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What are Subsets?

A subset is a set of members all of which are members of another set (from set theory in mathematics), but generally, in clinical terminologies, it is a set of concepts or terms taken from a larger set of terms or concepts.  

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In general, the goals of subset creation are twofold:
•    Enables clinicians to report procedures and services by making it possible for them to select from a group of content most relevant to other specialties or services.
•    Support the exchange of the information between Clinicians and institutions in a consistent manner 

Types of Subsets 

Subsets can be grouped into categories. The categories listed below are different ways of looking at subsets and are not mutually exclusive:

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1. Manual inclusion, using search and browse methods
2. An existing subset, used as a starting point for further manual inclusion and update
3. Lexical queries, to identify candidate members, followed by manual verification and update
4. Hierarchical queries, to identify descendants of a given concept (e.g. descendants of <73211009 |diabetes mellitus|)
5. Attribute queries, to identify concepts with a specific attribute value (e.g. disorders with a finding site of 80891009 |heart structure|
6. SNOMED CT queries, using the SNOMED CT Expression Constraint or Query languages, which offer additional query functionality.

Subsets Maintenance 

pan-Canadian Subset Maintenance 

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• Jurisdictions and organizations are accountable for the quality and maintenance of subsets or other artifacts shared on the Terminology Gateway
• Each year, the Infoway SME will contact the subset owner named for the subset listed on the Terminology Gateway
• The contact will be asked to review their respective subset and asked if this is all good. If it is still good, then the reviewed date is updated. If there are changes then the Subset owner will make the changes to the subset and submit them. If we do not receive a response to our request for a status of a subset, we will mark it for inactivation after 30 days

Where to find the Subset Template

Download the subset Template from Informs  or from here

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1. Download the subset Template from InfoRMS Subset RFC project
2. Complete the Subset Definition template. Refer to the "How to Complete" tab for guidance or contact [email protected] for assistance
3. All Field in Red are mandatory and must be completed
4. Refer to the Naming Convention for pan-Canadian Subsets Sets and Valuesets to create a name for the subset definition
5. Request the Subset ID which is an OID, but if you are the owner of the Subset, you may provide your own unique identifier
6. Ensure that the Subset name and ID is not used in used by checking the OID's for subsets
7. If the subsets is owned by you ( Additional Terminology Content) then a logo can be added which must be a .png or .gif which should be attached to the Subset request 
8. Select the Codesystem(s) (SNOMED CT Canadian edition, LOINC, UCUM, HL7) You may have more than one to cover a clinical domain in some cases and if you need further guidance, contact [email protected] 
9. Submit in InfoRMS for Review

How to Change a subsets

1. Download the subset from the Terminology Gateway in Excel format
2. Update the fields in the downloaded file with the new information on the Subset Definition Tab
3. An update can be done to achieve the following: Add a new code, modify a term or a code and inactivate a term or a code
4. If Changes are made to the display names, the terminology Gateway will provide you with a Change Log, which should reflect all changes applied to the subset
5. It may be required to validate the status of all other codes and terms in the subset before re-publishing if the terminology has been updated since the last release
   1. If the changes were only on the Concept Tab, change the «Subset version» to reflect the date of publication
   2. If the terminology versions have changed, update the «Terminology version» field
   3. If the change is to the Subset name or Subset ID (OIDS), which is always unique to each subset, contact the HL7 OIDS resource at [email protected] , to confirm the OID s unique. If the OID is unique then it can be assigned by the Subset RFC SME
6. In InfoRMS, select the "Update Subset" as the issue type and complete the mandatory fields identified with an asterisk "*"
7. Attach the completed Subset RFC template
8. Once the subset is updated and finalized, it will be copied into the be loaded to the UAT environment of the Terminology Gateway for QA

How to Retire a subsets

1. Download the subset from the Terminology Gateway in Excel format
2. Create a new Subset RFC by selecting the «Create» button
3. Fill in the UI information and attach the Batch template 
4. Complete the mandatory fields for the Requestor in InfoRMS
5. Add a comment on the Subset RFC, the subset will be deprecated in one (1) year from now.
6. When the one year is reached, add a comment on the RFC this subset is now Deprecated
7. Use the InfoScribe page to identify the Inactivated subsets that will be deprecated the following year
8. After one year ask IMT will remove the subset from the database

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1. For pan Canadian Subset which is found in the Terminology Gateway under the Subsets section. The QA is done by the Subset SME only and the standards team. It does not involve any external stakeholder.
2. Additional Terminology Content Subsets in the Terminology Gateway require the Subset owner to validate the contents, in the UAT environment of the Terminology Gateway.
   1. Subset owners will need to be provided access to UAT for QA purposes.
   2. The Subset owner will check the subset loaded in the Terminology Gateway UAT environment (see Staging ribbon in yellow in bottom right) correctly and represents the request. Any errors must be logged in the InfoRMS Ticket and commented. A corrected template must be attached to the InfoRMS ticker and loaded in QA UAT.
   3. Once QA is complete in the UAT. sign off in InfoRMS is required before it will be promoted to the Production environment.
   4. The subset owner will check the subset has been correctly loaded in TG Prod and sign off in the InfoRMS (Release form)

Naming Convention for pan-Canadian Subsets and ValueSets 

Please refer to the Naming Convention for pan-Canadian Subsets and Valuesets.pdf document for detailed rules for consistent naming of pan-Canadian Subsets and value sets

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