Cutover Processes

Cutover is a process through which key pieces of information about admitted patients are entered into Connect Care prior to launch. Cutover includes both technical and clinical elements. The primary concern for prescribers will be the management of medication and non-medication orders, and the translation of important information about patients’ clinical status from a paper record to an electronic one. 

Prescriber Cutover Tasks

Prescribers facilitate six key tasks as part of cutover processes (dates are specific to Launch 9): 

Pre-Launch (Long-Term Care [LTC]/Designated Supportive Living [DSL]: September 3–23, 2024; Post-Acute: October 23–November 1, 2024)

• 1. 1. 1. Clean up medication orders in legacy systems. Remove unnecessary orders or unused PRNs.

        2. Fill out or review and sign Non-Medication Order Forms for each admitted patient. Should be found on the front of charts. Deadline is end of day September 23 for LTC/DSL teams, October 30 for post-acute teams. Ensure the orders are predictive of the patient needs as of November 2 at 05:00.

        3. Create list of all patients the team is following before November 1 at 23:30, to ensure smooth creation of provider specific and specialty lists.

           • 1. Patient lists such as found in Netcare are not transferred into Connect Care during cutover, and after cutover they no longer exist in Netcare. By generating a list of current patients pre-launch (using whatever one's current process is for managing a patient list), the list can then be recreated in Connect Care (see post-launch task #1 below). 

        4. Summary Migration and Problem List entry on starting October 1 for LTC/DSL and October 31 for post-acute. Note this step can also be done post-launch, if teams are not able to do it ahead of launch. 

Reminder: All team members should be logged out of the legacy and Connect Care systems by November 1 at 23:30, and remain out of the system until November 2 at 05:00. Being logged in during this time can interfere with the Connect Care launch. Netcare is available during this time.

Post-Launch (November 2, 2024)

1. If required by site, create provider specific and specialty lists by finding their patients on the individual units throughout the hospital. Connect Care can easily show a list of your current patients. Once patients are located, attach your service provider team to the patient's Current Encounter Treatment Team.

2. Compare legacy Medication and Non-Medication orders to Connect Care orders. Orders that will be missing include but are not limited to: 

• Reoccurring medications that were ordered after pharmacy closure time. 

• Wound Care orders. 

• Area specific orders.

• Orders that have changed since cutover occurred for patient.  

The following resources can help prescribers understand and participate in cutover activities, which can vary by launch wave and by level of care (e.g., continuing care vs. post-acute care):

• • Presentation: The Prescriber's Role at Cutover - Launch 9

  • Continuing Care:

    • • • Checklist: Prescriber Checklist for Cutover – Launch 9 Continuing Care

        • FAQ: Prescriber Role at Cutover - Launch 9 LTC

        • FAQ: Prescriber Role at Cutover - Launch 9 DSL and LTC with Contracted Pharmacy 

  • Post-Acute Care:

    • • • Checklist: Prescriber Checklist for Cutover – Launch 9 Post-Acute Care 

        • FAQ: Prescriber Role at Cutover - Launch 9 Post-Acute Care 

  • Form: Non-Medication Cutover Orders

  • Tip: Medication Reconciliation for Cutover

Optional Pre-cutover Problem List Reconciliation

For those planning to pre-document problem lists for complex patients who are anticipated to continue in hospital post-launch:

• • Tip: Problem List and Transition Notes

  • Demo: Workflow QuickStep - Cutover Notes

Legacy Clinical Document Access

Some clinical documents stored in prior (legacy) paper or digital records may be scanned or copied and attached to the new Connect Care record at cutover. These may include exceptional care plans, chronic disease management plans, transfer summaries or other documents important to ongoing patient care.

Clinical documentation added to the Connect Care record at cutover can be found using the "Chart Review" activity within a patient chart opened in Hyperspace. Within the Chart Review "Media" tab, look for entries where:

• "Clinical Document" appears in the "Document Type" column.

• "Patient Cutover Record" appears in the "Description" column.

It is possible to use the Chart Review media tab "filter" function to restrict the view to only those documents with "Cutover" in the row description. It is also possible to use the global chart search function using the keyword "cutover" to find this content.