eReferral Service Support

Registration & Requirements

Step by Step Instructions

  1. Visit www.eReferralService.com
  2. Click on “Register
  3. Select you position by clicking on “Register as a Dentist” or “Register as Office Staff”
  4. Office staff simply fill in and submit the following form to complete their registration; Dentists continue with the following steps
  5. Select your responsibility by selecting “Health Information Custodian” or “Agent”
    Who is a Health Information Custodian?
    In the majority of cases the/an owner of the office is the health information custodian. The health information custodian is responsible for the personal health information in the offices custody or control and must take steps to fulfill that responsibility as outlined by PIPEDA or the Substantially Similar Provincial Legislation that may exist in their province. Health Information Custodians are responsible for administering which dentists and office staff are permitted to be agents that can work on their behalf in a given office. Each office must have a Health Information Custodian registered in the eReferral System for their agent to be able to create cases and be referred cases on their behalf.
    Who is an agent?
    An agent is any other Dentist (Associate or Co-Owner) who is authorized by the Health Information Custodian to collect, use, disclose, retain or dispose of personal health information on the Health Information Custodian’s behalf.
  6. Fill in and submit the form.

Taking into account the most common type of network management in place at the majority of locations, users should be able to simply access and use the service from anywhere with an internet connection. That being said the following are the requirements users can send their network administrator to ensure that they can both access the eReferral Service, as well as ensure its proper operation.

Domains

  • All of the following requirements must be enabled for the following domains continovation.com, www.continovation.com, ereferralservice.com,
    www.ereferralservice.com

Supported Browsers

  • Microsoft Internet Explorer 10 and above
    • Microsoft Internet Explorer 8 and Microsoft Internet Explorer 9 are supported however require the installation of an active x plugin to ensure the best possible experience. As a result we strongly recommend using Microsoft Internet Explorer 10 and above.
  • Mozilla Firefox version 27 and above
  • Chrome version 31 and above

Browser Requirements

  • Cookies enabled
  • JavaScript enabled
  • Flash enabled
    • This is only for the image viewer and is not needed for any other functionality. Users can still download images and view them using local software.
  • HTML enabled
  • Cookies enabled
  • Active X (for IE 8 and 9)
  • Connectivity Requirements

Connectivity Requirements

  • Outgoing TCP Port 80 and 443 enabled
  • SSL (TLS 1.0 or above) enabled
System Usage

Step by Step Instructions

  1. Visit www.eReferralService.com
  2. Click on “Login
  3. Once logged in, click on the “Profile” button on the main menu
  4. Select “Manage my staff”
  5. Select the location for which you like to manage the staff
  6. Click on the “Hand” icon to search for the staff member by first or last name
  7. Click on their name to select the staff
  8. Enter a phone number if needed
  9. Select the “Primary Contact” check box if this staff is the primary contact for the office.
  10. Select the “Notification” check box if this staff member should receive notifications sent to this office.
  11. Click on “Add staff member now”

Please Note

  • The staff member you would like to add must be registered with the eReferral service. Staff can follow the instructions found in the “How can I start using the eReferral Service” FAQ listed above to register.
  • You must be registered as the Health Information Custodian of an office to manage its staff.

Step by Step Instructions

  • Visit eReferralService.com
  • Click on “Login
  • Confirm that the correct office and dentist are selected.
    • Should you be logged in as a dentist which is active in multiple locations you must ensure that the office displayed in the upper right hand portion corresponds to the office from which you would like to send the referral or consultation.
    • Should you be logged in as an Office Staff which is active in multiple locations you must ensure that the office and dentist displayed in the upper right hand portion corresponds to the office and dentist from which and for whom you would like to send the referral or consultation
    • If the information displayed in the upper right is correct skip to the next major step
    • If the office and or dentist displayed are not correct click on “CHANGE”
    • Select the correct office and or dentist from the drop down menu and click on “OK”
  • Click on the “Create Case” button on the main menu
  • Fill in the required basic information fields for the case
    Please note Mark as emergency should only be used if the referral or consultation is urgent in nature. So that this aspect of cases remains relevant, we ask that users use their best judgment when applying this descriptor to a case.
  • Click on “Create Case”
  • The following steps are optional however it is recommended to add files to the case and refer it to the appropriate people if it is needed and time permits. If time does not permit or there is no other information to add click on “Click on “I’m done adding information for now”
  • Click on “Click here to add files” to add files to the case
  • Referring to a member:
    • Click on “Refer Case to Member”
    • Use the “Search” field to enter the referring physicians name and dropdown menus to find the party you would like to refer to. Please note that the system defaults to the province where the users primary office is located.
    • Once found, click on the referring physicians name.
    • Click on “Refer”
  • Inviting a non-user
    • Click on “INVITE A NON-USER”
    • Enter their email, first and last name
    • Click on “SEND INVITE
    • Please note When the non-user joins, you will be sent a notification email that will allow you to automatically refer this case to that member.”
  • To add additional information to the case (patient address,DOB, affected teeth, follow up information, case description ect) click on “Add more information”
  • Click on “I’m done adding information for now” when finished

Documents removed from any case will have a line placed through them just like in your chart. They cannot be permanently removed and this protects dentists in the event that any discrepancies with the patient that could arise down the line. The documents will still be accessible by anyone that has access to the case but, the audit log will show that they were removed.

For various reasons, patients sometimes withdraw consent, or they want to see another specialist. Just as in “real life” the referring dentist can remove another dentist from the case, and the removed dentist will no longer be able to add comments to the case or read any additions past the time they were removed. When removed, the network will send them an automated message alerting them to the change. Once removed, the dentists will still be able to access the case as a snapshot, up to the time they had permission to view and comment on the case.

By removing a dentist from a case, they will no longer be able to make comments on the case nor will they be able to view any of the changes made from the point that they were removed from the case. The case will appear blue in the ‘My Case’ section.

If the referring dentist that has created the case has removed you from the case, it will appear blue. You will no longer have the ability to comment on the case or view future changes and the case will be locked. However, you will be able to access anything that was included in the case prior to your removal from it

Not at the moment. You’ll need to submit your predetermination using your usual means. But we like the idea and are looking into it.

There is a .PDF function on the website where members can save a copy to their desktop and then import that file into their practice management system. Alternatively, members can cut and paste information directly from eReferral into the clinical notes of the patient file. If members use patient charts in their practice, they can print a copy and place it in their paper chart. If they have paper charts, members can make a note of pertinent information in the chart and then leave the information online as it will be stored in perpetuity.

No! This system was built for dentists to facilitate communication and better the profession as a whole. Any and all solicitation through the case function will not be tolerated. Advertising or solicitation will be in violation of the user’s terms and services agreement.

Privacy & Security

The only people who have access to patient cases are the dentists who created them and the agents they have specifically allowed. All patient case data are encrypted. Not even CSI or CDA support staff can access patient cases. As a result, CSI and CDA cannot, and will not, analyze patient case data or profile dentist data for secondary uses.

Yes. CDA eReferral Service meets the privacy laws and regulations of governments and regulatory bodies, allowing you to securely share patient data with your colleagues. Its systems have the most robust software, hardware and infrastructure security in place. Additionally, CSI used the professional services of IPSS, a leading-edge information technology security company, to complete a Threat and Risk Assessment as well as a Privacy Impact Assessment on the CDA eReferral Service. CSI and the CDA are committed to maintaining the security, confidentiality and privacy of personal information.

A Privacy Impact Assessment (PIA) is a policy process for identifying, assessing, and mitigating privacy risks. CSI completed a PIA based on a model developed by the Office of the Privacy Commissioner of Canada (OPC) to ensure that all privacy issues have been identified and resolved or mitigated.

Threat and Risk Assessments ensure that appropriate security safeguards are included to protect any personal health information contained within the new system and that identified risks are appropriately managed. For the CDA eReferral Service, CSI completed a Harmonized Threat and Risk Assessment based on a model developed by the Government of Canada.

Contact Details

Address: 100-5335 Canotek Rd Ottawa, ON K1J 9L4
Phone: 1-866-788-1212
Email: info@ereferralservice.com