How do I change the email address that receives Ocean alerts?

Ocean sends alerts via email to notify users of various activity, including: invoices, system message and/or clinical notifications, and new eRequest/eReferral notifications.

You can learn more about how to define the email address that receives each of these notification types below.

Invoices System/Clinical Notifications eRequest/eReferral Notifications
Site-wide setting (requires administrative privileges)
  • By default, monthly Ocean invoices are automatically sent to the user who is set as the payer on your Ocean site (in the Billing section of the Admin tab of the Ocean Portal).
  • If you would like another person to be cc'ed on invoices for your Ocean site, you will want to go to the Admin tab of the Ocean Portal and edit the "Finance Administrator Email" field.

Where do I find my Ocean site number?

You can easily find your Ocean site number in the Admin tab of your Ocean Portal.

  • Simply log in to the Ocean Portal, navigate to the Admin tab, and enter the "Site Account" section (selected from the menu along the left).
  • From there, your site number will be the number in the second field, right under your site name.

I see a lot of patients and am running out of Ocean-generated reference numbers. How do I increase the number of digits for patient refs?

Whenever a patient record is loaded into Ocean, it is given its own Ocean reference number ("ref"). Although Ocean is constantly deleting patient data when no longer needed (i.e. after the results have been downloaded to the EMR), you may find yourself running out of "space" in Ocean since the default 3-digit number only allows 900 patients to be loaded at any one time.

Furthermore, Ocean attempts to generate a random number for each loaded patient, so as you approach 900 records, you may find that Ocean takes a bit longer to respond and occasionally gives up and returns an error. Consider this an early warning that you are running out of space.

Fortunately, you can easily change your Ocean site to use 4, 5, 6 or even 7 digit reference numbers by following the steps outlined below.

  • Log in to the Ocean Portal and navigate to the Admin tab.
  • Enter the "Site Features" section (from the menu on the left).
  • Change the "Digits for Generated Patient Refs" setting to 4, 5, 6 or 7 digits.
  • Now, next time you try to enter a ref on a tablet, it will reset the tablet to force entry of four digits.

Note: When changing your number of patient ref digits, keep in mind that the more digits you use, the more numbers your staff will need to enter into the Ocean Tablets for every patient who needs to complete an eForm.

Handling Patients with Old Refs

Once you change the number of ref digits, you may find that some patients still have old refs in their charts. To load those refs on the tablet, simply put zero(s) at the front. For example, if a patient has ref 123 already and you change to 4 digits, your tablets will accept 0123 to load the 123 patient. That being said, it would be wise to change the number of digits for your Ocean site at the end of the day or over the weekend to minimize the number of patients requiring zero padding.


PS Suite: How do I know what version my Ocean custom form/toolbar I'm running?

  • Ocean Custom Form

    • Open a test patient's chart in PS Suite.
    • Click on the Ocean logo on the Ocean toolbar to access the Ocean custom form.
    • The custom form version number is located under the Ocean logo.
  • Ocean Toolbar

    • Open a test patient's chart in PS Suite.
    • Click on the status message (i.e. black text) at the end of the Ocean toolbar.
    • This will pop up a window with details about the Ocean toolbar, including its version number.

Note: If your site has "hidden" the Ocean Toolbar by setting its height to zero, you can alternatively determine its version by clicking the "Help" button on the Ocean custom form (as long as your Ocean custom form is version 3.97 or later).