Managing Incoming eReferrals

You can view and manage all of your received eReferrals from the eRequests tab of the Ocean Portal.

Simply click on the patient to manage its next steps, including triaging the referral, accepting the referral, booking an appointment for the referral, sending a message to the referrer, etc.

  • Once you receive a new eReferral or if there is a status change in any of your eReferrals, your clinic's public email (i.e. the email address that is shown on your directory listing in the Ocean eReferral Network) will be sent a notification email. Please refer to the "eReferral Notification Email Rules" article to learn more about who, when, and where Ocean eReferral notification are sent.
  • The referred patient will also be sent email updates about their eReferral, provided that an email address was included in the original referral.
  • All incoming eReferrals will appear in under the eRequests tab in the Ocean Portal. Please review the "eReferral Inboxes" article to learn more about the different eReferral inboxes.
  • Click on any new eReferral to manage its next steps (see screenshot to the right).

Importing eReferral Requests & Viewing eReferral Analytics Data

  • Import Your eReferrals into Your EMR

    • After you've accepted an eReferral, an "Import" window will appear.
    • PS Suite or Oscar Accuro or Other EMR

      If you are an PS Suite or OSCAR user, if you have a patient chart with matching demographic data, you should have a quick link on the Ocean custom form in your EMR, which will allow you to import a patient's information using the reference number provided. If your eForms are also configured to collect patient demographic fields, these fields should get automatically updated in the patient's chart when you import their eReferral data.

    • For more details on how to import eReferrals into your EMR, please refer to "Importing eRequests from the Ocean Portal to an EMR".
  • View All of Your eReferral Analytics Data

    • You can view all your eReferral data by downloading Referral Analytic Data, which are available for download in both the Admin and eRequests tabs of the Ocean Portal.
    • For more details on how to access your eReferral data, please refer to "Accessing eReferral Analytics".

Creating Canned Responses for eReferral Bookings

  • On the receiving end of an eReferral, when booking appointments for patients using the Ocean eReferral Network, you have the ability to add canned messages that can be sent to the patient in advance of their appointment and/or canned messages that can be sent to the referrer.
Canned Booking Comments Canned Messages to Referrer
  • Log in to the Ocean Portal.
  • Navigate to the Admin tab and select Canned Responses (from the menu along the left).
  • From the Canned Responses screen, select the "New Canned Response", found in the bottom right corner of the screen.
  • Give your response a title and add the text into the text field.
  • Click the "Save" button to save your canned comments.
  • Now, next time you are processing a referral, you can select one of your canned responses using the dialogue bubble in the "Scheduling" section of the referral.
  • Note: Canned booking comments are selected from the speech bubble icon in the "Scheduling" section, NOT the "Notes" or "Messaging" sections. Notes recorded in the "Notes" section in the top right corner of an eReferral are internal notes that indicate the status of the referral request.

Creating Inbound eRequests

If your Ocean site receives referrals by phone or fax, you can convert these into Ocean eReferrals by creating an Inbound eRequest by following the steps outlined below.

  • Log in to the Ocean Portal and navigate to the eRequests tab.
  • Expand the "Actions" menu at the bottom left and select "New Inbound Request".
  • If there are multiple listings tied to your site, you will be prompted to select which listing the referral was directed to.
  • Select the source for the new referral.
  • Complete the referral form, including all of the referrer’s information, and then select the "eRefer" button at the bottom right.
  • The eReferral will now appear in the "New" inbox in the eRequests tab of your Ocean Portal. These new inbound eReferrals can be managed in the same way as any other Ocean eReferral, with the exception that NO referral notifications will be sent to the referrer through Ocean.

Accessing eReferral Analytics

There are 2 ways to access eReferral analytic data from the Ocean Portal: from the Admin tab or the eRequests tab.

  • Admin Tab

    • Log in to the Ocean Portal and navigate to the Admin tab.
    • Select the "Reports" section from the menu along the left.
    • Then, select "Export" under the "Export Referral Analytic Data" section. You can either download data within a specific date range, view all data since you started receiving referrals to a specific date (select just an end date), all data from a specific date onwards (select just a start date), or all data since you started receiving referrals (leave both dates blank).
    • This will export your data in a .csv file that can be opened using Microsoft Excel. For more information about each analytic field, please refer to: "Supporting Analytics in eReferral eForms".
  • eRequests Tab

    • Log in to the Ocean Portal and navigate to the eRequests tab.
    • Expand the Actions menu at the bottom left. Then select "Export Referrals".
    • Again, you can either download data within a specific date range, view all data since you started receiving referrals to a specific date (select just an end date), all data from a specific date onwards (select just a start date), or all data since you started receiving referrals (leave both dates blank).
    • This will export your data in a .csv file that can be opened using Microsoft Excel.

Supporting Analytics in eReferral eForms

The Ocean eReferral platform de-identifies data automatically to provide you with an understanding of referral patterns, decline rates, wait times, etc. You can export this data at anytime from the "Reports" section of the Admin tab in the Ocean Portal. For more details on exporting eReferral analytics, please refer to "Accessing eReferral Analytics".

Core Analytics

The core set of analytics captured in the de-identified record are in the table below.

Column Header Description
referralRef The unique reference number for the referral in Ocean.
patientId A one-way hashed value representing the patient identity.
initialHealthService The health service on the referral at time of send.
currentHealthService The health service on the referral currently.
claimedWaitTimeDaysLow The lower end of the range of wait times claimed in the health service listing when the referral was sent (e.g. 7, if 1-2 weeks). This will be wait 1 for health services with multiple health services.
claimedWaitTimeDaysHigh The higher end of the range of wait times claimed in the health service listing when the referral was sent (e.g. 14, if 1-2 weeks). This will be wait 1 for health services with multiple health services.
claimedWaitTime2DaysLow The lower end of the range of wait 2 times claimed in the health service listing when the referral was sent (e.g. 7, if 1-2 weeks).
claimedWaitTime2DaysHigh The higher end of the range of wait 2 times claimed in the health service listing when the referral was sent (e.g. 14, if 1-2 weeks).
waitTime The actual wait time, as calculated between the date the referral was created to the first appointment date.
waitTime2 The actual wait time, as calculated between the date the referral was created to the second appointment date.
referrerName The name of the referrer (i.e. clinician).
referrerClinicianType The referrer clinician type. One "Allied Health Professional",
"Family Physician","Medical Student","MOA / Secretary",
"Nurse","Nurse Practitioner","Resident","Specialist" or "Other".
referrerUrgency The urgency of the referral, as taken from the referral form item with the EMRField mapping of "referralUrgency".
srcSiteName The name of the source referral site.
initialRecipientName The name of the original referral target on the referral.
recipientName The name of the current referral target on the referral (this can change if the referral is forwarded from central intake to a specialist, for example.)
recipientCity The city of the recipient.
recipientProvince The province of the recipient.
recipientPostalCode The postal code of the recipient.
recipientPriority The priority as indicated by the recipient via the review form (specifically the item with reference "priority"). Limited to P1, P2, P3, P4, P4F, P5.
recipientLatitude The latitude of the recipient.
recipientLongitude The longitude of the recipient.
patientAge The age of the patient.
patientGender The gender of the patient.
patientCity The patient's home city.
patientProvince The patient's home province.
patientPostalFirst3Chars The first 3 characters of the patient's postal code.
patientDistanceKm The distance, in km, between the patient's home and the referral target.
referralState The status of the referral. One of PRINTED,
SENT, ACCEPTED, DECLINED, AWAITING_REPLY, BOOKED, CANCELED,SEEN, or FINISHED.
scheduledAppointment The date/time set for the first appointment.
scheduledAppointment2 The date/time set for the second appointment.
booked Whether the referral appointment has been booked.
seen Whether the patient has been seen (i.e. in the clinic for a consult).
completed Whether the referral has been marked completed (i.e. generally means referral has been completed and consult letter, if appropriate, will be forthcoming.)
reasonForDecline The reason for a declined referral. One of: UNABLE_TO_CONTACT, MISSING_INFORMATION, ADDITIONAL_WORKUP_REQUIRED, INAPPROPRIATE_INDICATION, SENT_TO_WRONG_PROVIDER, RECOMMEND_OTHER_PROVIDER, SERVICE_NOT_AVAILABLE, PRECLUDED_DUE_TO_PATIENT_ISSUE, CANNOT_BE_SEEN_QUICKLY_ENOUGH, UNLIKELY_TO_BENEFIT, NOT_YET_DUE, OTHER
creationDate The date/time the referral was created (in ISO 8601 format)
modificationDate The date/time the referral was most recently updated (in ISO 8601 format)

Additional Available Analytics

In addition, you can map fields in your referral form and Review form to set analytics values for your referral exports. Keep in mind that the semantics behind each is arbitrary and you can "co-opt" them for the purposes of a particular pathway as long as the consumers of the analytical data understand the data values. To do add these analytics values, simply open your form in the eForm Editor and set the item reference to one of the following values.

Item Reference
ax_preciseAge
ax_reasonForReferral
ax_diagnosis
ax_diagnosisAcuity (e.g. undiagnosed high risk; newly diagnosed; established)
ax_aboriginalStatus
ax_gestationalAge
ax_languageBarrier
ax_language
ax_comorbidities
ax_pcpName
ax_socialDeterminants
ax_imagingStatus
ax_lab_hb
ax_lab_a1c
ax_lab_fbs
ax_lab_glucoseT1Hr
ax_lab_glucoseT2Hr
ax_lab_chol
ax_lab_cholHdlRatio
ax_lab_hdl
ax_lab_ldl
ax_lab_tg
ax_lab_egfr
ax_lab_cr
ax_v_bp
ax_v_ht
ax_v_wt
ax_v_bmi
ax_cm_arthritis
ax_cm_asthma
ax_cm_chf
ax_cm_cvd
ax_cm_dm
ax_cm_obesity
ax_cm_osteoporosis
ax_cm_copd
ax_cm_pad
ax_cm_tiaStroke
ax_cm_retinopathy
ax_cm_nephropathy
ax_cm_footUlcer
ax_cm_mentalHealth
ax_cm_htn
ax_alcohol_dpw
ax_tobacco_cigsPerDay
ax_tobacco_everSmoked
ax_drugUse_mj
ax_request_preConceptionCounseling
ax_request_footCareEducation
ax_request_additionalEducation
ax_request_renalCriteria
ax_request_mentalHealth
ax_preferredClinician
ax_preferredCity
ax_secondOpinion
ax_cause
ax_severity1
ax_severity2

eReferral Notification Email Locations

This article describes locations where you can configure your email addresses for eReferral notifications. To learn more about the rules/logic that Ocean uses to determine which email address to send the eReferral notifications to, please refer to "eReferral Notification Email Rules".

  • User-Specific Emails: View My Account

    • Several email address can be configured in the "View My Account" section of the Ocean Portal. These will be the email addresses of eReferral senders that get notified about changes in specific referrals that they have sent (e.g. booking updates).
    • You can access this section by signing in to the Ocean Portal, clicking on your name at the top right-hand corner of the screen and selecting "View My Account" from the dropdown menu that appears.
    • From there, you can set which email address receives specific Ocean notifications.
    • Email Address:
      This is the personal email address associated with each user with an Ocean account.
      Clinical Delegate Email:
      This is the email address that generally receives clinical notifications, such secure message notifications (patient responses, eForm completions, etc.).
      Referral Notification Email:
      This is the email address of the referrer that will be sent referral notifications, such as eReferral booking updates.
    • If you make any changes, ensure that you save your changes before leaving this page.
  • Site-Wide Emails: Site Account

    • Several email address can be configured in the "Site Account" section within the Admin tab of the Ocean Portal. These will be the email addresses of eReferral recipients not associated with a specific Ocean user, that get notified about a set if referrals, a patient eRequest, or a site-wide notification.
    • You can access this section by signing in to the Ocean Portal, navigating to the Admin tab, and selecting "Site Account" from the menu on the left.
    • From there, you can set which email address receives various site-wide Ocean notifications.
    • Clinical Administrator Email:
      This email address will receive any miscellaneous Ocean system messages, including pending eReferral requests, study export alerts, Ocean reminder-related messages, etc.
      Referral Notification Email:
      This email address will get notified of new eRequests (including submissions to an eRequest link, as well as new eReferral requests), as well as status changes to received requests.
    • Again, ensure that you save your changes before leaving this page.
  • eReferral Notifications: Site Features

    • If you would like to disable automatic notifications to patients, you can do so by going into the Admin tab of the Ocean Portal, within the "Site Features" section (selected from the menu on the left) and unchecking the "Patient eReferral Email Notifications" checkbox.