eForms Information

Secure Electronic Forms (OceanMD)

At Villa Nova Medical Clinic, we use secure electronic forms (eForms) through OceanMD to help gather important information before and during your visit. These forms allow your healthcare provider to review details relevant to your care efficiently and safely.

What Are eForms?

eForms are digital questionnaires used to collect medical information such as:

  • Symptom assessments

  • Follow-up questionnaires

  • Intake and registration forms

  • Screening tools

  • Consent forms

  • Administrative information

These forms support—but do not replace—the medical assessment provided by your healthcare provider.

Purpose of eForms

eForms help improve the quality and efficiency of your care by:

  • Allowing your provider to review important information before or during your appointment

  • Reducing paperwork and administrative delays

  • Supporting accurate, up-to-date medical documentation

  • Helping streamline clinic workflows

Important Information About eForms

Not for Emergencies

  • eForms are not monitored in real time.

  • They should not be used for urgent or emergent concerns.

If you are experiencing severe, new, or worsening symptoms, please:

Call 911, or go to the nearest Emergency Department or urgent care clinic.

When eForms Are Reviewed

  • eForms are generally reviewed only at the time of your scheduled appointment.

  • If a form is submitted without an appointment booked, the clinic will review it as soon as possible, but response times may vary depending on clinic workload.

Not a Substitute for a Medical Assessment

  • Completing an eForm does not replace an in-person or virtual visit.

  • Submitting an eForm does not constitute diagnosis, treatment, or medical advice.

  • Your healthcare provider may still require an appointment to properly assess your concern.

Accuracy of Information

Please answer all questions truthfully and to the best of your ability.
Incomplete or inaccurate information may affect the quality of your medical assessment and care.

Privacy & Security

OceanMD eForms:

  • Are encrypted

  • Comply with Canadian privacy legislation, including PHIA

  • Are securely stored in your electronic medical record (MedAccess TELUS EMR)

  • Are accessible only to authorized staff involved in your care

Your information is never used to train AI models or shared outside the clinic except as permitted by law.

Automated Appointment Reminders

Villa Nova Medical Clinic uses OceanMD to send automated reminders by:

  • Email

  • SMS/text

These reminders:

  • Do not contain personal health information (PHI)

  • May include links to required eForms

  • Help confirm or reschedule appointments efficiently

You can request changes to your communication preferences at any time.

Consent to Use eForms

By submitting an eForm, you acknowledge:

  • You understand its purpose and limitations

  • You consent to the secure handling and storage of your information through OceanMD

  • You understand that eForms are not monitored in real time

  • You agree that eForms may be required as part of standard clinic operations

When You May Receive an eForm

You may receive an eForm:

  • After booking an appointment

  • Before a procedure or chronic disease follow-up

  • After a visit (e.g., monitoring, symptom updates)

  • During new patient registration

  • When additional information is needed by your provider

If you are unsure why you received a form, you may contact your provider or the clinic for clarification.

Need Help?

If you have trouble completing an eForm:

  • Try using a different device (phone, tablet, or computer)

  • Check your email spam/junk folder

  • Contact the clinic for support