Final data production and cutover

The final data extract from the current supplier’s system is taken and sent to the new supplier. This extract marks the start of the cutover period. It signifies the last point at which live data from the old system is available. 

Practice staff must log off before the extraction begins. You will not be able to access the live clinical system until after the data transfer.

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

• project manager 
• practice manager  
• practice staff 
• integrated care board (ICB)  
• IT delivery partner (such as commissioning support unit) 
• IT lead 
• current clinical system supplier 
• new clinical system supplier 
• third-party system suppliers  

Coordinate with the new supplier to confirm the date for the final data extraction.

Make sure that the current supplier prepares the final data extract for the new supplier.

The practice will need to recheck the patients from the initial data production. You will also need to check a random sample of patients at go live. This makes sure that patient records and reports, like the QoF (Quality and Outcomes Framework), are accurate. This verifies the accuracy and completeness of the final data extract.

Archive profiles of any staff that no longer work for the practice. This is so they don't get transferred to the new system.

Do all the tasks planned during the cutover planning phase. This includes moving to manual data entry and using any contingency measures.

Tell partner services about any changes to the MESH inbox or queue address. Do this before the cutover.

All relevant practice staff need to be available. Remember to include those who work remotely. Let them know their responsibilities for the cutover period.

Ensure staff manually log all patient interactions during the cutover. These will need to be entered into the new live system later.