Working with Document type security for the OH Portal

What's the context?

Meddbase already enables users to share individual documents to the Occupational Health (OH) Portal using the ‘Share with Employer’ feature.

Meddbase now has Document type security functionality to enable authorised users to:

• Set permissions for which Document types can be shared with users on the OH Portal
• Set permissions for which of those shared Document types individual users on the OH Portal can view

What is the purpose of the article?

This article outlines:

• General Set-up and configuration needed for:
  • Chargeable features
  • Document Types
• What Meddbase users can do
• What OH Portal users can do

General configuration & Document type setup

Configuring Chargeable features

As a first step, the Meddbase Administrator must configure Chargeable features to enable Document type security.

To do this:

1. Go to Admin > Configuration

2. Select Chargeable feature

3. In the Portal group, tick Document type security

A Chargeable feature selected dialog appears.

From here the user has three choices which are explained below.

Where the Meddbase Administrator wants to automatically share Documents types for previously shared document:

4. Select Enable with automatic setup

5. Save the setting update on the Configuration page

By doing this, the Document type security option is enabled.

Configuring Document types sharing for the OH Portal

With the Chargeable feature activated, configuration is required at the Document type level.

Sharing a previously unshared document type

To configure a Document type so that documents of that type are shareable to the OH Portal:

1. From the Start page, select Templates

2. On the Templates page, navigate to the required Document type

3. With the Document type displayed, tick the Share with employer box

Unsharing a previously shared document type

To change the configuration of a Document type where documents were previously shareable can be done as follows:

1. From the Start page, select Templates

2. On the Templates page, navigate to the required Document type

3. With the Document type displayed, untick Share with employer

If documents of that Document type have already been shared with the patient’s employer on the OH Portal, an Unshare document type dialog is presented. Similar to the one shown below.

To continue with the unsharing process:

4. Tick both the I understand… tick boxes

5. Select Confirm and unshare

By doing this:

• The Document type is unshared
• The permission of managers to view documents of this type is removed
• Any previously shared documents of this type are not visible in the OH Portal

What Meddbase users can do (depending on their permissions)

These Document type sharing settings will have implications for Meddbase users, depending on the permissions they have. Below are some examples to help explain what this means in practice.

Set OH Portal User permissions for Document types

If it is the case that:

• A Meddbase user has permissions to manage OH portal accounts
• Then the Meddbase user can control which Document types are available to individual OH Portal users.

To do this:

1. Search for and select the patient record (that represents the OH Portal User)

2. Go to Online Portals > Referral Portal > Portal Account Settings

In the Referral Portal Account dialog, there is a Document types panel.

This shows:

• Any Document types that have already been shared with this OH Portal user (with a
  ✓)
• Any other Document types that are available to be shared with this OH Portal user but are not currently shared

It doesn’t show:

• Document types without a Share with employer option

From here:

3. Change the Document type permissions by

3.1 Ticking the check-box for any currently unselected Document types that should be shared with this OH Portal User

3.2 Unticking the check-box for any currently selected Document types that should not be shared with this Portal User

4. Select Save

Share individual documents where the Document Type is set to ‘Share with employer’

If it is the case that:

• A Meddbase user has permission to Share Documents with Patient/Employer
• A Document type is set to ‘Share with Employer’
• Then the Meddbase user can share documents of that Document type to be visible in the OH Portal

To do this:

1. Search for and select the patient record

2. Select Documents from Actions panel on the patient record

3. From the list of documents on the left, select the document to be shared

4. For that document, select the with the employer tick box

Then the document is successfully shared with the employer and is available on the OH Portal.

Cannot share documents where the Document Type is not set to ‘Share with employer’

If it is the case that:

• A Meddbase user with permission to Share Documents with Patient/Employer
• But a Document type is not set to ‘Share with Employer’
• Then the Meddbase user cannot share a document of that Document type to be viewed on the OH Portal

To try this:

1. Search for and select the patient record

2. Select Documents from Actions panel on the patient record

3. From the list of documents on the left, select the document to be shared

4. For that document, attempt to select the with the employer tick box

At this point, Meddbase presents a notification advising that the sharing status of the document cannot be changed.

What OH Portal users can do (depending on their permissions)

These Document type sharing settings will also have implications for OH Portal users, depending on:

• The configuration carried out by Meddbase users
• The document sharing actions carried out by Meddbase users
• The permissions of the OH Portal user.

Below are some examples to help explain what this means in practice.

OH Portal users with user management rights can set accessible Document types for other OH Portal users

If it is the case that:

• An OH Portal User ‘Alpha’ has the right to amend the permissions for another OH Portal User ‘Beta’
• Then OH Portal User ‘Alpha’ can change the Document types that OH Portal User ‘Beta’ can view

To set accessible Document types, OH Portal User ‘Alpha’ can do as follows:

1. Navigate to the Users overview section of the OH Portal

2. Search for the user record for 'Beta'

3. Select the user record

4. Tick the check-boxes for the Accessible document types

5. Save the update

OH Portal users can view documents that have been ‘shared with employer’ that belong to a Document Type for which the OH Portal user has viewing permission

If it is the case that:

• A Meddbase user has successfully shared a document with the employer
• And the OH Portal user has permission to view that Document type
• Then the OH Portal user can view documents of that Document type on an employee record

To view documents the OH Portal user can do as follows:

1. Navigate to the Employees section of the OH Portal

2. Search for the employee record

3. Select the employee record

4. Navigate to Shared Documents

Then the OH Portal user can view documents of the permitted types for a patient/employee on the OH Portal.

OH Portal users cannot view documents that have been ‘shared with employer’ but which belong to a Document Type for which they do not have viewing permission

If it is the case that:

• A Meddbase user has successfully shared a document with the employer
• But the OH Portal user does not have permission to view that Document type
• Then the OH Portal user cannot view documents of that Document type on an employee record

OH Portal users cannot view documents that have not been ‘shared with employer’

If it is the case that:

• A Meddbase user has not shared a document with the employer
• Then the OH Portal user cannot view documents of that Document type on an employee record

Review date

This article was last updated on 3rd December 2024