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Ocean makes it easy to send your patients secure, encrypted messages, forms and attachments from the patient record or the Ocean Portal. Before you start using Ocean Online Messages, we recommend taking the time to understand the different messaging features available and ensure your site is properly configured. This article provides a series of recommendations to get you started.
STEP 1. Set up your default email template and create any additional templates
The Ocean secure messaging window can be opened by clicking the "Email" button on the Ocean toolbar/custom form or by selecting a patient from the Patients tab of the Ocean portal and clicking "Email Patient...".
Once the Ocean messaging window is opened, a default template is automatically displayed. The clinic’s default template is generally very basic with a simple message in the email field -- no secure message selected, and no forms attached. Optional alert settings and security/validation options are saved as part of the template. To learn more about template management, please refer to this article. To see all configurable email settings, please review this article.
STEP 2. Set up users with an Ocean account
Ocean will allow an anonymous user to send a message from the patient chart. However, it is recommended that all users have their own Ocean user account, if they are going to be sending secure messages, to enable alerts and track activity. Any number of users can create an Ocean account, free of charge. Please refer to this article to learn how to add new users to your site.
STEP 3. Configure alerts
Using the secure messages settings, Ocean allows users to opt-in to receive alerts when a patient views a secure message or completes a form. Alerts can also be sent if a patient fails to open a message within a set period of time (using the “Notify me if no response” option in the Security Information panel). By default, alerts are sent to the email address is associated with the sender’s Ocean user account. However, this can be changed by changing the Ocean user’s "Clinical Delegate Email" in their "View My Account" page, which is described in this article.
STEP 4. Configure the email address that will appear to patients
By default, emails sent to patients from Ocean on your behalf use "firstname.lastname@example.org" as the email address that the email has been sent "from". However, you can easily customize this name that appears to recipients by updating the “Email Friendly Name” field in the Admin tab of the Ocean Portal, specifically within the Site Account settings.
Clinics that want to customize their “from” email address are required to have their own domain name and the ability to modify DNS records with the domain name registrar. Making this change requires that an SPF record be added indicating that the Ocean email servers are permitted to send email on your domain's behalf.