Digital Intake Forms

One of the most-loved features of Ocean for primary care clinics is the free, built-in Ocean Forms Library which powers digital data collection across the patient’s journey. From online booking to reminders to surveys, including the right forms at the right time is a game changer for your clinic workflows.

Why it works:

• Reduced manual documentation: Information from the patient flows directly into your EMR, saving hours of manual data entry.
• More accurate data: For patients completing forms at home, they have more time to recall relevant health details without feeling rushed.
• Improved patient flow: With demographics, medical history, and consent forms potentially completed before the appointment, healthcare providers can focus more on the patient and the visit itself.

Ocean Online Booking

No matter how you manage your schedule, phone tag can be a major time drain for your front desk staff. Online booking streamlines this process by allowing patients to pick an available time slot that works for them – no back-and-forth necessary! Plus, with Ocean you can configure online booking rules to suit your unique clinical needs. For instance, you can create separate booking links for routine check-ups, urgent visits, and immunizations, ensuring patients only see the openings you want them to see.

Why it works:

• Less administrative tasks: Fewer phone calls mean your MOAs can focus more on valuable patient-facing tasks.
• Improved patient experience: Patients appreciate the convenience of 24/7 online availability (no sitting on hold!) and confirmation emails for their records.
• Better scheduling: By using Ocean’s booking guardrails, patients can book when they want, when you want them to.

Automated Appointment Reminders & Patient Follow-Ups

In primary care, your patients may have recurring appointments or regular check-ups scheduled weeks or even months later. It’s no wonder some of them forget their appointment details or fail to come prepared. Automated reminders – delivered by email and SMS – are a powerful and cost-effective solution to keep patients informed.

Reminders don’t have to stop once the appointment is over. Ocean Patient Reminders can also be used to schedule post-appointment follow-ups! Whether it’s feedback surveys, medication adherence checks, or more advanced measures like PREMs and PROMs, automatically triggering these reminders helps maintain patient engagement and collect valuable data.

Why it works:

• Reduces no shows: Timely reminders can make the difference between a filled appointment slot or lost time!
• Keeps patients prepared: Include important details like clinic information, medical instructions, forms, and more so patients arrive, and leave, fully informed.
• Less phone tag: By reducing the number of reminder calls coming in and out, medical staff can focus on other tasks (like only calling higher-needs patients).

Bonus tip: Clinics that send TWO appointment reminders, the first at 7 days in advance and the second just 2 days before the appointment, see a 10% increase in confirmation rates vs using only a single reminder. For more tips, check out: Make the most of your automated Patient Reminders.

Self-Serve Forms

Sometimes, you may want (or need) patients to initiative a conversation or share medical information with your clinic. This is where Self-Serve Forms come in. These can be linked directly from your clinic website, or easily shared with just a quick and secure link, making it easy for patients to submit requests or information without ever picking up the phone. Whether it’s for new patient registration, a routine inquiry, or securely receiving photos and documentation, Self-Serve Forms empower patients while reducing the workload for clinic staff.

Why it works:

• Reduces Administrative Burden: By routing simple questions, forms, and requests through your clinic website and off phones, staff can focus on other tasks.
• Enhanced Patient Satisfaction: Patients can complete tasks at their convenience on-demand, fostering a more patient-centric experience from the start.
• Seamless EMR Integration: With an integrated EMR and upon approval, Self-Serve Forms can create new patient charts or update existing records without manual data entry.

Check-In Kiosks and Tablets

SomWhen patients arrive at the clinic, check-in kiosks and tablets can be used to complete any outstanding tasks, no pens or clipboards required. As part of the check-in process, patients can update their demographics, review consent forms, and complete short questionnaires like a Smoking Cessation screen or Mammogram reminder. Once they’re done, the patient is marked as “arrived” in the EMR, all without needing to wait in line to speak with reception. For longer forms, tablets are better suited, so lines don’t form at the check-in kiosk.

Why it works:

• Save staff time: By streamlining the more standard check-ins, staff can focus more on helping the patients who need more assistance.
• Accurate & up to date records: Patients can verify and update their demographics, contact info, and more, right on the spot!
• Sleek design: A modern tablet or kiosk solution is easy to use and comparable to devices found in other industries, making it more familiar for patients.