Where can I find the Waterloo Wellington System Coordinated Access (SCA) eReferral Forms?

These resources outlined below can also be found on our eReferral Network website, under "Downloadable Resources (Telus PS Suite)".

Required Forms

Download the Ocean Custom FormThis is the latest version of the Ocean custom form. Current Ocean users may want to update to the latest version of the custom form.

Download the Ocean Attachment Exporter This is the “paper clip” option on the Ocean custom form that allows you to green bar and export notes as a PDF.

Download the Ocean eReferral Custom FormThis is the eReferral custom form that shows you the status of your referral.

Download the Ocean ToolbarThis is the latest version of the Ocean toolbar that includes the referral button (also found on the custom form but it is called Find Health Service). You don't need to download this one if you would prefer to keep your existing toolbar.

Optional Forms

Optional Forms (these forms aren’t required but you may find them helpful):

Download the Waterloo Wellington Diabetes Central Intake Custom Form – This is a PS Suite custom form that you can use for Diabetes Central Intake referrals.

Download the Waterloo Wellington Self-Management Program Custom Form – This is a PS Suite custom form that you can use for the Self-Management Program referrals.

Download the Waterloo Wellington Orthopedics Central Intake Custom Form – This is a PS Suite custom form that you can use for Orthopedics Central Intake referrals.

Download the WW Hospital DI eReferral Forms – This is a package of PS Suite custom forms used to launch a DI eReferral to Cambridge Memorial, Grand River, St. Mary’s, Guelph General, Louise Marshall, Groves Memorial, OR Palmerston District Hospital. These standardized DI requisition forms will be live March 26th, 2018, when the hospitals in WWLHIN go live with Ocean eReferrals. Please download and import the desired forms into your EMR before then.

permalink

What do the Icons and Buttons in eReferrals Mean?

When managing incoming eReferrals in the eRequests tab of the Ocean Portal, you may encounter icons or buttons that you are unsure of. Below is a list of the various icons and buttons that may appear and their meaning.

Icons within the eRequests tab

Icon Definition
Column_sorting.png Column currently being sorted (and direction – ascending or descending).
Message.png There is a message associated with the eReferral.
View_prior_referrals.png View this patient's previous eReferrals.
Attachment.png There is an attachment associated with the eReferral.
Waiting_for_EMR.png This patient's chart in the EMR cannot be found and Ocean is waiting for the EMR.
Backup_exported.png A backup copy of the eReferral has been exported from Ocean.
Notes_downloaded.png The notes for this patient have been downloaded into the EMR.
Ready_for_download.png This patient has notes that are ready to be downloaded into the EMR.
Forwarded.png The eReferral has been electronically forwarded to an eReferral recipient.
Forwarded_by_fax.png The eReferral has been manually forwarded to a fax recipient.

Icons within the eReferral

Icon Definition
Edit_patient_details.png Edit patient level details (email, phone, address).
Requires_review.png A component of the eReferral requires review (message, referral note, etc.).
Reviewed.png A component of the eReferral that was previously requiring review has been reviewed.
Message_in_referral.png Add a canned note or Review/ Triage form to the eReferral. Select a canned booking comment when scheduling appointments. Select a canned message in the eReferral messaging pane.
Send_patient_note.png Send a patient note or resend patient appointment notification email.
Add_note.png Add a new note to the master eReferral (while viewing a child eReferral).
Analytics.png The eReferral will be included in wait time calculations, because a date booked comment has not been chosen.
Delete_attachment.png Delete an attachment that has been added to the appointment notification email.

Buttons within the eReferral

Button Definition
Accept.png Accepts the eReferral. If an appointment time is entered, the eReferral will move to your Booked Unconfirmed inbox (or Booked Confirmed if the Confirmed checkbox is selected). If no appointment time is entered, the eReferral will move to your Pending Booking inbox.
Accept_Reply.png Moves the eReferral from the Awaiting Reply inbox to the appropriate inbox based on the eReferral status.
Completed.png Indicates that the eReferral as complete and not requiring any further follow up. Will move the referral to your Completed inbox.
Decline.png Declines the eReferral and moves it to the Declined inbox. Clicking this will prompt you for the reason and an optional message that will be sent to notify the referrer.
Forward_Referral.png Forwards the eReferral to the selected site for further follow up. Moves the eReferral to your Forwarded (All) inbox.
OK.png Acknowledges that you have read and accept the text that is in the window.
Reviewed.png Indicates that the component of the eReferral requiring review has been reviewed. Will move the eReferral to the appropriate inbox based on the eReferral status.
Send.png Sends the message and any attached files to the referrer.
Cancel.png Closes the window without saving any changes and returns to the previous screen.
Save.png

Saves changes made.

Note: The window will remain open when this option is selected.

Done.png Saves changes made and closes the window.
Done_and_Await_Reply.PNG

Saves changes made and closes the window. Will move the eReferral to the Awaiting Reply inbox.

Note: This option appears in a dropdown menu beside Done when a message is sent from the eReferral.

Notify.png

Notifies the selected provider that an eReferral requires their attention when flagging an eReferral for review.

Note: The referral must be saved in order for the notification to be sent.

Note: In the eRequests tab of the Ocean Portal, hovering over each of the icons for a moment will also bring up a tooltip displaying the icon's meaning.

permalink

How do I add dates affecting readiness to consult/treat to an eReferral?

Surgical appointments may be delayed due to periods of unavailability for patient reasons. To accurately capture wait times and incorporate these delays, you will want to document the dates affecting readiness to consult and treat.

To remove dates affecting readiness to consult and treat from your wait times, an option has been added to the eReferral Notes function.

  • Click the button next to "New Note" and select "Add Dates Affecting Readiness to Consult/ Treat" from the menu options.
  • Choose the appropriate reason for the delay from the available options.
  • Note: these options are aligned with terminology in the Wait Time Information System.
  • Then, choose the dates that should be subtracted from your wait times for the selected DARC/T reason.
  • Click "OK" to save your changes and record the Dates Affecting Readiness to Consult/Treat on your referral.
  • If there are multiple reasons for Dates Affecting Readiness to Consult/ Treat, record each one separately by repeating the steps above.

The dates will be subtracted from the appropriate wait (Wait 1 or Wait 2) based on the dates selected in each note and will be added to your referral analytics to allow for reporting in the Wait Time Information System.

permalink

What health service offerings are available for eReferrals?

When setting up a listing, that has been claimed to your site, one of the key steps will be to add the health services offerings provided by the listing. Each offering should be listed separately to allow referral senders to locate you better on the Ocean Healthmap

Health service offerings can be added or removed at any time from a listing. These changes are made under the Admin tab, then Directory Listings, of the Ocean Portal. The table below outlines all the health service categories that are currently available in Ocean. If you have customized referral eForms, the Health Service Reference column may be helpful for form programming or back-end analytic work.

If your health service is not listed below, try searching for it directly in the map-based directory. You may find that Ocean links you to one of the health services below using one of the stored synonyms or keywords.

If you are unable to locate a direct match or synonym, you will likely be able to locate a similar or generalized version of your health service category in the list below.

Note that, once you have added a health service offering with one of Ocean's standard health service categories, you can assign a custom title to the offering to provide more context (such as renaming your offering's title from "Ultrasound" to "Ultrasound - Abdomen").

If none of the existing categories seem to capture your health service (even in a general sense), please let us know at ocean.tips/support so that we can look into adding it for you.

Health Service Name Health Service ID
Arterial Segmental Pressures (ABI) ABI
Acquired Brain Injury ACQUIRED_BRAIN_INJURY
Acupuncture ACUPUNCTURE
Addictions ADDICTIONS
ADHD Services ADHD_SERVICES
Adolescent Medicine ADOLESCENT_MEDICINE
Adult Day Program ADULT_DAY_PROGRAM
Alcoholic Support Groups ALCOHOLIC_SUPPORT_GROUPS
Allergy and Immunology ALLERGY_AND_IMMUNOLOGY
Ambulatory Blood Pressure Monitoring AMBULATORY_BP
Amputee Services AMPUTEE_SERVICES
Anaesthesia ANAESTHESIA
Aquafit Programs AQUAFIT_PROGRAMS
Arterial Blood Gases ARTERIAL_BLOOD_GASES
Arthritis Services ARTHRITIS_SERVICES
Audiology AUDIOLOGY
Back - Epidural Steroid Injection BACK_EPIDURAL_STEROID
Back Pain BACK_PAIN
Back - Prolotherapy BACK_PROLOTHERAPY
Bariatric Surgery BARIATRIC_SURGERY
Bereavement Support BEREAVEMENT_SUPPORT
Biophysical Profile BIOPHYSICAL_PROFILE
Bronchial Challenge BRONCHIAL_CHALLENGE
Exercise Oximetry

EXERCISE_OXIMETRY

Family Planning BIRTH_CONTROL
Blindness or Low Vision Rehabilitation BLIND_OR_LOW_VISION_REHABILITATION
Blood Donor Clinic BLOOD_DONOR_CLINIC
Bone Mineral Density BONE_MINERAL_DENSITY
Bone Scan BONE_SCAN
Botox Injections - Cervical Dystonia BOTOX_CERVICAL_DYSTONIA
Botox Injections BOTOX
Bracing BRACING
Breast Clinic BREAST_CLINIC
Breastfeeding Support Services BREASTFEEDING
Supervised Exercise Rehabilitation - Cardiovascular CARDIAC_REHAB
Cardiac Stress Testing CARDIAC_STRESS_TESTING
Cardiology Services CARDIOLOGY_SERVICES
Cardiology CARDIOLOGY
Cardiovascular Surgery CARDIOVASCULAR_SURGERY
Chiropractic CHIROPRACTIC
Chronic Disease Self-Management CHRONIC_DISEASE_SELF_MANAGEMENT
Chronic Pain Self-Management CHRONIC_PAIN_SELF_MANAGEMENT
Circumcision CIRCUMCISION
Colonoscopy COLONOSCOPY
Colposcopy COLPOSCOPY
Community Health Centre COMMUNITY_HEALTH_CENTRE
Community Support Services COMMUNITY_SUPPORT_SERVICES
Compounding Pharmacy COMPOUNDING_PHARMACY
Cord Blood Services CORD_BLOOD_SERVICES
Cosmetic Surgery COSMETIC_SURGERY
Cosmetics COSMETICS
Counseling COUNSELING
CT CT
Dementia Support Services DEMENTIA_SUPPORT
Dental Hygiene DENTAL_HYGIENE
Dental Surgery DENTAL_SURGERY
Dentistry (Subsidized or Free) DENTISTRY_LOW_COST
Dentistry DENTISTRY
Dermatology DERMATOLOGY
Developmental and Disability Services DEVELOPMENTAL_AND_DISABILITY
Diabetes Education DIABETES_EDUCATION
Diabetes Self-M DIABETES_SELF_MANAGEMENT
Diabetes Specialist Management DIABETES_SPECIALIST_MANAGEMENT
ECG ECG
Echocardiogram ECHOCARDIOGRAM
EEG EEG
Emergency Department EMERGENCY_DEPARTMENT
Emergency Medicine EMERGENCY_MEDICINE
Emergency Shelter EMERGENCY_SHELTER
EMG EMG
Endocrinology ENDOCRINOLOGY
Endoscopy ENDOSCOPY
Falls Prevention FALLS_PREVENTION
Family Medicine FAMILY_MEDICINE
Family Services FAMILY_SERVICES
Fertility FERTILITY
Fibromyalgia FIBROMYALGIA
Fluoroscopy FLUOROSCOPY
Foot Care Self-Management FOOTCARE_SELF_MANAGEMENT
Forsenic Psychiatry FORENSIC_PSYCHIATRY
Fracture Clinic FRACTURE_CLINIC
Gambling Addiction Assistance GAMBLING_ADDICTION_ASSISTANCE
Gastroenterology GASTROENTEROLOGY
Genetics GENETICS
Geriatric Mental Health GERIATRIC_MENTAL_HEALTH
Geriatric Psychiatry GERIATRIC_PSYCHIATRY
Geriatrics GERIATRICS
Government Service Office GOVERNMENT_SERVICE_OFFICE
Gynecology GYNECOLOGY
Hair Removal HAIR_REMOVAL
Health Education Class - Posture HEALTH_EDUCATION_CLASSES_POSTURE
Health Education Class - Stroke HEALTH_EDUCATION_CLASSES_STROKE
Health Education Class HEALTH_EDUCATION_CLASSES
Hematology HEMATOLOGY
Hepatology HEPATOLOGY
Hernia Repair HERNIA_REPAIR
HIV Medicine HIV_MEDICINE
Holter Monitoring HOLTER_MONITORING
Home Healthcare Products HOME_HEALTHCARE
Homecare Services HOMECARE_SERVICES
Hospice HOSPICE
Hospital HOSPITAL
Hospital Medicine HOSPITALIST
Housekeeping HOUSEKEEPING
Housing and Homelessness Services HOUSING_AND_HOMELESSNESS_SERVICES
Hyperbaric Therapy HYPERBARIC_THERAPY
Immunization Clinic IMMUNIZATION_CLINIC
Infectious Disease INFECTIOUS_DISEASE
Intensive Care Medicine INTENSIVE_CARE_MEDICINE
Internal Medicine INTERNAL_MEDICINE
Intramuscular Stimulation INTRAMUSCULAR_STIMULATION
Kinesiology KINESIOLOGY
Laboratory LABORATORY
Lactation Consultant LACTATION_CONSULTANT
Laser Eye Surgery LASER_EYE_SURGERY
Laser Hair Removal LASER_HAIR_REMOVAL
Laser Services LASER_SERVICES
Laser Tattoo Removal LASER_TATTOO_REMOVAL
Laser Wart Removal LASER_WART_REMOVAL
Legal Services LEGAL_SERVICES
Liquid Nitrogen LIQUID_NITROGEN
Lower Limb Services LLS_CHIROPODY_PODIATRY
Long-Term Care Homes LONG_TERM_CARE
Loop Monitoring LOOP_MONITORING
Mammography MAMMOGRAPHY
Massage Therapy MASSAGE_THERAPY
Meal Services MEAL_SERVICES
Medical Biochemistry MEDICAL_BIOCHEMISTRY
Medical Marijuana MEDICAL_MARIJUANA
Medical Microbiology MEDICAL_MICROBIOLOGY
Memory Clinic MEMORY_CLINIC
Men's Health MENS_HEALTH
Midwifery MIDWIFERY
Minor Surgical Procedures MINOR_SURGICAL_PROCEDURES
Miscellaneous MISCELLANEOUS
Mood Disorder and Anxiety Support Group MOOD_DISORDER_AND_ANXIETY_SUPPORT_GROUP
MRI MRI
Multi-Use Recreation Centre MULTI_USE_RECREATION_CENTRE
Multiple Sclerosis MULTIPLE_SCLEROSIS
Musculoskeletal Rehabilitation MUSCULOSKELETAL_REHAB
Myocardial Perfusion Study MYOCARDIAL_PERFUSION_STUDY
Naturopathy NATUROPATHY
Neonatology NEONATOLOGY
Nephrology NEPHROLOGY
Nerve Block NERVE_BLOCK
Neurology NEUROLOGY
Neurorehabilitation NEUROREHABILITATION
Neurosurgery NEUROSURGERY
Nuclear Medicine NUCLEAR_MEDICINE
Nutritional Counseling Workshop NUTRITIONAL_COUNSELING_WORKSHOP
Obstetrical 3D Ultrasound OBSTETRICAL_3D_ULTRASOUND
Obstetrics OBSTETRICS
Occupational Health Clinic OCCUPATIONAL_HEALTH
Occupational Medicine OCCUPATIONAL_MEDICINE
Occupational Therapy OCCUPATIONAL_THERAPY
Oncology ONCOLOGY
Ophthalmology OPHTHALMOLOGY
Optometry OPTOMETRY
Orofacial Medicine OROFACIAL_MEDICINE
Orthodontics ORTHODONTICS
Orthopedics ORTHOPEDICS
Orthotics ORTHOTICS
Osteopathy OSTEOPATHY
Otolaryngology OTOLARYNGOLOGY
Pain Management PAIN_MANAGEMENT
Palliative Care PALLIATIVE_CARE
Pathology PATHOLOGY
Patient Self-Advocacy Counseling PATIENT_SELF_ADVOCACY_COUNSELING
Pediatric Allergy PEDIATRIC_ALLERGY
Pediatric Cardiology PEDIATRIC_CARDIOLOGY
Pediatric Dentistry PEDIATRIC_DENTISTRY
Pediatric Dermatology PEDIATRIC_DERMATOLOGY
Pediatric Gastroenterology PEDIATRIC_GASTROENTEROLGOY
Pediatric Neurology PEDIATRIC_NEUROLOGY
Pediatric Oncology PEDIATRIC_ONCOLOGY
Pediatric Ophtalmology PEDIATRIC_OPHTHALMOLOGY
Pediatric Orthopedics PEDIATRIC_ORTHOPEDICS
Pediatric Otolaryngology PEDIATRIC_OTOLARYNGOLOGY
Pediatric Primary Care PEDIATRIC_PRIMARY_CARE
Pediatric Psychiatry PEDIATRIC_PSYCHIATRY
Pediatric Psychology PEDIATRIC_PSYCHOLOGY
Pediatric Respirology PEDIATRIC_RESPIROLOGY
Pediatric Rheumatology PEDIATRIC_RHEUMATOLOGY
Pediatric General Surgery PEDIATRIC_SURGERY
Pediatric Urology PEDIATRIC_UROLOGY
Pediatrics PEDIATRICS
Pelvic Floor Physiotherapy PELVIC_FLOOR_PHYSIOTHERAPY
Periodontist PERIODONTIST
PET Scan PET_SCAN
Pharmacist PHARMACIST
Pharmacy PHARMACY
Physiatry PHYSIATRY
Physiotherapy PHYSIOTHERAPY
Plastic Surgery PLASTIC_SURGERY
Prenatal Screening PRENATAL_SCREENING
Preoperative Clinic PREOPERATIVE_CLINIC
Psychiatry PSYCHIATRY
Psychology PSYCHOLOGY
Public Health PUBLIC_HEALTH
Pulmonary Function Testing PULMONARY_FUNCTION_TESTING
Radiation Oncology RADIATION_ONCOLOGY
Refugee Care REFUGEE_CARE
Respiratory Therapy RESPIRATORY_THERAPY
Respirology RESPIROLOGY
Respite Care RESPITE_CARE
Rheumatology RHEUMATOLOGY
Senior Community Centre SENIOR_COMMUNITY_CENTRE
Senior Exercises SENIOR_EXERCISE
Sex/Love Addiction Counseling SEX_AND_LOVE_ADDICTION_ASSISTANCE
Sexual Abuse Treatment SEXUAL_ABUSE_TREATMENT
Sexual Health Therapy SEXUAL_HEALTH_THERAPY
Sleep Medicine SLEEP_MEDICINE
Smoking Cessation SMOKING_CESSATION
Social Work SOCIAL_WORK
Sonohysterogram SONOHYSTEROGRAM
Speech Therapy / Speech Language Pathology SPEECH_THERAPY
Spinal Cord Injury SPINAL_CORD_INJURY
Sport Therapy SPORT_THERAPY
Sports Medicine Specialist SPORTS_MEDICINE_SPECIALIST
STI Clinic STI_CLINIC
Stroke Care STROKE_CARE
Supervised Rehabilitation Exercise - Chronic Disease SUPERVISED_REHABILITATION_EXERCISE_CHRONIC_DISEASE
Supervised Rehabilitation Exercise - Diabetes SUPERVISED_REHABILITATION_EXERCISE_DIABETES
Supervised Rehabilitation Exercise - General Fitness SUPERVISED_REHABILITATION_EXERCISE_GENERAL_FITNESS
Supervised Rehabilitation Exercise - Neurological SUPERVISED_REHABILITATION_EXERCISE_NEUROLOGICAL
Supervised Rehabilitation Exercise SUPERVISED_REHABILITATION_EXERCISE
Supportive Housing SUPPORTIVE_HOUSING
Surgery: Ankle - LCL SURGERY_ANKLE_LCL
Surgery: Ankle - Total Arthroplasty SURGERY_ANKLE_TOTAL_ARTHROPLASTY
Surgery: Ankle SURGERY_ANKLE
Surgery: Brachial Plexus SURGERY_BRACHIAL_PLEXUS
Surgery: Brain SURGERY_BRAIN
Surgery: Cervical Spine SURGERY_CERVICAL_SPINE
Surgery: Elbow - Total Arthroplasty SURGERY_ELBOW_TOTAL_ARTHROPLASTY
Surgery: Elbow SURGERY_ELBOW
Surgery: Foot - Bunion SURGERY_FOOT_BUNION
Surgery: Foot - Hammertoe SURGERY_FOOT_HAMMERTOE
Surgery: Foot - Metatarsophalangeal Arthroplasty SURGERY_FOOT_MTP_ARTHROPLASTY
Surgery: Foot SURGERY_FOOT
Surgery: Hand - Carpal Tunnel Syndrome SURGERY_HAND_CARPAL_TUNNEL
Surgery: Hand - Dupuytren's Contracture SURGERY_HAND_DUPUYTRENS
Surgery: Hand - Small Joint Arthroplasty SURGERY_HAND_SMALL_JOINT_ARTHROPLASTY
Surgery: Hand - Trigger Finger Release SURGERY_HAND_TRIGGER_FINGER_RELEASE
Surgery: Hand SURGERY_HAND
Surgery: Hip - Total Arthroplasty SURGERY_HIP_ARTHROPLASTY
Surgery: Knee - ACL Reconstruction SURGERY_KNEE_ACL
Surgery: Knee - Arthroscopy SURGERY_KNEE_ARTHROSCOPY
Surgery: Knee - LCL Reconstruction SURGERY_KNEE_LCL
Surgery: Knee - Total Arthroplasty SURGERY_KNEE_TOTAL_ARTHROPLASTY
Surgery: Lumbosacral Spine SURGERY_LUMBAR_SPINE
Surgery: Shoulder - Arthroscopy SURGERY_SHOULDER_ARTHROSCOPY
Surgery: Shoulder - Open Repair Rotator Cuff SURGERY_SHOULDER_OPEN_REPAIR_ROTATOR_CUFF
Surgery: Shoulder - Total Arthroplasty SURGERY_SHOULDER_TOTAL_ARTHROPLASTY
Surgery: Tennis Elbow SURGERY_TENNIS_ELBOW
Surgery: Thoracic Outlet Syndrome SURGERY_THORACIC_OUTLET_SYNDROME
Surgery: Thoracic Spine SURGERY_THORACIC_SPINE
Surgery: Shoulder - Total Reverse Arthroplasty SURGERY_TOTAL_REVERSE_ARTHROPLASTY
Surgery: Wrist - De Quervain's Tenosynovitis Repair SURGERY_WRIST_DE_QUERVAINS
Spirometry SPIROMETRY
Surgery: Wrist - Osteotomy SURGERY_WRIST_OSTEOTOMY
Surgery: Wrist SURGERY_WRIST
Surgery SURGERY
Therapeutic/Interventional Radiology THERAPEUTIC_RADIOLOGY
Thoracic Surgery THORACIC_SURGERY
Thyroid Biopsy THYROID_BIOPSY
Tilt Table Testing

TILT_TABLE_TESTING

Traditional Chinese Medicine TRADITIONAL_CHINESE_MEDICINE
Transgender Services TRANSGENDER_SERVICES
Travel Medicine TRAVEL_MEDICINE
Ultrasound ULTRASOUND
Urgent Care Clinic URGENT_CARE_CLINIC
Urodynamic Testing URODYNAMICS
Urology UROLOGY
Varicose Vein Treatment VARICOSE_VEIN_TREATMENT
Vascular Studies VASCULAR_STUDIES
Vascular Surgery VASCULAR_SURGERY
Vasectomy VASECTOMY
Vocational Services VOCATIONAL_SERVICES
Walk-In Clinic WALK_IN_CLINIC
Weight Loss Clinic WEIGHT_LOSS_CLINIC
Women's Health WOMENS_HEALTH
Wound Care WOUND_CARE
X-Ray / Radiography X_RAY
Youth Shelter YOUTH_SHELTER

permalink

How can I save an eReferral for completion at a later time?

There may be times where an Ocean eReferral is initiated, but further information is required before it can be completed and sent (e.g. physician is waiting on a prior imaging report, or lab result to include in the referral).

From the Referral From PS Suite
  • In these scenarios, the "Save for Later" function in the bottom left of the referral form can be clicked.
  • Clicking this provides a URL that you can use to access the referral again, for later completion. If you are not using an EMR, copy and store this link for later use.
  • For EMR users, a referral note with this URL will be automatically downloaded in the patient's chart notes. So you can simply click "OK" here and close out of the referral window.
  • To access the referral again, copy and paste the URL from the patient's chart notes into a new browser window.

Warning: This referral will only be saved for 14 days, so you'll need to complete the referral in that time frame. After 14 days, this URL can no longer be used, and you'll need to initiate the referral again.

permalink

When does my Referrer Information get populated on an eReferral Form?
Sending from the Ocean eReferral Network Sending from the EMR
  • When sending a referral directly through the Ocean Healthmap for the first time, in a specific web browser, the "Referrer Information" fields at the bottom of the referral form will be blank.
  • In the "Referrer Information" panel, there will be a "Sign In" prompt that will allow you to link the referral to your Ocean account.
  • After signing in, the referrer information fields will be populated with the clinical contact information in the "View My Account" section of your Ocean user account.
  • If this information has not yet been filled out in your Ocean account, the "Referrer Information" fields will remain blank on the referral form, even after signing in. In this case, you must fill out the information manually before sending the referral. After your first referral has been sent while signed in to Ocean, the clinical contact information will be automatically saved to your Ocean user account, from which it will be pulled for subsequent referrals.
  • If you choose not to sign in and simply type in your "Referrer Information" instead, you will get the following prompt after clicking "eRefer" to send the referral.
  • If you choose to sign in or create a new Ocean account, your referrer information will be saved to your Ocean user account, as shown above.
  • If you opt to “Enter My Email Now”, the referrer information will only be saved in this specific web browser. The referrer information that you typed in will not be saved to your Ocean account and the referral will not be linked to your Ocean account.

permalink

How long will my eReferrals be stored in Ocean?
  • Ocean eReferrals are kept for 60 days in the "New" folder.
  • If an appointment is booked for the referral, it will be maintained in Ocean for 30 days after the patient's booked appointment time.
  • If there is no booked appointment, the referral will be maintained for 12 months, unless you have specified an estimated wait time in the "Scheduling" section of the referral.
  • If you have specified a wait time, the referral will be maintained for the duration of the estimated wait time.

Maintaining eReferrals

  • Should a referral appear in your deletion warnings and you would like to maintain it, you can click on the circular arrow at the end of the row (a.k.a. refresh symbol) to keep the referral for an additional 60 days.

Detailed Criteria

The Referral Purge Date is:

  • 60 days after the creation date for all referrals left in the "New" tab,
  • 12 months after the creation date for all "Accepted" referrals without an appointment,
  • 12 months after the creation date for all "Accepted" referrals with an appointment OR 30 days after the scheduled appointment date (the longer period applies)

The referral is considered "Expired" if:

  • It's after the Referral Purge Date UNLESS it's been manually retained another 60 days (by clicking on the refresh icon in the "Deletion Warnings" tab).

The Warning Period for deleting an expired referral is: 7 days.

A referral shows in the Deletion Warning Tab if:

  • The referral is expired as of today + the Warning Period, and
  • The referral is not processed/completed/exported.

A "Deletion Warnings" email is sent to the site at around 6am if:

  • The referral is expired as of the current time of the email + the Warning Period, and
  • The referral is not processed/completed/exported.

The referral is deleted if:

  • The referral is expired (Ocean checks for expired referrals approximately every 6 hours).

Note: Your site may receive a "Deletion Warnings" email, only to find that there are no referrals in the "Deletion Warnings" tab. This could be the case, for example, if someone proceeded to "Complete" or "Process" the referral, or if someone exported the site's referrals as a backup.

permalink

How are referral forms managed for sites with central intake?

Ocean listings can be specified to send referrals to central intake, their own site, or both. The referral's destination is determined by the owner of the chosen referral form. In other words, if a central intake form is used, the referral will be sent to central intake. When a specific site's form is used, it will be sent to that specific site.

Multiple referral forms can be displayed in the site's "Send Referral" dialog. The most specific referral forms are shown at the top of the list. When specific referral forms are available, the generic forms are not shown.

Which forms are shown specifically?

Suppose a clinic's site has a Clinical Listing that is linked to a Central Intake Listing that has an Orthopedics health service offering. For each Orthopedics offering that the Clinicial Listing has, a list of potential referral forms is returned in the following order:

  1. A form specified for "Orthopedics" in the Clinical Listing
  2. A form specified for "Orthopedics" in the Central Intake Listing

If there are no forms in 1 or 2, it will proceed to include:

  1. A general form specified in the Central Intake Listing
  2. A general form specified in the Clinical Listing

If there are no forms in 1, 2, 3, or 4, it will proceed to include:

  1. Any general Ocean referral forms for "Orthopedics"

If there are no forms in 1, 2, 3, 4 or 5, it will proceed to include:

  1. The Quick Referral Form
  2. Standard Referral form

permalink

Where do eReferral notification emails get sent to?

Automatic email notifications are triggered for both patients and referrers whenever a referral's status is changed from "New" to "Booked"/"Cancelled"/"Declined", or a referral's appointment date or time is changed.

Simply "Accepting" an eReferral does not typically send an email notification (unless you are in the uncommon scenario that the eReferral is submitted under an eRequest specifically configured to do so).

Determining which email address(es) notifications are sent to depends on the conditions under which the referral was sent and the nature of the notification.

Notification Email Rules

eReferral Senders eReferral Receivers Patients

Email Notifications for Referrers

Notification emails are sent to the referrer when:

  • An appointment date is booked, changed, or removed
  • Booking comments are added or changed
  • The referral is forwarded
  • The referral is canceled
  • The referral is declined
  • A secure message is sent to the referrer (patients do not receive this message)
Notifications will be sent based on the following conditions:
An Ocean user is associated with the referral
  • Notifications will be sent to one of the following email addresses in the user's My Account page (found in the Ocean portal, clicking on your name at top right hand corner, and selecting "View my Account"):

    • Referral Notification Email
    • Clinical Delegate Email
    • The user's Email Address
The referrer provided a specific notification email when sending the referral

The provided email will be used.

The referral was sent from an eReferral Custom Form in an EMR

Notifications will be sent to the referral notification email configured for the specific user within the EMR's custom form, or the site within the EMR's custom form.

Email Notifications for Referral Delegates

If a delegate user sends a referral on behalf of a referring provider, Ocean will use the provider's user settings to determine where the referral notifications are directed.

Therefore, the delegate user will NOT receive the referral notifications themselves, unless their email address is set as the "Referral Notification Email" in the provider's My Account page.

The conditions listed above in the "Email Notifications for Referrers" section still apply to determine which of the provider user's email address the notifications are sent to.

permalink

What email notifications will patients receive regarding their eReferrals?

If the patient’s email address and consent to receive eReferral notifications via email was provided at the time the eReferral was sent, the patient will receive email notifications when any of the following changes are made to their referral.

  • Sent Referrals

    • When the eReferral is first sent, the patient will receive an email, notifying them that a health referral was sent for them.
  • Forwarded Referrals

    • When the patient’s referral is forwarded from a site such as central intake to another site, they will receive an email, notifying them of this action.
  • Booked Referrals

    • When an appointment has been booked for the patient's referral or booking comments have been updated by the referrer or referral recipient, the patient will receive an email, notifying them of their appointment booking, with the option to confirm the appointment.
  • Rescheduled Referrals

    • If the appointment booking date or time for a referral is changed, the patient will receive an email, notifying them of this scheduling change, again with the option to confirm the appointment.
  • Declined Referrals

    • If the referral is declined, the referral decliner can choose to notify the patient of this declination.
    • If the referral decliner does chooses to notify the patient, the patient will receive an email, notifying them of this declination (booking comments will vary based on the reason for declining the referral).
    • Note: A referral may be declined for various reasons, such as if the receiving site determines that it is not appropriate or if it is incomplete.
  • Cancelled Referrals

    • If the referral is cancelled, an email notification is automatically sent to the patient. The reason for the referral cancellation will appear in the booking comments.
    • Note: A referral may be cancelled likely because it has already been booked or the patient/referring provider has changed their mind about requesting the referral.

permalink