Understanding OceanConnect

What is OceanConnect?

In order to integrate fully with Ocean, some EMRs require a dedicated, WiFi-connected device running an Android application called OceanConnect. Your OceanConnect device plays a key role in ensuring that your patient data is kept secure and encrypted, while also enabling you to access powerful Ocean features right from your EMR. 

What are the hardware requirements for OceanConnect devices?

OceanConnect requires a tablet device running Android 5.0 or higher. There are no minimum screen size or storage requirements; in fact, a small, budget-friendly device is recommended. A good option is the Acer Iconia One (7") running Android 7.0.

Can I use one of my patient-facing Ocean Tablets as my OceanConnect device?

Since OceanConnect app plays a key role in connecting Ocean to your EMR, we recommend that you dedicated a tablet to this purpose only. As a dedicated tablet, it is easier to keep it connected and charged at all times; it is less likely to break (or be dropped); and it can be automatically kept on the most recent version using Google Play auto-updates. 

Are there any licence fees for my dedicated OceanConnect device?

No. Unlike patient-facing Ocean Tablets, tablets running OceanConnect in “dedicated” mode do not incur a monthly subscription fee.

What are the effects of activating OceanConnect?

OceanConnect enables Ocean to access your appointment schedule, opening the door to several great features, including automatic check-in when a patient swipes their health card on a kiosk, tablet rules based on reason for visit, Ocean Reminders, and more

Notes for PS Suite Users:

Unlike the traditional interface using the Ocean custom form, OceanConnect allows Ocean to download patients and upload notes. As a result:

  • There is no longer a need to open a patient's chart to use Ocean
  • There is no longer a need to maintain a Ocean custom form in the patient's chart
  • There is no longer a need to insert the Ocean custom form before patients check-in at the kiosk

Unlike with the Ocean custom form, if the chart is already open, PS Suite does not immediately display a progress note when the note downloads. However (much like the scenario when another user types a note for a patient in a different room), PS Suite will display a "Chart Out of Date" message at the top right of the chart, which you can click to refresh the chart and display the note:


My appointments are showing in Ocean at the wrong time. How do I fix this?

This is likely because the timezone on your OceanConnect tablet does not match your current tablet. This can be easily fixed by following the instructions below.

  1. Correct the time zone on your OceanConnect tablet.

    • Open the Settings app on your dedicated OceanConnect tablet.
    • Enter the "Date and time" section and select your correct time zone.
    • Consult this list of time zones if you are unsure which one your clinic is located in.
  2. Clear all your incorrect appointments from the Ocean Portal.

    Warning:

    It is a good idea to complete this step after working hours, so as not to disrupt any regular Ocean use at your clinic.

    • Log in to the Ocean Portal.
    • Navigate to the Admin tab and enter the "Site Features" section (selected from the menu along the left).
    • Click the "Delete" button beside the "Delete All Patients in Site?" field. This will remove any patients that have been uploaded into Ocean in your Patients tab.
  3. Re-upload your patients into Ocean with the correct appointment times.

    • Go back to your OceanConnect tablet and click the "Sync Appointments Now" button.
    • Clicking this button will force OceanConnect to synchronize appointments with your EMR appointment schedule, extracting, encrypting, and uploading patients with upcoming appointments.
    • Once the sync is complete, you should see all your patients with upcoming appointments listed at the correct time in the Patients tab of your Ocean Portal.

Set Up Your Dedicated OceanConnect Device

To connect your EMR to Ocean, you will need to install and run the OceanConnect app on a dedicated Android tablet (dedicated OceanConnect tablets are never charged a monthly subscription fee). This tablet should not be used for patient form completion and must remain connected to Wi-Fi at all times, as it connects Ocean to your EMR.

  1. Turn off your tablet’s battery-saving features.

    • This is to ensure that the OceanConnect app is always running. To access these features, enter the Settings app on the tablet.
    • Go into the “Wi-Fi” section of the Settings app and select the cog at the top right corner of the page. Set “Keep Wi-Fi on during sleep” to “Always”.
    • Go into the “Battery” section of the Settings app. Ensure that “Intelligent power saving standby” is OFF (i.e. grey and toggled left) and “Battery saver” is set to “Off/Never turn on automatically”.
  2. Check your tablet's current date and time.

    • Once you have purchased your tablets, before you install any apps, please check your tablet's current date and time to make sure that it's correct and that your tablet is set to the correct time zone. You can check this in the Settings app > System > Date & time.
    • Important Note:

      Because the time zone setting is extremely important for Ocean's integration with your EMR and other systems, ensure that you do the following:

      • Turn on "Use 24-hour format".
      • Ensure that the prefix is "UTC", not "GMT".
      • Ensure that the full time zone setting is the same as your EMR server's.
      • Ensure that the full time zone setting is the same as your current computer's.
  3. Create a Google account on your OceanConnect dedicated tablet.

    • On your dedicated OceanConnect tablet, create a Google Play account. We recommend that you create a dedicated account for this purpose (e.g. clinicnameOcean@gmail.com). To do this, click on the Google Play app on the tablet and follow the prompts to create a new Google account. You do not need to auto backup device data or enter a credit card (Ocean apps are free).
  4. Download the Ocean apps from the Google Play Store.

    • Search for "CognisantMD" in the Play Store. Find both the OceanConnect and Ocean Tablet apps. Click on each app and select "Install" to download each app.
    • Note: If you will be registering more than one Ocean Tablet, you should install OceanConnect on ONLY ONE of them.
  5. Register the Ocean Tablet app.

    • Open the Ocean Tablet app (NOT Ocean Connect) and register it by entering your Ocean site number, tablet name (which you can choose), your Ocean username and your Ocean password. Do NOT change the Ocean Server field.
  6. Enter your Shared Encryption Key.

    • You will now be prompted to enter your site’s shared encryption key. This is the 16-digit key you created in the Admin tab of the Ocean Portal. If you have not set your encryption key yet, you can do this by going to the Encryption section of the Admin tab in the Ocean Portal.
    • Once you’ve entered your encryption key, you will be taken to Ocean Tablet home page and your tablet should appear in the Tablets tab of your Ocean Portal.

How do I get back to the health number page after setting up OceanConnect?

  • If you are running the OceanConnect app on your kiosk tablet, once you've finished setting up OceanConnect, you will want to return to the Ocean Tablet app so that it can accept health card numbers to allow patients to check in to their appointments.
  • However, when you open the Ocean Tablet app on a tablet that's also running OceanConnect, you will find that the Ocean Tablet app presents you first with an informational message about running OceanConnect on a patient-facing tablet.
  • To return to the screen to accept health numbers, simply select the "Disable OceanConnect Mode" and log in with your Ocean username and password.
  • This will allow patients to check-in at the kiosk, while the OceanConnect app still runs in the background.

Upgrading OceanConnect on Tablets

If your tablet is running in dedicated OceanConnect mode:

  1. Open the Google Play Store.
  2. Search for cognisantmd using the search bar at the top of the screen.
  3. Select the OceanConnect app and then select "Update".

If your tablet is running in shared mode (i.e. patients can also use it to check in):

  1. Open the Ocean Tablet app.
  2. Tap on the Ocean logo (or cog) at the bottom left of the Ocean Tablet home screen.
  3. Enter your Ocean username and password.
  4. From the administration menu, choose "Upgrade OceanConnect" and follow the prompts.

Note: We recommend that you install and update OceanConnect on tablets from the Google Play Store, particularly for dedicated OceanConnect tablets, so that they will auto-update silently and automatically even if locked in a cabinet. Contact our support team at ocean.tips/support if you need help with this.


Troubleshooting OceanConnect

Patients are missing from the Patients Tab of the Ocean Portal
  • Log in to the Ocean Portal and navigate to the Patients tab.
  • If patients are missing from today's schedule, try manually syncing by selecting "Synchronize Appointments" from the action menu at the bottom left of the Patients tab. (OceanConnect only polls the EMR every 30 minutes, so it might have not updated yet.)
  • If Synchronizing Appointments fails to upload the patient, proceed to the troubleshooting steps below.
Ocean notes are not automatically uploading into my EMR
  • Start by checking on your main OceanConnect tablet:

    • Ensure that your main OceanConnect tablet is on, charged, and connected to the internet, and free of any obvious errors or issues.
    • Log in to the Ocean Portal and navigate to the Tablets tab.
    • Click on the tablet that is "Connect Mode Enabled".
    • Check the date and time at which the tablet was "Last Seen". If the tablet was last seen more than 10 minutes ago, this may be why you your patients are not syncing with Ocean.
  • If the "Last Seen" time on your OceanConnect tablet is more than 10 minutes ago:

    • Confirm again that the OceanConnect tablet can connect to the Internet: load a public webpage in the tablet's browser.
    • Check the Ocean tablet app (not the OceanConnect app) for the 'gear' icon. It should display a green checkmark if connected successfully.
    • Upgrade your OceanConnect tablet by clicking the "Upgrade OceanConnect" button in the Tablets tab of the Ocean Portal. Try the above again after upgrading.
    • If the issue remains, choose View Log on the OceanConnect tablet's main screen. If you feel comfortable reading the (verbose) log format, see whether there has been any recent activity. Choose Send to CognisantMD to send us the logs.
    • If the issue remains unclear, submit a request to our support team at ocean.tips/support.
An individual Ocean note is not uploading into my EMR
  • Check for the "Chart Out of Date" button:

    • If the patient's chart is open, check for a "Chart Out of Date" icon at the top right of the chart and click it if it is visible. If your notes still haven't downloaded automatically, re-open the chart manually to confirm that the note is missing.
  • If the note is still missing:

    • Open a test patient's chart and click on the Ocean logo on the Ocean Toolbar to open the Ocean custom form.
    • If a "Download" button is visible, click it to download the note.
  • If there is no "Download" button visible:

    • Click on the "Portal" link on the Ocean custom form or toolbar to view the patient in the Ocean Portal.
    • Check to see if the note is visible when you click on the patient in the Patients tab of the Ocean Portal.
  • If the patient's note is not visible in the Ocean Portal:

    • Click the "Advanced..." button and check whether you can choose "Restore Downloaded Ocean Notes" to bring the missing notes back.
    • If you were able to choose "Restore Ocean Downloaded Notes", go back to your EMR and try again downloading the note again by awaiting an automatic download in the patient's chart or by manually clicking the "Download" button on the Ocean toolbar, if necessary.
    • For more details, please refer to "My notes aren't appearing in my patient's chart. What do I do?".

If you require further support, please feel free to submit a request to our support team to our support team.

If our support team asks you to send us your OceanConnect logs for us to investigate further, you can easily do so by following the steps in: "Sending OceanConnect Logs to CognisantMD".


Sending OceanConnect Logs to CognisantMD

Most errors are visible to CognisantMD administrators automatically. However, we occasionally need to ask you to send your OceanConnect logs to us to investigate errors further.

To send your OceanConnect logs to us, follow the steps below:
  • Open the OceanConnect app on your tablet and scroll down until you see blue "View Log" button. Click this button.
  • Scroll to the bottom of the page and you will see a blue button at the bottom to "Send to CognisantMD". Tap this button and the logs will be sent to us.

Accuro: Error Messages - When Ocean Stops Syncing EMR Appointments

Occasionally, customers will experience an issue where OceanConnect stops syncing appointments and a pop-up appears saying, "Unexpected Accuro office query result:404". This can happen if changes are made to the Accuro server.

If you see this error, you should try updating the web Accuro URL


Accuro: Updating & Re-Authenticating OceanConnect

Please follow the instructions below if you are connected to the new Ocean API and have been asked to update and re-authenticate your OceanConnect app. This should take no longer than 5 minutes to complete.

Updating OceanConnect

From the Google Play Store From the Ocean Tablet App (Easier for Kiosks)
  1. Open the Google Play Store.
  2. Search for cognisantmd using the search bar at the top of the screen.
  3. Select the OceanConnect app and then select "Update".

Re-Authenticating OceanConnect

  1. Open the OceanConnect app.

    • Select “Click here to authorize Ocean” to access the Accuro EMR REST API login page.
  2. Authorize Ocean through the Accuro EMR REST API with your new credentials.

    • Enter your QHR Accuro API credentials (tenant, username and password) and select "Log in".
    • Once authorization is complete, OceanConnect will automatically extract, encrypt and upload upcoming appointments.
  • If you are routed directly to the Approve 3rd Party Access page at this point, you may have recently logged in and cached credentials. In this case, simply approve the 3rd party access.
  • From there, you should be able to select "Sync Appointments Now" to ensure that all of your patients are uploaded into Ocean.

From here, all of your Ocean services should continue to work seamlessly. If you experience any issues with your appointment synchronization, please feel free to reach out to us at ocean.tips/support.


Accuro: Updating your Accuro Ocean Username in OceanConnect

Please follow the instructions below if you are connected to the new Ocean API and have been asked to change your username to a unique username for your clinic.

  1. Open the OceanConnect app.

    • Select “Click here to authorize Ocean” to access the Accuro EMR REST API login page.
  2. Authorize Ocean through the Accuro EMR REST API with your new credentials.

    • Enter your QHR Accuro API credentials (tenant, username and password) and select "Log in".
    • Once authorization is complete, OceanConnect will automatically extract, encrypt and upload the next 7 days of appointments.
    • Back on the OceanConnect configuration page, the "Sync Appointments Now" button will now be available (i.e. it will be blue, instead of greyed out).
  • Note: If you are routed directly to the Approve 3rd Party Access (Approve-Deny) page at this point, you may have recently logged in and cached credentials. In this case, you may need to wait up to an hour for this to reset before trying again to access the Accuro EMR REST API login page.
  1. Verify appointment synchronization.

    • Verify your appointment synchronization with Accuro by logging in to the Ocean Portal and verifying that the patients from your booked appointments in Accuro have appeared in the Patients tab of the Ocean Portal.
    • If your patients are not appearing in the Patients tab, click the “Sync Appointments Now” button again on your OceanConnect app. Clicking this button will force OceanConnect to synchronize appointments with the Accuro appointment schedule, extracting, encrypting, and uploading patients with upcoming appointments. Once the sync is complete, you should see all your patients with upcoming appointments listed in the Patients tab of your Ocean Portal.

Accuro: When Patients Aren't Appearing in the Ocean Portal

    • If you find that your patients are not appearing in the Patients tab within the Ocean Portal, try manually syncing by selecting "Synchronize Appointments" from the action menu at the bottom left, in the Patients tab in the Ocean portal. OceanConnect will poll Accuro every 30 minutes, so it might have not updated yet.
  • If that doesn't work, it may be useful to check on your main OceanConnect tablet:

    • Ensure that your main OceanConnect tablet is on, charged, and connected to Wi-Fi.
    • Log in to the Ocean Portal and Navigate to the Tablets tab.
    • Click on the tablet that is "Connect Mode Enabled" and check the date and time at which the tablet was "Last Seen".
    • If the tablet was last seen more than an hour ago, this may be why you your patients are not syncing with Ocean. If this is the case, you may need to upgrade your OceanConnect tablet by simply clicking the "Upgrade OceanConnect" button.

Accuro (Legacy API 1.0): Configure the OceanConnect App

  1. Contact QHR customer support to enable your API for Ocean.

    • Contact QHR customer support to enable your API for Ocean and provide you with an API URL, username and password.
    • If you signed up for an Ocean account using the Accuro affiliate signup link, Accuro will already be notified and will reach out to you to send you your API information accordingly.
    • Note: This is a dedicated URL, username and password for API access that must be configured and provided by Accuro. Your normal Accuro username and password will not work and the API URL is different from your Citrix login URL. It should be something like “https://abcde.ace.cloudwerx.com” (where abcde is a unique five letter acronym for your Accuro instance).
  2. Enter your QHR Accuro API credentials in OceanConnect.

    • If it’s not already open, tap the OceanConnect app on the Android home screen to open it. Select “QHR Accuro” from the home screen. Next, enter your QHR Accuro API credentials (Web URL, User Name, and Password), as provided from QHR.
  3. Test and save your configuration settings.

    • Click on “Test & Save Configuration” to make sure that the connection is working. Once the configuration is saved, OceanConnect will automatically extract, encrypt and upload the next 7 days of appointments.
  4. Verify appointment synchronization.

    • Verify your appointment synchronization with Accuro by logging in to the Ocean Portal and verifying that the patients from your booked appointments in Accuro have appeared in the Patients tab of the Ocean portal. If your patients have not appeared in the Patients tab, click “Sync Appointments Now” to force another synchronization with the Accuro appointment schedule.

Congratulations! Your OceanConnect is now set up and ready to go.

To learn more about OceanConnect, please refer to "Understanding Ocean Connect".

If you're having trouble with OceanConnect, please refer to these troubleshooting steps.

Overview of the OceanConnect Fields
Arrived Custom Status Name:
If you are planning on using an Ocean Check-In Kiosk, you will need to create a custom status that matches the name of the status in this field exactly. For more details about configuring this custom status on the Accuro side, please refer to "Set Your Custom Status".
Appt Reminder Sent Custom Status Name:
If you are planning on using Ocean Reminders, you will want to create a custom status in your Accuro that will flag the patients' appointment when an Ocean Reminder email has been sent to them. This field of the OceanConnect app must match the name of the custom status that you create for it in your Accuro. Again, for more details about configuring this custom status on the Accuro side, please refer to "Set Your Custom Status".
Schedule Days to Sync:
The default setting for this field is 7 days. Keep this setting, UNLESS you are planning to use form reminders with a lead time greater than this time interval. (For example, if your site wants to send form reminders 14 days in advance of a patient visit, then 14 days is required.)
Combine Progress Note:
If this checkbox is checked off, if a patient fills out multiple Ocean eForms at one sitting, all resultant notes from that eForm will go into one single encounter note in the patient's chart in Accuro (vs. each form creating a separate encounter for each Ocean eForm completed).
Test & Save Configuration
Saves any changes to the settings you've made to any of the above settings.
Sync Appointments Now
Manually synchronizes appointments. (OceanConnect will automatically synchronize with your appointments in your Accuro appointment schedule with the patients in your Ocean Portal every 30 minutes.)
  • Alternatively, you can also manually synchronize your appointments from the Patients tab of the Ocean Portal by selecting "Synchronize Appointments" from the Actions menu.
View Log
Shows you a log of OceanConnect activity that can be sent to CognisantMD for troubleshooting purposes.
Clear Activation
Clears your OceanConnect URL, Tenant, UUID, and REST API login information, disconnecting Ocean and Accuro.
Change EMR
Takes you back to the EMR selection screen.
Open Ocean Tablet
Opens the Ocean Tablet app on your device.