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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.
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 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 see all configurable email settings, please review this article.
Once your default template is ready for saving, click on the “Templates” menu at the top right corner and select “Save as Default”. To save additional templates, edit the email, add any desired forms, attachments, or secure messages and this time, from the Templates menu, select "Save as Template" and name your new template.
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. To add new users to your site, users with Admin privileges can click on the Admin tab in the Ocean Portal and select Users from on the left menu. The “Invite Colleague” button at the bottom right will open a window that will allow you to enter enter the new user’s email address, where an invitation to join Ocean will be sent.
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 clicking on the Ocean user’s name at the top right of the screen, selecting “View my Account” from the drop-down menu, and changing the clinical delegate email to their preferred email address.
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.