HL7 Terminology Authority - Policies and Procedures

Introduction

The Terminology Authority is required to support the MOU between IHTSDO and HL7 and will be relevant to HL7's relationships with other terminology development organizations. The HL7 Terminology Authority will be concerned with the creation, implementation and management of HL7 processes for terminology management. These processes will be informed by input from the existing Vocabulary workgroup and existing terminology practices within HL7.

Draft Policy and Procedures

HL7 Terminology Authority: Policies and Procedures

Composition

The HL7 Terminology Authority (HTA) shall have a Chair and a Vice Chair, who shall continue the business of the HTA in the Chair's absence. The HTA will select its chair following the Plenary meeting in odd-numbered years from among members currently seated or those recently elected. The selected member shall take office in January of the following even numbered year.

The remaining membership of the HTA shall be selected from current HL7 Members. The Committee will be comprised of the chair and 4 voting members with representation including members from at least two International affiliates, one co-chair from the Vocabulary Work Group and at-large members. The members will be appointed to the Committee by the HL7 Board. The Board shall ensure that appointments to the HTA are consistent with the goals and objectives currently defined for the HTA and best serve the interests and responsibilities of HL7. While it is desirable that the HTA be representative of all the various communities involved in HL7, the Board formally acknowledges that the primary criteria for membership are qualifications and commitment of time and effort.

Additional ex-officio, non-voting members will be the Chief Technical Officer of HL7, the HL7/LOINC Liaison and the HL7/IHTSDO liaison. Subject specific experts will be invited to attend when appropriate.

Term of Service

Members of the authority will be appointed for staggered two-year terms. Upon formation of the authority, two of the appointees will serve for one year and three members will be appointed for two years. Members are eligible for reappointment of up to two additional terms. Prior members of the authority may be reappointed after a hiatus of one two year term.

Activities

The key activities of the HL7 Terminology Authority includes:

1. providing recommendations to the HL7 Vocabulary Working Group on external terminology product and service developments.
2. providing expertise during the development of HL7 terminology products and services.
3. supporting harmonious and effective collaboration by HL7 with external terminology standards development organizations.
4. in conjunction with MnM, Tooling and Vocabulary WGs, develop quality assurance guidelines for submission of vocabulary requests to external terminology development organizations.
   1. determination of whether specific terminology content should be maintained internal or external to HL7 terminology.
   2. identification of potential IP restrictions (existence of MOUs or agreements)
   3. define minimum quality levels for terminology submissions to external terminology development organizations.
5. Define the policies and procedures...(from minutes)
6. Develop procedures to ensure the fitness for purpose and usability of external SDO approved vocabulary value sets.
7. Make recommendations to the HL7 Vocabulary Work Group on external SDO issues and policies related to the HL7 vocabulary.
8. Manage submissions to external terminology SDOs.
9. Develop inclusion and exclusion criteria for HL7 namespace.

Voting

Resolutions and recommendations from the HL7 Terminology Authority shall be determined by a simple majority vote cast at a meeting which there is a quorum. A quorum of the Committee consists of 50 percent of its members present at each meeting either physically or virtually. Each Committee member shall have one vote on each item presented and voted upon by the participants at a meeting. A valid vote is achieved when the following conditions are met:

1. A quorum is present
2. Less than one-third of the members present abstain
3. A simple majority is reached

In the case of a tie vote, the item will be tabled for consideration at another meeting.

Conflicts of Interest

Each member will be obligated to fully and fairly disclose to the HL7 Board Chair any real or potential conflict of interest the member has or may have with respect to any matter or item being considered, discussed or addressed by the Committee. In the case of such a conflict, the member must recuse themselves from both the discussion and subsequent vote on the item.