Before rolling out PKB Digital PROMS in your team or service, create goals to track your use of the feature.

Here are some examples of SMART goals that you can use or adapt to your needs.

Specific

Introduce a digital system for collecting Patient Reported Outcome Measures (PROMs) via PKB. Patients will complete PROMs questionnaires at defined stages of their treatment, ensuring consistency, accessibility, and improved collection or patient outcomes and patient engagement.

Measurable

• …..% of eligible patients complete digital PROMs at the required treatment stages within 12 months of rollout.

• 100% of PROMs responses are captured and stored digitally (eliminating paper-based processes).

• Quarterly reports were generated and shared with clinical teams to monitor patient outcomes and engagement trends.

Achievable

PKB is already available as an enabler for this project. By adding PROMs questionnaires into the portal and providing staff with training and patients with guidance, the Trust can shift from inconsistent paper-based collection to a standardised digital process.

Relevant

Collecting PROMs aligns with the Trust’s strategic goal of improving patient-driven outcome measures, meeting CQC recommendations, reducing complaints, and enabling patients to be more informed and engaged in managing their conditions.

Time-bound

• Design and configure PROMs questionnaires in the PKB by October 3rd.

• Pilot digital PROMs collection in selected services by …….

• Trust-wide rollout and consistent digital PROMs reporting in place by ……….

Pre metrics 

To achieve the team's goals with PROMS, collecting pre-metrics is essential.

1. Current PROMs collection metrics (baseline)

• Current completion rate of PROMs by eligible patients at required treatment stages (paper or digital).

2. Data quality metrics

• Completeness of PROMs questionnaires – proportion of PROMs with all questions answered.

• Accuracy and consistency of data entry – errors in paper-to-digital transcription if currently done manually.

4. Patient engagement metrics

• Patient awareness of PROMs – proportion of patients informed about PROMs and their purpose.

• Patient satisfaction with the current collection process (paper-based or existing digital).
  Barriers to completion – e.g., literacy, digital access, usability issues.

5. Technology readiness metrics

• Current PKB usage statistics – number of active users, login frequency, portal accessibility.

• Existing integration capability – whether PROMs data can flow into electronic health records (EHRs) or reporting tools.

Collecting Pre-Metrics

Allows teams to:

• Set realistic targets for measurable outcomes.

• Identify key areas for training or support.

• Demonstrate improvements post-rollout with clear before-and-after comparisons.

If PROMS is currently being used by the team but it is a requirement to start, focus on readiness, capacity, and expected patient population rather than past PROMS performance.

How Teams Can Approach PROMS Pre-Go Live

1. Patient population metrics

• Number of eligible patients per team who would complete PROMs.

• Expected frequency of PROMs per patient (treatment stages).

2. Technology and infrastructure metrics

• Current PKB usage rates: how many patients are registered, active, or regularly logging in.

• Availability of devices/internet access of patient cohort, (if known by the hospital)

• Integration capability with existing systems (EHR, reporting tools).

3. Staff readiness metrics

• Number of staff trained or familiar with PKB.

• Staff capacity to manage PROMs workflow (sending, monitoring, supporting patients).

• Expected time needed for staff to implement the new process.

4. Process and workflow metrics

• Current process for collecting patient feedback or outcomes (if anything exists at all).

• Any administrative or compliance gaps that PROMs will address.

• What reporting capabilities are currently in place, and gaps for PROMs tracking?

Further Information

• Benefits of PKB for PROMs: Secure, efficient, patient-centred data collection

• Boost Questionnaire Responses with PKBs SMS Service: For a faster and more efficient way to send and collect information from patients.

• Capturing Digital Outcome Measures: examples, outcome measure templates, and workflow