PS Suite: Part 1: Setting Up the Ocean Custom Form

In this section, you will install the Ocean custom form and toolbar, enabling quick access to Ocean patient forms and features, right from the chart.

  1. Download & Install the Ocean Custom Form and Toolbar
    • To start, you will need to download 2 .cfm files and import them into your PS Suite EMR.
  2. Create a Reminder Trigger for the Ocean Toolbar
    • To set your Ocean Toolbar to be visible and available to use for all your patients, you'll want to create a reminder for the Ocean Toolbar custom form.
  3. Configure the Ocean Custom Form
    • To link your Ocean custom form with your Ocean site number, you will need to configure the Settings on your Ocean custom form.
    • To complete this step, you will need to be an admin on your Ocean site, and you will need your Ocean username, password, and site shared encryption key.

PS Suite: Download & Install the Ocean Custom Form and Toolbar

  1. Download the Ocean custom form and toolbar files.

    • If the files do not appear as “.cfm”, right-click each of the links to and save them manually by selecting "Save As..." from the menu of options.
  2. Open the Edit Custom Forms window in PS Suite.

    • Log in to PS Suite and open the EMR (Records) window.
    • From the "Settings" menu, choose "Edit Custom Forms".
  3. Import the downloaded custom form files into PS Suite.

    • From the Edit Custom Forms window, select "File" and then "Import Form(s)".
    • Locate the .cfm file that was downloaded. (This will typically be in your computer's "Downloads" folder if you've downloaded the file recently.)
    • Select "Choose" and close the Custom Forms window.

PS Suite: Create a Reminder Trigger for the Ocean Toolbar

Once you have imported your toolbar custom form file into PS Suite, you will need to create a reminder so that the toolbar is available for use in your patients' charts.

  1. Open the Edit Reminders window in PS Suite.

    • Open the EMR (Records) window within PS Suite.
    • From the "Settings" menu, choose "Edit Reminders".
  2. Add a new reminder.

    • From the Edit Reminders window, select "Edit" and then "Add Reminder".
    • Give the reminder a descriptive name, such as "Ocean Toolbar".
    • Click "Add Line" to add criteria to the reminder.
    • From there, choose some criteria to specify when you would like the toolbar to show. If you simply want the toolbar to show for all users and for all patients, you can enter some criteria that is true for all patients, such as the patient’s age being less than 200. Alternatively, you can add additional criteria to make it show only for certain users or certain patient populations.
    • Click the “Show Custom Form or Stamp” radio button, then choose your toolbar custom form to show for this reminder from the dropdown menu.
    • Click "Done" to save the reminder and close the dialog box.
    • Open a patient chart to confirm that the toolbar is displayed under the CPP.

PS Suite: Configure the Ocean Custom Form

Configuring your Ocean form will connect Ocean and your EMR.

  1. Open the Ocean Settings menu from the Ocean custom form.

    • Open a patient chart (preferably a "dummy" or test chart, or an empty chart).
    • Insert the Ocean custom form into the chart by clicking the Ocean logo on the Ocean toolbar.
    • You will be prompted to create an Ocean user account (if you don’t already have one) or to sign in with your existing Ocean user account.
    • Click on the “Settings” button on the custom form.
    • Enter your Ocean username and password to authenticate yourself. The Ocean Settings dialog box will appear.
  2. Enter your Ocean account and site information.

    • Click “Ocean Site Number” to enter the site number provided to you by the Ocean administrator (accessible via the Admin tab on your Ocean Portal).
    • Click “Settings” on your Ocean custom form again and select “Shared Encryption Key” to enter your shared encryption key password. If you haven’t already set this in the Ocean Portal, you will be prompted to do so first. This key will be stored secretly within your EMR, thereby preventing anyone else (including CognisantMD) from accessing any patient data.
    • The other settings may be left as-is.
    • Click the “Remove” button on the Ocean custom form to delete the custom form from the chart.

PS Suite: Part 2: Setting Up OceanConnect with the TELUS API

In this section, you will set up your OceanConnect device and connect to the TELUS API. To learn more about OceanConnect, please refer to "Understanding OceanConnect".

  1. Upgrade Instructions for Existing Ocean Clients
    • In order to take advantage of the new Ocean features that come with the TELUS API, you will first need to upgrade your Ocean custom form and toolbar.
    • If you're a new client, proceed directly to Step 2.
  2. Enable OceanConnect on Your Ocean Custom Form
    • This will allow you to connect to the new TELUS API and take advantage of its accompanying features.
  3. Set Up Your Dedicated OceanConnect Device
    • This step will describe which tablet settings to optimize on your dedicated OceanConnect tablet and how to register your OceanConnect tablet with your specific Ocean site.
    • These settings are important to ensure that Ocean and your EMR are connected reliably.
  4. Add Your Mobile OceanConnect Device in PS Suite
    • To set up your OceanConnect tablet, you will need to register it as a mobile device linked to your PS Suite EMR.
    • In this step, you will create a new PS Suite user to host this mobile device and obtain the mobile activation code needed to register your OceanConnect tablet as this mobile device.
    • Note: You will need to be an admin user in PS Suite to complete this step.
  5. Configure the OceanConnect App
    • The final setup step is to configure your OceanConnect app by entering the mobile activation code that you obtained in Step 2.
    • Once successfully activated, your setup is complete!

PS Suite: Upgrade Instructions for Existing Clients

The new Ocean toolbar has enhanced functionality that replaces the need to insert the Ocean custom form in the chart. You can learn more about these changes in "Moving to the New TELUS API – What You Need to Know".

Step 1: Telus Connection Request Form

Please enter your site number below to check if you need to complete the Telus Connection Request Form:

Step 2: Update your Ocean Custom Form and Ocean Toolbar

Note Regarding Preexisting Toolbars

If you already have this Ocean toolbar installed in your PS Suite, please ensure that the toolbar has the same file name as your existing toolbar. The new Ocean toolbar will replace your existing Ocean toolbar. As a result, any customized links that you may have added will be lost.

Please refer to Download & Install the Ocean Custom Form and Toolbar.
    • Select "OK" when prompted to replace the existing custom form and make sure that PS Suite confirms that your custom form has been replaced successfully.
  1. Create a reminder trigger for your toolbar.

    • Skip this step if you were already using the standard Ocean toolbar.

Note Regarding Custom Toolbars

If you are a clinic with existing custom toolbar(s) that have been customized with a link to Ocean, once the Ocean Toolbar is installed and activated, these extra links to Ocean in existing custom toolbars will be redundant and unsupported. Therefore, we recommend that clinics using custom toolbars remove any Ocean-related links from the custom toolbars and rely on the Ocean Toolbar instead.

PS Suite: Enable OceanConnect on Your Ocean Custom Form

  1. Access the advanced Ocean settings menu.

    • Open the Ocean custom form in PS Suite by clicking on the Ocean logo in the toolbar.
    • Confirm that your version is up-to-date (look for “v3.89” or later).
    • Click the “Settings” button on Ocean custom form and enter your Ocean credentials.
    • Select "Advanced..." from the Ocean settings menu.
  2. Activate OceanConnect.

    • Select (or double-click) "OceanConnect Activated: N" to activate your OceanConnect.

PS Suite: Add Your Mobile OceanConnect Device in PS Suite

  1. Create a new PS Suite user, named "Ocean Connect".

    • This Ocean Connect user will serve as a makeshift user that the OceanConnect tablet will use when saving notes.
    • You can create a user in the "Edit Users" dialog box that can be accessed from the dashboard, under the Settings menu (you will need administrative privileges in PS Suite to access this dialog).
    • Make sure you save the Ocean Connect user with initials "OCNC" and as an “Administrator” with standard special privileges that allow them to view ALL privileges and have NOTES action privileges.
  2. Add a mobile device for the Ocean Connect user.

    • Go back to the dashboard, open the Settings menu, and this time, select "Preferences".
    • Enter your password to access the preferences dialog. Note that you will need administrative access to your PS Suite EMR to be able to access this dialog.
    • Select "Mobile" from the list of preferences options along the left. Note that you will only be able to access this area if you have your mobile TELUS API set up.

    Note: Depending on your version of PS Suite, the appearance and layout of the Mobile section may differ. Check which version of PS Suite you are currently running to determine which of the below instructions applies to you.

  3. PS Suite v5.11 or Higher PS Suite v5.10 and Below
    • Select "Device Management" on the left and proceed to select "Connect, Ocean" as your mobile device user.
    • With the Ocean user selected, click the purple "Pair Device" button.
    • This will open up an Activation Code dialog box. For our purposes, you can ignore the QR code. You will need the manual code to register your OceanConnect tablet.

PS Suite: Configure the OceanConnect App

  1. Select your EMR.

    • Open the OceanConnect app and select "TELUS PS Suite" from the EMR selection screen.
  2. Activate your OceanConnect app.

    • Type in the (manual) mobile activation code that you obtained from the Preferences window in PS Suite.
    • Note: Be sure NOT to include the dashes (-) when typing in the activation code.
    • If your device has been successfully added, you will see a green checkmark labelled "Device has been added" in the Activation Code dialog box in PS Suite:
    • If successful, you will be brought you to the main OceanConnect screen on your tablet.
  3. Customize your OceanConnect configuration.

    • Schedule Days to Sync
      Set your "Days to Sync" to 1 or 2 days, 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 3 days in advance of a patient visit, then a minimum of 3 days' synchronization is required.)
    • Note: More internet bandwidth is required for longer time intervals for appointment synchronization.
    • Mark appointments as Arrived in the next (hours)
      This field allows you to define the time range after a patient checks in at the kiosk, in which you'd like to mark their appointment(s) as arrived (e.g. if you set this to 2 hours, any appointments that a patient is booked for, within 2 hours of them checking in at the kiosk, will be flagged as arrived).
      Walk-In Provider / Walk-In Create Appointments at
      To learn how to set up your kiosk to accept walk-ins, please refer to "Set Up OceanConnect to Support Walk-In Patients".
    • Sync Appointments From
      If you do not want to synchronize the appointment schedule for all of your providers, you can select which providers' calendar(s) you would like to sync appointments by clicking on the "All providers" button and checking off providers, as appropriate.
  4. Save and test your OceanConnect configuration.

    • If you have made any configuration changes in the OceanConnect app, ensure that you have clicked “Save Configuration”.
    • Once your settings have been saved, click "Sync Appointments Now" and allow a few minutes for your appointments in PS Suite to synchronize with Ocean.
    • Once the sync has completed, verify your appointment synchronization with PS Suite by logging in to the Ocean Portal and verifying that the patients from your booked appointments in PS Suite have appeared in the Patients tab of the Ocean Portal.

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 Other OceanConnect Fields
Combine Progress Notes
If this checkbox is checked off, if a patient fills out multiple Ocean eForms, all resultant notes from that eForm will go into one single note entry in the patient's chart in PS Suite (vs. each form creating a separate note the patient's chart in PS Suite).
Save Configuration
Save changes that you've made to the configuration settings and start OceanConnect.
Sync Appointments Now
Manually synchronizes appointments. Once the sync is complete, you should see all your patients with upcoming appointments listed in the Patients tab of your Ocean Portal.
You can also click the “Synchronize Appointments” button in the Patients tab of your Ocean Portal to also force OceanConnect to synchronize appointments with the PS Suite appointment schedule, extracting, encrypting, and uploading patients with upcoming appointments.
Note: You will rarely need to sync your appointment, as OceanConnect will automatically synchronize appointments in your PS Suite 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 Mobile Activation Code, disconnecting Ocean and PS Suite.
Change EMR
Takes you back to the EMR selection screen.
Open Ocean Tablet
Opens the Ocean Tablet app on your device.