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 PSS custom form that you can use for Diabetes Central Intake referrals.

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.

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

Download the WW Hospital DI eReferral Forms – This is a package of PSS 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.

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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).

  • 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.

For PS Suite Users:

  • PS Suite users are also welcome to download and install the Ocean Incomplete Referral form into your EMR.
  • Clicking "Save for Later" on an eReferral will trigger this form to be added to the patient's notes in their chart in PS Suite.
  • From there, the "Resume Completing eReferral" button can be clicked to open the saved eReferral form again, completed, and then sent (versus copying and pasting the URL into a new browser).
  • A PS Suite internal message (i.e. sticky note) will also be triggered to ensure the referral is completed.

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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 eReferral Network 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.

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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.
  • 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,
  • 6 months after the creation date for all "Accepted" referrals without an appointment,
  • 6 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.

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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 Orthopedics offering at site S, a list of potential referral forms is returned in the following order:

1. A form specified for Orthopedics at S

2. A form specified by CI for site 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 site 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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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.

Note:

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 is the ideal one to use 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, removed, or changed
  • 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 according to the sequential logic outlined below:
  • Condition 1: If an Ocean user is associated with the referral, notifications will be sent to one of the following email addresses in the user's "View My Account" page (found in the Ocean portal, clicking on your name at top right hand corner, and selecting "View my Account"): (1) Referral Notification Email, (2) Clinical Delegate Email, or (3) the user's Email Address.
  • Condition 2: If the referrer provided a specific notification email at the time of sending the referral, notifications will be sent to the email address provided at the time of sending the referral.
  • Condition 3: If the referral was sent from an eReferral custom form within an EMR (e.g. PS Suite), 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 View My Account page.
  • The conditions for which of the provider user's email address the notifications are sent to are the same as the 3 conditions listed above (under "Email Notifications for Referrers").

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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.

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