Introduction

GPSoC provides practices with a choice of accredited GP clinical systems. Under GPSoC practices can choose to:

• retain their existing system and implement upgrades over time; or
• migrate to an alternative system whether it be the LSP solution or another system on the GPSoC framework.

Systems available under GPSoC

Compliant systems available through GPSoC can be found on the GPSoC Framework suppliers and systems web page. For a practice to be signed up to GPSoC the system installed in the practice must be GPSoC Level 2 compliant, i.e. Choose and Book and ETP must be installed in the practice.

Systems that are not included in GPSoC

A practice with a system that is not on the list of GPSoC Level 2 compliant systems should approach its PCT to discuss its options. These would include checking whether the supplier of the practice's current system is planning to provide a GPSoC Level 2 compliant version or, potentially, the practice can choose to begin the process of migration to a GPSoC Level 2 compliant system.

Retaining an existing system

If a practice is already using a GPSoC compliant system the practice can choose to continue using it under GPSoC. A practice becomes part of GPSoC (and thus benefits from central funding) when its PCT enters into a GPSoC Call Off Agreement with your supplier on its behalf. The majority of practices in England are already on a GPSoC Call Off Agreement.

In future a practice can choose to change to another GPSoC compliant system or to an LSP system.

Migrating to an LSP or GPSoC System

If a practice plans to migrate to an alternative system it will need to follow the steps below:

1. Practice to contact PCT and discuss the options.
2. If required by the PCT, the practice will need to prepare a business case for the change. To help with this process a Business Case Template (Word 76Kb) is available. The business case will need to include an estimate of the costs (XLS 149Kb). There is also Guidance within the 'Who pays for what' on the GPSoC funding explained web pages.
3. If the PCT agrees to the change of system, the practice can choose an alternative system from the same supplier, another GPSoC Framework supplier or a LSP. If selection is to be from a GPSoC Framework the PCT and the practice, will need to run the GPSoC Selection Process (XLS 41Kb) to identify the system that best meets the practice's needs.
4. Once the new system has been selected the PCT, practice and supplier will need to agree a planned date for the migration.
5. In order to receive GPSoC funding, the PCT will need to place its order for the required migration and deployment services on the Tracking Database. See the ordering services section of the Implementing the GPSoC agreements web page for more details about how to place an order.

Things to consider – access to data for use in migration

Prior to migration to an alternative system, a data extract will need to be taken from the practice’s existing system.  This can be a back up tape containing the practice’s data or a documented data extract from the system.  The benefits of a documented data extract are that it provides the new supplier with information about how the data extracted from the practice’s existing system is structured and will make it easier for them to translate the data into the practice’s new system correctly.

Details of the services provided by each GPSoC Supplier can be found here (xls 39.5kb).  This information should help practices to understand what their current or prospective supplier will do to facilitate safe access to the practice’s data for migration.  

Email gpsoc@nhs.net if you are experiencing problems with obtaining data from your existing system.

Things to consider – access to previous system, data and audit trail following migration

GPSoC Funding for 3 month Bedding In Period

Practices generally have a bedding-in period following Business Go Live with their new system.  The GPSoC funding arrangements allow a practice to retain its previous GPSoC system for up to 3 months following Business Go Live with central funding.

Maintaining Access to Audit Trail Information

The audit trail of the records on the previous GPSoC system are not migrated when a practice migrates to an alternative system.  A practice may require this information in the event of a medico legal challenge.  The GPSoC agreement therefore includes a number of different options for accessing the audit trail on the previous GPSoC system.  Here they are in descending order of cost to the PCT or practice:

• Retain existing GPSoC system with full support. Retain the current GPSoC Service without change
• Retain existing GPSoC system with reduced support.  Order the “Retention by the Practice of the GP Clinical IT System from the Supplier Service (single user)”
• Request ad hoc access to clinical data and audit trail.  Order the “Data and Audit Trail Retrieval Service”.

Details of how each GPSoC Supplier will provide these services and their pricing can be found here (xls 41.5kb).

Minimising Local Costs following the 3 month Bedding In Period

The 3 month bedding in period that is funded by GPSoC starts from the date of Business Go Live. 

If a PCT wants to minimise costs from the end of this period they must give notice (minimum 3 months under the GPSoC Agreement) to the previous GPSoC supplier from the date of Business Go Live.  The PCT can extend this notice period with the previous GPSoC supplier if there are problems with the new system.  It would be a good idea to order the Retention of Source System Service at the same time if that is the option chosen locally.