CHI Training Guides training docs · chidocs.oneboss.io

Go-Live & Cutover Plan (June 14)

Who this is for / What you'll learn: Everyone at Cohn Health Institute — front desk, Jessica/management, and Kimberly/bookkeeping. This is the step-by-step plan for switching the clinic off the old TPS system and onto OneBOSS: what happens, when, who does what, how to spot-check that your data came across, and exactly who to call if something looks wrong on go-live day.

💡 Keep this handout at the front desk through the first week. Tape the "What to do if X breaks" page (near the end) by every workstation.

⚠️ One golden rule for the whole week: New work happens in OneBOSS. Old history still lives in TPS (read-only). If you ever need a chart, ledger, or balance from before June 14, TPS is still there to look at — you just don't type new things into it anymore.

1. The big picture (timeline)

Here's the shape of the next two weeks. You don't need to memorize this — just know where we are each day.

When What's happening Who
Wed June 10 All-hands training (one room, everyone). You learn the workflows hands-on. Everyone
Thu June 11 – Fri June 12 On-site inventory count + barcode labeling. Every supplement bottle gets counted and a CHI QR label. Kimberly/Books, purchasing (Roxanne), front desk helping, OneBOSS on-site
Thu June 11 – Sat June 13 Prep & dress rehearsal. Accounts created, hardware tested, test transactions, prepay/CHI Cash balances verified, printed materials ready. Jessica/Mgmt + OneBOSS, front desk for tests
Fri June 12 – Sun June 14 Cutover. Systems freeze, final TPS migration, validation testing (the runbook in §3). OneBOSS on-site, Jessica/Mgmt
Sun June 14 GO-LIVE. Final TPS migration runs. TPS becomes read-only. First real transactions happen in OneBOSS. Everyone + OneBOSS on-site "war room"
Mon June 15 – Fri June 19 First week live / war room. OneBOSS on site to catch issues fast. Daily end-of-day checks. Everyone + OneBOSS on site

⚠️ Dates are the current plan. If anything shifts, Jessica will announce it — go by what Jessica says, not by this sheet.

📷 [Screenshot: the OneBOSS login screen / sidebar, so staff recognize "this is the new home base"]

2. Pre-go-live checklist (finish before Sunday)

These are the things that must be done and ticked before we flip the switch on June 14. Print this page and physically check each box. Jessica owns the overall list; the role tag shows who does each item.

✅ Use a real pen. A box is not "done" until someone has actually looked at it in OneBOSS.

Accounts & roles

⚠️ Confirm the exact login mechanism (password, token, device) in the app before printing — set the goal here ("everyone can log in"), and the OneBOSS team will confirm the steps on June 10–11.

Hardware tested

📷 [Screenshot: Inventory Actions card showing the Print Labels / Label Print Test area]

💡 In TPS you printed and tallied a lot on paper. In OneBOSS the printer's main job is the little CHI QR supplement labels — so test it on those.

Final inventory count imported

⚠️ In TPS you did X → In OneBOSS you do Y: In TPS the on-hand counts were not trusted (doctors pulled supplements without ringing them out). In OneBOSS, the June 11–12 count is the new starting truth — every bottle is its own scannable record. Treat that count as zero hour.

Prepay / CHI Cash balances verified

⚠️ Important: Migration brings the 17 legacy prepay balances in as $0 / "pending" on purpose. They are not spendable until Jessica maps each one in Legacy Pre-Pay Migration. Do this before go-live so nobody is told "you have no balance" at the counter.

⚠️ In TPS you did X → In OneBOSS you do Y: In TPS, Jessica trusted individual patient prepay balances but never the practice-wide total. In OneBOSS, each balance is mapped and visible per patient — and the system total is the new source of truth.

📷 [Screenshot: Legacy Pre-Pay Migration page showing the "N pending / N mapped" progress strip]

Test transactions (dress rehearsal)

Run these once each, with a real or test patient, before Sunday:

💡 Use the hands-on exercises sheet (file 08-hands-on-exercises.md) for full step-by-steps. This checklist is just "did we try it at least once?"

Printed materials ready

3. Go-live-day runbook — Sunday, June 14

This is the actual switch — the final day of the June 12–14 cutover. The clinic is closed/quiet on a Sunday, so we do the scary parts when no patients are waiting.

What happens, in order

  1. OneBOSS runs the final TPS migration. They take a fresh copy of TPS and re-run the import so OneBOSS has the very latest patients, appointments, inventory, and balances. (This is the same import that's been tested repeatedly — it's safe to re-run.) [OneBOSS on site]
  2. Validation testing. OneBOSS + Jessica run the spot-checks in §5 and confirm counts match. [OneBOSS, Jessica/Mgmt]
  3. TPS becomes READ-ONLY for history. From this point, nobody types new work into TPS. TPS stays available so you can look up old charts and ledgers (back to 2004), but every new appointment, payment, supplement sale, and return goes into OneBOSS. [Everyone]
  4. First transactions in OneBOSS. Once Jessica gives the word, the next real patient interaction is booked, checked out, or sold in OneBOSS. [Front Desk]
  5. Capture any overlap. If anything happened in TPS between the final copy and "go," staff re-key it into OneBOSS so nothing is lost. [Front Desk, Jessica/Mgmt]

⚠️ In TPS you did X → In OneBOSS you do Y — this is the big one: Your hands know TPS by muscle memory. As of June 14, stop yourself before typing into TPS. Ask: "Is this new work?" If yes → OneBOSS. TPS is now a filing cabinet you read from, not a typewriter you write into.

💡 You do not need to copy old charts over by hand. Migration already brought the operational core across (patients, recent appointments, inventory, balances). Deep clinical/billing history stays in TPS on purpose.

Who is on site / on standby

✅ Go-live happens when Jessica says go, after the spot-checks pass — not before.

4. Day-1 survival rules (read these out loud at huddle)

Print these big. They get you through the first day without panic.

  1. New work → OneBOSS. Old history → TPS (read-only). When in doubt, OneBOSS.
  2. A patient isn't "done" (green) until payment processes. They stay pink (checked-in) until paid — that's correct, not a bug.

    In TPS you did X → In OneBOSS you do Y: same idea as TPS, but the color tells you instantly — pink = checked in, green = completed & paid.

  3. Made a wrong click? Use Revert, don't redo. The Revert Status button (Undo icon) on the appointment card walks the status back. No need to delete and re-book.

    In TPS you did X → In OneBOSS you do Y: TPS needed many double-clicks to undo; OneBOSS reverts in one popover.

  4. Scan the bottle, don't pick from a list. Every supplement has a CHI QR label now. Scan it at Checkout and Returns.
  5. Only Jessica authorizes CHI Cash. You can see a patient's CHI Cash balance, but you do not add it or see where it came from. Send those to Jessica.
  6. Receipts must show the split. If a patient pays partly with prepay, partly cash, partly card, the receipt breaks it down. Don't mash it into one line.
  7. If something looks wrong, don't guess — flag it. Tap your on-site champion or the war-room team. That's literally why they're there this week.
  8. Don't reopen TPS to "fix" a OneBOSS problem. That creates two versions of the truth. Fix it in OneBOSS (or ask).

💡 You already do all of this in TPS — check in, check out, take payment, sell supplements, do returns. OneBOSS is the new place for the same habits, with less paper and fewer double-clicks.

5. Data spot-check list (prove "your data is there")

On cutover day, before going live, walk this list and tick each one. These are the migration counts — if the numbers match, the import worked.

✅ Counts to confirm (from the migration):

💡 Quick eyeball spot-checks the OneBOSS team can run with you: a known prepay patient should show their dollar balance; a recent appointment should show the right doctor; a DECEASED-flagged name should still read as it did in TPS.

⚠️ If a count is off by a lot, do not go live — flag the OneBOSS war-room team. The import is re-runnable, so it's fixable. A small difference (a patient seen between the copy and go-live) is normal and gets re-keyed.

6. Fallback / contingency stance

The honest version: this is well-rehearsed, the migration has been run many times, and the war-room team is in the building. But here's the safety net.

⚠️ Even in a fallback, the rule holds: do not start typing new daily work back into TPS. Use paper as the temporary bridge, then enter it into OneBOSS. Two live systems = reconciliation nightmare later.

7. What to do if X breaks (escalation + support)

Fill these in by June 11 and tape this page at every workstation.

🆘 OneBOSS support / war-room contact: ________________________ ☎ ____________________ (Placeholder — Jessica/OneBOSS to fill in before printing.)

🆘 On-site champion (ask-first staffer): ________________________ ☎ ____________________ (Placeholder — the front-desk lead everyone goes to first.)

🆘 Jessica (CHI Cash + go/hold decisions): ________________________ ☎ ____________________

🆘 Kimberly (books / inventory counts): ________________________ ☎ ____________________

Escalation path: Try the quick fix below → ask your on-site champion → if they can't solve it, the OneBOSS war-room team (they're on site this week). Don't sit stuck; the whole point of the war room is fast answers.

If this happens… First thing to try Then
Can't log in Confirm caps lock / right username. Have a coworker confirm OneBOSS is up for them. Champion → war room. Don't reset passwords mid-rush; borrow a logged-in station.
Patient says "I have a prepay balance" but it shows $0 Check Legacy Pre-Pay Migration — their balance may be unmapped. Jessica maps it (Map → pick package → Map balance). If still wrong, war room. Take payment another way for now and credit afterward.
Card terminal won't charge Re-try once. Confirm the terminal is connected/powered. Take cash or check, note it, or write it on paper and key it in once fixed.
Scanner won't read a CHI label Clean the label/lens; try another bottle to test the scanner. If the scanner's fine but one label is bad, reprint it (Inventory Actions → Print Labels). Escalate if the scanner is dead.
A patient/appointment seems missing Search Patients by name and by phone (spelling/typo?). War room — the import is re-runnable, so it's fixable. Re-key the visit if it happened after the final copy.
Status stuck or advanced by mistake Use Revert Status (Undo icon) on the card. Champion if Revert isn't offered for that status.
Receipt didn't split prepay/cash/card Don't re-charge — flag it. War room; note the transaction so books can correct it.
CHI Cash question Don't add or change it yourself. Send to Jessica — only she authorizes CHI Cash.
Whole system seems down / network out Switch to paper for transactions; keep serving patients. War room immediately; enter the paper transactions into OneBOSS once back.

💡 "I'm not sure" is a perfectly good reason to ask the champion. On day one, asking is faster than guessing.

8. First-week monitoring (June 15–19)

Every day this first week, a few quick checks keep small problems small. Do these at end of day.

✅ End-of-day, every day [Front Desk + Jessica/Mgmt]:

✅ Mid-week / as data builds [Jessica/Mgmt]:

💡 The goal of week one isn't perfection — it's catching the patterns (a step everyone's forgetting, a doctor who needs a nudge to let staff ring out supplements) while the war-room team is still on site to help fix them.

A one-line note on charting

Clinical charting / SOAP notes are not part of this go-live. The Charting module is coming later this summer and doctors will get their own separate training — nothing to do here.

✅ You've got this. Everything you do every day — book, check in, check out, take payment, sell supplements, do returns — still works the same way. OneBOSS is just the new, cleaner place to do it, with the war-room team right beside you for the first week.