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 in this GPSoC data extract (XLS 40Kb). 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 three-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 in this GPSoC data retrieval spreadsheet (XLS 42Kb).

Minimising local costs following the three-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.