Value Set Status

As the owners of their value sets, VSAC authors and stewards can view, update, and change the review status of value set definitions, and view how often these changes occur. This information helps authors to decide if they want to create a new value set or to use an existing value set. It also helps other VSAC users decide whether a value set will meet their needs.

All VSAC users can view the status of a value set from the Search Value Sets tab.

Value set authors and stewards can view the status of a value set from the Authoring tab.

There are five allowed values for value set status. The status values apply to definitions and expansions. Note that the expansion status inherits the status of the latest definition.

1. Active: Use this version in production systems. The value set author and steward maintain this version. Additional details:
   • The definition version has at least one published (or latest) expansion.
   • There is only one active definition version. All expansions based on it are active and available for use.
2. Not Maintained: This is a previously published version meant for use in production systems at the time of its publication. Either the author or steward marks the value set as Not Maintained, or VSAC automatically marks the value set as Not Maintained because there is no record of author or steward review for the past two years.  Note: VSAC will send annual value set maintenance notifications when value set owners do not perform any maintenance within the past year.
3. Deprecated: This is a previously published version meant for use in production systems at the time of its publication. The value author or steward determined that this version is no longer appropriate for use in production systems, or a new version superseded it.
4. Retired: This is a previously published version that VSAC users rarely used.  This status applies to all versions of the value set.
5. Experimental: Do not use this version in production systems. The value set author created this version for review, experimental testing, or pilot testing only.

Search Value Sets

Value set search results include a “Status ” column. This column indicates the status of the latest value set expansion.

Click on an OID in the search results to view the value set details. The value set details show the status in the Expansion Details box.

Authoring

Value Set Review Status on Authoring main page (available for authors and stewards only)

The My Value Sets Definitions and Search All Value Sets Definitions tables include a “Review Status ” column. This column indicates the status of the latest value set definition.

My Value Set Definitions table

Search All Value Set Definitions table

Value Set Review Status and Maintenance History (available for authors and stewards only)

The “Review/Maintenance” tab in Authoring allows authors and stewards to see the status of a value set definition and its maintenance history.

The tab includes the following information:

1. Last Reviewed: Indicates the last date on which the author or steward reviewed the value set metadata, definition, or expansion and determined no updates or changes were necessary.  It will show the date of the last VSAC annual maintenance review, which determines whether VSAC will send the maintenance notification email to the author and steward.
2. Last Reviewed By: Indicates the author or steward who last reviewed the value set metadata, definition, or expansion.
3. Value Set Definition Review Status table: Indicates the review status for published value set definition versions.  Remember that there are five allowed values for Value Set Definition Review Status .
4. Value Set Review/Maintenance History table: Shows the history of changes made to the value set.

How to review a value set (available for authors and stewards only)

Note that authors and stewards cannot edit the status of a draft value set definition.

Mark as Reviewed

1. Open the value set in Authoring.
2. Go to the Definition tab.
3. Click the “Mark as Reviewed” button.
4. Click Submit to confirm that you reviewed the value set and that no changes are required.

Update Value Set Definition Review Status

Use this option if you reviewed the value set status and need to change it.

1. Open the value set in Authoring.
2. Go to the Review/Maintenance tab.
3. Go to the Value Set Definition Review Status table.
4. Select the definition version(s) that you want to update.
5. Click the “Update Review Status” link at the top of the table.
6. Select the review status from the drop-down menu. The options are Active, Not Maintained, Deprecated, and Retired.
7. Click the “Save” button.
8. View the updated status in the Value Set Definition Review Status table.

Experimental value set definitions (available for authors and stewards only)

VSAC authors and stewards may create experimental value sets for review, experimental testing, or pilot testing.

A published experimental definition version creates published experimental expansion versions. Do not use these versions in production systems.

When an author submits a draft definition for approval, VSAC provides them with an option to submit it as an “Experimental” definition.

1. Open the value set in Authoring.
2. Go to the Definition tab.
3. Click the “Submit” button.
4. Review any warnings about your value set.
5. Click the “OK” button.
6. Select the option to submit the value set definition as Experimental.
7. Click the "Submit” button.

When a steward approves a draft definition version, they will be provided with an option to mark the status as "Experimental".

1. Open the value set in Authoring.
2. Go to the Definition tab.
3. Click the “Approve ” button.
4. Review any warnings about your value set.
5. Click the “OK” button.
6. Click the “Approve” button again to confirm that you want to publish the value set definition with review status as Experimental.

Note that authors and stewards cannot change the status of a published definition version with the “Experimental” status.