How to Share Docs/PHI from the Cloud

The HIPAA Way to Send PHI

As you probably know, PHI is required to be transmitted securely and stored securely.

Sending PHI via email attachments is not the HIPAA-approved way.

Utilizing these simple steps, you can send PHI to any email address securely.

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1. Login to the Sd Cloud


2. Navigate to (and click on) your new share folder in the main/home directory of the cloud (it's in the format of 'FirstName LastInitial Share Folder'... Example: Lesha R Share Folder)


3. Once inside of your share folder, you may create a subfolder if you want to organize what you're sharing by client (or skip to step 6 if you do not want a subfolder created).


4. If you want a subfolder, click the plus sign (+) after the name of the folder you're in (top center of the screen) to select 'folder'... now add the name of the folder (client number or something else)... then hit enter and a folder will be created.


5. Click on the newly created folder to enter it (if applicable)


6. You can now click on the plus sign (+) to 'upload' a file... do that, find the file, upload it.
 (This share icon looks a bit like the greater than symbol… or less than? I forget…) 

7. Once uploaded, click on the share icon (it looks like a constellation, or a 'less than' symbol used in the heart emoji { <3 }... 3 dots connected by 2 lines) to the right of the name of the newly uploaded file.


8. When the sharing menu pops up on the right after clicking this share symbol, the 'Sharing' tab will be selected... click on 'Public Links' below the sharing tab.


9. Now click 'create public link'


10. Give the link a name, enter a password (many like to use the client’s first and last name, all lowercase, no spaces, as it’s easy to relay this info to the recipient without typing any PHI in the email... example: janesmith ), and set the expiration date to 1 year or less (the link becomes inaccessible after the expiration date is reached... by default it's set to 1 week, we often change this to 1 month, but your needs may dictate otherwise)... now click 'share'.


11. Now you will see the link name listed under 'Public Links'... click on the 'Copy to Clipboard' link just to the right of the new link name you created (when you hover over this icon, you will see the words 'copy to clipboard'… it will appear that nothing happens when you click this, but, in fact, the direct link to the file has been copied)... you can also manage the sharing of this link with the next icon over, the gear icon, or you can delete it with the trash icon.


12. Once you've copied to clipboard, paste (by right clicking in the text of an email) the link and email the link to your recipient. 

Done.

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This is how many health care providers share PHI... via password-secured cloud-based links.

If you have ANY trouble with this, or suggestions, please reach out to IT via the ticket system... or shoot a quick Cliq to the IT human. 

We can't help if we don't know.