Part of Clinical system migration guide

Planning for cutover

The key to success is to keep the cutover time as short as possible. Plan for all stages of the clinical system migration. Include any workarounds to help ease the migration between the two systems.

Planning for cutover

Cutover is the time between the final data production (FDP) from the current system and go live on the new system.

Practices need to decide on a plan to reduce the impact as much as possible. The cutover plan should take into account how the cutover period will impact things such as :

day to day processes, for example appointments
how repeat prescriptions will be affected
test requests that have been issued just prior to the cutover
workflow requests
referrals that are in progress at the time of the cutover
the gap between the final data production from the current GP clinical system and the new GP clinical system being available
how will patient facing services be impacted, for example will the NHS App be available for patients
practice opening hours and appointment availability
impact on patient registrations
staff rotas and availability

Practices should also work with ICBs to understand the impact on reporting and financial processes.

At least 4 weeks before the final data production (FDP) date, practices should meet with all key people involved. This meeting is to decide on processes to be followed.

During the cutover period the new supplier will import data into the new system.

Practices can continue to enter data into the current system. But you should be aware that it will not be migrated over. So it’s essential to keep a record for manual re-entry into the new system post go live.

Support for the old (legacy) system will continue for 90 days after go live. The practice will have access during this period.

Consideration should also be given to how the cutover period can be managed. You may wish to setup a teams chat and channel to share updates. Regular checkpoint calls will keep everyone informed of progress.

It is also important to agree with the supplier what support they will provide during and after the cutover.

Who is involved

The people, teams or organisations who might be required in this stage of the migration are:

practice manager
practice staff
integrated care board (ICB)
IT delivery partner
current clinical system supplier
new clinical system supplier
third party system suppliers
pathology labs providers

Preparation tasks

notify third parties and linked services
backup third party systems
manage third party suppliers
export templates
handle new registrations
clear outstanding communication tasks
check system logoff requirements
manage dispensary stock (dispensing units)
check smart cards and card readers

Downloadable checklists

To help you organise this stage of the migration we have developed the following digital and printable checklists:

Planning for cutover checklist digital version

docx 151 KB

Planning for cutover checklist printable version

pdf 266 KB

Notify third parties and linked services

Inform all third parties (learn more about kick off and pre migration tasks). They must switch off links and communications 1 to 2 days before the final data production day.

Backup third party system

The current supplier might not back up some local or third party systems or databases. You will need to back these up.

Manage third party suppliers

Make sure you have a plan for third party suppliers. Examples include document scanning and management like DocMan or Apollo Scan.

See pre migration tasks for more information.

Export templates

Export letter and clinical templates from the current system. Import them into the new system at go live. Trainers can assist with this task.

Handle new registrations

During cutover, new patients will not be able to register online. The practice can still allow in person registrations. The data will need to be held by the practice to be put onto the new system after go live. Patients must be re-registered with full General Medical Services (GMS) after go live.

Record activities for new patients to enable entry after go live. Examples of these activities include:

consultations
prescription requests

Clear outstanding communication tasks

Clear:

inboxes
outstanding workflows
open communication tasks, like pathology and registration

All tasks must be done by the final data production day.

Check system log off requirements

Confirm whether users need to log off the system before final data extraction. If needed, inform your team and adjust schedules to ensure a timely log off for extraction.

Manage dispensary stock (dispensing units)

Dispensing units need to reduce stock leading up to cutover. All stock will need to be re-entered into the new system after go live.

Check smart cards and card readers

Check that smart cards and card readers are up to date and working correctly.

Tasks for managing patient records during cutover

managing appointments
entering consultations
recording home visits
logging telephone calls
prescriptions handling
managing patient registrations
handling pathology results
processing referrals
scanning documents
redirecting screening services
managing 111 messages and clinical correspondence
maintaining out of hours reports
pausing summarisation and routine data entry

Managing appointments

Breather slots

Add 'breather' slots in clinicians' rotas for the first few days post go live. This will allow extra time for input into the new system. This is important for appointments not migrated from the existing GP clinical system as they will need to be manually recreated.

Rotas

If your new system supports it, build rotas on the test system before cutover. Export and import them into the live system.

Limit bookings

Limit future bookings to 2 weeks in advance and transfer them to the new system post go live.

Reschedule clinics

If possible, avoid data rich chronic disease clinic appointments in the cutover period.

Entering consultations

Continue entering consultations in the current system. Post go live manually transfer them to the new system.

The practice should have access to the old system for 90 days after go live. If you don't have access or you still have data to enter, you may need to print anything remaining from the old system.

Recording home visits

Record all requested home visits and consultations in the current system. These will need to be manually re-entered into the new system.

If the current system has a limited mobile service, record details of home visits to enter later. This will make data re-entry more efficient after go live.

Logging telephone calls

Note all patient phone calls that need updates to the patient record.

Include key information such as: patient name, date of birth and date of the call.

Ensure clinicians keep a log of any ad hoc calls that result in record updates.

To minimise missed information, set up a rota in the current system to track all calls made.

Prescriptions handling

Avoid using the Electronic Prescription Service (EPS) during the cutover period.

The prescribing system issues and signs repeat prescriptions in the EPS. They are then sent one by one to the Spine as needed for the patient.

After go live, cancel and re-issue outstanding repeat prescriptions on the Spine.

Avoid future dating EPS prescriptions during the cutover. This will prevent errors in the original system.

Tell partner pharmacies in advance to help them prepare for the cutover.

Run reports to identify patients likely to be affected. Those with repeat issues due during cutover are most likely to be affected.

For patients with six monthly prescriptions, ensure the last issue is before the cutover. This means you won't need to re-issue until after go live.

Keep a detailed record of all prescription requests made during the cutover. Batch repeat prescription requests by date order.

Record any requests taken by phone, over the counter, or other methods and add them to the batch.

Make staff available for more data re-entry. This includes dispensary stock (minimum/maximum/reorder levels) and formulary information.

Reduce re-entry effort:

Option 1:

Issue 2 prescriptions (either post-dated or with adjusted quantities). They should cover the period from a month before cutover until a week after go live.

Note: Do not post-date EPS prescriptions.

Option 2:

Revert to issuing FP10 forms for repeat prescriptions during this period. Change the prescription method from EPS to FP10 for each patient when ordering medications.

Tell patients and pharmacies about changes to prescription methods. This should be done as soon as possible to avoid confusion.

Managing patient registrations

Confirm registration cutoff periods with your commissioner, delivery partner and new system supplier. Ensure you have the correct contact details if this has not been organised.

Disable online registrations during the cutover period.

Avoid new patient registrations during the week before the cutover. This will prevent partially registered patients.

Co-ordinate with the current system supplier to turn off GP2GP. It does not feed into the new system during migration.

If a patient arrives during cutover, complete the paperwork. You will need to wait until after go live to register them in the new system.

Patients can visit the practice during cutover if they need to be seen. Their registration will happen after the system goes live.

Once the new system is live, register the patients as full GMS patients.

Handling pathology results

Review all your pathology results and clear all inboxes. Enter them into the current system before the final data extraction day.

Switch off links to pathology labs before the cutover starts.

Continue requesting pathology tests as needed.

Instruct labs to send results in paper format during the cutover. This will allow clinicians to review and act on them.

Speak to your local provider about the backlog of pathology results. Confirm that they will be sent electronically to the new system. This will avoid manual data entry from paper copies.

After go live, the pathology labs will send through the results electronically

Processing referrals

Print an extra copy of any referral made during the cutover. Include the Unique Booking Reference Number (UBRN).
After go live, scan the referral into the new system and enter the referral code if needed.

Learn more about the Advice and Guidance Toolkit for the NHS e-Referral Service (e-RS).

Scanning documents

Decide whether to scan during cutover for clinician access or scan after go live.

Keep all paper documents together. This helps with scanning into the new system after cutover.

Redirecting screening services

Contact all screening services that send electronic results to the clinical system.

Ask these services to stop sending messages before the cutover begins.

Confirm with each service to resume sending messages only after go live.

Please note: Bowel screening services usually do not pause during cutover. On the go live date, ensure Bowel screening services resend any messages from the cutover.

Managing 111 messages and incoming clinical correspondence

Keep all messages received during the cutover in the generic mailbox. After go live, transfer them into the new system.

You could also print copies for GPs to review or have them check the mailbox for urgent matters.

Note down 111 messages that the current system received directly. Manually enter them into the new system after go live.

Maintaining out of hours reports

Continue receiving 'Out of hours' reports in the current system during cutover.

Save a copy of each report to upload into the new system post go live.

Keep a copy of any contact details for patients seen by 111 during cutover.

Store these details in the practice email inbox. Prepare them for re-entry into the new system once it is live.

After go live, ensure the practice gets messages sent to its email inbox.

Use the right code to categorise the call. Ensure messages are routed correctly in the new system.

Pausing summarisation and routine data entry

Avoid summarisation and routine data entry during cutover. Any data entered will not transfer to the new system.

Last edited: 26 October 2026 10:00 am

Planning for cutover