Ocean Functionality Overview

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Ocean- Novari Integration: Use case, User Action, Expected outcome and Support information

#	Use Case	User Action	Expected Outcome	Support Information
1	Sender initiates a new referral	A Sender selects the Receivers listing in Ocean HealthMap, completes the eReferral form, and sends the referral.	The new referral will be received in the Novari Inbox. The referral PDF and any attachments can be viewed once the referral is opened in Novari
2	Sender adds a message to a sent a referral	In Ocean, the Senders adds a Message for the Receiver, using the Messaging Pane within the referral sent.	When a referral is in the inbox, messages will be displayed in read mode on records in the inbox. Once processed, the messages will be added to the referral where a red envelope will be indicating a new message.
3	Sender adds an attachment to a sent referral	In Ocean, the Senders adds an attachment for the Receiver, using the Messaging Pane.	When a referral is in the inbox, messages will be displayed in read mode on records in the inbox. Once processed, the messages will be added to the referral. Attachments sent in will also show up as additional attachments on the record with a red envelope indicating a new message.
4	Sender cancels a sent referral	Sending provider in Ocean should use the Messaging Pane to indicate to the Receiver that the referral is no longer required.		Not Supported
5	Sender resubmits a cancelled or declined referral			Not Supported
6	Receiver accepts a referral	In Novari, the receiver clicks on Process to accept a referral	Referral moves to the Pending Booking folder in Ocean
7	Receiver declines a referral - Reject from Inbox	In Novari, receiver opens the referral before accepting and clicks on Reject from the inbox to decline a referral	The declined folder in Ocean with reason for decline
8	Receiver declines a referral - Cancel from Central Intake	In Novari, User cancels from the Central Intake (after the referral has been processed)	Cancel goes to the declined folder in Ocean. (Ocean only allows a referring provider to cancel a referral, a receiver in Novari cannot cancel a referral in Ocean)
9	Receiver declines a referral - Junk is selected	While rejecting a referral from Novari, “Junk” is selected	No status update goes back to Ocean if “Junk” is selected in Novari. It will continue to stay in the current folder in Ocean.	Since no Status update goes back to Ocean, please refrain from using “Junk” option while rejecting a referral from Novari for Ocean referrals
10	Receiver adds a message to a referral	In Novari, receiver opens the referral, accesses the “Discussion” section and types in the message	In Ocean, an update will be sent to the Needs Review Folder, once the referral is opened the message can be found in the Messaging Pane
11	Receiver adds an appointment to a referral	No HIS Integration In Novari, receiver opens the request and adds appointment in the appointment tab  HIS Integration  Once an appointment is scheduled in HIS, Novari receives the appointment from HIS.  This appointment info is sent to Ocean	In Ocean, an update will be sent to the Needs Review Folder. The referral can also be found in the Booked Unconfirmed folder with the appointment date
12	Receiver reschedules an appointment	No HIS Integration  In Novari, receiver schedules new appointment in the appointment tab  HIS Integration  Once an appointment is rescheduled in HIS, Novari receives the updated appointment.  This appointment info is sent to Ocean	In Ocean, an update will be sent to the Needs Review Folder. The referral can also be found in the Booked Unconfirmed folder with the appointment date.
13	Receiver cancels or removes a scheduled appointment	No HIS Integration In Novari, receiver cancels an appointment and appointment is removed from Ocean, HIS Integration Once an appointment is cancelled in HIS, the cancelled appointment is shown in Novari, and the appointment is removed from Ocean	In Ocean, an update will be sent to the Needs Review Folder. The referral can also be found in Pending Booking folder
14	Duplicate referral	Receiver identifies the Ocean referral is a duplicate to a referral (fax referral) already being processed. The Novari admin user attaches the Ocean eReferral to the existing eRequest and forwards the attachment (Ocean eReferral). If both are Ocean referrals, they should reject the second one and mention the reason & use messaging if information is missing for first referral	Referring provider receives a rejection in Ocean, indicating the Ocean referral is a duplicate. The referral moves to the Declined folder
15	Forward Ocean referral			Not Supported
16	Referral is completed	In Novari, the request will show Complete status	In Ocean, the referral will move to the Completed folder

Ocean- Novari Workflow Overview

Novari Workflow and Respective Ocean folders

Reject from the Novari inbox goes to the Declined folder in Ocean.

Please refrain from using the “Junk” option while rejecting a referral from Novari for Ocean referrals as this does not send a message back to Ocean.

When a referral is processed in Novari, the referral moves to the pending booking folder in Ocean.

The declined status in Novari does not go back to Ocean. The users can either cancel the referral or use the messaging feature to provide an update to the referring provider.

When a referral is cancelled in Novari the referral goes to the declined folder in Ocean with the cancellation reason/note. Ocean only allows a referring provider to cancel a referral, a receiver in Novari cannot cancel a referral in Ocean

When a referral is completed, the referral will move to the completed folder in Ocean. Once a referral is completed in Ocean, the referral will not move to any other folders if reopened in Novari.

When a referral is routed to a new location, the location shows under the messaging pane in Ocean. The referral will be flagged in the needs review folder.

Novari States/FHIR Status

The following statuses or actions in Novari are sent back to Ocean to keep the referring provider informed. Workflow states listed below is for all pathways, all states may not apply to your workflow.

Workflow State	FHIR Status	Notes
New	Received
Awaiting Submission	Received
Awaiting Routing	Accepted
Awaiting Assessment Triage	In Progress
Awaiting Assessment	In Progress
Assessment Outcome	In Progress
Assessment Routing	In Progress
Awaiting Acceptance	In Progress
Awaiting Scheduling	In Progress
Awaiting Visit	In Progress
Awaiting Outcome	In Progress
Assessment Scheduling	In Progress
Declined From Surgeon	N/A	Internal Decline; No integration message sent
Declined From Assessment	N/A	Internal Decline; No integration message sent
Declined	N/A	Internal Decline; No integration message sent
Declined from protocol	N/A	Internal Decline; No integration message sent
Cancelled	Cancelled
Completed	Completed
Routed Out of Region	Completed
Awaiting Rad Protocol	Accepted
Awaiting Tech Protocol	Accepted
Awaiting Scheduling (integration)	Accepted
Work in progress	Received
Awaiting Final Tech Protocol	Accepted
Awaiting Pending	Accepted

Integrated Appointments

When the patient is scheduled in the HIS

The new appointment is displayed under appointments in Ocean. The referral shows in the booking unconfirmed folder in Ocean.
If the patient is rescheduled, the updated appointment is displayed in Ocean.
If an appointment is cancelled, the appointment is removed from Ocean and goes back to the pending booking folder.

When a patient arrives for their appointment and the referral shows as completed in Novari, the referral goes to the completed folder in Ocean.

Non-Integrated appointments

The new appointment is displayed under appointments in Ocean. The referral shows in the booking unconfirmed folder in Ocean.

If the patient is rescheduled, the updated appointment is displayed in Ocean

If an appointment is cancelled, the appointment is removed from Ocean and goes back to the pending booking folder.

Forwarding to Existing Referral (Duplicates Novari Inbox)

Forwarding to existing referral that was previously received by faxed.

Click attach to existing eRequest.

Search for the patient

Click forward attachment.

The referral will show under the cleared folder in Novari

The referral will go to the declined folder in Ocean. The note to the referrer indicates that the referral was rejected and forwarded to an existing referral.

Note:
The referring provider will not receive updates or notifications in Ocean for this case since the initial referral was submitted through fax.

Forwarding to existing referral that was previously received from Ocean.

Click attach to existing eRequest.

Search for patient

Click forward attachment.

The referral will show under the cleared folder in Novari

The referral will go to the declined folder in Ocean. The note to the referrer indicates that the referral was rejected and forwarded to an existing referral.

Note:
The referring provider will not receive updates on the rejected referral but will receive updates on the originally submitted Ocean referral.

Reopening Referrals in eRequest

Rejected Referrals

Reject referral in eRequest.
Process referral from rejected inbox in eRequest.
Referral goes to pending booking folder in Ocean.

Cancelled eReferral prior to an appointment being added

Process referral in eRequest
Referral gets cancelled in eRequest at some point before an appointment is scheduled
This goes to the needs review folder in Ocean, once the referral is reviewed, the referral will move to the pending booking folder.

Cancelled eReferral after appointment has been scheduled (may not apply to all workflows)

Process referral in eRequest
Appointment added in eRequest
Appointment cancelled in eRequest
Referral is declined/cancelled in eRequest
Referral is reopened in eRequest

Completed Referrals

Once a referral is completed in Ocean, the referral will not move folders if reopened in eRequest.

Links to support articles from Ocean

What do the different inboxes mean?

What File Types and Sizes can be Added as Attachments to eConsults and/or eReferrals?

What do the icons and buttons mean?

What do the different Action Menu Items mean?

How long will my eConsults/eReferrals be stored in Ocean?

You can find more information about Ocean MD at Ocean support FAQ

Countries listed for Novari Health services: Australia, Canada, New Zealand, UK, USA.