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

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

Required Forms 

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

Download the SCA Ocean Toolbar – This 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 PSS custom form that you can use for Diabetes Central Intake referrals. It is not active yet, so we will let you know when you can start using it.

Download the Waterloo Wellington Self-Management Program Custom Form  – This is a PSS custom form that you can use for the Self-Management Program referrals. It is not active yet, so we will let you know when you can start using it.

Download the Waterloo Wellington Orthopedics Central Intake Custom Form – This is a PSS custom form that you can use for Orthopedics Central Intake referrals. It is not active yet, so we will let you know when you can start using it.

Download the CMH DI Requisition – This is the PSS custom form to refer to Cambridge Memorial Hospital DI without leaving the EMR. This form is live, so you can use it now if there are referrals being sent to CMH.

Download the CMH MRI Requisition – This is the PSS custom form to refer to CMH MRI without leaving the EMR. This form is live, so you can use it now if there are referrals being sent to CMH.

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When does my Referrer Information get populated on an eReferral Form?

Referring from the Ocean Health Service Directory

When sending a referral directly through the Ocean Health Service Directory 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 present in the "View My Account" section of your Ocean user account:

As follows:

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.

 

Sending an eReferral from the EMR

One of the ways to initiate a referral from the EMR, is through the “Refer” button on the Ocean toolbar.

When initiating your first referral from the EMR using a specific web browser, if your EMR user name has not yet been linked to your Ocean user account (in other words, you are an "anonymous EMR User"), you will be prompted to sign in at the top of the Ocean Health Service Directory:

If you don't link your Ocean account, you will also see a "Sign In" prompt in the "Referrer Information" panel:

If you are sending the referral from PS Suite, and your PS user role is a Doctor or Nurse Practitioner, the "Referrer Information" associated with a referral form will be populated with your PS user information (which can be found under the main "Settings" dropdown, under "Edit Users").

As follows:

Signing in to Ocean will save this information in your Ocean user account for subsequent referrals. It will also populate your EMR user name into your Ocean account so you will no longer be an anonymous EMR user. This means that on subsequent referrals sent directly from the EMR, you will no longer be prompted to sign in, as your account is now linked through your EMR user name.

Important Note: When sending an eReferral from the EMR, it is important that you do not log in to another user’s Ocean account. This will tie your EMR user name with their Ocean account, impact both of your future eReferrals.

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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 6 months, unless you have specified an estimated wait time in the "Scheduling" section of the referral (see below).

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:

  • 6 months after the creation date for all "Accepted" referrals, or
  • 60 days after the creation for all referrals left in the "New" tab, or
  • 30 days after the referral's scheduled appointment date.
 

The referral is considered "Expired" if:

  • It's after the Referral Purge Date AND >30 days after the referral's scheduled appointment date (if one exists), 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.

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How are referral forms managed for sites with central intake?

Ocean sites 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 site S is linked to a central intake site CI with a health service offering Orthopedics:

For each health service offering (e.g. Orthopedics) at site S, a list of potential referral forms is returned in this order:

1. A form specified for Orthopedics at S

2. A form specified by CI for S

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

3. A general form specified by CI

4. Any forms specified by S

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

5. Any general Ocean referral forms for Orthopedics

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

6. The Quick Referral Form and the Standard Referral form

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