ATTACHMENT B - Process for Requesting New Terminology Artifacts.docx

ATTACHMENT B – PROCESS FOR REQUESTING NEW TERMINOLOGY ARTIFACTS

EXAMPLE Terminology Service Request (TSR) Process Overview This TSR Process Overview is provided as an Example only. The Government anticipates that the TSR process will occur in a manner similar to that outlined below under the heading “TSR Process”.

1. While the request process steps are serial in nature, parallel requests (more than one TSR at the same time) will occur. All parties shall understand the parallel nature of this process, such as for a TSR submitted in April and another TSR submitted in May.

2. The timeframes specified in the TSR are intended to be fixed and expected for the majority of terminology artifacts. However, the Government recognizes that on a case-by-case basis, terminology requests may be more complex and require additional time. Such requests will be negotiated on a standalone basis, and all stakeholders in the process must show significant additional complexity in a particular request for the Government to consider providing additional time.

TSR Process

1. After the Conceptual Structure Document for any KNART has been delivered to and accepted by the Government (in accordance with PWS Sections 5.3.6, 5.4.6,and 5.4.7), the CDS Content Contractor and the CDS SME team as appropriate team identify which clinical content for a particular KNART will require terminology representation (for example, representation in the form of LEGOs).

2. The KBS CDS Lead may communicate with the TSR Terminology Federal Lead to alert them of the upcoming request that will be submitted and answer any initial questions the TSR Terminology Federal Lead may have.

3. CDS Content Contractor prepares documentation required to submit LEGO request to Terminology team, as shown below. (Note that the Conceptual Structure for each KNART and accompanying clinical references and supporting documentation will already have resulted from the Contractor’s completion of the Clinical Knowledge Research and Information Design Tasks required for by the CDS Content Contract PWS for every KNART.)

a. Completed Terminology Service Request (TSR) form, completed in collaboration with the KBS Terminology Contractor.

b. Conceptual structure for the knowledge artifact, to include knowledge representation/equivalent information (e.g., the logic and definitions [e.g., “adult” is defined as patient 18 years or older as of encounter date])

c. Clinical references and supporting documentation

d. Listing of LEGOs that need to be created, such as listed in a spreadsheet

4. The TSR Terminology Federal Lead will schedule a meeting with CDS Content Contractor to occur within 5 business days of receipt of all documents submitted in step 3 above. At such meeting, the TSR and submitted documentation will be reviewed.

· Note: If the TSR Terminology Federal Lead determines that no meeting is required to proceed with the request, then CDS Content Contractor will be notified and the process will proceed to step 5.

5. Within 2 business days, the TSR Terminology Federal Lead submits the TSR and all submitted documentation to Terminology Content Contractor and instructs them to begin building the terminology artifacts.

· Note: Terminology Content Contractor reviews all submitted documentation to determine if there are any issues. Terminology Content Contractor reserves the right to follow up with the CDS SME teams to discuss the issues. If any issues are found, it notifies the TSR Terminology Federal Lead of such.

6. The Terminology Content Contractor shall build the terminology artifacts (such as LEGOs) within a period not to exceed 15 business days and submits them to a member of the Federal Terminology team for independent validation (Federal Terminology Validator).

7. The Federal Terminology Validator will validate the terminology artifacts within a period not to exceed 7 business days.

a. If no issues are found, proceed to step 8.

b. If any issues are found that require rework by the Terminology Content Contractor, the Federal Terminology Validator will discuss the issues with the Terminology Content Contractor, which will have 7 business days to remedy the issues. Once the remedy is complete, the Terminology Content Contractor will resubmit the terminology artifacts to the Federal Terminology Validator for review within 3 business days.

8. Within 1 business day, the Federal Terminology Validator submits the terminology artifacts in the form of XML with any other accompanying documentation to the TSR Terminology Federal Lead and the CDS Federal Lead.

9. Within 1 business day, the CDS Federal Lead submits the XML file(s) and any accompanying documentation to the CDS Content Contractor.

10. The CDS Content Contractor will perform a review of the XML file(s) within 3 business days.

a. If no issues are found, proceed to step 11.

b. If any issues are found, the CDS Content Contractor will report within the same time frame to the CDS Federal Lead, the Federal Terminology Validator and Terminology Content Contractor Point of Contact (POC).

i. Within 3 business days, the CDS Federal Lead and the Federal Terminology Validator will discuss the issue and agree upon the next steps.

11. Within 5 business days, the TSR Terminology Federal Lead will close-out the TSR request and will attach the identified XML file(s) and any other related documentation and verify that no further issues exist.