Organisation Admin Functionalities

The Organisation administrator is responsible for performing 4 key tasks for all patients within the Organisation:

  • viewing patients that have missing demographics or identifiers and updating accordingly

  • checking for demographic mismatches between PKB and incoming HL7 feeds e.g. from the laboratory

  • managing their organisation network

  • view the code sets that their organisation are using

This role is usually held by a member of the data quality team.

1. ‘Home’ tab

It’s possible to create patients without all demographic fields completed (either via the user interface or by CSV file bulk upload). This tab allows the org admin to identify patients that have missing demographics and therefore an incomplete record. This is a good way, for example, to identify all patients in a team that don’t have NHS number in their record.

NB: Records need just 1 type of unique identifier - so someone would be in that list because they have 0 identifier- not because they need all 3 that we support (national ID, organisation ID e.g. hospital number, or Team ID e.g. GUM clinic number).

2. ‘HL7 Review’ tab

Here is where an organisation administrator should (ideally daily) check messages that PKB have queued due to a demographic patient mismatch- a situation where the demographics on the patient account do not match completely with the demographics sent with the HL7 message (e.g. a lab result). This allows the organisation administrator to review the mismatch details and decide whether the HL7 message should proceed into the record.

The two mismatching demographics are listed in the far right column and if you agree that this message should update the patient record then you click "approve selected" to update, otherwise "reject selected" (this may require the mismatch fixing in the upstream system e.g. integration engine, in order to update the correct patient)


  • Let’s say that a lab system sent in a result for David S Turner

  • and we have "soft matching" enabled on his NHS number, First and Last name

  • but the lab sends in an ORU (result message) with the name as Dave Turner

  • we’ve failed the soft matching, BUT we didn’t reject the message, and PKB is pretty sure it belongs to Dave (data doesn’t go into the record - it stays in that queue)

  • So it will show up on HL7 tab so you can decide if this message is for David Turner

  • You can go to your integration team or Lab system and verify it’s the same patient and say ok, accept the message

  • or maybe there is something actually wrong and that is an ORU for someone else, so you reject that message and have the integration team and Lab system figure out what went wrong and fix it upstream, either at the integration engine or Lab system

3. ‘Organisation Networks’ tab

This tab shows you if you belong to a Network (and how many organisations are in that Network).

  • If you are in a network, a list of organisations within the network will appear here.

  • Only organisations listed as active are currently part of the network.

  • The organisation administrator for the lead organisation in the network must approve all new organisations. Only lead org admin has ‘Actions’

For further information and a how to guide please see our Manual site.