Deploying the Client Data Repository for Social Welfare Services

Kanta can be used with a certified system. If the system you are using is not certified, consult your information system provider about access options. Systems compatible with Kanta are listed in the Valvira social services and health care information system database (valvira.fi).

If the information system you are using is not compatible with Kanta, procure the system that best serves your needs. If the service provider operates as part of a company chain, it may join Kanta using the main joining party’s system. This is called the joint connection model.

It is also possible for private service providers of outsourced services to use the Kanta Services with the wellbeing services county’s system, in which case they do not need their own client account for the system. This is called parallel connection. In this situation, discuss the matter with the wellbeing services county.

The Client Data Repository for Social Welfare Services can be deployed using various information system profiles 

• with a client information system that supports the functionalities in accordance with the obligation to join the Kanta Services set forth in the Client Data Act (recommendation)
• with a client data system that supports phase 2 functionalities.

The use of the service can be started with the information system in accordance with phase 2, until the obligation to join as set forth in the Client Data Act takes effect. 

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The deployment of the Client Data Repository for Social Welfare Services requires that the service activities of the organisation, the client information system and the national specifications are matched. Therefore, it is important to identify 

• what social welfare services are produced and to which service function they belong
• which nationally defined social welfare documents will be used in the future
• whose records the information must be stored in (the wellbeing services county or a private service provider).

If you are providing outsourced services, it is advisable to work with the purchaser of the service to determine the matters described above. For example, wellbeing services counties must instruct their private service providers in recording client data. 

In addition, both parties must have use of the functionality for register access right of social welfare services in order to process client data generated in outsourced services.

Monitoring the progress of deployment

You can use the deployment progress monitoring table (xls, in Finnish)to plan the project and track its progress.

Your information system provider will provide support and advice on the deployment of the Kanta Service, especially for system-related issues, but some system providers offer support for their customers throughout the deployment process. The system provider will arrange user training for the system and is often responsible for many technical measures, such as implementing the access point between the service provider and the Kanta Services.

Kela’s Kanta Services provide support in the form of deployment coaching sessions. Together with THL, Kela also provides training in the Kanta Services’ operating models and procedures. If you have any questions about deployment, please email kanta@kanta.fi.

THL is responsible for establishing policies and procedures that govern the use of the Kanta Services. THL also provides guidelines for consistent recording practices and self-monitoring in social welfare and health care services, e.g. the preparing of an information security plan.

You can register for deployment at any time you deem appropriate.

Kela regularly holds brief coaching sessions to answer questions about deployment. You do not need to register in advance for these coaching sessions.

The deployment of Kanta often requires a change in operating policies and procedures for recording data. Identify personnel training needs and ensure that there are adequate human resources to implement change.

Operating policies 

Personnel can study operating policies at their own pace using the Kanta Service’s online schools and training. The online schools are free, and personnel will receive a certificate for completing training sessions.

Recording data

Use of the Kanta Services requires that client data is recorded in a structured format. Transitioning to the use of structured data requires planning and training.

Ensuring data protection and information security practices

In order to begin using the Kanta Services, you or your company must have an up-to-date and documented information security plan. Prepare an information security plan well in advance of joining as a user of the Kanta Services.

Assigning access rights to personnel

The service provider must assign access rights to its systems for all of its employees who process client data in their work. Access rights must be assigned to each employee so that they only have access to the client data that is necessary in order for them to perform their work tasks.

Acquiring certificate cards

Use of the Kanta Services requires strong electronic identification. Ensure that your personnel and others, if applicable, have certificate cards to identify themselves in the systems and to electronically sign documents.

In this application, you will need to:

• provide the administrative details required for using the service
• provide the system and access point data you receive from your system provider
• specify your contact person(s)  
• agree to the service description of the Client Data Repository for Social Welfare Services.

In addition, you agree to the general terms of delivery of the Kanta Services and sign an undertaking to become a client of the Kanta Services if this is your first deployment of a Kanta Service.

Once your application to register as a user of the service has been approved, you will be notified by email. The notification also includes the login address for the Archivist’s User Interface. We will send a notification to the administrative contact person and the administrative email address you provided on the Extranet.

As soon as your application has been approved, you can perform the deployment test.

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