Sending an eReferral with Attachments from OSCAR Pro using the Consultations Workflow

Prerequisites

These steps are for Oscar WELL EMRs, using Oscar Pro. Please ensure you have enabled Ocean Cloud Connect using the following setup guide.

The following workflow can be used to initiate an eReferral using the Oscar Consultations screen. This workflow will allow for Documents to be attached directly from the patient's Encounter chart on to the Ocean eReferral.

  • Enter the patient's Encounter chart and open the Consultations window.
  • Select "Attach File to Consultation". Check off the desired Document files from the patient's chart, that you would like included on the eReferral, then choose "Done Close Window".
  • The chosen attachments will now appear in the left hand side of the Consultation window. After confirming the list is correct, click the "Refer" button in the top right hand side of the Consultation window.
  • Note: The Consultation Window will automatically close after the Refer button is selected. Any text added to the Consultaton window will NOT pull on to the Ocean eReferral. Therefore do not make any further edits in this window, beyond simply adding the attachments.
  • The Ocean Healthmap will launch in a new browser window, passing over the patient information from Oscar which includes demographics, allergies, medications, and attachments etc. Search for the desired referral target and send an eReferral as outlined in the following guide.
  • Note: You can click the "eye" icon to preview the attachment, or click the "x" to remove it from the referral.
  • After sending the referral, close the healthmap window and return to the patient's Encounter chart. A copy of the sent referral will be automatically downloaded in the patient's Documents. A Consultation for the requested health service offering will have been added, and the Ocean Toolbar will be updated to link to the active eReferral now associated with that patient.
  • The Document will contain a rich text note summary of the information included in the referral.
  • The Consultation will include the service requested and the name of the Consultant (listing name) that the eReferral was directed to. It will also include a copy of the referral note under Pertinent clinical information, and any Medications and/or Allergies included with the referral.
  • The link on the Ocean Toolbar can be clicked at any time to view the Patient's Dashboard in Ocean, and check in on the status of their active referrals.

Viewing Sent eReferral Updates in OSCAR Pro using the Consultation Window

Prerequisites

These steps are for Oscar WELL EMRs, using Oscar Pro. Please ensure you have enabled Ocean Cloud Connect using the following setup guide.

Oscar EMR users can access and update their sent Ocean eReferrals directly from the Consultation window in the patient's Encounter chart.

  • Enter the patient's Encounter chart and click on the Consultation you wish to view and/or update.
  • To update the eReferral in Ocean, choose the "Edit on Ocean" button at the top of the window.
  • This will open the Ocean eReferral in a new window. Here, you can perform actions such as editing the patient information, editing the referral note information, sending a message, or cancelling the referral.
  • Note: Ocean will automatically notify other stakeholders on the referral of any updates made.

Status updates regarding the sent eReferral can be viewed from the Ocean Patient Dashboard (accessed from the eReferral link on the Ocean Toolbar), OR directly from the Consultation in Oscar.

  • Enter the patient's Encounter chart and click on the Consultation you wish to view the status of.
  • The Consultation window will display the corresponding Oscar consultation status for the Ocean eReferral on the left hand side. For example, when the eReferral is first sent and accepted, the status displayed will be "Pending Specialist Callback".
  • When the Ocean eReferral is booked by the recipient site, and the patient has not yet confirmed the appointment details, the Consultation status will update to "Pending Patient Callback". The appointment date, time, and notes will be updated with any information the recipient added to the eReferral's scheduling pane.
  • Once the patient has confirmed the appointment, either by email or directly with the referral sender or recipient, the Consultation status will update to "Completed".
  • After the eReferral has been marked as Completed by the recipient, the colour of the Consultation in Oscar will update from red text to blue text.

Receiving an eReferral into OSCAR Pro with Ocean Cloud Connect

Prerequisites

These steps are for Oscar WELL EMRs, using Oscar Pro. Please ensure you have enabled Ocean Cloud Connect using the following setup guide.

For Oscar WELL EMR users the workflow for receiving Ocean eReferrals, and importing them into the EMR, is more streamlined than the legacy recipient flow.

Two main benefits include:

Ocean automatically creating the patient chart in Oscar (if the patient does not yet exist), and Ocean automatically downloading the referral note into the patient's Documents.

  • Note: In order to allow Ocean to create patient charts from accepted eReferrals, you MUST have the following setting enabled in your Ocean site: "Allow accepted website forms/eReferrals to create patients in your EMR".

The recipient flow can be accomplished through the following steps:

  • Open the Ocean portal by selecting the Ocean logo on the Ocean Toolbar in a patient's Encounter chart, OR by opening the OCEAN eForm and selecting the logo there.
  • Navigate to the eReferrals view of your site, and click on the New folder in the left hand menu.
  • Open the new eReferral and click "Accept".
  • An Import window will appear. When Cloud Connect has finished creating a new Oscar patient chart and downloading the referral, the import window will update to state that the patient information was successfully imported into the EMR.
  • Note: To create a patient, Ocean needs at least: first name, last name, health number, sex, and birthdate from the referral. If the patient has an EMR ID, the import process will use that to match the patient. Otherwise health number is used to match a patient. If the eReferral does not contain a health number, or if Ocean finds more than 1 match based on health number, the patient will not be created.
  • Search for the patient in your Oscar EMR. The master record will contain all of the demographic information received on the Ocean eReferral.
  • In the patient's Encounter chart a copy of the referral note can be found in the patient's Documents and within their Encounter Notes.
  • The Ocean Toolbar in the Encounter chart will update to display an active eReferral for the patient. Click on the number of eReferrals displayed, to open the Ocean Patient Dashboard. This will allow you to review all of the patient's active referrals and update them directly in Ocean.

Sending eReferral Appointment Notifications from OSCAR Pro

Prerequisites

These steps are for Oscar WELL EMR users, using Oscar Pro. Please ensure you have enabled Ocean Cloud Connect using the following setup guide.

Ocean Cloud Connect allows Oscar referral recipients to continue to schedule any eReferral appointments within their Oscar scheduler. From there the user can then launch the OCEAN eForm to update the referral appointments within Ocean. Steps to do so are outlined below.

  • Make the desired changes to the patient's appointment(s) in the Oscar scheduler (book, cancel, or reschedule an appointment, etc.)
  • When ready, select the OC. link on the appointment. If you have not setup this preference for appointment shortcuts, please follow these steps to do so.
  • The Ocean eForm will open. Click the Update Referral button.
  • The Patient Dashboard will launch in a new window, and you will be prompted to choose the referral to update. Click on the referral that is associated with the appointment notification to open it.
  • In the scheduling pane of the referral, click on the appointment you wish to add to the referral.
  • Quick Tip: All of the patient's future appointments from the Oscar scheduler will be listed. If more than one appointment is related to the referral, you can click each applicable appointment. Alternatively you can click the "+" icon to add a second appointment slot to the referral scheduling pane, then choose the second appointment listed to populate the newly added slot.
  • Add any desired booking comments and/or attachments to the scheduling pane of the referral. Then choose Done to save and close the referral. This will trigger a booking email notification to the referring provider, and one to the patient, IF the patient consented to email notifications.
  • Note: If would like to cancel an appointment on an eReferral, follow steps A to D above. The recently cancelled appointment will be listed in the scheduling pane with an 'X' beside it. Select it to remove the appointment from the Ocean eReferral. Click 'Done' to save and close the referral. Appointment notifications will be triggered to the referring provider and the patient, IF the patient consented to email notifications.