Set Up Online Messages: At A Glance

  1. Customize Your Ocean Online Message Template(s)
    • The Ocean Online Message editor will allow you create and save message templates, allowing you to have a collection of standard messages (with accompanying secure messages and/or forms) to send to patients.
    • You will want to create these standard message templates for more efficient and standard messaging.
  2. Set Up Ocean Online Message Senders with Ocean Accounts
    • Each person who will be sending messages will be required to have their own Ocean account (for better management and auditing purposes).
    • This is especially important if your messages are configured to alert the sender once the patient has viewed their forms and/or completed their forms.
  3. Link User EMR Accounts to their Ocean User Accounts
    • Each person who will be sending messages to patients via Ocean will need to link their EMR and Ocean user accounts.
    • This is especially important if users are subscribed for unlimited Ocean online licenses, to ensure that any message they send is covered under this license.
  4. Setting a Clinical Delegate for Online Message Alerts
    • You have the option of setting Ocean to alert you once a patient has viewed your secure message and/or completed a form that you've sent to them.
  5. Set the Email Patients Will Receive an Ocean Online Message From
    • By default, Ocean online messages will appear to be sent from "no-reply@cognisantmd.com", which can be confusing for patients.
    • Rest assured, you can change this 'From' address to your clinic's name.

Customize Your Ocean Online Message Template(s)

  1. Open the Ocean Online Messaging window.

    • Select the tab that corresponds with the EMR that you use to learn how to open the Online Messaging window.
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  • If you are a PS Suite user, you can open the online messaging window by clicking the "Email Patient" button on the Ocean custom form or toolbar.
  1. Choose or edit and save your Online Messages Template(s).

    • Once the Ocean messaging window is opened, a default template is automatically displayed. Generally, a clinic's default template is very basic, with a simple message in the email (i.e. no secure message selected and no forms attached).
    • You can customize the subject header and email body to your liking and save it as your default template by selecting "Save as Default" from the dropdown menu that appears if you select "Templates" at the top right.
    • Once you've saved your default template, you can create additional templates, which can be saved and available for use via the dropdown menu. To learn more about template management, please refer to "Ocean Online Message Templates".
    • Optional alert settings and security/validation options can also be saved as part of a template. To see all configurable Ocean online message settings, please review "Ocean Online Message Settings".

Set Up Ocean Online Message Senders with Ocean Accounts

Ocean will allow an anonymous user to send a message from a patient's chart.

However, it is recommended that all users have their own Ocean user account. This will allow individual users to send secure messages and to enable alerts and track activity.

Any number of users can create an Ocean account, free of charge. Refer to "Adding a New User to your Site" to learn how to add users to your site.

If your users will be sending more than 60 online messages per month, we recommend that you sign them up for an unlimited Ocean online user subscription by following the instructions in: "Enabling Unlimited Ocean Online User or Site Subscriptions".


Link User EMR Accounts to Ocean User Accounts

We recommend that each Ocean online message sender links their EMR user account to their Ocean user account by following the steps below.

This will allow individual users to send secure messages and to enable alerts and track activity.

For users with unlimited Ocean online message user licenses, linking their EMR and Ocean accounts will also ensure that any message they send will be covered under their unlimited license.

  1. Initiate your email message.

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  • Select "Email Patient" from the Ocean custom form or toolbar.
  1. Log in to Ocean to link your EMR and Ocean accounts.

    • Initiating an email will open the online message editor window in an internet browser.
    • At the top of the online message editor, you will see a banner that says: "Hello [your EMR username]. Click here to link to your Ocean account." Click this banner and sign in to Ocean with your Ocean user name and password.
    • Your EMR username will now be linked to your Ocean user account (an accompanying unlimited Ocean online user license, if applicable).
  2. Confirm that your EMR and Ocean accounts have been successfully linked.

    • Verify that your the "EMR Username" field is populated with the exact same name as your EMR username.

Setting a Clinical Delegate for Online Message Alerts

  • Within the secure messages settings, Ocean users can opt-in to receive alerts when a patient has viewed a secure message or completed a form.
  • Alerts can also be sent if a patient fails to open a message within a set period of time (using the “Notify me if no response” option in the Security Information panel).
  • By default, alerts are sent to the email address is associated with the sender’s Ocean user account. However, this can be changed by changing the Ocean user’s "Clinical Delegate Email" in their "View My Account" page. Please refer to the article The "View My Account" Page for more details.

Set the Email Patients Will Receive an Ocean Online Message From

  • By default, emails sent to patients from Ocean on your behalf use "no-reply@cognisantmd.com" as the email address that the email has been sent "From".
  • However, you can easily customize this name that appears to recipients by updating the “Email Friendly Name” field in the Admin tab of the Ocean Portal, specifically within the Site Account settings.
  • Clinics that want to customize their “From” email address are required to have their own domain name and the ability to modify DNS records with the domain name registrar. Making this change requires that an SPF record be added indicating that the Ocean email servers are permitted to send email on your domain's behalf.