Rolling out a Personal Health Record system at any scale requires careful consideration and input from various angles. PKB breaks down the deployment tasks into eight equally important workstreams to help organise the process into logical categories, allowing activities to be planned and progress to be tracked.

PKB and our customers employ specialists who are best placed to collaborate and deliver on certain workstreams, so splitting out the deployment into these categories provides clarity for both teams on what is required for a successful rollout and allows the right personnel and resources to be identified at the earliest opportunity. As part of establishing project governance, we strongly advise that all workstream leads are members of a project board which regularly meets to scope, plan, and deliver the shared plan of work.

Information Governance (IG)

Providing patients access and control over their data

IG agreements are crucial for any deployment involving patient data. Many organisations find granting patients routine access and control unfamiliar, making early collaboration vital. That’s why PKB’s IG experts engage with Information Governance teams early in the relationship, offering guidance and supporting teams as they navigate this workstream.

Key tasks

• Confirmation of hospital IG lead to collaborate with PKB

• Hospital + PKB IG meetings

• Sign-off of scope

• IG documentation signatures (DPA and DPIA)

Expected Timeframe: By contract signature

Additional Information: Information Governance Wiki

 

Open

Sustainability

The sustainability workstream focuses on monitoring and evaluating PKBs' impact, ensuring long-term outcomes and benefits are realised. By gathering premetrics, teams can see clear evidence of PKB’s outcomes and demonstrate its value in improving patient outcomes, reducing costs and enhancing efficiency within the team and organisation. Therefore, embedding PKB into their workflows and digital pathways. PKB recognised that digital innovation takes energy and time, and that's why PKB is committed to creating deployments that deliver measurable benefits and drive lasting transformation in healthcare, ultimately empowering patients to self-manage.

Key tasks

• Confirmation of key objectives and benefits to be planned

• Format and regularity of progress updates agreed

• Alignment of project scope to achieve benefits

• Monitoring and controlling scope changes to focus on benefits

Expected Timeframe: 9-10 months

Additional Information: PKB Case Studies

 

 

Open

Record Creation and Integrations

Connecting systems around the patient

How is data going to be collected and disseminated to the personal health record? In the early stages, it’s important to balance the ideal state and ease of implementation. Our integration specialists will work with your technical teams to determine which systems are to be integrated, in which order, and using which messaging and transmission protocols.

Key tasks

• Complete configuration documents

• Hospital + PKB technical meetings

• Sign-off of scope

• Agreement on message specifications

• Sandbox test environment created for UAT testing

• Production credentials created + I.P whitelisting

• Interface testing go-live

Expected Timeframe: 3-4 months

Additional Information: Developer Wiki

 

Open

 

Patient Registrations

Inviting patients to claim their personal health record

Creating records and populating them precedes inviting patients. Patients expect to see their information when they sign up for a personal health record! Registrations should immediately follow once the records have been created and data feeds established. PKB will work with your delivery team to plan out as many of the following invitation opportunities as possible, ensuring the optimisation of every contact a patient makes with the organisation.

Key tasks

• Confirmation of project team with authority to confirm registration touchpoints

• Hospital delivery team and PKB meetings to discuss options

• Defining scope and timeframes

• Monitoring and optimising uptake

Expected Timeframe: 3-4 months

Additional Information: Record Creation and Integration

 

Open

Communications

Informing staff, patients and the wider community 

For a successful rollout of PKB, every hospital must address key questions from patients and internal staff members. The Communications Workstream is responsible for scoping, planning, and delivering this essential information to patients and staff. With numerous formats, channels, and messaging options available, making informed decisions requires ongoing effort. PKB is committed to collaborating with our customers to guide and support these efforts, ensuring effective communication throughout the process.

Key tasks

• Confirmation of communications lead in hospital

• PKB to send ‘Communications Toolkit’

• Hospital + PKB communications team meetings

• Decide on a communications strategy

• Design content and align with project scope

Expected Timeframe: 3-4 months

Additional Information: Communications Toolkit

 

 

Open

Training

Healthcare professionals and hospital staff are essential to the success of a PKB rollout. For patients, learning about PKB from their care team, whether through direct message or digital questionnaires within their patient pathways, is far more impactful than any other method. The Training Workstream ensures PKB's commitment to supporting staff by offering in-person and online sessions, a train-the-trainer model, and a free online resource for knowledge testing and future reference.

Key tasks

• Confirmation of project team lead with authority to agree on the training plan

• Training plan development

• Training on PKB systems

• User-specific training

• Online learning to check and increase knowledge on PKB

Expected Timeframe: 3-4 months

Additional Information: Manual and Training Toolkit

 

 

Open

Support

The Support Workstream is crucial in supporting patients and staff as they adapt to using PKB. PKB proactively addresses questions to help improve the user experience, maintains an online manual, and provides other resources. However, deploying PKB at scale means introducing a new system to far more users than traditional health IT, which is typically designed for professionals only. As a result, there will always be users who need additional support. This workstream ensures PKB and the hospital establish effective support channels, recognising the importance of clear communication and user assistance.

Key tasks

• Confirmation of project team lead with authority to agree support plan

• Confirmation of key project scope details

• Agreement of support levels available

• Sign off from PKB Support

• Sign off from hospital support

• Ongoing feedback and issue resolution to optimise service

Expected Timeframe: 3-4 months

Additional Information: Support Toolkit

 

 

Open

Clinical Transformation

The Clinical Engagement Workstream ensures that PKB supports healthcare teams in addressing the growing pressures of an unsustainable healthcare system. PKB enables true self-care by giving patients access to their records and tools to collaborate with their specialty teams. Every specialty team has its own unique challenges, requirements, and goals. PKB provides clinical expertise through this workstream to help each team design a new digital PKB workflow that aligns with their patient pathways, unlocking the benefits of digital, patient-centred, and remote care.

Key tasks

• Confirmation of clinical lead with authority to initiate and support clinical rollouts

• PKB Success Team to advise on appropriate use cases

• Agreement on initial clinical teams to utilise PKB

• Mapping of patient pathway and identification of clinical benefits

• Ongoing training, support and updates to optimise service

Expected Timeframe: 4 months and ongoing into Business as Usual

Additional Information: Clinical Transformation Toolkit and PKB Case Studies

 

Open