Type Labels a distinct name.
Appointment Duration
Refers to the length of the appointment that will be booked in your provider's schedule, in minutes.
Virtual Visit Appointment
Optional. This setting will remove the physical address of the clinic and include a note "Please do not go to the clinic for this appointment" for the patient on the confirmation page and in the confirmation email.
EMR Appointment Type
Optional. Select from a list of your EMR appointment types. If you've recently added a new appointment type in your EMR or if you notice a discrepancy in the EMR appointment types listed, try running a full schedule sync in Cloud Connect.

EMR Appointment Type Mapping*

This step is optional. EMR Appointment Type mapping is required if you'd like to use appointment type restrictions.

Note: This step is optional. EMR Appointment Type mapping is required if you would like to apply appointment specific restrictions at the provider's schedule level.

Mapping your online booking appointment type(s) to EMR appointment type(s) will allow Ocean to book the appointment in your EMR schedule and assign it the defined EMR appointment type. Enabling EMR appointment type mapping will allow you to apply restrictions based on the appointment type when assigning appointments to your providers' schedules. 

Important notes about Appointment Type Mapping

Please note that if you decide to map to EMR appointment types, you must map all appointment types.

If you change the name of your appointment type in your EMR, please revisit your Appointment Types configuration page and check that all appointments are correctly mapped. Ocean may not recognize the change in the EMR appointment type name, so it's always best to double check your appointment type configurations to ensure your appointment types for online booking are still being mapped correctly.

  1. Navigate to Ocean's online booking settings.

    • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
    • Next to the Appointment Types heading, click Configure.
  2. Enable EMR Appointment Type Mapping.

    • On the left side of your screen, click the button Enable EMR Appointment Type Mapping. This will add a fourth column to the appointments table titled EMR Appointment Type.
    • Use the Add Appointment button and configure the appointment(s) you would like to make available for online booking. Ensure each appointment is given a duration (in minutes).
    • For each appointment defined in your table, you must select an EMR Appointment Type from the dropdown (this is a list of appointment types from your EMR). Ensure you do not leave any items blank in your table.
    • When you are finished, click the Save button.

Where to find EMR Appointment Types

PS Suite Med Access
In the Dashboard, navigate to Settings > Preferences. You will be asked for your PSS user password to access preferences. Select Appointments from the left and Types from the tabs at the top.

 


Set Up Providers' Schedules

The second step in the online booking configuration is to set up your providers' schedules who will be using Ocean's online booking. Ocean will provide you with the schedules that have been synced through Ocean Cloud Connect.

The second step in the online booking configuration is to set up your providers' schedules who will be using Ocean's online booking. Ocean will provide you with the schedules that have been synced through Ocean Cloud Connect.

Note: Each unique provider schedule is billed at $25 per schedule per month.

If you can't find the provider schedule, it may not be synced in your Ocean and EMR integration. Review your Cloud Connect Configuration to ensure Ocean can access the provider schedules you need.

  1. Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
  2. Next to the Provider Schedules heading, click Configure.
  3. Click Add Schedule.
  4. Select the provider schedule you would like to add. You can start typing into the search bar, or use the window below the search bar to find your provider's schedule. See descriptions below for details about each setting.
  5. Click the Save button.

Patient friendly schedule name
This is the name that will appear to patients when selecting this provider schedule. This will also be the name for this specific configuration of this provider schedule in your online booking configuration.
EMR Time Slot Interval
This refers to the provider schedule's time slot interval in your EMR.
Appointment Types
Click the "Add Appointment Type" button to select the appointments that were configured in step one that patients can book into this schedule .
*Note: If EMR appointment type mapping is on, you can enable appointment type restrictions here. Read more about appointment type restrictions.
Who is allowed to book into this schedule?
All patients- any patient can book into your schedule.
Patients with Selected Primary Providers- use this setting to restrict patients who have certain provider's at their primary provider to book into this schedule. For example, if Dr. Doug Kavanagh would only like his patients to book into his schedule, he would select Dr. Doug Kavanagh from the drop down list of providers
Booking Window
Set how far in advance patients can book into this schedule.
Day/Time Restrictions
Set recurring times in the provider's schedule that aren't available for online booking. For example, you can select all days of the week, from 12pm - 1pm to ensure Ocean doesn't display appointment time slots over the lunch hour to be booked online.

Advanced Settings

The advanced settings contain your online booking forms. Advanced Ocean users can customize their eForms to additionally screen patients, or gather more information during their booking process.

Warning: The appointment types configured from Step 1 will be generated in a section with the item reference “appointmentType” in this booking form. It’s highly suggested that you do not edit these items in the booking form. Only advanced eForm users should edit this section.


Appointment Type Restrictions*

This step is optional. Appointment Type restrictions can only be applied if EMR appointment type mapping is on.

Note: This step is optional. Appointment Type restrictions can only be applied if EMR Appointment Type mapping is on.

If you decide to map to EMR Appointment Types, you will have access to appointment specific restrictions.

Only book [appointment type] in [EMR appointment type] EMR time slots
Using this restriction will allow you to set time slots in your schedule that will accept bookings of this appointment type.

For a step-by-step guide on how to use this restriction, please refer to: Restrict the types of appointments that can be booked into a certain time slot
Book a maximum of ## visits per day on [day of the week]
Using this restriction will allow you to limit the number of appointments of this type that are booked on a particular day. To add more days, click the Add Restriction button.
Prevent patients from booking another visit within ## days
Using this restriction will force the patient to wait a certain number of days before they can book an appointment of the same type again.

Alternate Configuration*

This step is optional. This setting is used to configure the same provider's schedule in multiple different ways.

Note: This step is optional. This setting is used to configure the same provider's schedule in multiple different ways.

You can create multiple configurations for the same provider schedule. This can be helpful for a variety of reasons. For example, if a provider hosts a specialty clinic once a month and wanted a separate online booking link for those specialty appointments only, they could configure their default schedule to accept regular appointments, and their alternate schedule to accept speciality appointments. To reduce confusion, we recommend setting a different "Patient friendly schedule name" for each configuration of the same provider schedule.

  1. Navigate to Ocean's online booking settings.

    • Login to the Ocean Portal. Click the "Menu" button in the top left corner and select "Online Booking". Click the "Settings" button in the top right corner.
    • Next to the provider schedules you would like to edit, click Edit.
  2. Add and configure your alternate schedule.

    • Next to the Default Configuration heading, click Add Alternate Configuration. Scroll down to find a new Alternate Configuration heading and setting below.
    • Ensure you configure a different "Patient friendly schedule name" for your Alternate Configuration. An Alternate Configuration will inherit all of the settings from the default configuration. To change the settings for an Alternate Configuration, simply click the Change button next to Inherited from Default Configuration under each setting.
    • Click the Save button.

Set Up Booking Links

The third step is to configure your booking links. This will provide you with a URL for your patients to book their appointments online.

Booking links provide a URL for your patients to book their appointments online.

  1. Ensure you have configured your Appointment Types and Provider Schedules prior to configuring your booking links.
  2. Login to the Ocean Portal. Click Menu and select Online Booking.
  3. Next to the Booking Links heading, click Configure.
  4. Click Add Booking Link. Configure your booking link settings (see descriptions of each setting below).
  5. Click Save.
  6. Copy you booking link's URL. You can promote this URL on your clinic's website, or in emails to your patients.

Name of Online Booking Link
give your online booking link a name. This will only be visible in the online booking configuration page in the Ocean portal and won't be seen by patients.
Linked Directory Listing
Select the directory listing for this online booking link. Information from the contact information heading in the directory listing will populate the confirmation page and the confirmation email that patients will see when they have successfully booked an appointment online. The logo from the directory listing selected will appear in the online booking link's landing page.
Do you want to limit online booking to patients with a chart in your EMR?
Restrict your online booking link to only allow patients with an existing chart in your EMR to book, or allow brand new patients (no existing chart in the EMR) to book online. To learn more about how brand new patients can book online, please refer to this article: Can brand new patients book appointments online?
Bookable Schedules
Select the providers schedules that will be available for patients to book using this link. If your provider schedule has an alternate schedule, click on the arrow next to Default Schedule and select the alternate schedule.
Introductory Message
Optional. This message will appear on your online booking link's landing page.

A Note About Embedding Online Booking Links and Using iFrames

It is recommended that you do NOT embed your online booking page in an iFrame. Embedded iframes frequently do not load or layout properly in mobile browsers, which may lead to usability and reliability problems for you and your patients.