ASC X12N/TG4/2008-22 Group Minutes X12N TG4 Implementation Guides Trimester Meeting (June 2-5, 2008) Chair(s) Name Company Term End Date Email Pete Anderson UnitedHealth Group June 2010 pete_anderson@uhc.com Cathy Sheppard TriWest Healthcare Alliance February 2009 cathy@sheppardgroup.com Secretary(s) Name Company Term End Date Email Quorum Requirement Statement (please check one) This group enforces quorum requirements for group voting items. x This group does not enforce quorum requirements for group voting items. Work Products and Status (e.g. Transaction Sets, Implementation Guides, UN/CEFACT development, etc.) Work Product ID Work Product Name Work Product Status # (if applicable) V. 5040 IG Handbook & Common Content Published, June 2008 V. 5040 IG Consistency Standards Not started V. 5050 IG Handbook & Common Content In progress, target October 2008 Next Trimester Meeting Notification Date: September 22 September 25, 2008 Location: Pittsburgh Contact Person: Co-chairs Agenda (include key items): Review and register project proposals for new IG s, addenda, and errata. Review draft IG s, addenda and errata for due process and make publication recommendations. Provide author consulting. Monitor informational forums. Develop and publish TG4 procedure documents. Elections Scheduled (include position and term dates): None Special Meeting Notification (e.g. Interim Conference Calls, Industry Meetings, Regulatory Agency Meetings, etc.) Date: Interim Calls at 12:00 PM Eastern Time on 1 st and 3 rd Wednesdays Location: Teleconference call Contact Person: Co-chairs Agenda: Roll and determine quorum Approve previous minutes IG Registry & due process update IG HIR requests Develop 5050 IG Package (IG Handbook, Common Content, Common Database) TG4 minutes 2008-06 trimester.doc 1 printed 6/27/2008
Date and Minutes of Current Meeting Date: 6/2/08 6/5/08 Location: New Orleans X12N/TG4 Meeting Minutes Attendees. Designated voting representatives: TG1 Dave Brucker Ian Fraigun Sandra Rodaligo TG2 Pete Anderson Gale Carter Cathy Sheppard TG members: Steve Bass Guests: Randy Bodine Election. (6/4/08) Pete was re-elected as co-chair for a 2-year term through June 2010. IG Registry and Due Process Items. Accepted Registry changes for the following IG s: o 834 Benefit Enrollment and Maintenance (005050X283 DM 051208) revised purpose and scope. o 824 Application Reporting for Insurance (005050X257 DM 034206) changed from version 5040 to 5050 contingent on TG2 approval (TG2 approved 6/5/08); changed delegate and alternate. Coordinated with X12J (TAS) concerning pending and completed TR3 reviews: o Compared the TAS DM report to the IG Registry. Cathy notified Yvonne and Rafael of DM s needing content update. We changed 5050 IGHB sections 12.4 and 13.3 to keep DM s up to date and prevent recurrence. IG Authoring Tools Common Database Authors continue to align individual IG s to the Common Database. This reduces the number of unique loops, segments, elements, code subsets, etc. o (6/3/08) TG4 is trying to manage different TG2 work groups working on different sections such that there s no conflict. Going forward; rather than trying to work on a preset schedule, a work group will email Cathy and Pete when they are ready. Cathy and Pete will assign a category and make sure OnlyConnect is available to the work group for a 4- week period. Pete presented the plan to TG2 Management on Tuesday. Plan accepted by TG2 Management. OnlyConnect OC is a collaborative, web-based, standards-database management system supplied by WPC and used by X12N for consistent IG development. o (6/2/08) We are ready to open OC for developing TR3 s when the associated Notes Consolidation is complete. Action: Schedule Webex training for remaining WG chairs and IG delegates. o (6/3/08) TG2 WG5 and WG10 used OC in their meetings today. DISA purchased a oneday Internet connection for each group. WG feedback was positive. o (6/4/08) OC enhancement priorities are: TG4 minutes 2008-06 trimester.doc 2 printed 6/27/2008
o Role-based security Automatic tree updating Administrative flow (6/4/08) TG4 completed the new services request form to notify DISA of ongoing WPC enhancements to OC. We vetted the form with Margaret and Jerry and then formally submitted it to Alix for processing. 5040 IG Package. Common Content o (6/3/08) We discovered that the IGCC.pdf was missing appendix C. Action: Steve will correct, send to TG4 for approval, the post to the web site. 5050 IG Package. Handbook o (6/2/08) We need to add a procedure for X12N to opt in to TR3 s being developed by other sub-committees. o (6/2/08) Met with TG8. Both TG s agree that compressed reviews and public posting our internal comments should be avoided in the future. o (6/3/08) TG4 finished updating 5050 IGHB. o (6/3/08) TG4 drafted introductory pages to errata types 1 and 2. These will be stored in the Foundation Documents section of OC. o (6/5/08) TG4 will present author training on 5050 and the Common Database in September. Common Content o (6/4/08) Steve will create 5050 draft 1 from the corrected 5040.pdf. X12N Data Dictionary. When TG3 disbanded, the ownership of the X12N D/D moved to TG4. TG4 previously collected only definitions of simple data elements that appear in IGs. (6/1/08) X12N Management confirmed that extended definitions should be included in the X12N Data Dictionary that is now in scope for TG4. Extended definitions are terms and definitions that are not associated with simple data elements. Examples include subscriber, co-payment, and coinsurance. Such terms are not included in the current X12N data element dictionary. This should be done from an X12N industry perspective, but is also critical to HITSP and the harmonization efforts. WEDI and CAQH have asked for definitions around words. If external organizations provide the definitions, the result may not mean what X12N has intended. TG4 agreed to develop a procedure to suggest and approve definitions between now and Pittsburgh. TG4 will provide a high level approach to X12N management on Wednesday. Cathy and Pete will discuss at TG2 Management on Tuesday night. (6/2/08) TG4 started fleshing out the approach. Each authoring TG would maintain a data dictionary and terms would be referenced consistently in IGs. Members within X12N or from other sources such as industry groups may suggest definitions. The plan is to coordinate X12N consensus on the definition, and set up linkage of how these terms are manifested in X12 transactions. TG4 minutes 2008-06 trimester.doc 3 printed 6/27/2008
Steve noted that the data element dictionary for 4010 guides has been put into OnlyConnect with all linkages. If you know a name, you can enter it, and see where it s referenced in all guides. Our plan is to incorporate the new terms in OC, adding them in phases. (6/3/08) Discussion at TG2 management: o TG4 is not going to write the definitions. They will look to the work groups for this. o Intention is to help the industry understand how to use the guides consistently. We believe that other organizations that have started this task will use our terms when we complete them. o We are already trying to externalize some of our code sets. This may be part of the solution. o Are we going to have publication dates? Over time the definitions may change. Will there be versioning of these definitions? Maintaining the integrity of these may be difficult. o RTA has a combined glossary group. Should these be submitted as part of the data dictionary? Don s had this discussion with the RTA glossary co-chair, and they are moving ahead with their effort. He s asked they bring their terms to us so that we can vet them before they are finalized. When our process is defined, we d like them to work with it as much as possible. o HIMSS has requested Debbie Meisner look at definitions for EHR and PHR. Maybe the SDOs should talk about this. o ONC had a contract to do this. They re doing it under the auspices of DHHS. They asked for comments, and Don and possibly Margaret responded. We should use these terms when they are finalized. o Are we looking at differentiations between real-time and non real-time? Yes. Compliance in X12 TR2. X12C/TG4/WG2 began updating this document several years ago. X12N/TG4 is now participating on behalf of X12N. (6/4/08) Pete met with X12C to review the working draft and continue updating it. Action: Pete will schedule semi-monthly calls so that the update can be completed by September and prepped for member ballot. Next call. June 18 th. Pittsburgh Trimester. TG4 Room Request Date Day Start End Group Name Meeting # Config AV Status Comment 9/22/2008 Monday 10:00 AM 12:00 PM N/TG4 Insurance - Implementation Guides Full Task Group 15 HS PS 9/22/2008 Monday 1:00 PM 5:00 PM N/TG4 Insurance - Implementation Guides Full Task Group 15 HS PS 9/23/2008 Tuesday 8:00 AM 10:00 AM N/TG4 Insurance - Implementation Guides Full Task Group 15 HS PS 9/23/2008 Tuesday 8:00 AM 9:00 AM N/TG4 Insurance - Implementation Guides X12N/TG4 Training for Cochairs PM, AM S, DISA-LCD, 200 TH added same room as TG2 9/23/2008 Tuesday 9:00 AM 10:00 AM N/TG2 Insurance - Health Care Info Forum: 275 (X274) 200 TH S, DISA-LCD, PM, AM same room as TG2 9/23/2008 Tuesday 1:00 PM 2:00 PM N/TG4 Insurance - Implementation Guides OnlyConnect User One-on- One 15 HS PS 9/23/2008 Tuesday 2:00 PM 4:00 PM N/TG4 Insurance - Implementation Guides Full Task Group 15 HS PS 9/24/2008 Wednesday 10:00 AM 12:00 PM N/TG4 Insurance - Implementation Guides Full Task Group 15 HS PS 9/24/2008 Wednesday 1:30 PM 5:00 PM N/TG4 Insurance - Implementation Guides Full Task Group 15 HS PS 9/25/2008 Thursday 9:00 AM 11:00 AM N/TG4 Insurance - Implementation Guides Full Task Group 15 HS PS Note: TG4 requires wireless internet access in our meeting room. If the meeting room does not support wireless internet access to guests who paid for wireless, TG4 would like to hold its meetings in a suite that does support wireless access. TG4 Sign-up Plan TG4 minutes 2008-06 trimester.doc 4 printed 6/27/2008
Day Start End Name/Topic Monday 4:00 PM 4:15 PM Monday 4:15 PM 4:30 PM Monday 4:30 PM 4:45 PM Monday 4:45 PM 5:00 PM Tuesday 1:00 PM 1:15 PM Authoring tools discussion Tuesday 1:15 PM 1:30 PM Authoring tools discussion Tuesday 1:30 PM 1:45 PM Authoring tools discussion Tuesday 1:45 PM 2:00 PM Authoring tools discussion Tuesday 2:00 PM 2:15 PM Tuesday 2:15 PM 2:30 PM Tuesday 2:30 PM 2:45 PM Tuesday 2:45 PM 3:00 PM Wednesday 1:45 PM 2:00 PM Wednesday 2:00 PM 2:15 PM Wednesday 2:15 PM 2:30 PM Wednesday 2:30 PM 2:45 PM Thursday 9:00 AM 9:15 AM Thursday 9:15 AM 9:30 AM Thursday 9:30 AM 9:45 AM Thursday 9:45 AM 10:00 AM Action Items (when applicable) Action Item Responsible Party(ies) Due Date (when applicable) Completed Date TG4 minutes 2008-06 trimester.doc 5 printed 6/27/2008
IG 004050X185 274 I&R 005010X210 275 Clm AI 005010X228 277 PCSI 005010X279 270/271 I&R 005010X223A1 837I 005010X224A1 837D 005010X225A1 837 Rpt 005040X274 275 PHR * - planned Rqst Rcvd Internal Review Public Review Approval TG4 Rvwr TG4 Finish TG8 Finish Start - Finish Resp Posted Info Forum 1/3/06 Pete 5/22/06 6/6/06 1/11/06 3/12/06 6/06/06 6/7/06 6/7/06 n/a n/a n/a 7/18/06 Pete 7/26/06 7/26/06 8/1/06 8/30/06 9/11/06 9/26/06 6/4/07 6/5/07 n/a 7/5/07 9/26/07 3/8/07 Pete Gail TG4 Rec. X12N Coord. S/C TR3 to X12J 4/20/07 4/3/07 4/26/07 6/1/07 8/21/07 9/25/07 9/26/07 9/27/07 n/a 10/07 12/4/07 7/16/07 Pete 7/19/07 7/26/07 8/8/07 9/7/07 9/10/07 9/25/07 9/26/07 9/26/07 n/a 10/07 12/4/07 8/7/07 Cathy 8/13/07 8/9/07 8/10/07 9/10/07 9/10/07 9/25/07 9/25/07 9/26/07 n/a n/a n/a 8/7/07 Cathy 8/13/07 8/9/07 8/10/07 9/10/07 9/10/07 9/25/07 9/25/07 9/26/07 n/a n/a n/a 8/7/07 Cathy 8/13/07 8/9/07 8/10/07 9/10/07 9/10/07 9/25/07 9/25/07 9/26/07 n/a n/a n/a *1/29/08 X12J Publish TG4 minutes 2008-06 trimester.doc 6 printed 6/27/2008