Using the PS Suite Messaging Module to Follow Up with eReferrals

  • When an Ocean eReferral is sent from PS Suite, an internal message, or "yellow sticky note", will appear in the patient chart when the referral note has been downloaded.

This message is intended to help prevent the referral from slipping through the cracks, by ensuring someone is notified to follow up with it.

You can specify who this message gets sent to and when it will appear in their PS Suite inbox by changing the settings in the Ocean eReferral custom form, as outlined below.

  • Open the Ocean eReferral custom form, or find an existing form in a patient chart, and select the "Settings" button.
  • Select whether you want to apply this setting clinic wide, or just for your Ocean user.
  • Click "Set the user who will follow-up referrals..." to change who the PS Suite message is directed to.
  • Enter the initials of the PS Suite user or PS Suite user group that you would like to receive the follow-up message (Ocean defaults to using the secretary group, i.e. "secs"). Click "OK" to save your changes.
  • To edit the follow-up wait period, or the delay between when the referral is sent and went it shows up in the user's PS Suite inbox, repeat steps A and B above.
  • This time, in the Settings window, select "Set the follow up wait period..."
  • Enter the number of days before you would like the message to appear in the user's PS Suite inbox (Ocean defaults to 7 days). Click "OK" to save your changes.

Note: To turn this feature off completely, remove the PS Suite user initials from the follow-up message setting. You will need to be on a minimum Ocean eReferral custom form version of v1.55 in order for this setting to work. Please ensure you have other methods in place for following up with your eReferrals before turning off this functionality.


PS Suite: Tracking Pending Tests/Consults with Ocean eReferrals

  • When sending an Ocean eReferral from PS Suite, you have the option of tracking the referral through the green "Pending Tests/Consults" module in PS Suite.
  • This module will allow you to quickly search for patients whose tests or referrals are still outstanding, including Ocean eReferrals, among the other tests and/or referrals ordered from your EMR.
  • As Ocean eReferrals are typically marked completed when the patient has been seen for their appointment, this module also helps you track when the actual consult note or report has been received from the recipient site.

To turn this feature on, please follow the steps outlined below.

  • Open the Ocean eReferral custom form, or find an existing form in a patient chart, and click the "Settings" button.
  • Select whether you want to apply this setting clinic wide or just for your Ocean user.
  • Click the "Add Pending Test/Consult" setting to change it from an "N" to a "Y".
  • Once configured, the next time you send a referral, a green "Pending Tests/Consults" note will be added to the patient chart, along with the referral note and Ocean eReferral custom form. The category that the test/consult falls under will be dependent on the Ocean Health Service selected on the referral.

Note: After the Ocean eReferral form has added the pending test/consult to the chart, it will not be automatically updated with the referral status updates on the Ocean eReferral form. Therefore it is up to the user who receives the notifications about the referral to manually update the pending test/consult throughout the referral life cycle.

To date, the following test categories have been set up and linked to their corresponding Ocean Health Service:

  • CT
  • Ultrasound
  • X-ray
  • Mammogram
  • Bone Mineral Density
  • MRI
  • ECG
  • Dietitian
  • Endocrinology
  • LLS Chiropody Podiatry
  • Orthopedics
  • Ophthalmology

Note: If Ocean cannot find a particular PS Suite category that matches with the Ocean health service selected on the referral, then it will default to using the miscellaneous/consult category.


PS Suite: Attaching a Clinical Note from PS Suite to an eReferral

Ocean makes it easy to select and "green bar" notes in a patient chart in PS Suite that can be exported as a PDF file that is saved on your computer's desktop. The file can then be uploaded to an eReferral sent through the Ocean eReferral Network.

To attach a note from PS Suite to an eReferral:

  • Find the note(s) in the patient's chart that you want to generate as a PDF attachment.
  • Check the checkbox next to the note to enable the “green bar”.
  • Click on the paperclip attachment icon on the Ocean custom form (next to “Email Patient”) or the "Attach" link on the Ocean Toolbar.
  • This will generate a temporary PDF file that is saved to your computer's desktop (this file will be automatically deleted after 15 minutes and/or when you exit PS Suite).
  • The PDF file can now be opened, printed, and/or attached to an Ocean eReferral.

Quick Tip: If you "green bar" an item and then select "Refer" on the Ocean Toolbar to initiate a referral, the attachment will automatically get attached to the generated referral (without having to click the "Attach" link).


PS Suite: User Guide for eRequisition Custom Forms

Ocean eRequisition custom forms are specialized PS Suite custom forms that provide a simple and seamless workflow for ordering tests and sending eReferrals using Ocean's eReferral Network.

  • Each eRequisition custom form is designed to order a specific type of test at a specific referral site. For example, this specific eRequisition custom form is for ordering a diagnostic imaging test at Cambridge Memorial Hospital.
  • To provide a familiar experience for PS Suite users accustomed to ordering tests via fax, the eRequisition forms work in much the same manner. Like a faxed form, a user adds the custom form to the chart in the usual manner. Patient information, such as their name, health number, and address, is pre-populated for quick entry, just like faxable forms. However, instead of remaining idly in the chart to await a fax transmission, these forms will open a secure link to an Ocean eRequisition ordering form in your computer's web browser, so that you may order the test in real-time.

Advantages Over Traditional Requisition Forms

eRequisitions offer numerous advantages over the traditional print/fax method:

  • Tests are ordered instantly, with no risk of delayed or missed faxes
  • The back-and-forth communication for appointment booking and protocoling occurs in real-time and is accessible directly within the EMR
  • The requisition form's content is always up-to-date
  • The forms provide inline evidence-based decision support to improve test ordering quality
  • Clinical fields such as creatinine, allergies are pre-populated
  • Patients and referrers can receive instant email notifications for referral status updates
Installation

The eRequisition forms are installed in the same way as other PS Suite custom forms.

  • First you will need to download a copy of the eRequisition custom form, either from the Ocean eReferral Network website or the recipient site's portal. For example, the Cambridge Memorial custom forms can be downloaded directly from the diagnostic imaging portion of their website. The file should end with ".cfm".
  • Next, you must import the form using the "Edit Custom Forms" dialog, accessible via PS Suite's Settings menu.
  • Once in the "Edit Custom Forms" dialog, choose "File" and then "Import Form(s)...". Locate the ".cfm" eRequisition file on your local drive and select "Choose".
  • Once installed, you can insert the eRequisition form in a patient chart just like any other custom form, using the "Data" menu.
Configuration
  • To configure the custom form, add it to a (test) patient's chart, and click on the "Settings" button on the bottom right of the form.
  • You should then be prompted with multiple options for configuring the form:
  • "Set the user initials of the user to receive the referral follow-up message":
    This allows you to specify the PS user (or user group) who should follow-up on this particular test in the future, to ensure the test has been booked appropriately. The default is the PSS-standard "secs", which is the secretary group. You may choose to change this to your own receptionists' initials or another group.
    "Set the follow-up message's incubation period in days":
    This option allows you to specify the number of days for the follow-up message to remain dormant, out of the target user's inbox. Some sites prefer 0 days, to make it instantly appear in the inbox. Others prefer 1, to check back tomorrow. For less urgent test ordering, you may choose a full 7 days.
    "Set the email address to receive updates about this referral":
    When specified, the email address here will receive an instant notification email for significant status updates to the referral. Some clinics have a common "admin" or "reception" email that is well-suited to handle these updates. You may alternatively leave this blank to deactivate email notifications, or use "user" to use the PS user's email as specified in the PS Suite Edit Users Dialog.
Sending an eReferral Using the eRequisition Form
  • To use the eRequisition form, first go to the patient's chart.
  • Add the eRequisition custom form to the chart using the "Data" menu.
  • Type "ereq" or the target site's name to quickly find the form in your list, and add it to the chart.
  • As soon as the form is added to the chart, your computer's default browser should open (e.g. Chrome, Firefox or Safari) to display the requisition form.
  • The patient and clinician information is pre-populated on the form as shown here:
  • Note: You may click the "Email" checkbox in the patient's contact information to provide them with instant email notifications for status updates regarding this referral. However, since email is generally regarded as an insecure medium, you must obtain patient consent before activating email notifications.
  • When you have completed the requisition form, click "eRefer".
  • At this point, the recipient will receive an email notification regarding the eReferral, and will be able to access it instantly when prompted.
  • Once the requisition is sent, a summary note of the referral is automatically added to the patient's chart.
Following Up On an eReferral Using the eRequisition Form
  • Once the requisition is sent, a follow-up message is sent internally within PSS to assist your team with following up the referral. This message minimizes the likelihood that the referral booking will be forgotten.
  • At any point, when the referral is updated on the recipient end, you will see a live summary directly within the patient's chart. This summary is updated each time you open the chart, or whenever you click the Refresh button.
  • When the patient is marked as "Seen", the next time the chart is loaded, the eRequisition form will remove itself automatically.
  • At any time, you may click "Remove" on the form to remove it from the chart. Note, however, that this will prevent you from seeing any further updates to the referral.
Troubleshooting

If you have any difficulty with the referral process, please try the following:

  • Ensure that you have updated to the latest version of the eRequisition custom form, by repeating the Installation guide above if necessary.
  • If your web browser fails to open when you add the form, try using another computer or another default browser.
  • If it fails to work over the VPN, ensure that you have general Internet access by opening a common website such as www.cbc.ca.
  • If you have any other difficulties, please reach out to us using the support portal here.

PS Suite: Ocean Quick eReferral Custom Form

If you are a TELUS PS Suite user in the Waterloo Wellington LHIN, there are several quick eReferral custom forms that you can download and set up in your EMR for easy access to the Diabetes Central Intake, Orthopaedic Central Intake, Self-Management Program, and some services at Cambridge Memorial Hospital (CMH). These custom forms be downloaded from the "Optional Downloads for TELUS PS Suite Users" on the Ocean eReferral Network website and setup instructions can be found in: "User Guide for eRequisition Custom Forms".

  • Once your custom forms are set up, enter the chart of the patient you want to refer. Insert the appropriate quick referral custom form directly into the patient's chart and fill in the eReferral form as usual.
  • Once the eReferral has been sent, the EMR will send reminders for clerical staff to check for the appointment:
  • Some receiving sites also have their eReferral form directly available on their website (e.g. Cambridge Memorial Hospital). You can fill out their form and refer a patient to these sites directly from their website.

PS Suite: Ocean eReferral Custom Form Settings

If you are a TELUS PS Suite user in the Waterloo Wellington LHIN, there are several quick eReferral custom forms that you can download and set up in your EMR for easy access to the Diabetes Central Intake, Orthopaedic Central Intake, Self-Management Program, and some services at Cambridge Memorial Hospital (CMH). Setup instructions for these custom forms can be found in our User Guide for eRequisition Custom Forms.

  • Once the quick eReferral custom form is inserted in a patient's chart, there are several settings that you can customize.
  • Once you enter the settings, you can choose to customize either your own user-specific settings or clinic-wide settings.
  • From there, you can then customize the following eReferral settings.
  • Set the user who will follow-up referrals...:
    This setting will allow you to choose the PSS user(s) who should receive the initial follow-up message. You can choose a specific user or a class of users, such as "secs" (secretaries).
    Set the follow-up wait period (the delay before the follow-up message shows in the inbox)...:
    This setting will allow you to enter the number of days before the initial follow-up message shows up in the eRequest inbox in the Ocean portal.
    Set the email to receive referral status updates...:
    Selecting this setting will bring you to the "View My Account" page of your Ocean portal account. You can edit the email that receives referral status updates (e.g. appointment booked, etc.) by entering the appropriate email address in the "Referral Notification Email" field.
    Add Pending Test/Consult: (Y/N):
    Selecting this setting will turn on/off notifications about pending tests and/or consults associated with your eReferral.