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Caredove-Ocean integration: Understanding Referral Status and Substatus Changes
Caredove-Ocean integration: Understanding Referral Status and Substatus Changes

Understanding the various status and substatus changes in Caredove, and in Ocean, is essential for accurate referral management.

Juan Ospina avatar
Written by Juan Ospina
Updated over a week ago

Understanding the various status and substatus changes in Caredove and in Ocean is essential for accurate referral management. This guide will help you navigate the different states a referral can be in Caredove and in Ocean, how they change, and what actions trigger these changes.

Referral Statuses and Substatuses

Initial Submission from Ocean

  • Ocean Status: Pending Booking

  • Caredove Status: Submitted

  • Caredove Substatus: <empty>

When a referral is first submitted from Ocean to Caredove by launching the Caredove form, it starts with a "Pending Booking" status in Ocean and a "Submitted" status in Caredove. Even if you update the referral, the status remains "Submitted" until you book an appointment or close the referral. Updating the substatus won't trigger any update to Ocean.

  • Ocean Status

  • Caredove Status

  • Caredove Substatus Selection

  • Caredove Substatus

Booking

  • Caredove Status: Booked

  • Caredove Substatus: Same as when Submitted

  • Ocean Status: Booked

When you book an appointment for the referral, its status changes to "Booked" in Caredove, with the substatus remaining the same as when it was "Submitted." This change triggers an update to Ocean. The status in Ocean will become "Booked."

  • Caredove Status

  • Caredove Substatus Selection

  • Caredove Substatus

  • Ocean Status

Unbooking

  • Caredove Status: Submitted

  • Caredove Substatus: Same as when Booked

  • Ocean Status: Pending Booking

If you unbook the referral, the status in Caredove reverts to "Submitted," with the substatus remaining the same as when it was "Booked". This action triggers an update to Ocean. The status in Ocean goes back to "Pending Booking".

  • Caredove Status

  • Ocean Status

Closure

When a referral is closed in Caredove (Caredove Status: "Closed"), the effect on Ocean depends on its substatus in Caredove:

Substatus in Caredove

Status in Ocean

Admitted

Completed

Outcome Not Recorded

Completed

Ineligible

Declined

Cancelled by Provider (Event)

Cancelled

Cancelled by Registrant

Cancelled

Service Declined

Cancelled

Incomplete

Incomplete

No Show

Cancelled

Entered in Error

Cancelled

  • Caredove Substatus Selection

  • Caredove Substatus Example

  • Ocean Status Examples (see details in the table above)

Important Notes

  • Changing the substatus of a "Submitted" referral won't trigger an update to Ocean.

  • Booking and unbooking referrals trigger status changes to Ocean.

  • Closure substatuses in Caredove have corresponding Ocean status changes.

Conclusion

Understanding the lifecycle of a referral, from submission to closure, along with the associated status and substatus changes, is crucial for efficient referral management. If you have any further questions or encounter specific scenarios not covered here, please reach out to our support team for assistance.

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