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Change Request System Flow
Implementation Guide/Data Content Change Request
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Implementation Guide/Data Content Change Request
The basic process of the Change Request System is:
    1. The submitter requests a change to the named transactions and code sets via this website.

    Please include as much information as possible. Cite the actual section of an implementation guide, and if applicable, list the specific data element. Provide clear detail on the addition or change being requested. If industry usage or how wide spread the request is, please include this information. The more clear, concise information given, the more the DSMO can effectively understand the change. Substantiating an industry wide business need will assist the DSMO in understanding the importance of a request.

    If the submitter cannot submit a change request electronically, please check the main page of this website for instructions for "Sending Paper Change Requests".

    2. The Change Request is given a number for tracking.

    3. The Change Request becomes part of a monthly batch to be processed (December 2002, May 2003, etc).

    4. The Calendar on the website lists the deadlines for this different steps of this batch, as the batch moves through the various deadlines.

    The submitter can also view the change request and note the status of the batch.

    The Calendar can be used to track the status for a given batch. The change request remains part of the monthly batch it is assigned and the calendar tracks the 10-day, 90-day, 45-day, 15-day appeal indication and 15-day appeal material deadline dates for the life of the batch.

    5. At the beginning of the next month, the DSMO opt-in on requests in this monthly batch of which their organizations have knowledge or interest.

    6. Each DSMO that opts-in has 90-days, plus a one-time option for a 45-day extension on an item, to review the request with their organization, obtain information from the submitter, discuss within their organizations, and create a recommendation.

    (If a monthly batch does not have any items that require a 45-day extension, the batch moves from the 90-day recommendation to the appeal indication deadline.)

    7. The DSMO discuss each recommendation and build a categorization and consensus recommendation for the Change Request.

    8. The submitter is notified the recommendation has been posted on the website. The submitter has the option to appeal certain categorizations.

    9. If the submitter wishes to appeal, they must signify appeal within 15-days of the recommendation posting.

    10. If the submitter has appealed, they must provide appeal materials within 15-days of the appeal indication deadline. The appeal materials provide further clarification or documentation of the change request.

    11. The DSMO will review the appeal materials within 30-days and recommend an action for the request. The action may be:
      a. Denied
      b. Upheld
      c. Remanded to collaborating organizations

    12. The DSMO appeal recommendation is posted to the website. The submitter is notified of the recommendation. The submitter may wish further action based on the recommendation. Some actions might be:
      a. To file another Change Request with more information.
      b. To submit comments during a public comment period on a future Notice of Proposed Rule Making (NPRM).
      c. To request to discuss further with the National Committee on Vital and Health Statistics during appropriate public hearings.

    13. If the DSMO final appeal recommendation is "Denied" or "Upheld", the Change Request is then archived on the website and is available for viewing. Archived Change Requests contain the DSMO recommendation.

    14. If the DSMO final appeal recommendation is "Remanded to collaborating organizations", the Change Request begins the process again at step 5.

These steps are shown in the following drawings:

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