EHR Cutover
(Inpatient EHR Cutover Services)

Keep inpatient care continuous during Epic, Oracle Health (Cerner), and other EHR go-lives. Our licensed clinicians execute inpatient EHR cutover by preloading the minimal, safety-critical data for every currently admitted patient—ensuring orders, medications, and labs flow on Day One without disruption or overloading your internal teams.

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A clinician supports the EHR cutover process from their home office.

What is EHR Cutover — and Why It Matters

During the technical “cutover,” your new EHR initially has no live data for admitted inpatients. Without an inpatient EHR cutover plan, clinicians won’t see allergies, weight, vitals, or active orders when the system comes back up. Our EHR cutover team performs the inpatient workstream: loading a minimal, sequenced dataset so medication safety checks fire correctly and clinical care continues seamlessly.

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Our EHR Cutover Team

Health system leaders partner with us to:

  • Maintain continuity of care through the go-live switchover window.
  • Hit the go-live date without exhausting nurses, pharmacists, or providers.
  • Ensure medication decision support works immediately after cutover.
  • Minimize risk of go-live delays due to staffing or sequencing bottlenecks.

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    EHR Cutover Outcomes & ROI

    Protected clinical hours

    A short, intense 24–36 hour EHR cutover window requires surge capacity; outsourcing avoids overtime and lets bedside teams focus on active care.

    Safety at bring-up

    Allergies, height/weight, and vitals are entered before orders so drug-allergy checks and dosing logic work from minute one.

    Operational reliability

    A clear runbook and top-of-license workforce reduce the risk of last-minute go-live delays.

    Our Clinical Approach to EHR Cutover

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    Top-of-license staffing

    We deploy nurses as the primary cutover team, supplemented with pharmacists and physicians for orders and medication workflows. Staffing mix varies based on state regulations and organizational policy.
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    Safety-driven sequencing

    We load patient demographics and bed assignments, then core clinical attributes before any orders to ensure decision support and administration workflows run correctly.
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    Supervised and accountable

    Every EHR cutover team is led by MD/RN oversight, with real-time QA and exception handling to keep the process accurate and on schedule.

    Minimal EHR Cutover Dataset (In Order)

    • Register patient in the new EHR
    • Assign bed/room
    • Enter allergies, height/weight, vitals (must precede orders for safety checks)
    • Add diagnoses / problem list (as scoped)
    • Re-enter active orders (meds, labs, etc.) to ensure uninterrupted administration and result reporting

    This is the minimal dataset that enables safe, uninterrupted inpatient care during EHR cutover.

    EHR Cutover Timeline & Execution Model

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    Plan (T-30 to T-7)

    Census review, role allocation by unit, access setup, test patient records, sequencing, and dry-runs. (We can mobilize in as little as 7 days for smaller facilities; large IDNs may require up to a month.)
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    Execute (T-0 to T+1)

    24–36 hours of coordinated data entry and validation; real-time issue resolution via an on-call support flywheel.
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    Stabilize (T+1 to T+3)

    Exception clean-up, validation against the legacy system, and handoff to inpatient operations.

    Case Studies

    Large Midwest IDN (Epic)

    ~2,000+ admitted patients during cutover (initial estimate ~3,000). Staffed ~250 clinicians: ~175 providers and ~75 nurses. Largest inpatient EHR cutover staffing project to date.

    Regional Community System (Epic)

    ~75 clinicians (≈65 nurses + ~10 physicians) supporting a smaller census. Also completed ~300 MPI records in parallel.

    Frequently Asked Questions

    Licensed clinicians — primarily RNs — supported by pharmacists and physicians for orders. Mix is determined by state rules and hospital policy.

    Execution is a 24–36 hour process; most effort is in planning. We can mobilize in 7 days to 1 month depending on size and complexity.

    Epic, Oracle Health (Cerner), MEDITECH, eClinicalWorks, and others. Our EHR cutover process is vendor-agnostic and clinically led.

    So medication interactions, dosing, and safety alerts are accurate from the first moment of bring-up.

    Related Services

    Ready for Your EHR Cutover Window?

    Request a Cutover Plan for Your Census
    Download our EHR Cutover Checklist