RMS Administrator Job Aid

Who can access eReferral?

Your organization must be a health information custodian (HIC) providing health care through the programs and services it operates in Ontario and in compliance with PHIPA to be eligible to access Ontario Health provincial eReferral.

A HIC is defined as an individual or organization who has custody or control of personal health information (PHI) as a result of, or in connection with performing their powers or duties in health care.

You must be the legally responsible person (LRP) or have delegated authority from the LRP. The LRP is the person authorized to sign on behalf of the organization and legally bind it — typically the owner or medical director.

If you are unsure who the LRP is at your organization, consult your organization’s decision maker or department head (e.g., at your clinic or hospital). 
 

What to expect as the Referral Management System (RMS) Administrator for the organization?

1. The LRP submits a request for eReferral service using Ontario Health’s Onboarding Request, in which the LRP assigns a RMS Administrator to conduct and oversee system setup.
    
2. The LRP reviews, e-signs, and returns Ontario Health’s Provincial Care Coordinator Gateway (PCCG) Participant Agreement to proceed with onboarding.
    
3. Once the agreement is returned to Ontario Health, the RMS Administrator will receive an email with the available training options and next steps.
    

What are the responsibilities of the RMS Administrator during setup?

Your Regional Deployment Team is available for training and support throughout the process.

OceanMD

1. Start the three-step process on  OceanMD’s Getting Started .
   Create your Ocean site, including
   • Confirming organization details
   • Providing EMR information
   • Signing the Ocean End User License Agreement
   • Setting an encryption key Inviting others (optional)
   • Complete your Ocean request form*
      
2. Complete training online.
    
3. Invite and train new users.

* OceanMD will review your information and, if applicable, work with your EMR vendor.
 

Getting started is quick and easy

Requesting access takes less than 30 minutes, after which agreements are typically finalized in two business days. The full end-to-end onboarding process can be completed in as little as five business days, depending on the complexity of your setup.

If you need technical support at any point, contact Ontario Health Digital Services Support at 1-866-250-1554, available 24/7.

Ocean Training Guides

Setup Guides

• Set Up Your Site to Send eConsult and/or eReferrals
• Set Up Your Site to Receive eConsult and/or eReferrals

Complete Training Guides

• Guide to Sending eReferrals
• Guide to Receiving eReferrals

Videos

• eReferral Sending Workflows
• eReferral Receiving Workflows

Frequently Asked Questions

• eReferral Functionality FAQ
• eReferral Workflow FAQ
• Provider Network FAQ
• Wait Times FAQ
• What do the icons and buttons mean?
• What do the different folders mean in the eReferrals & eConsults page?
• What do the different Action Menu Items mean?
• What File Types and Sizes can be Added as Attachments to eConsults and/or eReferrals?

Completing the eReferral Ontario Onboarding Request Form

Access to eReferral Ontario

Your organization must be a health information custodian (HIC) providing health care through the programs and services it operates in Ontario and in compliance with Personal Health Information Protection Act (PHIPA) to be eligible to access eReferral Ontario.

• A HIC is defined as an individual or organization who has custody or control of personal health information (PHI) as a result of, or in connection with performing their powers or duties in health care.

Before you begin

Please note that the Onboarding Request form cannot be saved. To ensure you’re able to submit the form in one sitting, gather all the required information first, including:

• Confirmation of Legally Responsible Person:  Legally Responsible Person (LRP) or delegate has the authority to apply on behalf of the legal organization.
  • The LRP is the person authorized to sign on behalf of the organization and legally bind it — typically the owner of an organization, medical director at a community organization or specialist office.
• Know your HIC type: You will need to identify which HIC category applies to your organization (e.g., Family health team).
• Referral Management System (RMS) Administrator:  You will need to designate an RMS administrator, who will coordinate with Ontario Health’s regional deployment team and RMS vendor to oversee system setup and ongoing management of their organization’s RMS site.

Submitting an Onboarding Request form as an Individual – Required Information

(Sole physician, Sole nurse practitioner, Walk-in clinic)

Having this information on hand will help ensure a smooth and efficient onboarding process.

Confirmation of LRP

• Indicate whether you are the Legally Responsible Person (LRP) or have been delegated the authority to apply on behalf of the legal organization. You must select ‘Yes’ or ‘No’. To proceed, the LRP or delegate must select ‘Yes’ to request access to Ontario Health services, choosing ‘No’ will not allow you to continue.

HIC Type

• Select the type of organization from the dropdown list: for example, sole physician, sole nurse practitioner or walk-in-clinic.

RMS Administrator details

• If the RMS Administrator is also the LRP, indicate by enabling the “Same as LRP” toggle. 
• If applicable provide the following information:
  • First and last name
  • User’s unique business email address. Avoid shared or generic emails (e.g., admin@abcclinic.com)
  • Optional field: ONE® ID credential (e.g., firstname.lastname@oneid.on.ca)
• Tip: “User type” and “Under the authority of” will automatically be prefilled.

LRP

• The following information must be provided:
  • College number
  • Legal first and last name
  • Organization job title
  • Address details
  • Contact details (Business telephone and, if applicable, extension number)
  • User’s unique business email address. Avoid generic emails (e.g., admin@abcclinic.com)
• Tip: Individual HIC (e.g. Sole Physcian): Legal entity name will automatically be prefilled using LRP’s college number.

Submitting an Onboarding Request form as an Organization – Required Information

(Family Health Organization, Family Health Team, Physician Group Practice etc.)

Having this information on hand will help ensure a smooth and efficient onboarding process.

Confirmation of LRP

• Indicate whether you are the Legally Responsible Person (LRP) or have been delegated the authority to apply on behalf of the legal organization. You must select ‘Yes’ or ‘No’. To proceed, the LRP or delegate must select ‘Yes’ to request access to Ontario Health services, choosing ‘No’ will not allow you to continue.

HIC Type

• Select the type of organization from the dropdown list: for example, family health organization, family health team, physician group practice.

RMS Administrator details

• The following information must be provided:
  • First and last name
  • User’s unique business email address. Avoid shared or generic emails (e.g., admin@abcclinic.com)
  • Optional field: ONE® ID credential (e.g., firstname.lastname@oneid.on.ca)

LRP

• The following information must be provided:
  • Legal first and last name
  • Organization job title
  • Address details
  • Contact details (Business telephone and, if applicable, extension number)
  • User’s unique business email address. Avoid generic emails (e.g., admin@abcclinic.com)
• Tip: Enable the toggle to autofill with the organization’s address.

Getting Started

Requesting access takes less than 30 minutes, after which agreements are typically finalized in two business days. The full end-to-end onboarding process can be completed in as little as five business days, depending on the complexity of your setup.

Need Help?

Your Regional Deployment Team (RTD) is available to assist you throughout the eReferral Ontario process.

You can reach your RDT via:

• Central: OH-Central_DigitalVirtual@ontariohealth.ca
• East: contact@ereferralontarioeast.ca
• North East and North West: eServicesnorth@ontariohealth.ca
• Toronto: eServicesToronto@uhn.ca
• West: WestRegion@amplifycare.com

For technical support, contact Ontario Health Digital Services Support at 1-866-250-1554, available 24/7.