STEP 1. Select Email Patient Using the Portal or the Ocean Custom Form (PSS & Oscar)
This will open a message within the Ocean portal. The message is prepopulated with the patient’s email address (if available), as well as the default message template. You can change this message by overwriting it or by selecting a new template from the template menu.
STEP 2. Add your secure message, add forms or attachments, and select notification alerts.
To include a secure, encrypted message, select Include Secure Message and type your message in the text box. You may opt to add attachments such as lab requisitions or test results by selecting Choose File. Secure messages are designed to be clinician-driven. You can allow the patient to respond to your message by selecting the Allow reply checkbox. Selecting Notify me when viewed will provide you with email confirmation when a patient opens a secure message or completes a form. You can also set Ocean to let you know if a patient doesn’t open a message within a certain period of time by selecting Notify me if no response after.
STEP 3. Set security information to require your patient to verify their identity.
The Security Information section at the bottom of the window provides you with identifying information that will be used by the patient to access the secure message and form(s). The options are a password (given to the patient in advance), the patient’s birthdate (pre-populated where possible), the patient’s health number (pre-populated where possible) or the patient’s PSS number (where applicable). You may select one or more of these options. If you do not select any, it will default to the patient’s birthdate.
STEP 4. Send message, receive alerts, and view patient responses.
You are now ready to send your message. If you have requested email notification related to the secure message or eForm, you will receive an email containing the patient’s chart number (if applicable) as well as their Ocean reference number. The next time you access the patient’s chart, you will see a new encounter note that includes the message as well as any replies and eForms that were completed.
STEP 5. Configure your email address for alerts (optional).
By default, Ocean will send email alerts and notifications to the email address on file for the Ocean user. If you would like to assign a delegate email address to receive these notifications, you can set this up by logging into the Ocean Portal and clicking on the “View My Account” page (found by clicking on the user name at the top right-hand side of the screen).