Measures resulting from an organisational change are planned and implemented in cooperation with various actors. The service enabler is responsible for the completion of the change process.
The image shows how the Kanta Services must be taken into account during the change process. The different stages of the process are explained further in the accordion elements on the page. The image opens in a larger size in a new tab.
Impacts of change situations on the use of the Kanta Services are case-specific. The tasks and measures are planned according to the change situation.
identifies the current situation and the changes resulting from the change situation in the use of the Kanta Services, e.g.
whether the use of the Kanta Services will continue with the current business ID
whether the use of the Kanta Services will be started with a new business ID
specifies the target state
identifies the measures that must be carried out in order to reach the target state
ensures that the change is implemented in accordance with the terms and instructions of the Kanta Services verifies the existing contracts and their updating needs identifies the changes in the organisation data of the National Code Service (public sector) and the notifications to the licensing authorities (private sector)
verifies any change needs in the registration point (public sector), changes to digital certificates and certification cards
The service enabler notifies the Kanta Services of a future change by email to kanta@kanta.fi. The Kanta Services supports the service enabler in the change situation in matters concerning the use of the Kanta Services.
The service enabler is responsible for the overall management of the change. Each participating operator (e.g. service enabler, information system supplier, Kanta Services, THL’s Code Service) must be aware of the measures and schedules and be committed to the schedules. The matters to be agreed on include, e.g.
specifying the operators that need to work on completing the change
the measures that need to be taken by each operator
the schedules for different operators.
When agreeing on the tasks and schedules, the impact of the change on the use of the Kanta Services must be known. Matters to be clarified include, e.g.:
whether the use of the Kanta Services will continue as a current operator joining Kanta
whether the current operator joining Kanta will terminate the use of the Kanta Services
whether the change will give rise to new connections to Kanta
whether the systems used and/or Kanta access points and technical connections will change
whether there will be any changes in the reception of prescription renewal requests
In the event of a change in organisation structure, private-sector service enablers shall make the necessary licence changes to the Regional State Administrative Agency (AVI) or the National Supervisory Authority for Welfare and Health (Valvira) with a notification or amendment application according to which authority’s responsibility it is to process the change in the service enabler’s licence by virtue of the act on private health care service enablers. Further information:
Public sector service enablers shall notify of changes according to their own updating practices in the organisational and controller data in the National Code Service.
The service enabler plans the controller changes related to the change and sends the notification form concerning the controller change to koodistopalvelu@thl.fi.
The service enabler submits a notification of terminating the undertaking for the Kanta Services if the change situation includes the termination of the service enabler’s activities or use of the service.
The service enabler shall send a change notification to the Kanta Services if the change situation is related to change of systems or access points used by the service enabler.
The service enabler notifies of changes to the reception of prescription renewal requests to THL’s code service and to Kela’s Kanta Services (link to the renewal requests page).
Before the start of production use, the service enabler carries out the necessary service-specific deployment tests. The service enabler agrees the times and performance of the deployment tests with the information system supplier.
Production use can be started after the measures related to the change have been carried out and the deployment test, if required, has been carried out.
Instructions for changes of controller have been gathered on the page Change of controller.
The information system supplier, the Code Service and the Kanta Services are responsible for completing the change process in accordance with their own areas of responsibility within the jointly agreed schedule. Kela implements the change of controller by the assignment of the service enabler. The service provider is responsible for ensuring the availability of documents.
The service enabler ensures in cooperation with the information system supplier
the availability of documents in real time both locally and from the Patient Data Repository. This enables correction measures and management of refusals.
the functioning of internal registers (healthcare, occupational health service and social welfare)
availability of documents so that any client refusal has no impact on the visibility of data. This also applies to documents created before joining Kanta.
the functioning of access rights of own controller and service enabler.
the possibility of correcting and/or invalidation of a document.
The service enabler manages the continuity of productional use in accordance with the data security plan and gives members of personnel instructions on how to act in exceptional situations.
Change communication aims to support the completion of a change with well-planned and uniform communication.
The service enabler has the overall responsibility for communication in a change situation. The service enabler
is responsible for timely and uniform internal and external communication
communicates about important issues in each stage of preparing the change
launches communications on the change together with the information system supplier and other cooperation bodies at a sufficiently early stage.
The service enabler notifies the Kanta Services of the change by email to kanta@kanta.fi. The notification schedule depends on the nature of the change, and it is specified in further detail in each change instruction. The message describes, for example:
the current organisation
details of the nature of change in question (e.g. municipal merger or change of business structure)
whether a service enabler ceases activity and whether there will be new service enablers
the names and OID codes of service enablers going through the change
schedule of the change
information about possible document transfers
whether there will be changes in the SOTE organisation register and/or controller register (public sector) or in the licences of service enablers (private sector)
whether the information system and/or access point used by the service enabler will change or whether there will be any changes in prescription renewals
situation of preparations.
The service enabler is responsible for communicating about the change to the required cooperation bodies and clients. Key targets of the planning of change communications include the clarification of the key message, the responsibilities, roles, means and channels of communication, target groups, and schedule.
