Guide to Sending eSubmissions

Initiate Your Ocean eSubmission
You can access the Ocean eSubmission Network from the link in your EMR (for integrated EMRs) or directly from the Ocean Healthmap to initiate your eSubmission.
With an Ocean account, you can initiate an Ocean eSubmission at any time directly from the Ocean Healthmap. If you are using an EMR which is integrated with Ocean, you can also initiate an eSubmission at any time by following the steps below.
Initiate your eSubmission (without an attachment)
PS Suite Med Access Accuro OSCAR Pro OSCAR Non-Integrated
- Click the "Refer" button on the Ocean toolbar in the patient record.
- Press the "Launch" icon from within the patient's chart.
- Locate the "Ocean" extension, and select "View Patient".
- Press the "Send eSubmission" button from within the patient's dashboard.
- With your desired patient in context in Accuro, click the "Send eRequest / Find Health Service" global CDS link.
- Alternatively, you can click your equivalent user-friendly CDS link on the action bar.
- Click the 'Refer' button on the Ocean Toolbar.
- Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then click 'Find Health Service' on the Ocean eForm.
- Click the 'Refer' button on the Ocean Toolbar.
- Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then click 'Find Health Service' on the Ocean eForm.
In a web browser, navigate directly to the Ocean Healthmap.
Initiate your eSubmission (with an attachment)
PS Suite Med Access Accuro OSCAR Pro OSCAR Non-Integrated

Please refer to the article Attaching a Clinical Note from PS Suite to an eSubmission.
- Use the Ocean-MA Extension for Google Chrome and Microsoft Edge to capture the desired attachments from the patient's chart in Med Access.
- Press the "Launch" icon from within the patient's chart.
- Locate the "Ocean" extension, and select "View Patient".
- Press the "Send eSubmission" button from within the patient's dashboard.
Prerequisite
- Ensure that you have enabled the 'Save for Ocean' button within your Accuro system settings.
- Select the patient in Accuro that you wish to generate an attachment in Ocean for.
- If you do have an Encounter Note Template and corresponding Quick Action Button configured, use your Quick Action Button to create a new Encounter Note.
  
  If you do not have an Encounter Note Template and corresponding Quick Action Button configured, create a new blank Encounter Note in the patient chart.
  
  Tip: You can use the 'CTRL+F11' keyboard shortcut to create a new note from any section of Accuro, as long as you have the patient selected first.
- Specify a filename for your attachment by using the 'Title' field in the bottom left, and then click Generate Letter.
- Ensure you have the correct 'From:' Provider selected in the top left, then go to the Attachments pane and click the green plus icon to add an attachment.
- In the Select Attachments window, choose the items from the patient chart that you would like included, and then select OK.
- The list of selected attachments will appear on the left. Click the 'Save for Ocean' button.
- An Encounter Note and the Generated Letter will be created in the patient chart.
- Use the 'Send eRequest / Find Health Service' CDS link or action button to launch into the Ocean Healthmap.
  
  Ocean will automatically include any unused Generated Letters with the current date as an attachment on your eSubmission.
Initiating an eSubmission from the 'Consultations' area in OSCAR allows you to attach Documents from the patient's chart to your eSubmission.
- From within the patient chart, create a new consultation by clicking the '+' icon on the purple 'Consultations' ribbon.
- Click 'Attach File to Consultation' on the left side.
- Select the desired Document(s) to attach using the checkboxes on the left side, and then click 'Done Close Window'.
- The chosen Document(s) will now appear in the left hand side of the Consultation window.
- Click the 'Refer' button in the top right corner of the window to launch into the Ocean Healthmap.
  
  Note: The Consultation window will automatically close after clicking the 'Refer' button. Any text typed in the OSCAR Consultaton window will not transfer into the Ocean eSubmission.
- Use your clinic's pre-existing process for creating documents for fax or mail in OSCAR (e.g., consults, submissions).
- Rather than printing your document to paper, save your document as a PDF file to your computer.
  
  Note: After sending the eSubmission, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.
- Click the 'Refer' button on the Ocean Toolbar.
- Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then click 'Find Health Service' on the Ocean eForm.
- Use your clinic's pre-existing process for creating documents for fax or mail in your EMR (e.g., consults, submissions).
- Rather than printing your document to paper, save your document as a PDF file to your computer.
  
  Note: After sending the eSubmission, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.
- In a web browser, navigate directly to the Ocean Healthmap.
- The EMR-specific actions above will take you directly to the Ocean Healthmap.
- Note: Log in to the Ocean Healthmap with your Ocean user credentials if your user name does not appear in the top right so that your provider details are autopopulated in the eSubmission.
Select Your eSubmission Recipient
Search for your desired recipient to create your eSubmission.
- Browse or search the Ocean Healthmap for a Directory Listing to send your eSubmission to.
- The search bar at the top of the page allows you to type in a key term to search for, or select related health services in the geographic region that your map is focused on.
- You can also browse the health service categories to categorically search for health services in the geographic region that your map is focused on.
- The 'Advanced Search and Filtering' option allows you to define more specific criteria for your search results. To filter for Directory Listings that are only accepting eSubmission, enable the ‘Only if accepting eSubmission’ checkbox.
- To broaden your search results beyond the geographic region that your map is focused on, you may choose to zoom out, clear your filters, or click to search the whole directory. You may also zoom in and out within the Healthmap to narrow or broaden your search.
- Once you determine your desired recipient, select the Directory Listing and click 'Send eSubmission'.
Test Mode
- If you are looking to send a test eSubmission, use the test mode toggle in the bottom left corner of the screen to enable/disable test mode.
- When test mode is enabled, the healthmap will only show recipient Directory Listings that also have test mode enabled.
Send Your eSubmission
Complete the eSubmission form and send your submission off to the recipient.
- Complete the eSubmission form, as required. If you initiated the eSubmission from an integrated EMR, patient contact information and other required details will be automatically pre-populated. Complete the remaining fields as required.
  
  Note: The 'Email' field in the Patient Information section supports only one patient email address per eSubmission. Do not include more than one email patient address in this field.
- Include any relevant attachments by pressing the 'Add Attachments' button and selecting them from your computer.
  
  Note: If you are a Med Access user and using the Ocean-MA Extension you will be automatically prompted to include any queued attachments as soon as the eSubmission form is opened.
  
  If you are a PS Suite, Accuro, or OSCAR Pro user and you initiated your eSubmission with an attachment, it will be automatically included below the 'Add Attachments' button.
- If you are sending an eSubmission as a delegate, you will need to select the appropriate provider that you are referring on behalf of (from the dropdown menu at the top of the "Referrer Information" panel).
- Click the "Send" button to send your eSubmission.
- Once sent, you will see a confirmation window.
- The eSubmission will then be documented in the patient's chart.
PS Suite Med Access Accuro OSCAR Pro OSCAR Other EMR
The eSubmission note and the Ocean eSubmission Custom Form are automatically downloaded into the patient chart.

Using the Ocean eSubmission Custom Form, an internal PS message can optionally be triggered to the PS user/group of your choice as a reminder follow up on the submission in the specified number of days. The Ocean eSubmission Custom Form Also also offers a shortcut to quickly create a PSS Pending Test / Consult.
- If the 'Automatically Import Attachments to EMR' setting is disabled in your Cloud Connect configuration, the submission note will be added to the patient chart as only a textual Progress Note.
- If the 'Automatically Import Attachments to EMR' setting is enabled in your Cloud Connect configuration, the submission note will be added to the patient chart as both a textual Progress Note and a eSubmission record PDF attached to an additional Progress Note. The eSubmission PDF includes any attachments that were included at the time of sending the eSubmission.
- The eSubmission information summary will automatically populate into the patient's chart as an Active Task with a PDF attachment of the eSubmission record. Any file attachments included with the eSubmission will also be included in the PDF eSubmission record.
After reviewing the changes and making any other necessary adjustments to the Task, click 'Save'. The Task will be automatically categorized into the 'Active Requests' section of the corresponding 'Consults ' or 'Investigations' area of the patient chart.
- Depending on the configuration of your Cloud Connect settings, the eSubmission information summary will automatically populate either as an Encounter Note, or as a PDF file in the Documents area of the patient's chart.
- When your Cloud Connect settings are configured to save sent eSubmission as Documents, any file attachments included at the time of sending the eSubmission will also be included in the PDF eSubmission record.
- The eSubmission information summary will automatically populate as a PDF in the Documents area of the patient's chart. Any file attachments included with the eSubmission will also be included in the PDF eSubmission record.
- A new Consultation will also be automatically generated in the patient's chart.
- Click the “Download” button from the Ocean Toolbar.
- The eSubmission information will populate into the progress notes section of the patient’s Encounter chart.
- If you are using a non-integrated EMR, you can download a copy of the eSubmission from the Ocean portal.
Viewing eSubmissions in the Ocean
Learn how to navigate Ocean's eSubmissions area, and the basic sections within an eSubmission.
The eSubmissions view is used for viewing, tracking, and managing all of your eSubmissions in one central area. Learning the basic functionalities of this area will allow you to confidently navigate Ocean and handle your eSubmissions with ease.

eSubmissions Opening an eSubmission

The diagram below outlines the key areas and functionalities in the eSubmissions view.

1. Search Box

To find a specific eSubmission, type into the search bar. You can search by patient surname, health number or MRN.

2. Send Status Folder Group

The 'Sent' (All) folder group contain individual status folders which are used to organize eSubmissions as they progress through their lifecycle. This includes a 'New' folder, 'In Progress' folder, and 'Completed' folder.

3. Visible Columns Customization

Contains options to customize which columns are displayed across the eSubmissions table, allowing you to toggle visibility based on your preferences.

4. Patient eSubmission List

Shows basic patient information associated with eSubmissions that match your currently selected folder and applied filter(s).

An eSubmission can be opened by simply clicking on it from the patient referral list. The diagram below outlines the key areas and functionalities within an eSubmission.

1. Service Information

Contains details about the health service category associated with the eSubmission.

2. Patient Information

Displays key patient details associated with the eSubmission, such as name, date of birth, identifiers, and contact information.

3. Sender Information

Shows information about the provider and site that submitted the eSubmission, including contact and billing details.

4. Recipient Information

Identifies the receiving organization's directory listing and location details.

5. Messaging

Used for communicating with other eSubmission stakeholders requesting additional information prior to acknowledging/approving/declining an eSubmission (e.g., lab values, imaging results).

6. Notes

Used for general and/or private note-taking regarding the eSubmission.

7. Form Summary

Contains a summary of the sender’s responses from the referral form submitted with the eSubmission.

Selecting 'View' opens the original form, allowing you to see the full question set along with the sender’s selected responses and available options.

8. Action Menu

Contains additional options for managing the eSubmission.

9. Action Buttons

Used to take action on the eSubmission, such as withdrawing the request.

Initiate Your Ocean eSubmission

You can access the Ocean eSubmission Network from the link in your EMR (for integrated EMRs) or directly from the Ocean Healthmap to initiate your eSubmission.

With an Ocean account, you can initiate an Ocean eSubmission at any time directly from the Ocean Healthmap. If you are using an EMR which is integrated with Ocean, you can also initiate an eSubmission at any time by following the steps below.

Initiate your eSubmission (without an attachment)

Click the "Refer" button on the Ocean toolbar in the patient record.

Press the "Launch" icon from within the patient's chart.

Locate the "Ocean" extension, and select "View Patient".

Press the "Send eSubmission" button from within the patient's dashboard.

With your desired patient in context in Accuro, click the "Send eRequest / Find Health Service" global CDS link.

Alternatively, you can click your equivalent user-friendly CDS link on the action bar.

Click the 'Refer' button on the Ocean Toolbar.

Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then click 'Find Health Service' on the Ocean eForm.

Click the 'Refer' button on the Ocean Toolbar.

Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then click 'Find Health Service' on the Ocean eForm.

In a web browser, navigate directly to the Ocean Healthmap.

Initiate your eSubmission (with an attachment)

Please refer to the article Attaching a Clinical Note from PS Suite to an eSubmission.

Use the Ocean-MA Extension for Google Chrome and Microsoft Edge to capture the desired attachments from the patient's chart in Med Access.

Press the "Launch" icon from within the patient's chart.

Locate the "Ocean" extension, and select "View Patient".

Press the "Send eSubmission" button from within the patient's dashboard.

Prerequisite

Ensure that you have enabled the 'Save for Ocean' button within your Accuro system settings.

Select the patient in Accuro that you wish to generate an attachment in Ocean for.

If you do have an Encounter Note Template and corresponding Quick Action Button configured, use your Quick Action Button to create a new Encounter Note.

If you do not have an Encounter Note Template and corresponding Quick Action Button configured, create a new blank Encounter Note in the patient chart.

Tip: You can use the 'CTRL+F11' keyboard shortcut to create a new note from any section of Accuro, as long as you have the patient selected first.

Specify a filename for your attachment by using the 'Title' field in the bottom left, and then click Generate Letter.

Ensure you have the correct 'From:' Provider selected in the top left, then go to the Attachments pane and click the green plus icon to add an attachment.

In the Select Attachments window, choose the items from the patient chart that you would like included, and then select OK.

The list of selected attachments will appear on the left. Click the 'Save for Ocean' button.

An Encounter Note and the Generated Letter will be created in the patient chart.

Use the 'Send eRequest / Find Health Service' CDS link or action button to launch into the Ocean Healthmap.

Ocean will automatically include any unused Generated Letters with the current date as an attachment on your eSubmission.

Initiating an eSubmission from the 'Consultations' area in OSCAR allows you to attach Documents from the patient's chart to your eSubmission.

From within the patient chart, create a new consultation by clicking the '+' icon on the purple 'Consultations' ribbon.

Click 'Attach File to Consultation' on the left side.

Select the desired Document(s) to attach using the checkboxes on the left side, and then click 'Done Close Window'.

The chosen Document(s) will now appear in the left hand side of the Consultation window.

Click the 'Refer' button in the top right corner of the window to launch into the Ocean Healthmap.

Note: The Consultation window will automatically close after clicking the 'Refer' button. Any text typed in the OSCAR Consultaton window will not transfer into the Ocean eSubmission.

Use your clinic's pre-existing process for creating documents for fax or mail in OSCAR (e.g., consults, submissions).
Rather than printing your document to paper, save your document as a PDF file to your computer.

Note: After sending the eSubmission, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.

Click the 'Refer' button on the Ocean Toolbar.

Alternatively, click the 'Oc.' shortcut on the relevant patient's appointment from the schedule, and then click 'Find Health Service' on the Ocean eForm.

Use your clinic's pre-existing process for creating documents for fax or mail in your EMR (e.g., consults, submissions).
Rather than printing your document to paper, save your document as a PDF file to your computer.

Note: After sending the eSubmission, ensure that you delete any attachments saved to your computer to ensure any personal health information is appropriately cleansed.
In a web browser, navigate directly to the Ocean Healthmap.

The EMR-specific actions above will take you directly to the Ocean Healthmap.
Note: Log in to the Ocean Healthmap with your Ocean user credentials if your user name does not appear in the top right so that your provider details are autopopulated in the eSubmission.

Select Your eSubmission Recipient

Search for your desired recipient to create your eSubmission.

Browse or search the Ocean Healthmap for a Directory Listing to send your eSubmission to.

The search bar at the top of the page allows you to type in a key term to search for, or select related health services in the geographic region that your map is focused on.

You can also browse the health service categories to categorically search for health services in the geographic region that your map is focused on.

The 'Advanced Search and Filtering' option allows you to define more specific criteria for your search results. To filter for Directory Listings that are only accepting eSubmission, enable the ‘Only if accepting eSubmission’ checkbox.

To broaden your search results beyond the geographic region that your map is focused on, you may choose to zoom out, clear your filters, or click to search the whole directory. You may also zoom in and out within the Healthmap to narrow or broaden your search.

Once you determine your desired recipient, select the Directory Listing and click 'Send eSubmission'.

Test Mode

If you are looking to send a test eSubmission, use the test mode toggle in the bottom left corner of the screen to enable/disable test mode.
When test mode is enabled, the healthmap will only show recipient Directory Listings that also have test mode enabled.

Send Your eSubmission

Complete the eSubmission form and send your submission off to the recipient.

Complete the eSubmission form, as required. If you initiated the eSubmission from an integrated EMR, patient contact information and other required details will be automatically pre-populated. Complete the remaining fields as required.

Note: The 'Email' field in the Patient Information section supports only one patient email address per eSubmission. Do not include more than one email patient address in this field.
Include any relevant attachments by pressing the 'Add Attachments' button and selecting them from your computer.

Note: If you are a Med Access user and using the Ocean-MA Extension you will be automatically prompted to include any queued attachments as soon as the eSubmission form is opened.

If you are a PS Suite, Accuro, or OSCAR Pro user and you initiated your eSubmission with an attachment, it will be automatically included below the 'Add Attachments' button.

If you are sending an eSubmission as a delegate, you will need to select the appropriate provider that you are referring on behalf of (from the dropdown menu at the top of the "Referrer Information" panel).

Click the "Send" button to send your eSubmission.

Once sent, you will see a confirmation window.

The eSubmission will then be documented in the patient's chart.

The eSubmission note and the Ocean eSubmission Custom Form are automatically downloaded into the patient chart.

Using the Ocean eSubmission Custom Form, an internal PS message can optionally be triggered to the PS user/group of your choice as a reminder follow up on the submission in the specified number of days. The Ocean eSubmission Custom Form Also also offers a shortcut to quickly create a PSS Pending Test / Consult.

If the 'Automatically Import Attachments to EMR' setting is disabled in your Cloud Connect configuration, the submission note will be added to the patient chart as only a textual Progress Note.

If the 'Automatically Import Attachments to EMR' setting is enabled in your Cloud Connect configuration, the submission note will be added to the patient chart as both a textual Progress Note and a eSubmission record PDF attached to an additional Progress Note. The eSubmission PDF includes any attachments that were included at the time of sending the eSubmission.

The eSubmission information summary will automatically populate into the patient's chart as an Active Task with a PDF attachment of the eSubmission record. Any file attachments included with the eSubmission will also be included in the PDF eSubmission record.

For detailed information on the logic that Ocean uses to assign the task to an EMR user, please refer to the Ocean Note Tasks support article.

After reviewing the changes and making any other necessary adjustments to the Task, click 'Save'. The Task will be automatically categorized into the 'Active Requests' section of the corresponding 'Consults ' or 'Investigations' area of the patient chart.

Depending on the configuration of your Cloud Connect settings, the eSubmission information summary will automatically populate either as an Encounter Note, or as a PDF file in the Documents area of the patient's chart.

When your Cloud Connect settings are configured to save sent eSubmission as Documents, any file attachments included at the time of sending the eSubmission will also be included in the PDF eSubmission record.

The eSubmission information summary will automatically populate as a PDF in the Documents area of the patient's chart. Any file attachments included with the eSubmission will also be included in the PDF eSubmission record.

A new Consultation will also be automatically generated in the patient's chart.

Click the “Download” button from the Ocean Toolbar.

The eSubmission information will populate into the progress notes section of the patient’s Encounter chart.

If you are using a non-integrated EMR, you can download a copy of the eSubmission from the Ocean portal.

Viewing eSubmissions in the Ocean

Learn how to navigate Ocean's eSubmissions area, and the basic sections within an eSubmission.

The eSubmissions view is used for viewing, tracking, and managing all of your eSubmissions in one central area. Learning the basic functionalities of this area will allow you to confidently navigate Ocean and handle your eSubmissions with ease.

The diagram below outlines the key areas and functionalities in the eSubmissions view.

1. Search Box: To find a specific eSubmission, type into the search bar. You can search by patient surname, health number or MRN.
2. Send Status Folder Group: The 'Sent' (All) folder group contain individual status folders which are used to organize eSubmissions as they progress through their lifecycle. This includes a 'New' folder, 'In Progress' folder, and 'Completed' folder.
3. Visible Columns Customization: Contains options to customize which columns are displayed across the eSubmissions table, allowing you to toggle visibility based on your preferences.
4. Patient eSubmission List: Shows basic patient information associated with eSubmissions that match your currently selected folder and applied filter(s).

An eSubmission can be opened by simply clicking on it from the patient referral list. The diagram below outlines the key areas and functionalities within an eSubmission.

1. Service Information

Contains details about the health service category associated with the eSubmission.

2. Patient Information

Displays key patient details associated with the eSubmission, such as name, date of birth, identifiers, and contact information.

3. Sender Information

Shows information about the provider and site that submitted the eSubmission, including contact and billing details.

4. Recipient Information

Identifies the receiving organization's directory listing and location details.

5. Messaging

Used for communicating with other eSubmission stakeholders requesting additional information prior to acknowledging/approving/declining an eSubmission (e.g., lab values, imaging results).

6. Notes

Used for general and/or private note-taking regarding the eSubmission.

7. Form Summary

Contains a summary of the sender’s responses from the referral form submitted with the eSubmission.

Selecting 'View' opens the original form, allowing you to see the full question set along with the sender’s selected responses and available options.

8. Action Menu

Contains additional options for managing the eSubmission.

9. Action Buttons

Used to take action on the eSubmission, such as withdrawing the request.