Migration Preparation

The following hints and tips are designed to give you some pointers for managing your migration and the down time between systems as smoothly as possible. Many are from practices who have completed a successful migration to Cegedim Primary Care Solutions:

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The following details are required for setting up your new system, so having them ready vastly speeds up the set up time:

  • Users

  • Appointments books, slot types, session types, sessions

  • Recalls

  • Alerts

  • Reminders

  • Letter templates, both administrative and patient related

  • Searches

  • Ensure all active users on your current system are still relevant. Inactivate any leavers and duplicated users.

  • Have a list of all users ready for Go Live. This must include title, forename, surname, gender, role within the Practice, any professional codes, NHS email address and current user names.

See Roles and Requirements for details.

No Appointment data transfers to your new system. You are supported by a Cegedim Healthcare Solutions representative in setting up your new appointments system following Go Live , please ensure:

  • All staff have relevant user rights to appointments.

  • All session plans are correct and active, delete any no longer relevant.

  • All slot types are correct and active, delete any no longer relevant.

  • All active book owners are correct and active, delete any no longer relevant.

  • Plans are correct.

  • Clinic types are correct and active, delete any no longer relevant.

  • Cancellation reasons are accurate and active, delete any no longer relevant.

  • Booking information reasons are correct and active, delete any no longer relevant.

  • Reminders are correct.

You must plan how to manage your appointments and clinics during the expected downtime as well as on Go Live day.

You may wish to consider tailoring appointments for this time or just having ‘emergency only’ appointments to reduce the amount of records that need entering once your new system is active.

For all appointments booked during downtime, you need to print them off and give copies to all staff that are checking patients in or booking new appointments.

Ensure all referral details are accurate and up to date, including the following:

  • Hospitals/Organisations are up to date, delete hospitals no longer active.

  • Departments for each Hospital/Organisation are up to date, delete any Departments no longer active.

  • Consultants, delete any Consultants no longer active.

  • Ensure referral letters are stored appropriately.

  • Ensure all referral reasons are complete and are recording correctly using the relevant clinical term.

  • Save copies of any referral templates you need in your new clinical system. Your representative will demonstrate how to export, import and design templates.

Even though referral details do not transfer and need entering into your new system, it is advised that you tidy up any current lists so the correct organisations are entered.

You can access and use electronic referral mechanisms during your downtime to submit referrals. However, you need to keep a record of these and add them to the patient record after Go Live.

  • Hold a practice meeting with all staff to discuss the time scales and the activities required of each staff member.

  • Clear any pending processes, for example, registrations, referrals, GP2GP transfers and tasks.

  • Take advice from Cegedim Healthcare Solutions regarding any third party software and data that is not transferred or compatible with the new system.

  • Make sure third party installation information is available on Go Live, for example, license details, log in details and installation disks, where appropriate.

  • Plan access to consultation rooms for your Engineer to configure and set up computers and printers during Go Live day.

  • If applicable, you must consider how to manage your Dispensary during down-time.

Your Patients:

  • There will be no online services during the move.

  • There will be reduced clinics.

  • Due to the system change they may want to request their medication in advance of Go Live week.

  • No registrations, registration updates or patient facing service registrations can be carried out during Go Live week.

Other Agencies:

  • Notify other agencies you work with, for example, Practitioner Services Division (PDS), GP Out of Hours, Pharmacies, Path Labs, Shared Services and Hospitals of planned downtime, for example, how you receive emergency test results during down-time if unable to retrieve via online services?

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