How to choose an EHR cutover date
To choose an EHR cutover date, work back from the date your old EHR contract ends, leave time for read-only access after go-live, and avoid billing close, payroll and weeks when key staff are away. Pick the date once the sample migration is signed off and the new system is set up, then set the freeze time, the go-live day and a fallback date.
- Start from the old contract end date and leave room after go-live for read-only access and open claims.
- Avoid billing close, payroll and weeks when the project owner, clinical lead or billing lead is away.
- Lock the date only after the sample migration is signed off, and agree a fallback date at the same time.
What should you check before you pick a cutover date?
| Check | Why it matters | Who confirms |
|---|---|---|
| Old EHR contract end date | Read-only access and open claims need time after go-live | Project owner |
| Sample migration signed off | The full move should use a tested field mapping | Clinical and billing leads |
| New EHR set up | Users, templates, payers and fee schedules are ready on day one | New EHR vendor and project owner |
| Billing calendar | Claims and month-end close are easier to track in one system | Billing lead |
| Staff calendars | Key people are needed on the freeze day and the first days live | Project owner |
| Client schedule | A quieter day means fewer sessions to reschedule or note by hand | Front desk |
How do you choose the date step by step?
Step 1: Work back from the contract end date
Check your current contract for the end date and any notice period, then leave time after go-live for read-only access and finishing open claims in the old system.
Step 2: Block the billing and payroll dates
Ask the billing lead which days carry month-end close, claim batches and payroll, and keep the cutover clear of them.
Step 3: Check who is away
Confirm the project owner, clinical lead and billing lead are all working on the freeze day and the first days after go-live.
Step 4: Pick the freeze time and go-live day
Choose the exact time staff stop entering data in the old system and the day they start in the new one. If your schedule allows, freeze at the end of a week and go live at the start of the next, so the full move runs while the schedule is quiet.
Step 5: Agree a fallback date
Set a second date in case the final export arrives late or the new system is not ready, so moving the cutover is a planned choice.
Step 6: Announce the date
Tell staff the freeze time and go-live day as soon as the date is locked, and give the front desk the wording for client messages. How to prepare your staff for an EHR cutover covers what each role finishes before the freeze.
When should you move the cutover date?
- The sample migration still shows problems in the field mapping.
- The final test export is incomplete or late.
- The new EHR is missing users, templates or payer setup.
- A key reviewer will be away on the freeze day.
Moving the date early is easier than fixing records after go-live.
Frequently asked questions
What is the best day of the week for an EHR cutover?
Freezing the old system at the end of a week and going live at the start of the next often works well, because fewer sessions fall in the gap. Pick the day that fits your own schedule and billing calendar.
How far ahead should we set the cutover date?
Set it once the sample migration is signed off and the new system is set up, with enough time before the old contract ends for read-only access and open claims.
What happens between the freeze and go-live?
The final export runs, the full migration moves the data, and the first checks are done. Work that comes in during the freeze is noted and entered in the new system once it opens.
Does Ferry help set the cutover date?
Yes. Ferry agrees the timeline with you during scoping, including the freeze time and the cutover date, after reviewing a test export.
Once the date is set, work through the cutover stage of the EHR migration checklist.
How Ferry helps
Ferry migrates data between behavioral health EHRs at a fixed price, with a reconciliation report for every record type. Get a migration quote.