Module 5: Ocean eRequests

Module 5 Agenda Basic Concepts for eRequests What is an eRequest? The Directory Introduction and seeing how it is used Working with eRequests Signing up, managing your list and managing eRequests eRequest Links Adding eRequest Links to your clinic website

What are eRequests?  Secure, structured messages to your clinic from other health service providers or patients We refer to eRequests from one clinician to another as eReferrals  Secure, structured messages from your clinic to other health providers  Secured using Ocean public/private key infrastructure  Simple to participate, irrespective of your EMR (or lack of EMR)

How do eRequests fit into Ocean Part 1  2013: Tablets for patients in your waiting room  2014: Ocean Online web questionnaires for patients at home prior to a visit  2015: eRequests for patient self-service on your website

How do eRequests fit into Ocean Part 2  Ocean connects patients to clinicians  Ocean connects patients to researchers  Ocean connects clinicians to clinicians

Some theory: public/private keys  A "public/private" keyset allows a piece of data to be encrypted using the public key and decrypted with the private key Like a locked mailbox  When you sign up for Ocean eRequests, Ocean will automatically generate a secure public/private keyset  The private key is stored in Ocean encrypted with your shared encryption key (don't lose it!!)

The Ocean eReferral Directory  The Ocean eReferral Directory is a directory of referral targets for clinicians  EMR integration allows GPs to load patient information to overlay on the directory  Supplemented with information from public directory listings  Physicians can print, fax or eRefer (if available) from the directory pages  Referral targets may be claimed by an Ocean site Add a logo, own your listing information, customize your requisition forms  Anyone can edit unclaimed referral targets

Sending an eReferral Keyword based search with proximity-based rankings (to patient's home) Single-sign-on for EMR users to find health services near patient

Sending an eReferral Structured, customizable referral form prepopulated from EMR

Getting set-up for eRequests  One-time setup here documented here:  Once configured, manage your listing in the admin tab

Managing your directory listing Describe your services for other docs here Manage your health services here. Add wait times and other info by clicking on them. Set your default referral form here.

Receiving eRequests  notifications when new eRequests arrive  Different folders for different lifecycle stages  Clicking a referral opens it  Search by last name, health service, eRequest type or referring clinician

Receiving eRequests Best Practices  Keep your "new" box clean!  eRequests are not kept long-term in Ocean so you must export referrals for archival purposes offline each month

Working with eRequests  Contact information at top, as sent by clinician  Includes note as generated by eRequest form  Appointment booking notification to both GP and patient by default  Bidirectional messaging with GP clinic  Action menu at top allows Ocean Online questionnaires to be sent directly  Encrypted file attachments

eRequest Lifecycle (Simple) New Pending Contact Booked Declined eRequests start in the new state. These need to be accepted or declined promptly. If an eRequest has been accepted, it moves to pending contact state until an appointment has been booked. You may decline a new referral for a variety of reasons. You will be prompted to provide a reason to a referring clinician. When an appointment is booked, the GP and the patient are notified. A confirmation checkbox will be checked when either the GP or the patient click "confirmed" in the .

Advanced Referral Management  Advanced Referral Management can be enabled in the admin tab of your Ocean site  Provides additional lifecycle states for eRequests, such as "seen" and "walk-in"  Provides referral review capabilities and the ability for a clinician to annotate an eRequest with a (you guessed it) Ocean form to generate a clinical assessment Default example is a radiology protocol assessment

Adding an eRequest Link to your Website  Once you have signed up for eRequests, you can add any eRequest form to your website in the admin tab Name of eRequest The URL you can use on your website

Configuring eRequest Links Choose whether restricted to clinicians The patient will be redirected h ere when complete List of eForms that will be presented sequentially

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