There are a few things to be aware of when moving over to the new TELUS API integration from the original Ocean custom form integration. We recommend reviewing this article before making this change.
The TELUS API integration will enable features for an improved user experience, including (but not limited to):
Check-in Kiosk Improvements:
- Scheduled patients are automatically uploaded in Ocean, eliminating the need to manually insert the Ocean custom form.
- Real-time patient health card sync enables support for walk-in patients with queue for non-scheduled patients.
- Expired health cards (with real-time validation check with the Ministry of Health database) will not allow check-in.
Ocean Online Message Enhancements:
- Clinics can now set up automated, customized appointment reminders with forms based on the scheduled reason for visit (requires a sitewide Ocean Online licence).
Ocean Toolbar/Custom Form Changes:
- The new Ocean Toolbar has enhanced functionality that provides live status updates and direct links to Ocean. As a result, you can now add forms for a patient or send patients a message from the Ocean Toolbar, without loading the Ocean custom form into the chart. This eliminates the risk of orphaned or outdated Ocean custom forms being left in patient charts taking up space.
Preparing to Upgrade
- If you are a current Ocean user who would like to get connected to the new TELUS API, you will first need to complete this TELUS API Connection Request Form and email it to us at email@example.com.
- The new API integration requires a dedicated tablet with the OceanConnect app installed. This device will provide the connection between your EMR and Ocean, and must be connected to wi-fi at all times. To learn more about OceanConnect, please refer to "Understanding OceanConnect".
- Using the TELUS API requires you to replace your existing Ocean Toolbar with the new, improved version. Please be aware that if you have customized your Ocean toolbar, those customizations will be lost.
- Your site will need to be configured for 4-digit patient refs. Instructions to make this change can be found in "How do I increase the number of digits for patient refs?".
- When moving to the new API, we recommend making the change outside of clinic hours if possible.
- Before moving to the new API, we recommend communicating with your clinic staff to let them know that they can expect to see the following minor changes:
Changes to How PS Suite and Ocean Work Together
- Following the upgrade, they will see a new Ocean Toolbar with enhanced functionality to allow staff to interact with Ocean (eg. add forms or send a patient message) right from the toolbar. Clicking on the Ocean logo will open a pop-up window with the same features and functionality as the traditional Ocean custom form.
- The Ocean custom form will no longer appear directly within patient charts in the notes view, providing a cleaner, less cluttered user experience.
- If a patient chart is left open while the patient is completing a form in Ocean, the chart may need to be updated using the Telus refresh prompt in the top right corner.
CognisantMD's Clinical Resource Library resources are designed for use with TELUS PS Suite EMR (PS Suite), unless specified otherwise.
A few small steps are required to import them into your EMR system:
- First, find the resource you like, accept the licensing agreement, and click Download.
- Wait for the download to finish. Check the name of the file once it completes.
- The extension of the file (the part of the file name that comes after the ‘.’) determines the type of PSS resource.
- Open PS Suite EMR to the main EMR window.
Select the extension the resource file ends with:
This is a custom form file.
- From the Settings menu, choose Edit Custom Forms.
- Drag and drop the .cfm file(s) from your computer’s Downloads folder into the list of custom forms.
- When you want to use the form for a patient, choose Data > New Custom Form (Cmd-Shift-I) to insert it into a chart.
- Alternatively, you can choose View > Custom Form (F2) to view it in a popup dialog.
Zip files are compressed collections of other files.
- Usually you can just double-click a .zip file to expand it. If not, use a Zip expanding program for your operating system.
- With each of the expanded files, consult this list for import instructions.
This is a flowsheet file.
- From the EMR, choose View > Flowsheet.
- From the flowsheet’s File menu, choose Utilities > Import Flowsheet Template
- Select the .flowsheet file to import it.
- To test it out, open a patient’s chart.
These files can be imported as either PSS searches or PSS reminders.
- To import a search, choose Settings > Edit Searches. From the dialog’s Edit menu, choose Import Searches.
- Reminders can be imported by choosing Settings > Edit Reminders. From the dialog’s Edit menu, choose Import Reminders.
- Reminders automatically appear in the “Reminders” box of the CPP when their criteria are fulfilled.
- Searches can be run by choosing the Patient menu, then Search.
- Reminders can be run like searches by choosing the Patient menu then Reminder Report.
PDFs are “portable document files” that be viewed directly by double-clicking the file.
- You may wish to import a PDF as a Handout for easy access from the EMR.
- To import a handout, click on Handouts from the main toolbar.
- Drag and drop the file into the list on the left-hand side of the dialog.
- You can also choose Edit > Import Handout from the Handouts dialog.
- To find the version number of your PS Suite EMR, you will first need to navigate to the PS Suite Dashboard.
- From the "Help" menu, choose "About PS Suite EMR...".
- A window will pop up, showing the "Version" on the first line.
To load forms into Ocean using the Ocean custom form, a user needs to be able to access the patient's chart with permissions to at least see and enter their own notes (because the Ocean custom form is technically a note in PS Suite).
Most roles have these privileges by default. However, some sites may have restricted their receptionist and data entry clerk role permissions.
To use Ocean, these users need to at least have their "View Privileges" set to "Only Profile, Own Notes and Messages" (to be able to view the Ocean toolbar, Ocean-generated notes, and messages) and their "Action Privileges" set to "Notes" (to be able to edit Ocean notes).
Note: This is only applicable for PS Suite users who are not connected to the TELUS National API.
PS Suite will use the current user's initials with a "/OCN" suffix. For example, if receptionist Bob adds the Ocean custom form, and social worker Sally Smith opens the chart after the patient is done, the note will be added with the initials "SS/OCN".
There is an option in the PS Suite Ocean custom form "Advanced" settings to disable automatic note downloads for online questionnaires. In this case, the above rule would still apply, but now, a user can open the chart without triggering the download for online questionnaires. The user who clicks "Download" will have their initials attached to the note.
PS Suite automatically detects and records vitals typed within free-text chart notes. There are standard vitals and you can also create your own custom vitals. All vitals can be searched, queried in a reminder, graphed, embedded within flowsheets, and/or extracted for research/quality improvement purposes.
Built-in, standard vital tags include: BP, HR, T, Ht, Wt, HC, BMI.
To make a custom vital, put an @ symbol in front of a tag and use the same answer format for that tag. PSS will log anything in this format as a custom vital. For example, @MyCustomVital: OneWordResult. Be careful to watch out for spaces!
Examples of VALID Custom Vitals:
- @PHQ-9: 20
- @ExerciseMinutesPerWeek: 30
- @EmailConsent: Granted
Examples of INVALID Custom Vitals:
- VitalWithoutPrecedingTag: 1
- @Vital Name With Spaces: 1
- @VitalResultWithSpaces: My Result
Capturing eForm Answers as a Custom Vital
- In order to ensure that your value is captured in PS Suite as a custom vital, simply format the clinical note associated with the question you want to track in custom vital format.
- Note: If only "@MyCustomVital" is appears in the clinical note, it won't be logged as a custom vital. You can still search for this text within the chart, but it may be more useful to invent a simple value to place after a vital, such as: @MyCustomVital: Done. Also note that custom vitals can only be a single word - you can't have any spaces in the value.
- Custom vitals can be very helpful in tracking many patients' answers to a specific survey question because they can be tracked using searches.
- To search for a custom vital, add a new search.
- Oftentimes users will want to set up a reminder to key on a particular custom vital. For example, you can check for "@EmailConsent: Granted" and show a reminder when it hasn't yet been done.
- In order to set this up, add a new reminder.
As part of the email consent process, we have developed a way to easily view email consent status in the patient record in the EMR. The email consent toolbar for TELUS PS Suite allows physicians to see at a glance if a patient has provided email consent. When used with the Ocean email consent questionnaire, the patient status is automatically updated as soon as the patient provides consent. The toolbar can also be used to manually track email consent in PS Suite independent (by selecting the "Grant" or "Deny" options).
You can view a screenshot of the toolbar below. The full toolbar can be downloaded from our Clinical Resource Library and installed into your PS Suite by following the instructions outlined in "Ocean Clinical Resource Installation Instructions".
If a specific user has "Data Entries Require Review" selected in their PS Suite user settings, any notes they write will get blue barred and assigned to their supervising doctor for review. This would include Ocean notes, if that user happens to be the first one to enter a patient chart when an Ocean note is ready to download. As the user's initials are getting tied to the downloaded Ocean note, the note gets blue barred and sent to their supervising doctor for review.
Follow the steps below to prevent these blue-barred notes from downloading when a user with this "needs review" setting enters a patient chart.
- Insert the Ocean custom form into a test patient's chart in PS Suite by clicking the Ocean logo on the Ocean toolbar.
- Select "Settings" on the Ocean custom form.
- Enter your Ocean username and password to access the settings menu. Once there, click "Advanced...".
- Double click on "Autodownload Even If User Notes Need Review: Y" to change it to "N".
- This will set it so that the Ocean notes will not download automatically for users who's notes need review, and therefore they will no longer be blue barred.
If you are downloading clinical tools (e.g. PS Suite Custom Forms) from the CognisantMD Clinical Resource Library and they arrive on your desktop as .zip files, this is due to a quirk in the way certain versions of Internet Explorer download .cfm files.
It's easy to work around this issue:
- You can import the files into PS Suite as-is (they will work fine, even as .zip files), or
- You can rename the file to have a .cfm as the suffix of the file name, instead of .zip.
There are several options for automatically queuing eForms from PS Suite.
Search in our Clinical Resource Library to download and install the following custom forms in PS Suite:
- Ocean - Add Form - phq9|gad7 (this form can queue a list of individual eForms)
- Ocean - Add Favourite - PHE (this form will queue an Ocean favourite)
To learn how to install a custom form in PS Suite once it's been downloaded, please refer to our Ocean Clinical Resource Installation Instructions.
Once imported, you can insert these custom forms into a patient's chart in PS Suite, which will instantly insert the Ocean custom form and queue the corresponding eForms or favourites and then automatically remove itself from the chart.
If you would like to configure the "Ocean - Add Form" custom form to add specific eForms, simply rename it and add the eForm references ("refs") to the name at the end. eForm refs can be found in the eForm's URL when previewing it.
For example, the eForm URL for the PHQ-9 is: https://ocean.cognisantmd.com/questionnaires/preview/QuestionnairePreview.html?ref=phq9; therefore, its eForm ref is "phq9". So, if you wanted to automatically add the PHQ-9, change the form's name to "Ocean - Add Form - phq9". If you'd like to add more than one form, use the pipe ("|") character to separate the multiple eForm references.
If you want to add one of your favourite eForms, called "My Favourite", change the "Ocean - Add Favourite - PHE" form to "Ocean - Add Favourite - My Favourite".
Adding Ocean Forms from Encounter Assistants
If you would like to be able to add these forms automatically from an Encounter Assistant (EA), add an 'Action' item to the EA to "Insert Form", and point it to your custom form configured above.
Adding Ocean eForms from PS Suite Toolbars
It is not recommended that you add custom links to add Ocean eForms to your Ocean Toolbar. Once the Ocean Toolbar has been installed and activated, any custom links to Ocean on your toolbar will not be supported. We are constantly improving the Ocean Toolbar and may ask you to upgrade to a newer version of the toolbar at any time, which will overwrite any customizations you have made to your toolbar.
Our Clinical Resource Library contains several downloadable clinical resources, including custom forms.
Once you've downloaded and imported your desired custom form(s) into PS Suite, you can start using them for any of your patients.
Follow the steps below to insert a custom form into a patient's chart.
- Enter the patient's chart in PS Suite, then select "Data" and "New Custom Form".
- Locate the custom form that you just imported and then select "Choose This Form".
- The selected custom form should then appear in the patient's chart.