Module 1: The Basics

Ocean ReferralsEasily find specialists and allied

health professionals for eReferrals

Ocean StudiesAdminister patient

surveys for QIPs and clinical trials

Ocean QuestionnairesCollect patient data on tablets in the

waiting room or online from home

Ocean Cloud-Based Platform:Security, EMR Integration & Clinical Content

What is Ocean?The secure way for clinicians, patients, and researchers

to share healthcare information

Patient –Clinician

• Ocean Tablets & Online

Questionnaires

Researcher – Patient

•Ocean Studies

Clinician – Clinician• Ocean Referrals

CognisantMD Objectives

Better patient care and efficiency

Module 1 Agenda

The Ocean Web Portal and your Ocean Site“Central Command for Ocean”

Tablets Not just for Angry Birds anymore

Web QuestionnairesSecure communication with patients at home!

EMR IntegrationThe final frontier

The Ocean Web Portal

EMRTablets

Ocean Web Portal

What Can I Do in the Web Portal?

• Manage your patients Create patients, add forms, etc.

• View your tablets Remote update, deregister,

manage groups

• Configure account information (i.e. Who’s paying the bill?)

• Build and manage eForms

• Configure and export study data

• Manage referrals Inbox & Outbox

Users and Sites

• An Ocean site corresponds to a clinic or an EMR instance with EMR integration enabled Example: St. Mike’s has

multiple clinics but one EMR server, therefore one Ocean site

• An Ocean user may have access to multiple Ocean sites

The Patients Tab

• This is where all your patients are stored in Ocean "The Vault"

Create patients, invite for Online Qs, even complete forms

• Even with EMR integration, all the patients are here

• Patient data gets purged regularly This is not an EMR!

Brief Tangent on Security

• Why do I see “patient encrypted”?

• All Ocean patient data is encrypted using a clinic-specific key called the “secret encryption key”

• Every browser, tablet and EMR used needs to hold the encryption key to view patient data

Patients individu-ally

encrypted

Your site

Ocean

Access to site isrestricted

1. Create a patient in the patients tab

2. Add the physical form

3. Complete the form in the patients tab by clicking on it

4. For testing purposes, you can use Password1! secret encryption key

Exercise: Creating a Patient

Tablets Tab

• Ocean runs on any Android 4.0+ tablet Bigger screens are better for older

patients

• See all registered tablets for a site

• Access “tablet settings groups”

• Configure tablet settings for groups & drag and drop tablets between them

• Functions: Deregister tablets that are lost or

unused Remote update tablets

Follow the instructions on the website:

1. Install the app

2. Set the secret encryption key

3. Register the tablet with your Ocean site

Exercise: Registering Your First Tablet

1. Review “default” tablet settings group

2. Clone it, name it “Waiting Room”

3. Edit the new group and add the health equity survey as a survey invitation on completion

4. Move your tablet to this new group

5. Create a patient in the patients tab, add the Nipissing 6-month screen and complete the tablet

6. View the note

Exercise: Putting it Together

Sending it Home: Ocean Online

• May include multiple forms• Verification allows authentication of patient identity• Option to notify sender when complete• Templates to store frequently used wording, forms and

verification settings• Single-sign-on from EMR (OSCAR and PSS)

Web Questionnaires allow you to send secure invita-tions

via email, so patients can complete forms at home

1. Create a patient in the patients tab

2. Add the patient registration and email consent forms

3. Send the web questionnaire with “invite” button

4. Complete questionnaires

5. View the note

Exercise: New Patient Intake

EMR Integration

• Telus PS Suite & OSCAR Toolbar for full interactivity

• Accuro Ocean Connect software uploads upcoming appointments and

adds notes as documents

• Wolf Appointment file importer

Not all clients use EMR integration; however, Ocean can

connect to TELUS PS Suite, OSCAR, Accuro and Wolf.

Patients are encrypted and

uploaded to your site, forms added

Single-sign on with access token

Patients interact with Ocean via tables and web

questionnaires

Your site

Ocean

Patient responses are decrypted and used to

update the EMR demographics, progress

notes and even CPP

Your EMR

EMR Integration

End of Module 1 Quiz

1. How does Ocean protect patient data?

2. Where does the encryption key reside?

3. What are three ways you can complete a clinical questionnaire using Ocean?

4. What is a favourite?

5. What kind of tablets can run Ocean?

6. What would you do if a tablet was stolen from your clinic?

(Instructor-led!)

1. Upload the participants.csv file

2. Choose "standard" file format

3. Choose "Training Feedback Survey"

4. Upload the file and send out the invitations!

Exercise: Training Feedback Survey

Feedback Survey