How do I create a diagram for my eForm?

Diagrams can be useful tools for patients to demonstrate where they are perceiving discomfort. The Body Pain Diagram is a great eForm for this purpose, but you can also customize your own diagram. This article describes how to create your own diagram.

1. Open your eForm in the eForm editor.

2. Click the blue plus (+) sign and select "Diagram":

3. Rename your diagram and choose a picture background for your diagram.

4. Once you've uploaded your picture, you can add labels at various locations on the diagram. You can do this by clicking "Add Item".

5. Move the 'X' to the appropriate spot on the background picture and label it using the "Caption" field.

6. Continue adding items until you're happy with all your diagram's labels.

7. Save your eForm and it'll be ready for use!

 

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How can I easily track email consent in PSS?

As part of the email consent process, we have developed a way to easily view email consent status in the patient record in the EMR. The email consent toolbar for TELUS PS Suite allows physicians to see at a glance if a patient has provided email consent. When used with the Ocean email consent questionnaire, the patient status is automatically updated as soon as the patient provides consent.  The toolbar can also be used to manually track email consent in PSS independent (by selecting the "Grant" or "Deny" options).

You can view a screenshot of the toolbar below; the full toolbar can be downloaded from the Ocean Library.

Email_Consent_Toolbar.png

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How can I set a question or field as required on a form?

When building a form, you may want to prevent patients from skipping certain questions, or ensure that the information they provide meets a certain criteria (eg. an email address must contain the @ sign). It's easy to define questions as optional (or required), or set validation parameters in the Ocean form builder.

  1. Select the question that you want to set as a required field. 
  2. Select the "Scripting and More" tab.
  3. From the Field Validation drop-down menu, select the appropriate option. In the case of a required field, select "non-empty (mandatory field)".
    Field_Validation.png
  4. Save your form. Now, if a patient attempts to complete the form and fails to answer the required question, they will not be allowed to move to the next page or finish the form without responding (required fields will appear with a red prompt to complete them).

 

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Why does nothing happen when I try to edit / create an eForm from the eForms tab?

Many web browsers will block the eForm Editor as a pop-up window because Ocean opens the eForm Editor in another tab. Sometimes you'll see a message in the address bar of your browser.

In any case, if you disable your browser pop-up blocker for the Ocean portal, the eForm Editor will appear as expected.

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Can I bold / underline / italicize text in an eForm?

Yes. Simply put standard old-fashioned html "tags" for bolding, underlining or italicizing around the text you want to style. These tags will work for a caption (General tab) or even in a custom note (Note Formatting tab). Common tags include:

<b></b> Bold
<u></u> Underlined
<i></i> Italicized

 

For example:

Typing "This is plain text and <b>this is bold text</b> and <u>this is underlined text</u> and <i>this is italicized text</i>. And we're back to normal now." into the Caption field will appear in the eForm as:

This caption will appear in the clinical note in your EMR as:

These tags will remain in the caption text on the right so you can easily edit them later.

 

Note: You can also style section headers by selecting the section, entering the Note Formatting tab, and picking an option beside "Note header style".

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Can I add a hyperlink to an eForm?

Yes, you can add a hyperlink to an eForm. Once added, the hyperlink will appear in your eForm as a clickable button:

Please refer to this article for instructions on how add a hyperlink to an eForm.

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Can I copy and paste from one form to another?

Yes, it is possible to copy items and sections from one form in order to paste them in another:

  1. Open both forms using the eForm Editor.
  2. Select the item or section that you wish to copy.
  3. Click the copy icon from the top of the eForm editor (clipboard beside the blue plus sign, with arrow pointing into the clipboard).
  4. Paste the selection into the second form by selecting the paste icon (clipboard on the right, with arrow pointing out of the clipboard).
  5. Make sure that you save your changes (using the save button at the bottom right).

 

 

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Why can't I copy and paste from Microsoft Word into my eForm?

Did you run into this error?

"The selected file has been rejected. Please make sure your image is in one of the following file formats: .jpeg/jpg/png/gif."

If so, try holding down the shift key when doing the "paste". This will tell your browser to paste the content you've copied as text.

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What is the difference between a diagram and a picture?

When adding an image to an eForm, you have two options: a diagram and a picture.

Diagram: A diagram is special kind of image that uses a single picture item and overlays a number of checkboxes on top. A diagram is best used for images such as body parts so that patients can select certain areas using the checkboxes. A good example of this is the Body Pain Diagram.

A diagram is added by selecting the blue plus sign at the top of the eForm editor.

 

Picture: A picture simply displays an image file. A picture is best used for adding a logo to your form. 

A picture is added by selecting add item and then choosing picture as the type from the dropdown menu.  

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Does Ocean support French? Other languages?

Yes, Ocean supports multiple languages, although there are a few nuances.

First of all, currently, the tablet only provides English, French, Chinese and Italian as options. Patients can choose which language to complete their forms in from the top of the Introduction screen (i.e. the first screen that appears when you hand the tablet to them). We fully expect to add additional language "buttons" in the future, based on client demand.

The eForms themselves can be translated into any language. At this point, most forms are English only, although there are a few standard forms that are available in French as well: the PHQ-9, for example.

eForms can be translated using the eForm Editor. Simply edit the form, select the Action menu at the top right, and choose "Internationalize". Enter your desired standard ISO language two-character code (e.g. French is "FR"; Spanish is "ES"; other codes can be found here).

Once the form is internationalized, choose "String Translations...". The dialog provides one line per string for translation under the "Text" column, with the default translation as "FR: {original English string}". Simply replace these strings (including the "FR:" bit) with the correct translations and save the form by clicking "OK.

To test eForm after it's been translated, you can "&locale=FR" to the end of the preview link in the address bar after choosing "Preview" in the eForm Action menu. For example:

https://ocean.cognisantmd.com/questionnaires/preview/QuestionnairePreview.html?ref=phq9&locale=FR.

Finally, before you translate a form, double-check to make sure it hasn't already been translated by another site. To do this, enter the eForms tab back in the Ocean portal, select "More", click "View Shared Forms", and search the list for the form.

 

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Can I set up a questionnaire in Ocean to show another form, based on the patient's answers?

Yes. You can use EForm Actions to trigger more eForms to appear, based on a patient's answers to the current form. You can find this option in the Action menu in top right hand corner of the eForm editor. 

For more information about how to set up your eForm Actions, please refer to this article.

 

 

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PS Suite: What determines the initials associated with Ocean notes?

PS Suite will use the current user's initials at the time of note download with a "/Ocn" suffix. For example, if receptionist Bob adds the Ocean custom form and social worker Sally Smith opens the chart after the patient is done, the note will be added with the initials "SS/Ocn".

There is an option in the PS Suite Ocean custom form "advanced" settings to disable automatic note downloads for online questionnaires. The rule still applies but it means that a user can open the chart without triggering the download for online questionnaires. The user who clicks "download" will have their initials attached to the note.

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