Part of Clinical system migration guide

Overview of a migration

This chapter gives an overview of a clinical system migration. To help you plan, there is guidance on how long a migration might take, as well as timescales for each step. There is also a high level description of each step, including what to expect and how to help it run smoothly.

How long a migration takes

A typical migration takes between 12 to 16 weeks from the point of placing the order for the new system to go live but some migration related activities will continue after go live.

Overview of migration steps

Migrations need a lot of planning and effort from practice staff. You can break it into smaller incremental steps. This will help make the work more sustainable.

1. Buying a new system and preparing for migration

Estimated timeline: The business case will differ for each practice. The buying process will take 1 to 2 weeks.

The practice completes a business case giving reasons for the migration. They should also say which clinical system they prefer.

The commissioning organisation will assess the business case. If they approve it, they will confirm the funding to support the migration. The practice can then order from the new supplier through the Buying Catalogue.

Find out more about Buying a new system and preparing for migration.

2. Kick off meeting

Estimated timeline: 1 day

Everyone involved in the migration discusses the end to end process of migrating between systems. The goal is to assign roles and ensure everyone knows what needs to happen and when.

Find out more about the kick off meeting.

3. Technical survey

Estimated timeline: 1 day

The timing of the technical survey can vary. It usually happens shortly after the kick off meeting.

The survey checks the compatibility of current hardware and software at the practice. Some IT delivery partners conduct technical surveys remotely, so may not need to be on site.

Find out more about technical survey.

4. Pre migration tasks

Estimated timeline: 2 weeks or more

These tasks are critical to help practices to prepare. These include tidying up current data and notifying patients and third party services.

Find out more about pre migration tasks.

5. Training

Training usually happens 2 to 3 weeks immediately before go live, although it can happen at any time during migration process.

Find out more about training.

6. Initial data production

Estimated timeline: 1 to 5 days

Initial Data Production (IDP) is when the current supplier does a data extraction. This contains all data on the system. They pass it to the new supplier, who uploads the data into a test or ‘dummy’ version of the system.

Find out more initial data production.

7. Data checking

Estimated timeline: 1 to 4 weeks

The new supplier supports the practice to do a series of data checking processes. This validates the data in the test ‘dummy’ system against the current one.

The supplier fixes any issues and the practice re-checks the data. The clinicians and/or practice staff will sign it off or report further issues for fixing. Sign off means approval to do the final data collection before cutover.

Find out more about data checking.

8. Planning for cutover

Estimated timeline: 4 weeks or more

You should plan what happens in the cutover period at least 4 weeks ahead. You need to identify the data that will not migrate during this time. It will need to be re-entered into the new system.

Find out more about planning for cutover.

9. Final data production and cutover

Estimated timeline: 1 to 2 weeks

The current supplier sends the final data extract to the new supplier. This means cutover has started.

The practice will continue to use the current system. From this point, any changes in the current system will need to be entered manually into the new system.

Find out more about final data production and cutover.

10. Go live

Estimated timeline: 1 to 2 days

The practice does a final re-check of the data. The clinicians and/or practice staff will sign it off or report issues for fixing. Sign off approval to move to go live.

From go live onwards, the practice has access to the new system. Data should not be entered into the old system.

Find out more about go live.

11. Post go live

Estimated timeline: This is different for each practice. Practices with a large volume of data will take longer.

Practice staff re-enter data from the cutover period. This can include appointments, prescriptions and consultations.

Find out more about post go live.

Information governance

Performing a migration inevitably involves access to, and processing of, significant amounts of personal patient data. It’s crucial, therefore, that all parties involved adhere to the laws, policies, standards and guidelines with respect to Information Governance, including: 

Access to Medical Reports Act (1988) 
Access to Health Records Act (1990) 
NHS Act 2006 (Section 251) (previously Section 60 of the Health and Social Care Act 2001) 
General Data Protection Regulation (GDPR) (see NHS Digital guidance on GDPR) 
NHS (Venereal Diseases) Regulations (1974) 
NHS Data Dictionary 
Records Management - NHS Code of Practice Department of Health and Social Care (DHSC) 
National Institute of Standards and Technology (NIST) Cryptography Standards 
The Good Practice Guidelines

Last edited: 19 June 2025 2:43 pm

Overview of a migration