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

  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 in a kiosk, an easier way to update your OceanConnect app is through the Ocean Tablet admin menu:

  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.

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 support@cognisantmd.com.


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: 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: Manually Uploading Patients into Ocean

Normally, Ocean will automatically resynchronize appointments with the Accuro appointment schedule every 30 minutes. This is generally a sufficient time frame to have all the patients who need to fill out Ocean forms, loaded into Ocean.

However, if you go to email a patient more than a week in advance of their appointment, you may sometimes find that they are not in Ocean yet. Not to worry - you can easily upload this patient into Ocean by using a Ocean online message CDS link or the "Fetch Patient" feature in the Ocean Portal.

After your patient has been uploaded into Ocean, you can send the patient a message by clicking on their name, as you normally would.

CDS Link Ocean Portal
  • Once you've selected a patient in your Accuro EMR, you can use either the "Ocean Portal" or "Send Ocean Online Message" CDS link from the main target Accuro menu to directly upload a patient into Ocean, right from your EMR.
  • Once you've selected the CDS link for the patient, Ocean should upload the patient into less than 30 seconds.
  • Once the patient has successfully been uploaded into Ocean, you should be redirected to either the Ocean Portal with the patient selected or the Ocean online message editor window.

Accuro: Mapping Answers from an Ocean eForm to a Custom Demographics Field

Prerequisites:

  • Custom demographic fields have been created in Accuro
  • Custom demographic fields are populated for at least 1 patient in Accuro
  • Custom demographic fields must be enabled in the OceanConnect app or Ocean Cloud Connect
  1. Tag your custom demographic note in your Ocean eForm.

    • When you are building your eForms, if you "tag" a caption by surrounding a single word with "@" and ": $$", then the value of that item will be available for mapping using EMR field mapping.
    • In order to pre-populate the field with the value recorded for that patient in Accuro, ensure that the "Prepopulate this item with" field is set to: "@ptCustom.EMRField" (where 'EMRField' is the name of your custom demographic).
    • Important Note:

      If your custom demographics field is more than one word, you will need to combine them into one word.

      For example: If your custom demographic field is called "Email Consent", your "Custom Note" will be @EmailConsent and your "Prepopulate this item with" field will be @ptCustom.EmailConsent.

  2. Create the corresponding lab value in your Ocean Portal.

    • Log in to your Ocean Portal and navigate to the Admin tab.
    • Enter the "EMR Field Mapping" section and select "Add Row".
    • Name the "Tagged Field" the exact same as the "Custom Note" field in your Ocean eForm (all one word, without the leading '@') and the "EMR Field".
    • Name the "EMR Field" the exact same as your custom demographics field in Accuro.
    • Be sure to save your changes before leaving this page.
  3. Test out your new custom lab value.

    • Now, if a patient completes an Ocean eForm that contains your custom demographic item, the result will be set in the corresponding field in the "Other" tab of the patient information section of Accuro.
    • Note: The custom demographics fields in Accuro allow spaces in their names, but Ocean does not. All fields in Ocean are also case-sensitive, so please ensure that these fields match their corresponding fields in Accuro and Ocean, accordingly.

Accuro: Mapping Answers from an Ocean eForm to a Lab Value

  1. Tag your measurement in your Ocean eForm.

    • When you are building your eForms, if you "tag" a caption by surrounding a single word with "@" and ": $$" then the value will be available for mapping using EMR field mapping.
    • An example can be found in the screenshot to the right or in the note generated by this standard PHQ-9 questionnaire.
  2. Create a lab value in Accuro for your Ocean answer.

    • Log in to your Accuro and enter the EMR section.
    • Click on the green plus sign in the "Labs" area to create a new lab test.
    • This will open up the Lab Tests dialog box, where you can add a new lab test by clicking on the green plus sign.
    • This will open up the Edit Lab Tests dialog box, where you can add a new lab test result by clicking on the green plus sign.
    • This will open up the Lab Results dialog box, where you can add a new lab test result by clicking on the New button at the bottom.
    • This will open up the Edit Result dialog box, where you can define the data type and units.
    • Leave the "Source Code" field blank.
    • Click the green plus sign to add a reference range for your lab result (if applicable).
    • Click "OK" when you're done editing your result.
    • You should now see your new lab test result appear in your "Edit Lab Test" dialog box.
    • Click "OK" to save your new lab test.
  3. Create the corresponding lab value in your Ocean Portal.

    • Log in to your Ocean Portal and navigate to the Admin tab.
    • Enter the "EMR Field Mapping" section.
    • Add a new row and name the "Tagged Field" and "EMR Field" the exact same thing that you named your lab test.
    • Be sure to save your changes.
  4. Test out your new custom lab value.

    • Now, if a patient completes a questionnaire with your lab value, the measurement will then be set in the "Labs" section of their Encounter Notes section of EMR section of Accuro.

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.