I changed one of my study forms and now I am getting emails telling me to export my data. Why is this happening and how do I make this message go away?

If you have made changes to your study form, you will receive an email with this message:

"You are receiving this email because there are Ocean Study EForm(s) that have been edited and have yet to be exported. Please export the following studies to verify that the data has been properly processed."

This message is a prompt for you to export your study data after you have made changes to its study form, to check to make sure that the data is being collected as you anticipated.

To prevent this message from appearing again, export your data from the applicable study. To do this:

1. Login to the Ocean portal.

2. Navigate to the "Studies" tab.

3. Locate your study and select "Export". Exporting won't affect the data at all - it will still be there to export later. You can export your study data at any time, as many times as you wish.

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Can I change the column headings on my exported Ocean Study data?

Open your eForm in the Ocean eForm Editor. 

For each question, enter the "Scripting and More" tab.  There, you can type in your preferred column header in the "Study export column header" field, which will override the item reference value in the study export.

You can preview your study export columns in the panel below.

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How do I follow a participant across studies?

You can follow a patient across studies by linking their participant key using the steps listed below (for more about participant keys, please refer to this article). 

1. Log in to the Ocean portal.

2. Choose the Studies tab.

3. Locate the first study form and select "Configure". 

4. Ensure that the first study is set to "Generate a participant key for this study" and select "Save".

5. Select "Configure" for the subsequent study.

6. This time, select "Align this study's participant keys with" and select the first study from the dropdown menu.

7. Save your changes.

8. Repeat steps 5 and 6 for each study that you wish to link.

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What if I need to identify a patient from my study data?

Ocean studies are designed to anonymize patient data. However, we recognize that there may be circumstances under which you would like to be able to link study data back to patients. You can do this in one of two ways: using the study configuration options or using the @ptExternalRef keyword and a formula item. 

For TELUS PS Suite users, the external patient reference number will be the PSS ID (at the top right corner of the patient chart).

For OSCAR users, this is the OSCAR patient ID.

For Accuro users, this is an unfortunately hidden field that represents the true, unchanging & unique patient ID in the system (healthcard, name, etc. are all liable to change). You may be able to extract this from the ad-hoc query tool reports, or through SQL queries; contact QHR for help if you need to access the patient ID.

 

Study Configuration Method

Once you have set up your study (see this article for study set up details), select "Configure" next to the applicable study under the Studies tab in the Ocean portal. 

Under the Pseudonymisation section, select the checkbox entitled "Capture EMR ID with submissions"Next, select save to retain your settings. Next time you export your study data, you will see the EMR ID as one of the study columns. 

 

Keyword Method

To begin, locate the study form under the eForms tab and select "Edit" to view it in the eForm editor. 

Add a new item, set the item type as a "Formula". Give the item a name, such as patient identifier. 

Under the Scripting and More tab, set the item reference to something like "Pt_Identifier", set "Show this field if" to false, and enter the following script into the Formula box:

ScriptUtil.getKeyword('@ptExternalRef')

For example:

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