Patient Access When an Organisation Stops Using PKB

Once a patient is given a PKB record, it belongs to them for life, even if your organisation stops using PKB. 

PKB will maintain the record storage; however, the patient will no longer be able to consult with the professionals in your organisation. The patient will no longer receive their blood results, appointments, or clinic letters from your IT systems via automated means once the switch is off.

The patient can still manually add data and use their record with professionals from other organisations or with individuals they have invited to share their record with.

Professional Access when an Organisation Stops Using PKB

Professionals will no longer have access to the PKB account associated with your organisation once it is deactivated. 

When an organisation stops using PKB, all professional PKB accounts will be deactivated. Professionals will no longer be able to log in using credentials or through any internal single sign-on (SSO) system. 

Steps to deactivate your team’s professional accounts

So they can no longer access patients' individual records. For instructions on deactivating a professional, please click here. 

Update Your Welcome Message to Patients

Patients will see your welcome message if your team was the organisation to create their record; therefore, you must update this message to inform patients that your team/organisation is no longer actively using PKB.

For instructions on changing your welcome message, please click here.

Communicate With Your Patients

As a coordinator, you can download a list of registered patients and inform them that the organisation is no longer using PKB.  To do this, the Co-ordinator goes to Institutions> Consent> Download contact details.  You can then send an email to registered patients explaining that your organisation has stopped using PKB and what this means.

Assisting patients with password resets

As a coordinator, you play a vital role in helping patients regain access to their records if they forget both their password and security question. While other coordinator duties may end once your team stops using the software, this responsibility remains.

• Patients can usually reset their own passwords by answering their security questions. PKB helpdesk is available to guide them through this.

• If a patient forgets both their password and security question, PKB cannot reset it due to ID verification requirements. In these cases, the coordinator must verify their identity and follow the standard reset process.

• Patients can still use their NHS login to access their PKB record if they have forgotten their PKB password. 

Maintaining a Coordinator Role

This function is essential for patient access, the coordinator role must always be filled. If you leave your post, please ensure you:

1. Invite a successor to the coordinator role.

2. Share the process link (above) with them.

If you have any questions, please contact us.