To set up your patient-facing Ocean Tablets, you will need to complete the following steps:
- Buy Your Tablet(s)
- You are responsible for purchasing your tablets that will run Ocean (which also means that you will own these tablets once purchased).
- Connect Your Tablet(s) to the Internet
- Ocean Tablets must be connected to the internet at all times, in order to be able to connect to Ocean (preferably via a reliable Wi-Fi connection).
- Configure Your Tablet(s) for Use in a Clinic Setting
- Configuring these basic tablet settings will make your tablets more accessible for your patients, including lock screen, display, and keyboard settings.
- Install the Ocean Tablet App on Your Tablet(s)
- This app is what enables Ocean on your tablets.
- Register Your Tablet(s) Through the Ocean Tablet App
- Registering your tablet will link it to your own Ocean site.
- To complete this step, you will need your Ocean username, Ocean password, and Ocean site shared encryption key.
- Disable the Google App on Your Tablet(s) (optional)
- This optional, but highly recommended, step will prevent patients from easily being able to surf the internet on the tablet, discouraging misuse of the tablet.
- Install the OceanWave Launcher on Your Tablet(s) (optional)
- This optional, but also highly recommended, step will further prevent misuse of the tablet by replacing the regular Android home screen with Ocean, trapping patients in the Ocean Tablet app.
- Configure Your Tablet Settings in the Ocean Portal
- Configuration of these settings will allow you to customize various features of your tablet, including the unlocking method and automatic form triggering.
- Secure Your Tablets
- Before "real world use", we strongly recommend that you review this guide to securing your tablets.
If you're setting up a Kiosk:
If you're purchasing a table for use in a kiosk please select one of the following two supported devices in order to ensure everything works together correctly:
When choosing a tablet to use with Ocean, there are a few things to consider.
- Ocean Tablet needs to run on Android 5.0 or higher (i.e. any current generation Android tablet).
- For the sake of accessibility, we also typically recommend screen sizes of 9" or more. However, we do have clinics using high resolution 8" tablets as well.
Ocean Tablet is not compatible with iOS (i.e. it cannot run on an iPad).
Other than that, it’s really personal preference.
You do not need an external keyboard and getting a cheap protector case is a good idea, just to make it easier to grip and more likely to survive a drop to your waiting room floor. For more tips about tablet security, check out the articles "Securing Your Tablets" and "How do I prevent patients from misusing the Ocean tablets?". For tips on keeping tablets germ-free check out our blog post on sanitizing tablets.
Tablet brands that we recommend...
Both Samsung Tabs and ASUS Transformers consistently perform well, are very reliable, and have very nice screens. They also almost never die unless they get dropped. However, they are more expensive than some other Android options on the market. We’ve heard clients say that Lenovo Yoga tablets have a great battery life, have a reasonable price, and seem to be reliable, but have not tested them ourselves, here in our office.
When considering tablets to use with Ocean Connect (administrative use only, no patient use), the screen size is not a factor. As a result, we recommend selecting a smaller, less expensive tablet. A good option is the Acer Iconia One (7") running Android 7.0.
Tablet brands to be wary of...
Be careful with some "budget" tablet brands (e.g. Neutab, Hipstreet). Unfortunately, we've heard a growing number of complaints about these lower-end models, ranging from WiFi connection issues to screen issues.
The one budget tablet manufacturer you should definitely avoid is Azpen. These tablets cycle through a pool of “mac addresses”, which are supposed to be unique, permanent hardware identifiers used for networking. These may cause much grief for your networking team since they may configure their firewall using mac addresses.
A few notes before we begin.
- Android tablets can vary quite a bit in their interface and the basic setup process. If you aren’t comfortable setting up the tablet, your retailer or tablet manufacturer should be able to help.
- At some point during the setup, Android or Google may prompt you to create a new Google account. This step is not necessary. You should be able to skip any account setup.
- Skip any other options to “enable purchases” or “join Google+”. Do NOT enter any personal information if the tablet asks you to.
Connect to the internet.
- You can connect to your Wi-Fi network by opening up the Settings app on your tablet and navigating to the "Wi-Fi" section.
Note: Some clinics don’t have Wi-Fi configured, in which case you’ll either need to set up a new Wi-Fi network, or access a wireless data service for your tablet. Your EMR provider may also be able to assist as well. The goal is to find the simplest way to connect your tablet to the Internet.
Open the Ocean Tablet app on your tablet. You will be presented with the following 2 registration screens.
- Ocean Site Number
- This is your 4-digit site number in Ocean to uniquely identify your clinic. You can see it by logging into the Ocean Portal, navigating to the Admin tab and selecting "Site Account".
- Tablet Name
- This is a name that will help you identify your tablet in the Ocean application, e.g. “Waiting Room Tablet 1″.
- This is your Ocean username, which is only used during the setup process to register and authenticate the tablet with Ocean.
- This is your Ocean password. This password is NOT the same as your shared encryption key; it is the password used to log into the Ocean portal with your username above.
- Ocean Host URL
- Leave this as the default value (“https://ocean.cognisantmd.com”).
- Shared Encryption Key
- This must match the shared encryption key that you entered into the Admin tab of your Ocean portal. It is used to encrypt patient data between the tablet and the EMR. This is not your Ocean password.
Note: It might be difficult to remember all of these values, so we recommend you download, print, and complete this Clinic Reference Card. Keep it in a safe location for future reference.
This step is an optional part off setting up tablets.
In order to prevent misuse of the tablet, you may want to disable the Google app to prevent easy access to web searches.
- Enter the Settings app on the tablet.
- Select the “Apps” section from the menu along the left.
- Find the Google app from the list of apps along the right (the logo is a simple colourful G in a circle).
- Tap this Google app and select “Disable”.
This step is an optional part off setting up tablets.
CognisantMD provides a free app that you can use to replace your Launcher (i.e. home screen) to help prevent misuse and simplify administration.
- Tap the “cog” icon or Ocean logo at the bottom left of the main screen.
- Enter your Ocean username and password to access the Ocean Tablet Administration Menu. Choose “Install Launcher” from this admin menu.
- Tap the home button and you will be given a choice of 2 home screens. Select the OceanWaveLauncher "Always". Now, you will be redirected to the Ocean Launcher every time you try to click the home button.
If you want to return to the standard Android Launcher, you can uninstall the OceanWave Launcher from the same admin menu in the Ocean Tablet app (accessed via the cog or Ocean logo in the bottom left corner of the Ocean Tablet app).
Now that your tablet is set up and ready to go, you can customize the way it behaves from withiin the Tablets tab of the Ocean Portal.
Edit your Tablet group settings.
- Click on the “Edit” button on the Default Settings tablet group to open the tablet configuration options window.
Choose the correct Tablet Mode.
- You have 3 tablet mode options to choose from:
- A staff member enters a three-digit code in the tablet to unlock the correct forms for the patient. This mode is ideal for PS Suite and OSCAR users.
- Kiosk mode:
- Patients enter their health card number or swipe their health card to unlock their forms. This mode is ideal for Accuro users and kiosk tablets.
- Anonymous survey mode:
- A single-purpose setting that allows patients to launch an anonymous survey by clicking “Begin”. This mode is ideal for anonymous survey distribution via Ocean Tablets.
Set up your Tablet Rules.
If you would like to automatically display a reason for visit form when no forms are pre-selected for a patient, enter the Rules tab and click "Create Rule". Select the default "Reason for Visit" form (or any other reason for visit form that you want to use), and add the following rule under “Trigger”:
- You can also add additional rules to automatically display forms, based on various patient characteristics (e.g. patient age, gender, last time they completed the form, etc.) using Tablet Rules in the “Rules” tab. Some other commonly used rules can be found in the article "Tablet Rules".
Please refer to the article Securing Your Tablets