HL7 Personal Health Record System Functional Model, Release 2
2.0.1-ballot - Normative Ballot

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## : RI.1.3.3 Manage Record Entry Succession and Version Control (Function) - XML Representation

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    <Requirements xmlns="http://hl7.org/fhir">
      <id value="PHRSFMR2-RI.1.3.3"/>
      <meta>
        <profile
                 value="http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/FMFunction"/>
      </meta>
      <text>
        <status value="extensions"/>
        <div xmlns="http://www.w3.org/1999/xhtml">
        <span id="description"><b>Statement <a href="https://hl7.org/fhir/versions.html#std-process" title="Normative Content" class="normative-flag">N</a>:</b> <div><p>Manage successive Record Entry versions over time.</p>
    </div></span>

        <span id="purpose"><b>Description <a href="https://hl7.org/fhir/versions.html#std-process" title="Informative Content" class="informative-flag">I</a>:</b> <div><p>The system must have a mechanism to handle versions and succession of Record Entries (such as a preliminary and final laboratory reports, amended or corrected documents). Versioning and succession management is based on Record Entry content, and/or status change over time.</p>
    <p>A version may be one of: 1) A completed and attested Record Entry; 2) A Record Entry completed and attested which has been modified one or more times; 3) A Record Entry that has been viewed for clinical decision-making purposes by an individual other than the author; 4) A Record Entry that has been captured in an incomplete state per organization business rules and updated over time (i.e., a preliminary laboratory test); 5) A Record Entry that electively, according to the author, must be preserved in the current state at a given point in time (i.e., History and Physical).</p>
    <p>Certain types of Record Entries are typically handled in versions, for example:</p>
    <ul>
    <li>Laboratory results (preliminary and final)</li>
    <li>Dictated reports</li>
    <li>Work ups (over course of days)</li>
    </ul>
    <p>The prior version of Record Entries should be retained for the legally prescribed timeframe as defined by scope of practice, organizational policy, and jurisdictional law.</p>
    </div></span>

        <span id="actors"><b>Actors:</b><br/> ehr</span>

        <span id="requirements"><b>Criteria <a href="https://hl7.org/fhir/versions.html#std-process" title="Normative Content" class="normative-flag">N</a>:</b></span>

        <table id="statements" class="grid dict">

            <tr>
                <td style="padding-left: 4px;">

                    <span>RI.1.3.3#01</span>

                </td>
                <td style="padding-left: 4px;">

                    <span>SHOULD</span>

                </td>
                <td style="padding-left: 4px;" class="requirement">

                    <span><div><p>The system SHOULD provide the ability to manage Record Entries that become new versions when their state changes (e.g., augmented, amended, corrected, etc.).</p>
    </div></span>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">

                    <span>RI.1.3.3#02</span>

                </td>
                <td style="padding-left: 4px;">

                    <span>SHALL</span>

                </td>
                <td style="padding-left: 4px;" class="requirement">

                    <span><div><p>The system SHALL provide the ability to update a Record Entry and save it as a new version.</p>
    </div></span>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">

                    <span>RI.1.3.3#03</span>

                </td>
                <td style="padding-left: 4px;">

                    <span>SHALL</span>

                </td>
                <td style="padding-left: 4px;" class="requirement">

                    <span><div><p>The system SHALL capture, maintain and render the date, time and user for the original and each updated version of the Record Entry.</p>
    </div></span>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">

                    <span>RI.1.3.3#04</span>

                </td>
                <td style="padding-left: 4px;">

                    <span>SHALL</span>

                </td>
                <td style="padding-left: 4px;" class="requirement">

                    <span><div><p>The system SHALL manage the succession of Record Entries in chronological version order.</p>
    </div></span>

                </td>
            </tr>

        </table>
    </div>
      </text>
      <extension
                 url="http://hl7.org/fhir/StructureDefinition/structuredefinition-wg">
        <valueCode value="ehr"/>
      </extension>
      <url
           value="http://hl7.org/ehrs/uv/phrsfmr2/Requirements/PHRSFMR2-RI.1.3.3"/>
      <version value="2.0.1-ballot"/>
      <name value="RI_1_3_3_Manage_Record_Entry_Succession_and_Version_Control"/>
      <title
             value="RI.1.3.3 Manage Record Entry Succession and Version Control (Function)"/>
      <status value="active"/>
      <date value="2025-04-04T11:42:51+11:00"/>
      <publisher value="EHR WG"/>
      <contact>
        <telecom>
          <system value="url"/>
          <value value="http://www.hl7.org/Special/committees/ehr"/>
        </telecom>
      </contact>
      <description value="Manage successive Record Entry versions over time."/>
      <purpose
               value="The system must have a mechanism to handle versions and succession of Record Entries (such as a preliminary and final laboratory reports, amended or corrected documents). Versioning and succession management is based on Record Entry content, and/or status change over time.

    A version may be one of: 1) A completed and attested Record Entry; 2) A Record Entry completed and attested which has been modified one or more times; 3) A Record Entry that has been viewed for clinical decision-making purposes by an individual other than the author; 4) A Record Entry that has been captured in an incomplete state per organization business rules and updated over time (i.e., a preliminary laboratory test); 5) A Record Entry that electively, according to the author, must be preserved in the current state at a given point in time (i.e., History and Physical).

    Certain types of Record Entries are typically handled in versions, for example:
    - Laboratory results (preliminary and final)
    - Dictated reports
    - Work ups (over course of days)

    The prior version of Record Entries should be retained for the legally prescribed timeframe as defined by scope of practice, organizational policy, and jurisdictional law."/>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="PHRSFMR2-RI.1.3.3-01"/>
        <label value="RI.1.3.3#01"/>
        <conformance value="SHOULD"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHOULD provide the ability to manage Record Entries that become new versions when their state changes (e.g., augmented, amended, corrected, etc.)."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="PHRSFMR2-RI.1.3.3-02"/>
        <label value="RI.1.3.3#02"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to update a Record Entry and save it as a new version."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="PHRSFMR2-RI.1.3.3-03"/>
        <label value="RI.1.3.3#03"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL capture, maintain and render the date, time and user for the original and each updated version of the Record Entry."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/phrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="PHRSFMR2-RI.1.3.3-04"/>
        <label value="RI.1.3.3#04"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL manage the succession of Record Entries in chronological version order."/>
      </statement>
    </Requirements>