For Organisation /Trust- wide and population-wide deployments, PKB uses the 'train-the-trainer' approach. The Organisation /Trust will need to identify staff to become PKB superusers/trainers and PKB will train them to become expert users of the platform. The Training Team/Trainer will then be able to roll out the training to all the clinical and admin staff that will use using PKB.
PKB Organisations and Teams
PKB environments are set up as Organisations that can have many Teams. To First, it's essential to understand the user roles it’s important to first understand what this means. The . Then, the training requirements can then be understood in relation to the set-up and the roles.
A typical organisation will be an NHS Trust, with the An organisation's first team being is a ‘Patient Records Team’. We call this the umbrella team, as all patients are created here, and then smaller cohorts can be easily brought into other clinical specialty teams when necessary. The image below represents this setup.
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Within each organisation, there are four basic groups of individuals who will need supporting, with different levels of training required for each. We are continually adding to our remote training resources to enable a rapid roll out of PKB. All current supporting processes/documentation/videos are provided below in this document.
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Organisation Admin
The Organisation Admin is responsible for performing 3 key tasks for all patients within all teams in the organisation.
Typical number of users: 1 or 2 users per entire organisation
Typical training time: 2 hours of in-person/virtual and online learning, (including using the test site provided).
Typical usage time: <5 hours a month
Coordinator
The coordinator is the first person invited to a PKB team, they are key team members and help drive successful use of the system. They ensure the right people are added to the team's PKB site and are responsible for inviting the professionals to the team as well as the patient cohort.
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Typical number of users: 2 or more users per team
Typical training time: 2 hours of in-person/virtual and online learning, (including using the test site provided).
Typical usage time: <1hr a week after initial set up.
Team Professional
The team professional is invited to register on PKB, along with their colleagues in the team, by the coordinator. A team professional automatically has access to all patients sharing with the team, and any patient in the team can message any professional in the team provided they are set as contactable. This mirrors the set up that exists with paper records, where any professional working within the team would be able to pick up and read any patient's file.
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Typical number of users: 5-30 per team (highly varied, dependent on team type and usage)
Typical training time: 2 hours of in-person/virtual and online learning, (including using the test site provided).
Typical usage time: >1 hour a day (highly variable depending on planned benefits/use of PKB)
Patient
The patient is the focal point for the entire PKB record; PKB puts the patient in control of all information about them, and who gets to use that information with them.
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Typical number of users: 100,000s per org, 10-1000s per team
Typical training time: 0 input from customers, PKB online resources available
Typical usage time: >1hr a week (highly variable depending on planned benefits of PKB)
Summary of
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Resources required
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Train the trainer model
PKB provides Faceface-to-Face face (F2F) training for Training training teams /trainer and trainers and either F2F or remote training via Skype or Google meet Meet screen-sharing software for any professional and coordinator users. The training can be delivered to groups or at in one-to-one sessions as required.
We estimate that the initial training team/trainer training will take four hours - , possibly separated divided into 2 two-hour sessions over two days, depending on staff availability.
The training team/trainer will be fully trained (using a test site) on how to use using PKB as a patient, professional, and coordinator and will receive tips and ideas on how to train others in PKB use. They will receive full support from a PKB Success project manager throughout their time in this role, including regular meetings , and any necessary refresher/top-up training for themselves that are necessary. The Success project manager will accompany and support the training team/trainer during the their first training sessions they run.
Organisation Administrator training
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All relevant documentation on this role can be found here.
Team Coordinator training
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The coordinators take on the majority of the platform administration and management tasks and will need training on the following:
Registering professionals at scale https://manual.patientsknowbest.com/coordinator/professionals
Creating patients’ records at scale https://manual.patientsknowbest.com/coordinator/records-mass
Updating the welcome message for patients regularly with the latest instructions eg to complete new forms or read new resources https://manual.patientsknowbest.com/coordinator/institution
Authorise and apply add care plan templates such as the COVID-19 one page profile. https://manual.patientsknowbest.com/coordinator/plans
Sharing patients’ records with affiliate teams - https://manual.patientsknowbest.com/coordinator/organisation-networks
for patients in the team to create
Professional training
Individuals who use PKB to work with patients (for example, the Link Workers) need to understand these basic functions:
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All these have supporting videos, which can be found here:
https://deploy.patientsknowbest.com/training/training-videos
Patient support
Patients generally need minimal instruction on how to use the system as it is intuitive and they have already been trained to use the internet as consumers. There are, however, ways to support their use of the system including:
A full PKB manual, a how-to-guide can be found at - https://manualwiki.patientsknowbest.com/space/patientMAN
Many other ways to keep patients updated and informed are listed here.
These include instructions that can be put in the welcome message and resources in the library with instructions.
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