Where do eReferral notification emails get sent to?

Automatic email notifications are triggered for both patients and referrers whenever a referral's status is changed from "New" to "Booked"/"Cancelled"/"Declined", or a referral's appointment date or time is changed.

Note:

Simply "Accepting" an eReferral does not typically send an email notification (unless you are in the uncommon scenario that the eReferral is submitted under an eRequest specifically configured to do so).

Determining which email address is the ideal one to use depends on the conditions under which the referral was sent and the nature of the notification.

Notification Email Rules

eReferral Senders eReferral Receivers Patients

Email Notifications for Referrers

Notification emails are sent to the referrer when:

  • An appointment date is booked, removed, or changed
  • Booking comments are added or changed
  • The referral is forwarded
  • The referral is canceled
  • The referral is declined
  • A secure message is sent to the referrer (patients do not receive this message)
  • Notifications will be sent according to the sequential logic outlined below:
  • Condition 1: If an Ocean user is associated with the referral, notifications will be sent to one of the following email addresses in the user's "View My Account" page (found in the Ocean portal, clicking on your name at top right hand corner, and selecting "View my Account"): (1) Referral Notification Email, (2) Clinical Delegate Email, or (3) the user's Email Address.
  • Condition 2: If the referrer provided a specific notification email at the time of sending the referral, notifications will be sent to the email address provided at the time of sending the referral.
  • Condition 3: If the referral was sent from an eReferral custom form within an EMR (e.g. PS Suite), notifications will be sent to the referral notification email configured for the specific user within the EMR's custom form, or the site within the EMR's custom form.

Email Notifications for Referral Delegates

  • If a delegate user sends a referral on behalf of a referring provider, Ocean will use the provider's user settings to determine where the referral notifications are directed.
    • Therefore, the delegate user will NOT receive the referral notifications themselves, unless their email address is set as the "Referral Notification Email" in the provider's View My Account page.
  • The conditions for which of the provider user's email address the notifications are sent to are the same as the 3 conditions listed above (under "Email Notifications for Referrers").
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