Uploading a Patient Cohort File to Ocean for Batch Emailing

There are multiple formats that you can use for the importer.

Standard Importer

The standard importer expects a comma-separated value file (CSV) with the fields declared in the following order:

  • surname
  • firstName
  • birthDate (yyyy-mm-dd)
  • sex
  • health number
  • reason for visit
  • email address
  • EMR patient #
  • note

Note: There is no header line.

PS Suite Patient Importer

You can do a batch export of patients for this purpose using a PS Suite search. You need to ensure the search has the following columns:

  • surname
  • firstName
  • PSS ID
  • health number
  • birthDate (dd/mm/yr)
  • sex
  • email address
  • privacy

Note: Trailing comma is required!

For your convenience, this is a sample PS Suite export search using the required column format. We recommend importing this file and then changing the search criteria in order to export patients from PS Suite.

  • To import this from PS Suite, Open the EMR (Records) window within PS Suite.
  • From the "Settings" menu, select "Edit Searches...".
  • From the "Edit" menu, select "Import Searches...".
  • Click "Perform Search" to run the search.
  • After you run the search, from the "Report" menu, choose "Utilities" and then "Save s CSV...".
  • This .csv file can now be uploaded into Ocean. This is an example of an exported CSV file.

Once you have uploaded your patients into Ocean, you may wish to send them all a standard email. Please refer to "Batch Emailing with Ocean" for details.

HN Importer (Requires Accuro or TELUS API)

The HN importer should include a header row.

It expects a comma-separated value file (CSV) with the fields declared in the following order:

  • Last Name
  • First Name
  • PHN
  • ...

Note: Any fields can come after "PHN" - only the 3 fields specified above (i.e. first name, last name, and health number) are required.

PS Suite Patient Importer (Legacy)

The PS Suite legacy importer expects a comma-separated value file (CSV) with the following fields in the following order:

  • surname
  • firstName
  • EMR ID
  • health number
  • birthDate
  • sex
  • email address
Standard Wolf Appointment Importer

This Wolf importer is based on the standard export format from Wolf EMR's appointment scheduler.

It expects a comma-separated value file (CSV) with the fields declared in the following order:

  • booking type
  • insurance province
  • PHN
  • surname
  • firstName
  • birthDate
  • DPID
  • ApptDate (yyyy-mm-dd)
  • ApptDuration
  • ApptReason
  • blank field
  • area code
  • phone number

Note: There is no header line.

Wolf Patient Importer

This Wolf importer expects a file that must include a header row.

However, the columns in the file can be in any order.

Note: Names should be included as a single fields in quotation marks: e.g. “Doe, John”.

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