Three ways to simplify new patient registration

Best Practices

Adding and rostering new patients into your EMR can be a time-consuming process. Here are some ways Ocean makes the new patient registration process easier and more efficient for your team.

Sign and receive roster forms online

With Ocean’s direct EMR integration and customizable restrictions, you can reduce inappropriate bookings, and ensure patients can only book the appointments you want them to.

With the shift towards virtual care over the last year, getting patients to sign and securely send roster forms back to the clinic can be a tricky problem. However, by using a combination of Ocean forms and our file uploader, many clinics are now accepting their roster forms virtually. These are some of the methods we’ve seen from the Ocean community:

Via secure message

Send your patient a secure message and attach an Ocean roster form, similar to this patient enrolment & consent example from Albany Clinic. When sending the form, it’s best to include a blank PDF version of the MOHLTC roster form for the patient to view for reference.

Once the patient completes the Ocean form, the results will sync right into the patient chart.

Using the file uploader

If a PDF version of your roster form is available on your website, you can direct patients to send back the completed form using Ocean’s file uploader. It’s safer than traditional email, secure, and features a built-in virus scanner.

To cover all their bases, some clinics often use a combination of the two methods above, ensuring the notes go directly into the chart, while maintaining a copy of the PDF form on file if needed.

Automatically create new charts

Whether you are currently adding new patients to your practice, or you are a specialist that only sees new patients, Ocean’s new patient chart feature saves countless hours of manually creating charts and transcribing information from one place to another.

Ocean can create new charts if you accept:

  • An eReferral from a new patient
  • A request for care/services through an online form
  • An appointment booking from a new patient
  • A walk-in visit

If the patient completes any additional Ocean forms, those notes automatically sync into the newly-created chart.

Collect demographics and consent all at once

Once Ocean creates a new chart for the patient and they complete the roster forms, clinics can move onto intake. By creating a “New Patient Registration” template, you can quickly include forms like Demographic Review, General History, Email and Virtual consent, and more. Using the responses from the patient, Ocean can pre-populate or update certain fields in the chart which eliminates a lot of the manual work for staff.

If you have any other questions, please let us know by contacting our support team directly at

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