This article is for clinicians and medical secretaries who want to share documents on Semble.
In this article:
Note: To share documents with a patient, you must have a role assigned to you that gives you editing permissions for Patients, Letters, Invoices, and Labs. For more information on roles, see here.
Set Up Document Sharing
Before you attempt to share a document with a patient, you must first set up document sharing for your clinic, from the Settings page.
Note: To set up document sharing, you must have a role assigned to you that gives you editing permissions for General settings. For more information on roles, see here.
1. Go to the General settings tab.
2. Scroll down to the Allow secure sharing section, then click the toggle.
3. Select the level of security that you want for sharing documents with contacts:
Magic link only, no 2FA: Share documents by sending a contact a link to the Semble sharing portal
SMS 2FA for contacts with a mobile phone, magic link for those without: Contacts with a phone number linked to their record will have to use two factor authentication (2FA) to access shared documents. You can still share documents to contacts without a phone number, by sending them a link to the Semble sharing portal
SMS 2FA only, disable sharing for contacts without a mobile phone: You can only share documents with contacts who have a phone number linked to their record, and they must use 2FA
Note: Selecting an option that uses SMS 2FA will cost your clinic for every text message sent.
4. Select the level of security that you want for sharing documents with patients:
Date of birth 2FA for all patients: Any patient can access their shared documents by entering their date of birth into the Semble sharing portal
SMS 2FA for patients with a mobile phone, DOB for those without: Patients who have a mobile number linked to their record must use two factor authentication (2FA) to access their shared documents. Patients without a phone number can still access their shared documents with just their date of birth
SMS 2FA only, disable sharing for patients without a mobile phone: Only patients who have a mobile number linked to their record can access shared documents, and they must use 2FA
Note: Selecting an option that uses SMS 2FA will cost your clinic for every text message sent.
6. Click Save.
Users in your clinic can now share documents with patients and contacts.
NB: To enhance the security of sensitive information, we strongly recommend enabling Two-Factor Authentication (2FA). This adds an additional layer of protection and ensures that only authorised individuals can access sensitive documents and information.
Share a Document with a Patient
Note: Currently, it's not possible to attach a document directly to a letter. Any document you want to share will need to be shared independently.
When you have set up document sharing for your clinic, you can share any document with a patient:
1. View the document that you want to share. For example, for an invoice go to the Invoices page, then select the invoice you want to share.
2. Click the share icon in the top right-hand corner.
3. Make sure that the patient is selected in the Share with section.
4. (Optional) Add any comments that you want the patient to see with the document.
5. Click Share.
An email is sent to the patient with a link to the sharing portal. For more information on how patients can view, download, and print the shared document, see here.
Share a Document with a Contact
You can share a document with an external contact or organisation at any time. You must make sure that you have added the contact or external organisation to your clinic from the Contacts page. For more information, see here.
1. View the document that you want to share. For example, for an invoice go to the Invoices page, then select the invoice you want to share.
2. Click the share icon in the top right-hand corner.
3. Select Contact in the Share with section.
4. Type the name of the contact into the Select contact box, then select their name from the dropdown menu.
5. Click Share.
An email with a link to the sharing portal is sent to the contact. To access the document, they must open the email, and click View document:
Depending on the level of security set by your practice, the contact may have to go through two-factor authentication using their mobile.
When they have accessed the sharing portal, they will then be able to print and download the document as a PDF.
Note: If the link to the sharing portal is not used within 24 hours, it will expire. You will have to resend the link following the steps above. Once clicked, the link remains valid indefinitely.