The Kanta register access right facilitates the processing of client data when the service organiser sources a social service from another service provider. For example, it allows a social worker in a wellbeing services county and a service provider employee to view information recorded by each other in their own client information systems.
In addition, the service provider can store the information generated in the provision of the service directly in the service organiser’s register in Kanta, where it is easily accessible. This saves time and costs.
By law, the social welfare documents produced in outsourced services must be archived in the service organiser’s client register in a structured format. This also applies to services provided with a service voucher.
Using the register access right
The register access right of social welfare services can be used when both the service provider and the service organiser have joined the Client Data Repository for Social Welfare Services and the register access right of social welfare services functionality has been implemented on their respective client information systems. The parties do not need to use the same client information system.
The social welfare service organiser records information about the service provider unit that is providing the service and the time when the client relationship begins at the service unit in the client relationship document. After this, the service provider has the right to use the service organiser’s register to manage the client relationship.
While the register access right is in effect, the service provider’s employee may:
- search for and view information in the service organiser’s register to which they have the right of access
- record information directly on the service organiser’s register in the Client Data Repository for Social Welfare Services.
The service organiser’s employee may search for and view client data once the service provider has stored the data in Kanta.
When the client’s service ends, the service organiser will update the relevant information in the client relationship documentation. At this time, the service provider’s right to use the organiser’s register will end. After this, the client data stored by the service provider in Kanta will only be available to the service organiser.
An extensive register access right is a special case of register access whereby the social service provider manages the client relationship, case and document management tasks for which the service organiser is responsible.
At this time, an extensive register access right is being used in shelter services. The data controller for the data generated in shelter services is the National Institute for Health and Welfare (THL), but shelters also manage separately agreed service organiser tasks through an extensive register access right.
How to start using the register access right
If your organisation has not yet joined the Kanta Services, please refer to the instructions on deploying the Client Data Repository for Social Welfare Services and deploy the service. You can enable the register access right functionality together with the service.
If you have already joined the Client Data Repository for Social Welfare Services and want to start using the register access right, take the following steps:
Please contact your information system provider to ensure that the register access right can be used in your client information system.
Ensure that the other party to the outsourced service (service organiser or service provider) is also ready to start using the register access right.
Learn about the operating policies of the register access right (yhteistyotilat.fi, only in Finnish)
Conduct a deployment test together with the other party to the outsourced service and the information system provider before using the service. The test involves entering the data for a specified test case at a predetermined time.
A deployment test must be performed when the register access right is deployed for the first time with a specific combination of client information systems. In other cases, it is recommended. The service organiser is responsible for ensuring that the necessary deployment tests have been carried out.
Report a successful deployment test to Kela together with the other party to the outsourced service.