Pre-Go-Live Readiness
Go-live should only happen when your practice is ready. Your onboarding lead will work with you to confirm readiness, but these are the items that need to be complete before the transition.Configuration
- Organization settings are complete and verified (Organization Setup)
- All facilities are configured with correct addresses, hours, and provider assignments (Facility Setup)
- All user accounts are created with correct roles and facility assignments (Users and Roles)
- Billing defaults and payer configuration have been reviewed with the onboarding team
Data
- Patient data migration is complete and verified (Migrating Your Data)
- Insurance details have been spot-checked for accuracy
- Referrer data has been spot-checked for accuracy
- Priority authorizations have been entered (patients scheduled in the first two weeks)
Training
- All clinicians have completed clinical documentation training
- Front desk/admin staff have completed scheduling and intake training
- Billers have completed claims and billing workflow training
- Practice owner/manager has completed administrative training
Operations
- First two weeks of appointments are scheduled in StrataEMR
- Historical document access plan is in place (previous system access, uploaded documents, or both)
- Staff know who to contact for issues during the first week (hypercare team)
- Internal point of contact is confirmed and available during go-live week
What Changes at Go-Live
When your onboarding lead triggers the transition, several things change at once. The onboarding state lifts. Your focused onboarding dashboard is replaced by the full StrataEMR and StrataOffice experience. All features that were locked during onboarding become available. Your schedule is live. Patients scheduled for today and forward are visible in the system. Front desk staff manage check-in, check-out, and scheduling through StrataEMR from this point forward. Clinical documentation is live. Clinicians document patient visits in StrataEMR. Evaluations, progress notes, and all clinical records are created in the new system. Billing is live. Charges flow from clinical documentation into StrataOffice. Claims are submitted, payments are posted, and the full revenue cycle operates through the StrataPT platform. Hypercare begins. Your account is immediately placed in StrataPT’s hypercare pod for close monitoring and elevated support. See Your First 30 Days for details on what hypercare provides.Go-Live Day
What to Expect
The first day will feel different. Even with thorough training, applying new workflows to real patient care introduces friction that practice sessions don’t fully replicate. This is normal. Things will take longer. Documentation, scheduling, and billing workflows will all be slower on day one. Staff are building muscle memory. This improves rapidly, usually noticeably by the end of the first week. Questions will come up that nobody anticipated. Training covers the standard workflows, but real-world patient encounters produce edge cases. When questions arise, flag them to the hypercare team rather than improvising workarounds. Not everything will be perfect. A migrated insurance record may be slightly wrong. A scheduling preference may need adjustment. A documentation template may not quite fit a specific case. These are expected and fixable. The hypercare team is standing by for exactly this.What Your Team Should Do
Front desk / admin: Schedule, check in, and check out every patient through StrataEMR. Verify patient demographics and insurance at each visit. Report any migrated data that doesn’t look right. Clinicians: Document every patient visit in StrataEMR, even if it takes longer than expected. Follow the trained workflow. Flag questions to the designated point of contact. Billers: Monitor charge capture closely. Review the first batch of pending claims before submission with extra attention. Flag any billing issues immediately to your Hypercare team. Practice owner / manager: Be visible. Check in with each role group. Reinforce that the adjustment period is temporary and that the hypercare team is there to help.What Your Onboarding Lead and Hypercare Team Are Doing
Your onboarding lead coordinates the go-live transition and ensures the handoff to the hypercare team is clean. Once go-live is active, the hypercare team takes over as your primary support contact. On go-live day, the hypercare team is:- Monitoring your practice’s first transactions (scheduling, documentation, claims)
- Available for rapid-response support
- Proactively watching for configuration issues that surface only with live data
The First Week
The first full week after go-live is a critical stabilization period. Here’s what to focus on: Days 1-2: Focus entirely on completing core workflows correctly. Don’t try to optimize or explore. Just get through each patient visit, each schedule change, and each billing submission using the trained process. Days 3-5: Start paying attention to patterns. What’s consistently slow? What questions keep coming up? Where are staff working around the system instead of through it? Flag these to the hypercare team. End of week 1: Check in with your hypercare team for a first-week review. They’ll share what they’re seeing in your metrics and address any issues that have surfaced. For a detailed breakdown of the full first 30 days by role, see Your First 30 Days.What If Something Goes Wrong
Go-live issues fall into a few categories, and each has a different resolution path. Configuration issue (a setting is wrong, a payer isn’t configured correctly, a provider assignment is missing): Report to the hypercare team. These are typically quick fixes. Data issue (a patient’s insurance is wrong, a referrer’s NPI is missing, demographics don’t match): Report to the hypercare team with the specific patient and field affected. See Migrating Your Data for context on what transferred and what might need correction. Training gap (a staff member isn’t sure how to complete a workflow): Refer to the Guides section of this knowledgebase or contact the hypercare team for targeted help. If multiple staff have the same question, flag it for a refresher session. System issue (something isn’t working as expected, an error appears, the system is slow): Report to the hypercare team immediately with specifics: what you were doing, what happened, and what you expected to happen.After Go-Live
Once go-live day is behind you and your first week is complete, the focus shifts from survival to stabilization. The hypercare team continues monitoring your practice’s metrics and providing elevated support as your team builds confidence and speed.Next steps:
- Your First 30 Days — What to focus on, how hypercare supports you, and what ramp targets look like.
- Getting Help — How to find answers and contact support.