Part of Clinical system migration guide

Cutover

The cutover begins when the current supplier produces a final data extraction of the current system. Practices must return to manual data entry during cutover.

During the cutover phase, you will carry out all the activities planned for in the p lanning for the cutover phase while you transitioning to the new system.

Practice Staff
Project Manager
Lead GP
CCG / Delivery Partners
Trainers
New Supplier

What to expect during the cutover

Final data production

The cutover begins when the current supplier produces a final data extraction of the current system. This extract is given to the new supplier who imports the data into the live version of the new system.

Practice staff will need to be logged off by the time given by the current supplier on final data production day and should not access the system again until the following morning.

Manual processes are put in place

Refer back to cutover planning for further details of the processes.

Staff availability for cutover tasks.
Each practice has its own Message Exchange for Social Care and Health (MESH) inbox/queue/secure file transfer. When MESH changes, teams need to inform partner services of the change in address.

Lesson learned

Remember to include any clinical staff who may work remotely.

The following activities may occur during cutover or on go live day

Configure devices

Depending on which system the practice is migrating to, configuration of devices (eg. scanners, check-in and call waiting boards) may occur pre-go-live or on go-live day, however these generally cannot be connected to the new system until go-live day. This is usually completed by the delivery partner.

Hardware replacement

Incompatible equipment identified in the technical survey may have been replaced and tested by now, or in some cases this may happen on go-live day.

Activate Smartcards

Depending on the clinical system the practice is migrating to, the solution will be configured for staff, roles and names of sites either before the go-live or on go-live day. Smart cards will also need to be activated at the appropriate time. Who does this varies between the delivery partner, trainers and practice staff.

Transfer Booked Appointments

Depending on the system that the practice is migrating to it may be possible to transfer future booked appointments into the new system during cutover, however it is likely that this activity cannot take place until go-live day.

Last edited: 26 January 2022 3:52 pm

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Cutover

What to expect during the cutover

The following activities may occur during cutover or on go live day

Chapters