eSubmissions FAQ

Can eSubmissions be edited after they have been sent?

Yes, certain pieces of patient information can be edited by any user in the Ocean Site that originally sent or received the eSubmission.

Editing Patient Demographic Information

Open the relevant eSubmission and in the 'Patient Information' section click 'Edit'.

Modify the relevant pieces of patient information and click 'Save' to update the eSubmission.

Note: Date of Birth, Health Number (HN), and MRN cannot be modified after an eSubmission has been sent.

Note: Ocean does not push any changes back to the EMR automatically. A reminder is shown to the user to apply the updates to their EMR accordingly.

In the 'Notes' section of the eSubmission, a system notification note will be automatically added to the eSubmission identifying the changes made.

Will the note flag the eSubmission in the 'Needs Review' folder?

Yes. The updated eSubmission is flagged in the stakeholder's 'Needs Review' folder to inform them of a change.

After reviewing the change(s), the stakeholder can click 'Mark as reviewed' to clear the eSubmission from the 'Needs Review' folder.

What do the different folders mean on the eSubmissions page?

The folders in the eSubmissions page are used to manage your site's sent or received eSubmissions.

Note: Based on your site's eSubmissions configuration, you will see either the Sent folder or the Received folder.

Received Folder

New: eSubmissions that have been received and have not been acknowledged or declined.
In Progress: eSubmissions that have been acknowledged.
Completed: eSubmissions that have been approved or declined.

Sent Folder

Draft: Any eSubmissions that have been saved for later completion (have not been sent).
Submitted: eSubmissions that have been sent from your site and have not been acknowledged or declined.
In Progress: eSubmissions that have been acknowledged.
Completed: eSubmissions that have been approved or declined.

Where do eSubmissions notification emails get sent to?

Automatic email notifications are sent to stakeholders based on specific eSubmission events. Patients may receive an email when a submission is initially submitted, provided the sending clinician has elected to send the notification.

Senders receive email notifications when a submission is acknowledged, approved, declined, or when a new message is added to the submission. Recipients receive email notifications when a submission is initially submitted to them, when a new message is received, or when the submission is withdrawn by the sender.

Determining which stakeholder(s) receive email notifications depends on the event that occurred and the role of the stakeholder within the eSubmission workflow.

An example of the notification email provided to patients can be seen by expanding the image on the right.

Notification Email Rules

Email Notifications for Senders

Notification emails are sent to the sender/requester when:

A new message is added to the eSubmission.
The submission is acknowledged.
The submission is approved.
The submission is declined.

Notifications will be sent based on the following conditions:

An Ocean user is associated with the eSubmission

Notifications will be sent to the first email address that is set, based on the following order of email addresses in the user's My Account page:
- Referral Notification Email
- Clinical Delegate Email
- The user's Email Address

Note: Support for language-specific configuration is not currently available for eSubmission.

If the referring Ocean user has been removed from the Ocean site, notifications will be sent to the first email address that is set, based on the following order of email addresses in the Ocean Site:

Default Incoming Referral Notification Email for the Ocean Site
Clinical Administrator / Ocean Support Contact for the Ocean Site
The email address associated with the Ocean Site Payer's user account

Email Notifications for Receivers

Notification emails are sent to the receiver when:

The submission is initially submitted to them.
A new message is sent to the receiver.
The submission is withdrawn by the sender.

Notification emails will be sent either at the offering level, the listing level, or the site level, depending on how notifications are configured for the site.

Notifications regarding a specific eSubmission will be sent to the first email address that is set, based on the following order of email addresses:

Offering Notification Email: Configured in the 'Health Service Offerings' tab of the Directory Listing.

Offering Notification Email: Configured in the 'Health Service Offerings' tab of the Directory Listing.

Listing eRequest Notification Email

Configured in the 'Listing Information' tab of the Directory Listing.

Note: support for language-specific configuration is not currently available for eSubmission.

Default Incoming Referral Notification Emails: Set by the site in the "Referrals Configuration" section

Clinical Administrator/Ocean Support Contact: Set by the site in the "Site Account" section

Site Payer's email address: Set by the site in the "Billing" section

What email notifications will patients receive regarding their eSubmissions?

If the patient’s email address and consent to receive eSubmission notifications via email was provided at the time the eSubmission was sent, the patient will receive email notifications when any of the following changes are made to their eSubmission.

At this time, patient's will only receive email notifications when the eSubmission is first sent.

Note: Patient email notifications are based on the recipient Ocean Site's configuration. If the recipient has configured the 'Send Patients Email Notifications' setting to 'No', the referred patient will not receive email notifications.

Sent eSubmissions

The patient will receive an email notification when the eSubmission is first submitted.