PIN Implementation Checklist
A complete pre-launch checklist for deploying PIN in your health system — from planning and security configuration through go-live verification. Check items off as you complete them; progress is saved in your browser.
Overall progress
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1 — Pre-Implementation Planning
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Assign a PIN implementation lead (clinical champion) and IT contact for the project
Confirm IRB / ethics committee approval for clinical registry participation Compliance
Review data governance requirements with legal / compliance team and sign Data Processing Agreement Compliance
Identify all clinical sites to be enrolled and confirm site codes with PIN account manager
Confirm EMR / EHR system and FHIR R4 readiness with IT — obtain FHIR base URL and authentication credentials
→ Data Integration guide
Define PIN user roles needed for your organisation (Admin, Clinician, Researcher, PV Lead) and create a role assignment plan
→ User Management guide
2 — Account & User Setup
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Register institution details in Admin → Settings → Institution (legal name, country, IRB reference)
→ System Configuration guide
Add all clinical sites under Admin → Sites with correct site codes
Invite primary Admin user(s) — send invitations and confirm receipt within 72-hour expiry window
Invite all clinical providers (Clinician role) and pharmacovigilance lead (PV Lead role)
Confirm all invited users have completed PIN credential review (status shows ACTIVE, not PENDING)
→ Account Approval guide
Verify all users have completed their profiles (photo, credentials, specialties, bio)
→ Completing Your Profile
3 — Security & Compliance Configuration
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Set password policy — minimum 12 characters with complexity requirements enabled Security
→ Security Settings guide
Enable MFA — enforced for all Admin and PV Lead accounts at minimum; recommended for all users Security
Configure SSO (SAML 2.0 or OIDC) if institutional IdP is available — test with a staging user before enabling Security
Set session timeout — 15–30 minutes for shared clinical workstations; 60 minutes for personal devices
Set data retention policy — minimum 7 years; confirm with compliance team against local regulatory requirement Compliance
Review Admin → Audit Log configuration — confirm data governance lead has access to the export log Compliance
4 — Data Integration Setup
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Configure FHIR R4 / HL7 integration in Admin → Integrations — enter base URL and authentication credentials
→ Data Integration guide
Run Test Connection — confirm pass result; resolve any errors (base URL, credential, FHIR scope) before proceeding
Review and confirm FHIR resource field mapping — particularly Patient.identifier (must be a stable unique local ID)
Set sync schedule — real-time (on patient registration), nightly batch, or on-demand — and activate the integration
If applicable, configure claims feed (EDI 835/837 or CCLF) for payer performance and shared savings modules
→ Value-Based Performance guide
Confirm integration monitoring dashboard shows green status in Admin → Integrations before go-live
→ Performance Monitoring guide
5 — Clinical Workflow Configuration
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Enable required clinical forms for your institution in Admin → Settings → Clinical Forms
→ System Configuration guide
Add any institution-specific required fields (e.g. local MRN field for EMR cross-reference)
Configure patient portal branding — upload institution logo and set co-branded display name
Confirm patient consent workflow with clinical team — document consent tier options (Registry only / Registry + Research / + Re-contact) Compliance
→ Patient Registration guide
Test patient registration end-to-end with a test patient — confirm PIN Patient ID generation and form submission
Send and receive a test patient portal message and PROM questionnaire — confirm end-to-end delivery
→ Patient Communication guide
6 — Analytics & Reporting Setup
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Verify analytics dashboard is accessible for Admin and Clinician roles
→ Dashboard Overview guide
Create and save at least one custom report for your primary clinical cohort
→ Creating Custom Reports guide
Test a CSV data export and confirm the de-identification safeguard (minimum 10-patient cohort) is working
→ Exporting Data guide
Set up at least one scheduled monthly report for clinical leadership — send test delivery and confirm receipt
→ Scheduled Reports guide
If applicable: register active VBP contracts and configure HEDIS measurement year
→ Payer Performance guide
Configure performance monitoring alerts (integration sync failure, data quality score drop) in Admin → Monitoring → Alerts
→ Performance Monitoring guide
7 — Pharmacovigilance Readiness
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Designate a PV lead and confirm PV Lead role is assigned with correct permissions
→ User Management guide
Configure regulatory submission routing — select applicable authority (EMA, FDA, MHRA, Health Canada, TGA) Compliance
→ Regulatory Submissions guide
Submit a test AE report end-to-end — confirm PIN Case ID generated and submission confirmation email received Critical
→ Adverse Event Reporting guide
Enable signal alert notifications for key drugs in your formulary under Settings → Notifications → Safety Alerts
→ Signal Detection guide
Confirm SAE escalation contact is documented and PV lead knows the 24-hour expedited reporting pathway Critical
Schedule first PSUR review date — enter it in your calendar and link it to the PSUR Data Lock Point
→ PSUR Generation guide
8 — Staff Training
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All clinical providers have completed the Getting Started walkthrough and logged in at least once
→ Getting Started guide
Clinical team briefed on data entry best practices — avoid copy-forward, use Unknown rather than leaving required fields blank
→ Clinical Data Entry guide
PV team trained on AE form, SAE escalation pathway, and regulatory submission steps
→ Pharmacovigilance guide
All staff aware of MFA enrolment requirement, session timeout policy, and how to report a suspected security incident
→ Security Settings guide
9 — Go-Live Verification & Post-Launch
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Register at least 3 live patients and confirm records appear correctly in registry and analytics dashboard Critical
Confirm all integrations showing green status in Admin → Integrations monitoring dashboard Critical
Run a final security review — check audit log for any unexpected access events in the first 48 hours post-launch Security
Bookmark status.pin-platform.com for incident monitoring — share with IT and clinical leads
Schedule a 30-day implementation review with PIN account manager to review data quality scores, user adoption, and any open issues
Set calendar reminders for HEDIS measurement period close, PSUR Data Lock Point, and annual IRB renewal Compliance