Information about HSA-ID and e-Service Card
To work in BioClinicum, an HSA ID and an e-service card (eTjänstekort) from Region Stockholm are required, as large parts of the building are integrated with the hospital's IT environment. Research group leaders at OnkPat are responsible for placing orders for their staff. Here you will find information about costs, procedures, and how to place an order depending on the length of employment.
Background
BioClinicum is part of Karolinska University Hospital and organizes within the county council Region Stockholm. It is mandatory for all people working in BioClinicum to have a so called HSA-ID and eService Card obtained from Region Stockholm. This is to ensure that all security requirements in the hospital buildings are met and because most of the buildings infrastructure is connected to the hospital's IT system. Each research group leader at KI has the task of ordering HSA-IDs and eService cards for group members who will be working in BioClinicum.
HSA IDs and eService cards have an annual cost of SEK 3,000 / person. If you also need a Region Stockholm mail account, the annual cost is SEK 3,500 / person. A Region Stockholm mail account is needed i.e to be able to book meeting rooms at the hospital via Regions Stockholm's Outlook.
Information for research group leaders - ordering an HSA-ID and eService card for KI staff
Order an HSA-ID and e-Service card via your local eService card administrator at the Medical Unit to which your research is affiliated. Department administrators should have a list of e-Service card administrators to contact. The information can also be found on Inuti (the hospital's internal website). When ordering a HSA-ID and eService card, the responsible Head of the Medical Unit at Karolinska University Hospital must be stated. It is important that all research staff know which medical unit they are connected to and who their hospital Head of department is.
The yearly cost of each new HSA-ID will be added to your account in your own respective Medical Unit.
You may order a HSA-ID and eService card via FoUUI (who will cover the cost for the card, in the box “kostnadsställe” write 17362). Fill in the order form for the person in question and send it to FoUUIs mailbox bioclinicum.karolinska@regionstockholm.se. The forms are different depending on whether or not the person in question has a Swedish personal identity number. The forms can be found below. If needed, they can also be obtained via the mailbox.
Please note that FoUUI only pays for the HSA-ID and eService Card for a maximum of 6 months. FoUUI does not extend these cards. If a student or visiting researcher is given an extended assignment, the HSA-ID must be transferred to the medical unit to which the research group is affiliated. This is done via a local eService card administrator at the Medical Unit.
When an order for a HSA-ID has been placed, a subsequent order for an eService card is done automatically in Navet.
Information for KI employees - when ordering is completed
- The new group member must complete Karolinska's web training in fire and safety in Swedish or English. Further, after completing the web training, they must book an appointment for having a photo taken for the eService card.
Link to Swedish version
Link to English version
When this step is completed the new group member can pick up a personal temporary card at the Badge office. Address: S2: 02 (floor 2 above the staff gym). The office is located in Norrbacka, enter via the main entrance from Eugeniavägen 27. Tel: 08-585 81000
The new group member needs to bring:
- Valid Swedish ID document. If you do not have a Swedish ID document, you need to bring your internationell ID-card or your passport (the one you sent in your card order)
- Any Badge previously received from the hospital
- The photo must be taken at the booked time. Address: S2: 02 (floor 2 above the staff gym). The office is located in Norrbacka, enter via the main entrance from Eugeniavägen 27. Tel: 08-585 81000 The new group member needs to bring:
- Valid Swedish ID document. If you do not have a Swedish ID document, you need to bring passport.
- Any Badge previously received from the hospital
- After photography, you will receive an envelope at your home address from Telia with PIN / PUK codes for your new eService card. It is important to save this information and take it with you when you retrieve the card.
- Book an appointment for card collection or pick up the card on drop-in times offered by eService Cards and Badge.
- Pick up your card. Address: S2: 02 (floor 2 above the staff gym), Norrbacka.
You need to bring with you:
- Valid Swedish ID document / certifier and passport
- PIN / PUK codes
- Order accesses to BioClinicum in Navet (see instructions in the document "Apply for access in Navet"). Access group for BioClinicum level 5-10 is named "BioClinicum Forskning" in Navet.
- Sometimes the door code may need to be updated. See instructions in the document "Update door code in Navet".
Special information for ordering an HSA ID for individuals without a Swedish personal identity number
- Can only be ordered by the organisation's EK administrators
- The certified copy of the passport/EU ID card MUST include name, signature, date and telephone number.
- The person record in EK cannot exceed the assignment duration for the individual.
- The person record in EK cannot be valid longer than the validity period of the passport.
- The responsible manager at Karolinska University Hospital completes and signs the order form. The responsible manager verifies that the passport matches the application and makes a certified copy of the employee's passport.
- Passport or EU ID card are the only valid identification documents according to the HSA policy
Rules regarding EU ID cards for foreigh person records
New requirements have been introduced regarding which types of ID cards are accepted in EK. Only EU ID cards that meet the requirements of EU Regulation 2019/1157 are now accepted. These ID cards must have been issued no earlier than 2021-08-02 and all carry an icon where the country code (two letters) is inscribed in the EU flag.
This also means that national ID cards within the EEA (Norway, Iceland, and Liechtenstein) cannot be used for foreign person records in EK. In these cases, a copy of the passport must be provided as supporting documentation. If you are unsure, you can always contact us and we will determine whether the ID card can be used or not. This information has been included in the order documentation in the case in the Navet customer portal, so it is available when placing the order.
Original documents are archived by the requester.
When extending a foreign person record, a new certified copy of the passport does not need to be attached if the extension period falls within the passport’s validity period. In such cases, a standard extension request is sufficient.
Support
If you have questions or concerns regarding the ordering procedure, please contact your local eService card administrator at the Medical Unit to which you are affiliated. You can also ask questions by sending an email to bioclinicum.karolinska@regionstockholm.se or contact eService card and Badge directly on telephone number: 08- 585 81 000.