Security and Access Control
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Each Smart Health user has a Role (Core clinical role), such as Administrator, Nurse, GP, Specialist, Allied Health, Technician, etc.
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Each User is also assigned a set of permissions that allows users to view and update various elements of patients’ on-line health records. For example, an Administrator may not be able to view (or update) patient clinical information; an Allied Health provider or Nurse cannot Prescribe, and so on.
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Your permissions will determine which parts of a patient’s health record you can view and which parts you can update.
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Each user’s permissions can be modified by a local Administrator, using the Administration functions (Administration User Guide).
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The user profile in Smart Health also records each user’s:
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Job Title (Nursing Unit Manager, Director of Nursing, etc.)
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Speciality (Nephrologist, Breast Surgeon, General Surgeon, etc.)
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These fields may appear in various clinical forms and on reports but do not affect access permissions.
User Enrolment
Ask your local Smart Health administrator to enrol you. You will need to supply your email address. Once the administrator has set up your account, an enrolment email is sent. When you receive the enrolment email:
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Open the enrolment email on a computer (not your phone) and click the link in the email. This will open a web browser. The email also contains an expiry time. If you have not completed enrolment within this time, ask your Smart Health administrator to re-send the enrolment email to you.
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A new password form is displayed. Your password must contain at least one each of: a lower-case character, an upper-case character, a digit and a special character. The password must be at least 8 characters. Enter your password twice and click Update Password.
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If your user account uses one time codes as your login second factor, a QR code is displayed -
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Install a one time password (TOTP) Authenticator App (such as Google Authenticator or Microsoft Authenticator) on your phone.
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Open the Authenticator App on your phone.
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Note - your phone must have the correct time - we recommend configuring your phone to use Network time.
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Press the + button then choose Scan a barcode (not Enter key).
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Point the phone’s camera at the QR code on the computer screen. The phone will beep after it successfully scans the bar code.
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The Authenticator App will display a Smart Auth six-digit code that changes every 30 seconds. Type the code into the field under the QR code and click Verify code.
Your enrolment is now complete. You can close the browser.
Creating and enrolling a user
As a local Smart Health administrator, log into Smart Health administration through: https://prod.smarthealth.com.au/admin/
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Click the Members icon on the main menu
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Click symbol to start creating a new user
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Fill in the users details:
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Use the email address supplied by the user
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Give the user an appropriate role
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Give the user appropriate permissions
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Click Create User button
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Open Auth tab
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Click the Edit button
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Check Enabled for Smart Auth
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Select "TOTP/Google Authenticator" for Login second factor
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Click the Save button
Smart Health will now send an enrolment email to the supplied email address. The user can follow the steps given in User Enrolment section to complete their enrolment and access Smart Health.
If you're organisation uses Azure AD, ensure that the email supplied by the user is their Azure AD account, enabled Azure AD instead of Smart Auth in the Auth tab and click Save.
The user should be able to access the Smart health through:
Launch Smart Health
Launch Smart Health by:
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Clicking the Smart Health icon on the desktop or in the Start Menu.
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If a Smart Health icon is not present on your desktop, open a browser and:
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Click the Launch button to download and run the Smart Health “.jnlp” file
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Note - the Java 8 Runtime Environment must be installed on your computer to do this
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Run the Web version of Smart Health by browsing to https://prod.smarthealth.com.au.
Login to Smart Health
After you launch Smart Health you will need to login. You will need to use the credentials you set up during enrolment.
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A login dialog is displayed
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Enter your Username (your email address) and Password and click Login (your username may be populated automatically from the last time you logged in)
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A dialog is displayed prompting you to enter the code from your Authenticator App
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Open the Authenticator App on your phone
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If there are multiple entries, locate the entry marked Smart Auth
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Enter the current six-digit code into Smart Health and click Login
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A medical group and location dialog may be shown
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Select the appropriate medical group (if you are a member of more than one medical groups)
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Select a Location (if your medical group has more than one Location)
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Click OK.
You are now logged in and able to use the application.
First Login
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The first time that a user logs on to Smart Health, he or he must accept Smart Health’s Terms of Use, which deal with users’ responsibility for privacy of client data.
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Click Accept to accept the Terms of Use and continue logging on.
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When you have finished logging on, Smart Health is ready to open patient records:
Login Problems
Forgotten Email Address
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If you have forgotten your email address, contact your local Smart Health administrator who can look it up for you.
Forgotten password
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If you have forgotten your password, contact your local Smart Health administrator who will reset your password, causing the system to send an email to you, with a link to a URL:
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Navigate to the URL that is in the email
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The system will display a dialog to create a password
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Select and enter a new password
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Enter your new password again and press Enter
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You will now be able to login to Smart Health
Locked Account
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Your account is locked if you enter an incorrect password or one-time password (Authenticator App) three times in succession.
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Your account is also locked after 30 days of inactivity.
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If your account is locked, contact your local Smart Health administrator who will unlock your account, causing the system to send an email to you, with a link to a URL:
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Navigate to the URL that is in the email
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The system will display a dialog to create a password
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Select and enter a new password
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Enter your new password again and press Enter
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You will now be able to login to Smart Health
Changing Your Login Details
Changed Email Address
If your email address changes, contact your local Smart Health administrator who can update your email address.
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When your local Smart Health administrator changes your email address, the system will generate an email to you, with a link to a URL to re-set your login details
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Navigate to the URL that is in the email
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Reset your login details
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You will be able to login to Smart Health using your new email address
New Mobile Phone or Mobile Phone factory reset
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If you get a new mobile phone or your need to reset your phone, you will need to re-register with your Authenticator App for your login second factor
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Contact your local Smart Health administrator, who will reset your login second factor, causing the system to send you an email with a link to a URL to re-set your login details
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Navigate to the URL that is in the email
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Re-register with your Authenticator App
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You will now be able to login to Smart Health
Change Password
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Change Your Password
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If you want to change your password, select Change Password from Main Menu/Tools
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Select the change password function
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The system displays the change password dialog
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Enter your old password
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Enter your new password
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Enter your new password again and press Enter
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You will now be able to login with your new password
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Expired Password
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If you are logging in to Smart Health and your password has expired, the system displays an expired password dialog
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Enter your new password
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Enter your new password again and press Enter
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Login will continue
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