Changes in personal circumstances relevant to social and health services

Changes in personal circumstances relevant to social and health services

Possible changes in personal circumstances are

  • Update of contact information 
  • Name change
  • Reorganisation in private healthcare
  • Change in information systems
  • Change of technical access point
  • Receiving prescription renewal requests
  • Cancelling a statement of undertaking
  • Change of data controller

Update of contact information

Kanta clients manage their own contact information (including addresses and contact person details) via the Kanta Extranet. Log in to the Extranet with your Katso ID which is linked with the Business ID of the Kanta client you represent. For instructions, see “Näin teet liittymishakemuksen ja päivität asiakastietosi (How to submit a connection application and update your client details)”.

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.

Reorganisation in private healthcare

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. Public-sector entities are expected to update their register data themselves, while the data for private-sector organisations and professionals are retrieved to the Code Service from the Valveri register maintained by the National Supervisory Authority for Welfare and Health (Valvira) and the Regional State Administrative Agencies. Further information is available on the Valvira website. 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 kantapalvelut@thl.fi or kanta@kanta.fi.

Change in information systems

The Kanta Extranet is used to manage information about the systems used by clients to access the Kanta services. Log in to the Extranet with your Katso ID which is linked with the Business ID of the Kanta client you represent. Clients who undertake a system change that also involves a change of access points should refer to Change of technical access point.

Change of technical access point

Each Kanta client has at least one Kanta access point. The access point is the point of connection between the client’s information system and the Kanta services.  A server certificate issued by the Population Register Centre is installed on the Kanta access point. More information can be found in the Tekniset liittymismallit (Technical connection models) guide.

Clients provide information about the access point they are using when registering with the Kanta service. Notification of changes in information related to access points must be made by sending the Liityntäpisteen muutosilmoitus (Notification of change of access point) as an email file attachment. The form should be sent to kanta@kanta.fi no later than three weeks before the change is scheduled to take effect.

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 to be registered as accepting renewal requests on THL’s Code Service. The corresponding registration for self-employed professionals is made in Valvira’s register of independent professionals and the SOTE register of social welfare and/or healthcare units. Details on how to update the register with the relevant information can be found in the following THL guide: Tietojen tarkastaminen SOTE-organisaatiorekisteristä ja päivityksistä ilmoittaminen (Accessing the SOTE organisation register to check information and providing notification of updates), version 30 January 2017.

Also the Kanta service must be updated to show that the renewal request service has been adopted. The service can be adopted at the same time when a client registers with the Prescription service by making the appropriate selection on the electronic registration form. If the service is adopted or discontinued at a later point, notification of it is made on the form titled Liityntäpisteen muutosilmoitus (Notification of change of access point). Clients who decide to stop accepting renewal requests must notify both the Kanta service and the THL Code Service.

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

The regional government, healthcare and social services reform will require changes to Kanta client relationships. Guidelines on the measures this will require (such as changes of data controller) will be published during 2018. Until then, inquiries should be directed to kantapalvelut@thl.fi or kanta@kanta.fi.

Last updated 15.10.2018