With Semble, you can assign the records of a group of patients or contacts to a specific Semble user. When an access group has been assigned to a patient or contact, only users linked to that access group will be able to view the patient or contact's details.
This article is about how to enable and create access groups. For information on how to assign a patient or contact to an access group, see here.
Note: To enable and create access groups, you must have a role assigned to you that gives you Access Groups editing permissions. For more information on roles, see here.
In this article:
Enable Access Groups
By default, there are access groups that are automatically created for your clinic:
Public: This access group contains every patient and contact in your clinic. Users linked to this access group have access to all patient and contact records.
Individual groups: An access group is automatically created whenever your clinic creates a user who is a clinician.
You can enable access groups from the Settings page:
1. Go to the Access Groups tab.
2. Tick the Display access groups box in the top right-hand corner.
Access groups are now enabled across your clinic. You can disable access groups at any time by following the same steps as above, and unticking the Display access groups box.
Create a custom access group
You can create any number of custom access groups from the Settings page:
1. Go to the Access Groups tab.
2. Click New.
3. Fill in the General information section:
Name
Colour: Click on the colour picker to select a colour for the access group
Description
Patient tag: An identifier for the access group. This tag will appear on the patient or contact's file
4. Assign users to the access group, by ticking the box next to their names.
5. Click Save.
The new access group appears in the Access Groups tab. You can now assign patients and contacts to the access group.
Edit an access group
You can edit an access group at any time from the Settings page:
1. Go to the Access Groups tab.
2. Select the access group that you want to edit.
3. Make the edits you want.
4. Click Save at the top of the page.
Add a Patient to an Access Group
When you have enabled access groups for your clinic, you can add a patient to as many access groups as you want:
1. Go to the Patients page.
2. Select the patient who you want to add to an access group to.
3. Hover your cursor below their basic information, then click the edit icon that appears.
4. Select the access group or groups that you want to add the patient to from the drop down menu.
5. Click the tick icon below the access groups drop down menu.
The patient is now a part of those access groups. Only the Semble users linked to that access group will be able to view the patient's records and files.
A patient will also be auto assigned to an access group if they have been booked in with a practitioner.
Please note: If a clinician has created the patient from the Patients page, then they are automatically assigned to all the access groups that that clinician is a part of, as well as the 'Public' access group.
Add a Contact to an Access Group
When you have enabled access groups for your clinic, you can add a contact to as many access groups as you want, from the Contacts page:
1. Select the contact who you want to assign an access group to.
2. Hover your cursor below their basic information, then click the edit icon that appears.
3. Select the access group or groups that you want to add the contact to from the drop down menu.
4. Click the tick icon below the access groups drop down menu.
The contact is now a part of those access groups. Only the Semble users linked to that access group will be able to view the contact's information.
Restrict a User to a Specific Access Group
You can limit a Semble user's access to a specific set of patients, with access groups. To do this you must remove them from the Public access group:
1. Go to the Settings page, then the Users tab.
2. Select the user who you want to assign an access group to.
3. Scroll down to the User access roles section, then untick Can this user see all patients?
4. Click the edit icon under Access groups.
5. Select the access groups that you want to link the user to from the dropdown. You can press backspace on your keyboard to remove an access group.
6. Click the tick icon to confirm.
7. Click Save at the top of the page.
The user will no longer be part of the Public access group, and will only have access to the patients linked to their assigned access groups.
Delete a custom access group
Access groups that are automatically generated when you add a user to your clinic, can not be deleted.
You can delete any custom access group at any time from the Settings page:
1. Go to the Access Groups tab.
2. Click the more options icon next to the access group that you want to delete.
3. Select Delete.
4. Type the full name of the access group. Note: Make sure to type any spaces or special characters in the name.
5. Click Delete.
The access group is deleted from your clinic.
Parts of Semble are restricted by access groups
When a patient or contact is put into an access group, their records and files can only been seen by the Semble user assigned to that group.
Access groups restrict the following information:
Patients
Contacts
Bookings
Tasks related to a patient
Access groups do not apply to:
Availabilities (both ad-hoc and recurrent)
Out of the office events in the calendar
Tasks unrelated to a patient
Products
Analytics
Labs that are not assigned to a patient