The workflow below is specific to users sending eConsults to the University of Calgary.
See below for a detailed step-by-step on how to set-up, send, and receive eConsults with Ocean. If you have any questions, do not hesitate to contact us.
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Accepting an eConsult
- An email notification is triggered that there is a new eConsult. Sign into the Ocean Portal > eRequests Tab. On the left, filter to view by eConsult type. All new eConsults appear in blue in the "New" Tab.
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- Open the eConsult and review the information provided. If you wish to proceed with the eConsult, click "Accept".
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- Once you click “Accept”, a pop-window will appear, indicating that a new patient has been created in Accuro and a copy of the eConsult has been added to the patient file in the Virtual Chart > Documents folder. If a matching patient already exists in Accuro, the eConsult will be added to the existing patient record.
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- The eConsult will be moved to the "Accepted" Tab in the Ocean Portal.
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Responding to eConsult
- Open the eConsult in the “Accepted” tab. If you need to email additional forms to the patient, click the letter icon which will prompt a email template window. To customize your default email template, see this guide: Patient Messages Templates
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- You can enter a response and add attachments in the "Messaging" field.
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Completing an eConsult
- Once you have completed the eConsult, click "Complete" which will bring the eConsult to the "Completed" Tab. You can re-open any eConsult that was completed by marking it as "Incomplete", bringing it back to the "Accepted" Tab.
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Tracking your eConsult
- You can track your eConsult and the exchanges within the eConsult in Accuro's Virtual Chart > Documents folder once the eConsult is marked "Complete".
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Sign-up for Ocean
- Access the sign-up page here. Click "Sign up here!" and complete the sign-up form. Please ensure you create an account and Ocean site prior to sending any eConsults.
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- Validate your Ocean account by clicking the link found in your email.
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Log into the Ocean Portal
- Once you have validated your email address, you can log into the Ocean Portal (or by following the prompts from the emailed link).
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- You will be prompted to create a 16-digit encryption key that encrypts patient data in Ocean to ensure the security of Patient Health Information (PHI). Please store the encryption key safely as it cannot be retrieved if lost or forgotten.
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Sending an eConsult
- Access the eConsult form link provided by UofC.
- Scroll to the bottom to the “Senders Information” box and select “Sign in” if you are not already signed in. You will be asked for your Ocean username and password. If you are already logged into Ocean, your provider information will appear and you can skip this step. Ensure you complete all the details in the "Referrer's Information" box including your "Practitioner ID" in the "Professional ID" field. Your information will be saved for future eConsults.
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- Complete the form and click “Send Message” at the bottom of the form.
- If you entered the patient’s email address, you will be asked to obtain the patient’s email consent. Select “Do not send email” to prevent your patients from receiving updates about the status of the eConsult.
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- A dialog will then open displaying the key clinical information. Review and select “Correct - Proceed” to submit the eConsult.
- A summary window will appear with the details of the eConsult. You can now select “Sign Out”.
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Tracking your eConsult
- To see your eConsult at any time, sign into the Ocean Portal > "eRequests" Tab. You can find all the eConsults you sent by navigating to the "Sent" Tab > "Awaiting Response" Tab.
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Receiving a Response
- When a specialist response is received, an alert will be sent to your email, including a link to the eConsult. Clicking on the link will take you to the updated eConsult in the Ocean Portal.
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Reviewing your eConsult
- You can review the responses to your eConsult in the "Needs Review" Tab. If you send a response to the specialist, the eConsult will move to "Awaiting Response" Tab. If it is complete, you can mark the eConsult as "Reviewed", moving it to the "Sent" tab. Once the specialist marks the eConsult as complete on their end, you will see the eConsult in the "Completed" Tab.
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Saving your eConsult
- To save your eConsult, navigate to the eConsult in the "Completed" Tab. Click "Action" > "Download Letter". This will prompt a PDF download in your browser with record of the eConsult.
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