Checklists by role

Do you have an agreed date for when the practice will go-live on the new system?

• Agree a provisional go-live date.

• Checking the dates against availability.

• Securing the dates and people’s time.

• Has the new supplier confirmed the go-live date?

Have you requested an extract of the current data?

• Request a data extract from your current supplier.

Have you prepared for the Initial Data Production?

• Get ahead and clean up your data.

• Select patient records for testing/data checking.

• Do you have a plan for the data checking phases?

• Have you checked the patient list against the Primary Care Support England (PCSE) database?

• Have you booked rooms for initial data production meetings, training and data checking activities?

Have you notified third party solutions and links?

• Notify third parties and links.

Have you notified patients of any disruption or changes?

• Notify patients.

Have you had a technical survey?

• What is a technical survey?

• Did the technical survey identify the need for additional hardware/software requirements?

  – If so, do you have a date for when the new requirements will be deployed?

Do you have a training plan?

• Training overview.

Has your current supplier provided an extract of the patient data to the new supplier?

• Check that a request has been made and dates agreed.

Do you have a list of patient records for testing/data checking?

• Has the new supplier provided a set of test criteria for identifying which patient records to test?

• Have you used the criteria to identify patient records that match the criteria?

• Do you know how to report issues to the new supplier, should you find issues with the data/patient records?

• Once all issues have been addressed, are you able to sign off that the data is accurate and the practice is satisfied with the quality of the data?

• Do you have start/finish dates for the cutover period?

• Do you have a list and cutover plan for each third-party service that will need to make changes during the cutover?

• Have you identified what letter templates you will need to recreate in the new system?

• Have you identified what data entry templates you will need to recreate in the new system?

• Have you cleared down any inboxes and outstanding workflows and all open communication tasks, such as pathology and registration?

• Do you know the exact date/time when the final data extract will be taken?

• At the time of the final data extract, have you ensured that all users are logged off the current supplier system so that the supplier can do the data extraction?

Do you have a cutover plan for how you will handle the following during cutover?

• Appointments

• Consultations

• Home visits

• Telephone calls to patients

• Prescriptions

• Pathology links

• Registration links

• Referrals

• Scanning

• Bowel screening

• 111 messages and any other incoming clinical correspondence

• Out of hours reports

• Summarisation and routine data entry

Do you have a plan for how you will re-enter any data that is not migrated to the new system during the cutover?

• Data re-entry after go-live.

• Do you have a plan for who will perform the data re-checking and what they will test?

• Do you have a training plan, rooms booked and trainer on site?

• Have scanning devices, check in and call waiting boards been configured?

• Has any incompatible equipment identified in the technical survey been replaced?

• Have smartcards been activated?

• Have you notified any third-party services to switch their services back on, pointing to the new system? For example Electronic Prescription Service, Pathology and test labs?

• Only sign off satisfied that all the data has been transferred and the migration is successful.

• Have registration links been checked post go-live?

• Are online patient services available such as the ability to book appointments?

• Do you still have access to the old system?

• Do you have dedicated people and known methods for data re-entry after Go-Live?

• Are you aware of the post go-live period?

• Do you have any feedback on your migration that you’d like to share or suggestions for changes to the process?

Do you have an agreed date for when the practice will go-live on the new system?

• Agree a provisional go-live date.

• Checking the dates against availability.

• Securing the dates and people’s time.

• Has the new supplier confirmed the go-live date?

Has the practice requested an extract of the current data?

• Request a data extract from your current supplier.

Is the practice prepared for the Initial data production?

• Get ahead and clean up your data.

• Select patient records for testing/data checking.

• Does the practice have a plan for the data checking phases?

• Have you checked the patient list against the Primary Care Support England (PCSE) database?

• Do you have booked rooms for initial data production meetings, training and data checking activities?

Has the practice notified third-party solutions and links?

• Notify third parties and links

Has the practice notified patients of any disruption or changes?

• Notify patients.

Have you had a technical survey?

• What is a technical survey?

• Did the technical survey identify the need for additional hardware/software requirements?

  – If so, do you have a date for when the new requirements will be deployed?

Do you have a training plan?

• Training overview.

Has the existing supplier provided a extract of the patient data to the new supplier?

• Check that a request has been made and dates agreed, this needs to be completed by the practice.

Has the practice identified a list of patient records for testing/data checking?

• Has the new supplier provided a set of test criteria for identifying which patient records to test?

• Has the practice used the criteria to identify patient records that match the criteria?

• Does the practice know how to report issues to the new supplier, should they find issues with the data/patient records?

• Once all issues have been addressed, has the practice signed off that the data is accurate and the practice is satisfied with the quality of the data?

• Do you have start/finish dates for the cutover period?

• Do you have a list and cutover plan for each third party service that will need to make changes during the cutover?

• Have you identified what letter templates will need to be recreated in the new system?

• Have you identified what data entry templates will need to be recreated in the new system?

• Have the practice cleared down any inboxes and outstanding workflows and all open communication tasks, such as pathology and registration?

• Do you know the exact date/time when the final data extract will be taken?

• At the time of the final data extract, have you ensured that all users are logged off the existing supplier system (source) so that the supplier can do the data extraction?

Do you have a cutover plan for how you will handle the following during the cutover?

• Appointments

• Consultations

• Home visits

• Telephone calls to patients

• Prescriptions

• Pathology links

• Registration links

• Referrals

• Scanning

• Bowel screening

• 111 messages and any other incoming clinical correspondence

• Out of hours reports

• Summarisation and routine data entry

Does the practice have a plan for how you will re-enter any data that is not migrated to the new system during the cutover?

• Data re-entry after go-live.

• Does the practice have a plan for who will perform the data re-checking and what they will test?

• Does the practice have a training plan, rooms booked and trainer on site?

• Have scanning devices, check in and call waiting boards been configured?

• Has any incompatible equipment identified in the technical survey been replaced?

• Have smartcards been activated?

• Has the practice notified any third-party services to switch their services back on, pointing to the new system? For example Electronic Prescription Service, Pathology and test labs?

• Once the practice is satisfied that all the data has been transferred and the migration is successful, have they provided sign off to the new supplier?

• Have registration links been checked post go-live?

• Are online patient services available such as the ability to book appointments?

• Does the practice still have access to the old system?

• Does the practice have dedicated people and known methods for data re-entry after go-live?

• Are the practice aware of the post go-live period?

• Do you have any feedback on your migration that you’d like to share or suggestions for changes to the process?

• Has the practice completed the Business Justification Form for change of GP IT Futures Foundation system and provided evidence of the drivers, practice considerations and strategic fit?
• Has the business justification been approved by any necessary local boards?

Have you or the practice engaged with the GP IT delivery partner to make them aware of the migration? (such as a commissioning support unit)

What amount of additional training could the GP IT delivery partner provide to supplement what the supplier provides?

• Agree a provisional go-live date.

• Checking the dates against availability.

• Securing the dates and peoples time.

• Has the new supplier confirmed the go-live date?

• What is a technical survey?

• Did the technical survey identify the need for additional hardware/software requirements?

                   If so, is there sufficient mechanisms to pay for the new requirements?

                   If so, do you have a date for when the new requirements will be deployed?

• Will the practice need to extend their access period of the old system?

• Is the practice aware of the post go-live period?

• Do you have any feedback on your migration that you’d like to share or suggestions for changes to the process?