Professionals and coordinators

Professionals

Adding patients

Add to team

A patient can be added to a team when their PKB record already exists in your organisation, by following these steps:

• Select your organisation in the ‘From’ drop-down

• Search for the patient using their national ID, date of birth or name

• If a record exists, they will appear in the results.

• Click ‘Add to team’

• You will be guided through the consent workflow, where you will justify access and confirm the appropriate privacy level. Your team’s default privacy access is pre-selected.

The patient is now part of your team, and you can view shared data according to your access level. If the patient is registered, they (and any registered carers) get an email notification. The patient does not need to accept an invitation before they are added to a team, as direct‑care organisations have implicit consent to add patients with the team’s default privacy label.

Invite patient

Inviting a patient who does not already exist in PKB involves creating/activating a patient’s PKB account before they are added to your team. You can invite a patient by following these steps:

• Check that a record does not already exist by searching for the patient in your organisation

• If they do not exist, click on ‘Add patient’ on your home screen

• Complete the form. Some of the fields (National ID, Title, First name and Last name) are mandatory

• If you enter an email address on the form, the patient will receive an email notification containing an invitation to register and claim their record. You should only do this if you have confirmed the patient's identity and email address.

Accessing records

Control and respect access / privacy

As a professional, you can open and view any patient record that your organisation or team is allowed to access. You can see information that matches the sharing settings and privacy labels that the patient and organisation have set. This means that in some cases, you may not see all of the data in the patient’s record.

From the Patient Summary page, you can quickly review key information at a glance, including allergies, diagnoses, recent test results, messages and care plans, and then use the different tabs (such as Tests, Imaging, Medicines, Measurements, Journal and Files) to see more detailed information.

In an emergency, where this feature is enabled, you can use ‘Break the glass’ to get temporary access to a record you would not normally see. This access is fully audited.

Add and update clinical information

How to add information to the record

• Find the patient using the patient search on your homepage.

• The results contain the who match the search criteria. The patients' names, date of birth, address and national and org-level IDs are listed in the results. From this screen, you can send the patient a message or a questionnaire.

• Click on a patient’s name to get to the ‘Patient Summary’ page.

• The navigation menu contains links to Events & messages, Health, Treatments, Diary, Files, Devices and Sharing.

  • In the Events & messages, you can view or send messages and questionnaires.

  • In Health, you can view or add diagnoses, allergies, symptoms, measurements, tests, imaging, audio and genetics.

  • In Treatments, you can view or add care plans, medicines, or library links. You can also view immunisations.

  • In Diary, you can view or add appointments or journal entries.

Privacy and correction rules

• When you add data directly to a patient’s record via the user interface, any professional in your organisation with access to that record can later edit or delete it.

• If data is added to a patient’s record via HL7, FHIR or device integrations, this data must be corrected via the source system, not by editing in the UI. Professionals can delete HL7 data sent by their organisation if the organisation has this feature enabled.

How to edit or delete

Edit or delete data you (or your organisation) entered in PKB

• Any data point that was added directly in the PKB UI (for example a diagnosis, allergy, measurement, test, imaging item, audio file, appointment, medicine, care plan or file) can be edited or deleted by any professional in your organisation who has access to that patient’s record.

• You can edit or delete data by following these steps:

  • Open the patient’s record, go to the relevant tab (e.g. Health, Diagnoses, Treatments, Medicines, Files).

  • Click ‘Edit’ or ‘Delete’. On some screens, this option will be inside an expandable action menu.

Edit or delete data sent via HL7, FHIR or devices

Whether you can delete data sent via an integration depends on the type of integration and whether your organisation allows deletion of this type of data by professionals in the UI.

• For HL7 and FHIR integrations:

  • Professionals can delete data that were added to a patient’s record via an HL7 or FHIR integration in the UI if their organisation allows it.

  • Professionals cannot edit data that were added to a patient’s record via an HL7 or FHIR integration. Corrections must be sent from the source system. PKB hides the old value, links it to the new one, and indicates that the result has been corrected in the UI.

• For device integrations:

  • Professionals cannot edit or delete data that were added to a patient’s record by a device integration. Updates must be made via the same device integration.

Care plans

Care plans can be shared with patients to help guide them through their treatment and care. The care plan can contain information for the patient to read about their care and give them a place to log symptoms and access relevant test results and measurements.

Create new care plans for a patient

• You can add a care plan to a patient’s record from two places:

  • Summary > Create plan

  • Treatment > Plans > Add plan

• Select from one of your team’s plan templates or select ‘Empty template’

• Fill out goals, actions, advice and any linked data

• Save the plan

Edit existing care plans that my team has created

• From the patient’s record, click the care plan name to open it

• Select ‘Edit’ to update goals, actions or other fields

• Click ‘Save’

View previous versions of a care plan to see how it has changed over time

• Open the care plan from the patient’s record and click ‘See other versions' to see earlier versions of the plan.

• Each version shows what the care plan looked like at that point in time, making it easy to track changes such as goals added or removed, actions updated, or status changes.

• Older versions are available for reference and audit purposes, including who made updates to the plan and when they made them.

• Previous versions are read‑only once a newer version has been saved. Edits are made to the current version only.

Messaging

Assign a message to yourself

• You can assign a message to yourself by:

  • Opening a message thread

  • Clicking ‘Assign to me’ at the top of the thread

• You can unassign an assigned message by:

  • Opening a message thread

  • Clicking ‘Assign to none’ at the top of the thread

• When a message is assigned, it shows as ‘Assigned' for the professional who assigned it and any participants in the thread who are from the same team as the professional. Patients, carers and professionals from other teams cannot see that the message has been assigned.

• If the assigned professional leaves the message thread, it is automatically unassigned and the thread becomes Active again.

• When two separate teams are in the same message, assigning only affects the assigning professional’s team. For the other team, the message remains Active until someone in that team assigns it. If the second team also assigns the message, their assignment is separate and it remains assigned to the professional in the first and second teams.

Assign a message to a colleague or team

Whilst you cannot assign a message to another professional using the ‘Assign’ feature, you can hand over a message to a colleague by:

• Opening the message thread from your Messages page

• Clicking Add contacts (button in the thread toolbar / ellipsis, depending on layout)

• In the participant picker, search for and select one or more professionals or teams

• Click Save

The new professionals or teams will then see the thread in their inbox and can assign the thread to themselves if appropriate.

Automatic CC

The ‘Automatic CC’ (auto-cc) feature allows a whole team receive secure messages as a group, instead of individually. When auto-cc is enabled, the team itself appears as a participant in the message thread, rather than the professionals being listed separately. All contactable professionals in a team will see the message in their inbox if auto-cc is enabled. If auto-cc is disabled, the professionals will have to leave any existing message threads.

Archive message threads when they are complete

You can archive a message thread once you have completed any actions that are associated with it. To archive a message thread:

• Open the Messages page and click the message thread

• Click ‘Archive’

The thread is removed from the Active view and appears under the Archived filter for you and any colleagues in the same team who are participants. To see archived threads later, go to Messages and change the filter at the top to Archived. To move a thread back to Active, open it and click Move to Active at the top of the thread

Leave a discussion

You can leave a message thread so that you are not notified about new replies. To leave a thread:

• Open the Messages page and click on the thread

• Scroll to the bottom of the page and click ‘Leave discussion’

Once a professional has left a thread, no new replies from that discussion appear in the professional’s inbox and the thread cannot be updated by that professional unless a current participant adds them back in.

How to send questionnaire

Send a questionnaire to every patient in your team

• Go to the ‘Questionnaires’

• Click ‘Send questionnaire’

• Choose the questionnaire you want to use

• Click Start to send it to all patients in the team

The questionnaire is sent to every patient in the team.

Patients who are registered, and unregistered patients with an email in their record, will receive an email notification. Currently, you cannot send advanced questionnaires to every patient in a team.

Send a questionnaire to one patient

You can send a questionnaire to a single patient in two ways:

• From the patient search screen, select the patient, then click ‘Send questionnaire’

• From the patient’s Events & messages page, click ‘Send questionnaire’

This opens the questionnaire picker modal, where you can choose the questionnaire and send it to the patient.

Extra options for advanced questionnaires

If your team has advanced questionnaires enabled, you can configure the following options when sending the questionnaire:

• Allow patients to edit answers after submission

• Allow professionals to edit answers after submission

Depending on your use case, you can tick either, neither or both of these options. If they are ticked, the patient and/or the professional will be able to edit the answers of their questionnaire after they have submitted it. If they are not ticked, nobody will be able to edit the answers of a questionnaire after it has been submitted.

How to freeze a patient record

When you are viewing a patient’s record you can temporarily freeze it so that the patient and their carers cannot log in and interact with the record. This feature can be used, for example, during safeguarding investigations or while a patient is experiencing a crisis. To freeze a record:

• Click ‘Freeze record’ on the Summary page of a patient’s record

• A warning message is shown explaining that the patient and their carers will not be able to access the record

• Confirm by clicking ‘Yes’

When a record is frozen, the ‘Freeze record’ button is replaced by an ‘Unfreeze record’ button.

How to unfreeze a patient record

When it is safe for the patient and their carers to access the record again, you can unfreeze it. To unfreeze a record:

• Click ‘Unfreeze record’ on the Summary page of a patient’s record

• A warning message is shown to confirm you want to restore access

• Confirm by clicking ‘Yes’

Once the record is unfrozen, you will see a success message on the patient’s Summary page. Any professional with access to the record can unfreeze it; it does not need to be the same professional who originally froze it.

Coordinators

Manage professionals and coordinators

Coordinators are involved in setting up a PKB organisation and team, including inviting professionals to the team.

Invite a single professional

Coordinators can invite a single professional by following these steps:

• Go to the Professionals tab

• On the 'Activated professionals' tab, click Invite professional

• Complete the form with the professional’s Title, First name, Last name and email address

• Click Invite to send the registration email

The professional then appears in the list with a status showing they have been invited. Coordinators can remind the professional to register from this screen, as well as edit their email address if necessary.

Invite multiple professionals via CSV upload

Coordinators can invite multiple professionals by following these steps:

• Go to the Professionals tab

• On the Activated professionals tab, click Add many professionals

• Download the Add many professionals file template (column headings and required fields are defined by PKB). Do not change the layout or remove the header row or the upload will fail.

• Populate the CSV with the professionals’ details

• Upload the completed CSV file and click 'Register Professionals'

PKB will create accounts for each of the professionals on your list. If an account already exists, PKB will not duplicate it. If the professional is already linked to your team, PKB will ignore the row. If the professional is not linked to your team, they will be sent an email allowing them to join the team by following a link.

If there is an error in any of the rows in your file, PKB will show you the error but continue to create accounts for all the rows that do not have errors. If this happens, you can fix the errors in the file and upload it again. PKB will ignore the accounts which you had previously created correctly so you do not have to worry about duplicates.

Invite coordinators to my team

Coordinators can invite other coordinators by following these steps:

• Go to the Coordinator tab in the PKB Coordinator account

• Click Add coordinator

• Enter the coordinator’s name, title and email address

• Click Save / Add – a registration email is sent automatically to the invited coordinator

• The new coordinator appears in the list with a status showing they have been invited but not yet registered

Deactivating professionals

Coordinators can deactivate professionals so they no longer have access when they leave the organisation. To deactivate a professional, click Deactivate next to their name on the ‘Professionals’ tab.

Manage patients for my team/organisation

Coordinators can manage patients in the team or organisation, including:

• Searching for patients in the team and across the organisation.

• Inviting patients to register, either individually or in bulk, including reminding invited users to register

• Edit the patient’s demographics

• Add a carer to a record

• Add the patient to other teams in my organisation

Team config

Customize settings and greetings for your team

Coordinators can set team-level settings and welcome messages. To do this, go to the ‘Institution' page and click on the 'Greetings’ tab. From this page, you can set:

• ‘Welcome to patient’, which is a welcome message shown on the patient homepage when they log in

• Information about the team, which is shown to patients on the Sharing page

• Email footer text for the organisation

• ‘Welcome to professional’, which is a welcome message shown on the professional homepage

Consent tab

Coordinators can configure the advanced consent options that patients in their organisation are asked. To set these, go to the ‘Institution' page and click on the 'Consent’ tab, from here you can:

• Choose which advanced consent questions patients answer during registration

• Add the names of research partners and links to more information

• Download contact details (including consent answers) for all patients in the team

Contact preferences per professional

Coordinators can set contact preferences for the professionals in their team. To set these contact preferences:

• Click ‘Professionals’ from the menu

• Click ‘Contact Preferences’

• Tick whether patients are able to initiate messages or questionnaires with each professional

If a professional is marked as not contactable, they can still start messages to patients and patients can reply to these messages, but patients cannot add them to existing threads or start new message threads with them.

If a professional is marked as ‘Contactable by questionnaires’, they receive email notifications and inbox items when patients submit a patient‑initiated questionnaire

Maintain the team’s Library

Coordinators can manage a team‑level library of resources shown to all patients under that team, including:

• Creating folders for different topics or pathways

• Adding links to websites, videos and other resources

• Uploading files (e.g. PDFs, leaflets)

• Editing or deleting existing resources

• Reordering items by dragging them into the right position