What this means for your practice
Record subscription purpose, renewal responsibility and review timing in a maintained register. Use authorised account processes for any billing changes.
An example to discuss with your team
Choose a subscription approaching renewal and confirm the responsible people can locate the agreement and make an informed decision in time.
How to review the arrangement
Choose a subscription approaching renewal. Can the responsible people find the agreement, understand usage and decide in time? Ask the supplier how ownership changes are recorded. Billing changes should follow authorised account processes. The register should prompt an informed decision, not simply warn that a payment is due.
Review the need before the renewal decision
Ask the service owner what the subscription is used for, who relies on it and whether that need has changed. The budget owner also needs the relevant agreement and current costs. Those are related responsibilities, but they may belong to different people; make both visible.
Schedule the internal review with enough time for the actual agreement's notice arrangements and any work needed to compare alternatives. Do not assume every subscription renews on the same terms. Use a sample approaching renewal to check whether an authorised deputy can find the information and identify the decision still needed. Include connected tools or stored information that could complicate leaving. Any billing or account change should follow the organisation's approved process. The register should help the practice make an informed choice, rather than simply documenting an automatic payment after the opportunity to review it has passed.
How to check the result
Track renewals reaching their decision date without an assigned owner.
Turn reading into a next step
Your action checklist
Work through these checks with your team or supplier. Tick the ones you have resolved and leave unknowns open.
Record what you know, what is still missing and the answer you need from your team or supplier.
Use project decisions only, without personal, patient or confidential details. Entries stay in this page and are not submitted to Kay & Co. Copy or download before leaving; this page does not save your notes.
Further reading
These sources provide background for the topic. The practice examples and checklist are illustrative planning suggestions from Kay & Co.
Related guides
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