Managing new patient intake is a time-consuming task for most clinics, especially when demand is high, and staff are stretched thin. From tracking interest to collecting required paperwork, the process can involve a lot of manual effort.
That’s why many clinics are turning to Ocean’s patient engagement tools to automate and simplify key steps. Whether your clinic is accepting new patients for the first time or trying to streamline an existing process, Ocean can help make intake more efficient for both staff and patients.
1
Collect interest through Self-Serve Forms
Many clinics start by publishing a digital waitlist or new patient request form using Ocean’s Self-Serve Forms. These forms can be added to a clinic’s website or shared via email, giving prospective patients an easy way to submit their contact information and indicate who in their household is in need of a family doctor.
Each submission is securely stored in the Ocean Platform, where clinic staff can review, and triage requests based on availability and eligibility.
Once you accept a new patient submission, create a chart with just a click! Ocean offers a time-saving integration with the EMR: the ability to automatically create a new patient chart directly from the form submission. This reduces the manual data entry required for your staff and ensures that key details are transferred accurately into the patient record.
This Waitlist Application form is readily available in the Ocean Form Library.
2
Booking the first visit
After acceptance, you can follow up with a Patient Message, inviting the patient to book their first appointment using Ocean’s Online Booking tool. Patients can select from available time slots, and the booking confirmation email includes all the forms and information they’ll need before their visit.
Ocean Patient Messages are completely customizable based on what you’d like to send to your new patients!
3
Complete intake forms and roster documents
Ahead of the first appointment, clinics can send a pre-visit form package through Ocean’s automated patient reminders. This package can include Ocean Forms like:
- Clinic policies and consent forms
- Health history questionnaires
- Roster forms (e.g., for assigning the patient to a provider)
If you want patients to be able to download, sign, and securely upload any ministry-mandated documents, this can all be done through Ocean’s secure messaging tool, Health Messenger. Patients can already complete their Ocean Forms and confirm their appointment in Health Messenger, so this keeps everything convenient in one location.
As an alternative, some clinics choose to recreate roster forms using Ocean’s digital form builder, allowing patients to review and acknowledge them online. Since requirements can vary by province, clinics are encouraged to check with their local health authority before implementing this workflow.
By combining digital waitlist management, automated chart creation, online booking, and flexible intake form delivery, Ocean helps clinics create a seamless onboarding experience for new patients. It’s a small shift in workflow that can make a big difference—both for busy clinic staff and for patients finally finding the care they need.
