Changes in personal circumstances relevant to social and health services

Changes in personal circumstances relevant to social and health services

Administrative or technical changes taking place in the organisation of a client that has deployed the Kanta Service may have an impact on the client’s use of the Kanta Services.

Possible changes in personal circumstances are

  • update of contact information 
  • change in the client’s technical data (change in the system or access point used by the client)
  • name change
  • organizational changes 
  • receiving prescription renewal requests
  • cancelling a statement of undertaking
  • change of data controller.

Information for Kanta agents and other organisations administering the access point.

Update of contact information

Kanta clients manage their own contact information (including street and invoicing addresses and contact person details) via the Kanta Extranet. For instructions, see “Näin teet liittymishakemuksen ja päivität asiakastietosi (How to submit a connection application and update your client details)”.

Change in the client’s technical data

In connection with the deployment of the service, the client shall notify

  • the technical access point or points they are using for accessing the service
  • the system or systems they are using the service with.

Please report changes taking place after the deployment stage on the form for notifying changes in the client’s technical information.  The form is to be returned as an email attachment to kanta@kanta.fi at the latest three weeks before the new information enters into force.

If the change concerns the deployment of a new access point administered by the client itself, the decommissioning of an access point, or the telecommunications link of an access point, please notify the change on the form "Liityntäpistetietojen muutosilmoitus (Notification of change of access point)".

Name change

The names of clients who register with the Kanta service are retrieved from the Code Service of the National Institute of Health and Welfare (THL). Name changes need not be notified to Kanta. The update process is described in the document titled “Tietojen tarkastaminen SOTE-organisaatiorekisteristä ja päivityksistä ilmoittaminen” (Accessing the SOTE organisation register to check information and providing notification of updates) published by THL, version updated 30 January 2017.

Organizational changes

Changes that have an impact on the use of Kanta Services must be taken into account in changes in the organisation structure of a client that has deployed the Kanta Service. The client’s organisational change may result in, e.g. the deployment of the Kanta Services as a new organisation, termination of previously concluded commitments and a change in the controller. Technical changes may include, e.g. a change in the information system or access point used by the client.

The change of the client’s business ID has an impact on the client account of the Kanta Services. The business ID may change, for example, in situations of incorporation. If the client’s business ID 

  • remains unchanged, the client account  will continue on the basis of the previous commitment
  • changes, the Kanta Services will interpret this as a new client. In such a case, the client must deploy the Kanta Services as a new client.

Matters to be taken into account in organisational changes have been compiled on the THL page To be taken into account in organisational changes.

Special features of the public sector

Valid information about health and social service organisations and private healthcare professionals who are Kanta clients must be available from the THL Code Service registers. The public sector maintains registration information itself in the SOTE register. The update process for data stored in the Code Service is described in the document titled “Tietojen tarkastaminen SOTE-organisaatiorekisteristä ja päivityksistä ilmoittaminen” (Accessing the SOTE organisation register to check information and providing notification of updates) published by THL, version 30 January 2017.

Change situations in the social welfare or healthcare services in the public sector may include, e.g.

  • reorganisation of the service provision model, e.g. incorporation
  • establishment of a new joint municipal authority or the dissolution of an existing one
  • changes due to a municipal merger.

For additional information and advice on how the changes described above affect existing Kanta client relationships, contact kanta@kanta.fi.

Special features of the private sector 

Valid information about health and social service organisations and private healthcare professionals who are Kanta clients must be available from the THL Code Service registers. Information of the private sector is transferred to the Code Service from the Valveri register maintained by Valvira and the regional state administrative agencies. The licence or declaration data of private service providers must be up-to-date, further information is available on the Valvira website (valvira.fi, in Finnish). The update process for data stored in the Code Service is described in the document titled “Tietojen tarkastaminen SOTE-organisaatiorekisteristä ja päivityksistä ilmoittaminen” (Accessing the SOTE organisation register to check information and providing notification of updates) published by THL, version 30 January 2017.

Changes which are potentially relevant to the Kanta client relationship of a private social and health service provider include:

  1. adoption of a new Business ID, which requires the client to re-register with Kanta under the new Business ID
  2. the merger of two or several companies, in which case an existing client relationship can be ended and one client company continues to use Kanta Services under the other company’s name.
  3. the expiration of the permit of a healthcare service provider, in which case the Kanta Services are no longer available to the service provider.

For additional information and advice on how the changes described above affect existing Kanta client relationships, contact kanta@kanta.fi.

Receiving prescription renewal requests

An organisation or self-employed professional adopting the Prescription service can choose whether to accept prescription renewal requests from the My Kanta service and from pharmacies. Accepting renewal requests requires the client has

  • a record of the reception of renewal requests in the THL Code Service registers. For independent professionals, the record is made in the Valvira code set for independent healthcare providers and in the SOTE organisation register of the social welfare or healthcare unit. Instructions on updating the information in the register is available in the THL guide “Tietojen tarkastaminen SOTE-organisaatiorekisteristä ja päivityksistä ilmoittaminen” (Accessing the SOTE organisation register to check information and providing notification of updates) published by THL, version 30 January 2017. 
  • renewal request service deployed in the Kanta Services. The service can be deployed in connection with joining the Prescription service, in which case the service is selected on an electronic registration application. At a later stage, the deployment or termination of the service is notified on the form for changing the technical data of the social welfare and healthcare service providers.  

If the client unsubscribes from receiving renewal requests, it must be notified by email to the Kanta Services to kanta@kanta.fi and to the THL Code Service to koodistosplavelu@thl.fi.  

In the organisational change situation, it must be taken into account that all requests for a prescription renewal can be processed before the change takes place in the organisation of the renewal request in question. Electronic delivery of renewal requests from pharmacies and My Kanta Pages can be prevented in the SOTE register by changing the reception of renewal requests to end, for example, 8 days before the organisational change. 

Cancelling a statement of undertaking

Clients who have adopted the Kanta service may cancel it for example in connection with the cessation or reorganisation of operations, sale of business, or other change of circumstances. Use of the service must be cancelled if using it under the client’s name is no longer relevant.

The cancellation is made on a form which is available on the Kanta Extranet or can be requested from kanta@kanta.fi.

Change of data controller

Patient records are saved in the Patient Data Repository in the controllers’ own patient registers. If the controller changes, the new controller must be updated in the records saved in the Patient Data Repository.

In connection with the termination of the use of the Patient Data Repository, the client (healthcare service provider) shall notify of the change of controller on the change notification form and send it to koodistopalvelu@thl.fi. 

The schedule of the entry of controller change shall be agreed with Kela. The schedule of the entry of individual organisation changes carried out by Kela is available on the In the Case of Changes page (schedule for the entry of controller changes). 

In controller changes, Kela will update the controller data (active controller) for the records. The client shall determine the time of entering the changes in controller data together with its partners, adjusting to Kela’s schedule. The supplier of the information system used by the client shall make the corresponding change locally, also including the data created before joining the Patient Data Repository. The client shall be responsible for ensuring that, in order to prevent error situations, the change in controller data is made at the same time in the information system and the Patient Data Repository.

If necessary, it is possible to test the update of controller data in the Kanta client test service before the actual change takes place. Instructions for testing can be requested from kanta@kanta.fi. 

Last updated 09.01.2020