What to check after EHR cutover and go-live
After EHR cutover, check that staff can log in and work, that upcoming and recurring appointments landed once, that a sample of charts shows the right notes, documents and diagnoses, that claims go out from the new system only, that balances match, and that the reconciliation report agrees with what you see. Keep the old system read-only until those checks are done.
- Start with what affects clients first: logins, schedules and the next notes clinicians need to write.
- Spot-check charts for every clinician and compare counts with the reconciliation report.
- Bill only from the new system, follow every open claim to the end, and keep the old system read-only until verification and your longest claim cycle are complete.
What should you check on the first day after go-live?
- Every staff member can log in and has the right role and permissions.
- Today's and upcoming appointments appear once, with the right clinician, location and service.
- Recurring appointments continue past cutover with no duplicates.
- Clinicians can open a client's chart and start a note.
- Appointment reminders, intake forms and portal invitations go out from the new system, and are switched off in the old one.
How do you check that clinical records came across?
- Open a sample of charts for each clinician, including your most complex clients.
- Confirm past notes, uploaded documents and diagnoses appear for each client, in the form agreed in the field mapping.
- Check that Part 2 consents and other restricted records are still flagged.
- Compare client, note and document counts with the reconciliation report.
- Log anything missing or misplaced with the client name and record type, and send the list to whoever ran the migration.
How do you keep billing clean after cutover?
- Bill every new session from the new system only, so no claim goes out twice.
- Decide where each open claim from before cutover will be worked, in the old system or the new one, and follow it until it is paid or closed.
- Compare client balances and payer details with the old system for a sample of clients.
- Review the early claims from the new system for rejections that point to a mapping problem, such as a missing insurance ID or diagnosis code.
What should staff report after go-live?
- Fields that look empty or sit in the wrong place.
- Notes or documents attached to the wrong client.
- Templates, forms or custom fields that did not carry over.
- Duplicate clients created when someone could not find an existing record.
Keep one shared list, review it at a set time each week with your clinical lead, and agree each fix before anyone edits records by hand.
When can you retire the old system?
- When the reconciliation report has been reviewed and signed off.
- When your longest claim cycle has passed and open claims from the old system are closed.
- When records you chose not to migrate are archived and you have tested opening them, as covered in legacy EHR data archiving.
- When you have saved a final full export and know how long the old vendor keeps your data after the contract ends.
Ask your counsel how long archived records must be kept for your practice.
Frequently asked questions
What should you check after an EHR go-live?
Check staff logins and permissions, that appointments and recurring sessions appear once, that a sample of charts shows the right notes, documents and diagnoses, that claims go out from the new system only, that balances match, and that the reconciliation report counts agree with what you see.
How long should you keep the old EHR after cutover?
Keep the old system read-only at least until verification is complete and your longest claim cycle has passed, and until anything you did not migrate is archived and tested.
What if records are missing after the migration?
List each missing or misplaced record with the client and record type, compare the list with the reconciliation report, and send it to whoever ran the migration. Records that cannot move into the new system can be kept in a read-only archive.
How does Ferry help after cutover?
Ferry's reconciliation report shows, for every record type, what left the old system and what arrived in the new one, so your team can check it against the charts they open after go-live. Prices are published on the home page.
Work through the earlier stages with the EHR migration checklist, and look up terms like parallel run in the EHR migration glossary.
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.