Module 1: The Basics

Ocean Referrals Easily find specialists and allied health professionals for eReferrals Ocean Studies Administer patient surveys for QIPs and clinical trials Ocean Questionnaires Collect 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 Questionnaires Secure communication with patients at home! EMR Integration The 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 individually encrypted Your site Ocean Access to site is restricted

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 invitations via , so patients can complete forms at home

1.Create a patient in the patients tab 2.Add the patient registration and 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 Ocean Patient responses are decrypted and used to update the EMR demographics, progress notes and even CPP Your EM R 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