One key step in your organisation’s rollout of Patients Know Best (PKB) is engaging speciality teams to start using PKB with their patients.

PKB will provide direct support for the first three speciality teams selected to support each organisation's success. These teams will act as early adopters and examples of best practice for the wider organisation.

Choosing The Right Teams

The Clinical Transformation Lead or Project Manager is best placed to select the first three teams, as they have insight into which teams:

• Have the resources, capacity, and enthusiasm to drive digital transformation

• The team are ready to roll out PKB within the needed timeframe

• Can commit to setting clear, achievable goals for how they will use PKB in their service

What Needs to Happen

Once the teams are selected:

1. The Clinical Engagement Lead or Project Manager need to complete a Team Qualification Form. PKB have created one that can be used or adapted to suit the organisation's needs.

2. The form needs to be submitted, and a process for reviewing it needs to be created. PKB Success Project Managers can review and support onboard whenever required.

3. As part of the qualification form, each team must prepare and submit a goals document outlining the measurable outcomes they aim to achieve using PKB.

Timeline For Go-Live

The chosen teams should be ready to begin their PKB rollout within three months of the start date of the Clinical Transformation workstream. Setting timely, well-defined goals from the outset is essential for successful rollout.

Team Qualification Form

Example One

This Specialty Team Qualification form is a template that can be adapted to suit your organisation’s needs.

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Example Two

Specialty Team Qualification Form

We want to learn how your team plans to use PKB to improve patient communication, enhance experience, and deliver remote care when appropriate.

Teams completing this form must commit to rolling out PKB for digital and clinical transformation and manage the system ongoing for their service.

Implementing PKB requires staff to promote it to patients and complete training on its functions.

Name of team

Details of the person completing this form

Name of Team’s PKB Champion

This is the team member who will lead the PKB rollout.

Has the team seen a demo of the PKB system? Yes □ No □

The table below gives an overview of some of the functionality and features available in (PKB). Please indicate which of these features you are interested in using for your service.

Please provide an overview of how the service plans to use PKB and any current issues you think PKB could help resolve. 

For any of the PKB features you have expressed an interest in using, please include details of current processes/documentation and how you think it could work in PKB (if known).

Are there any risks on your departmental/divisional risk register which your proposed use of PKB could help mitigate? If yes, please provide details.

Patients

Who are your patients, and how are they referred to your team for care?

How many patients does the service typically see in a week (if known)?

What percentage of your patients do you expect to be using PKB?

Benefits Realisation 

It is essential to identify what the team wishes to achieve through the adoption of PKB and then track progress towards these targets.

Please outline the anticipated benefits below. Guidance on achieving measurable benefits is available on the PKB website: Creating SMART Goals

Anticipated benefits – please tick all that apply

• Reduced DNAs

• Reduced unnecessary appointments

• Reduced appointment times

• Improved patient outcomes

• Improved patient experience

• Financial savings from paperless workflow

• Increase patient self-empowerment

Please specify any other anticipated benefits in the boxes below:

Benefit 1 - Description and how will this be measured

Benefit 2 - Description and how will this be measured

Benefit 2 - how will this be measured

Benefit 3 - Description and how will this be measured

Benefit 4 - Description and how will this be measured

Benefit 5 - Description and how will this be measured

Thank you for taking the time to provide this information.

Measurable Outcomes and Benefits Realisation

To successfully achieve clinical transformation and drive meaningful adoption of PKB, it is essential to clearly define what each team aims to accomplish from the outset. Establishing these goals early enables both the team and the organisation to track progress, demonstrate value, and ensure accountability.

PKB recommends that each team sets specific, measurable goals to guide their implementation and to realise tangible benefits for both patients and clinicians.

Why Set Goals

• Provides direction and focus for the team’s use of PKB

• Enables tracking of adoption and clinical impact over time

• Supports continuous improvement efforts

• Informs future business cases and organisational strategy

Using the SMART framework

To support benefits realisation, PKB advises using the SMART goals framework:

• Specific – Clearly define what you want to achieve

• Measurable – Ensure outcomes can be tracked and quantified

• Achievable – Set realistic and attainable targets

• Relevant – Align goals with clinical and organisational priorities

• Time-bound – Include a clear timeframe for achieving each goal

These SMART goals will serve as the foundation for understanding the impact of PKB and provide evidence to support scaling the transformation across additional teams.

Smart Goal Examples

• Maternity team SMART goals: giving each patient a care plan, empowering them to throughout their pregnancy and birth

• Heart Failure team SMART goals: reducing face-to-face appointments

• How to write SMART Goals: template and example of SMART goals