DERF and ECL

This section contains the documents and forms that allow you to submit proposed changes/updates to modify existing standards. The Data Element Request Form (DERF) is the process to request an addition or modification to NCPDP's current or new standards. Although called "Data Element" Request Form, the DERF is to be used for changes/updates to data elements or standards documents. The DERF form is also used for changes to values in the External Code List (ECL). An NCPDP External Code List (ECL) contains values, descriptions, and reject codes for a subset of the data elements supported in the current NCPDP standards. (Click here to view the ECL Process Overview) A DERF must be completed and submitted with the proper documentation thirty (30) days prior to a Joint Technical Work Group Meeting for it to be reviewed. Calendar

The following process demonstrates the basic DERF process and the ECL process:

Data Element Request Form PROCESS for a DERF
The basic process for a DERF is:

  1. Submit a DERF to the Council office with accompanying information, including proposed standard, implementation guide, data element dictionary, modification log if needed, and change log if needed.
  2. DERF is reviewed by management for completeness.
  3. DERF is submitted to Standardization Co-Chairs and Maintenance and Control Co-Chairs for determination as to what work groups will review it.
  4. The DERF is distributed to members prior to next scheduled quarterly work group meeting via NCPDP's website.
  5. The DERF is reviewed by work groups during quarterly meeting. We strongly encourage submitters to attend the meeting to discuss your request.
  6. Once the DERF is approved at the work group level and within thirty (30) days of approval, a data maintenance ballot is prepared.
  7. The ballot is distributed to the member voting canvass group. The ballot goes through the normal process including review at work group and possibly a re-circulation ballot.
  8. Once the voting process is complete the Board of Trustees certifies the results.
  9. The results are published in the Council's publication along with a press release announcement.
  10. The approved DERF is then included in the Data Dictionary within ninety (90) day of final approval.
Data Element Request Form PROCESS for an External Code List
The basic process for an External Code List is:
  1. Submit a DERF to the Council office with accompanying information, including proposed standard, implementation guide, data element dictionary, modification log if needed, and change log if needed.
  2. DERF is reviewed by management for completeness.
  3. DERF is submitted to Standardization Co-Chairs and Maintenance and Control Co-Chairs for determination as to what work groups will review it.
  4. The DERF is distributed to members prior to next scheduled quarterly work group meeting via NCPDP's website.
  5. The DERF is reviewed by work groups during quarterly meeting. We strongly encourage submitters to attend the meeting to discuss your request.
  6. Once the DERF is approved at the work group level and consensus is achieved, including review and approval by MC, and within thirty days of achieving Work Group level approval, a new release of the External Code List is prepared and included in the Data Dictionary.
  7. The results are published in the Council's publication.

For a more detailed pictorial view of the DERF process as it pertains to both DERFs and ECLs, please review the following documents:
DERF Process
ECL Flow Chart

The following document provides information about the Standards Development Organizations roles as it relates to the HIPAA Administrative Simplification Requirements Change Management Process HIPAA Administrative Simplification Requirements


BALLOT

An overview of the ballot process