Chapter 1: HL7 V2.7 Style Guide

1. HL7 V2.7 Style Guide

Co-Chair: Jane Foard McKesson Provider Technologies

Co-Chair: Klaus D. Veil HL7 Australia

Editor: Frank Oemig Agfa HealthCare GmbH, HL7 Germany

Editor Don Lloyd HL7 Headquarters

Sponsoring TCWG: Publishing (v2) TCWG

List Server: [email protected]

1.1 STYLE GUIDE CONTENTS

1.1 STYLE GUIDE CONTENTS...... 1-1

1.2 PURPOSE...... 1-41-41-2

1.3 GENERAL RULES...... 1-41-41-2 1.3.1 Exceptions...... 1-41-41-2 1.3.2 General Specifications and Settings...... 1-41-41-2 1.3.3 Heading Capitalization...... 1-51-51-2 1.3.4 Enabling Macros...... 1-51-51-2 1.3.5 Definitions...... 1-51-51-3 1.3.6 Auto Correction...... 1-51-51-3 1.3.7 Smart Tags...... 1-51-51-3 1.4 GRAMMAR...... 1-61-61-3 1.4.1 Use of Commas in Series...... 1-61-61-3 1.4.2 A/an Conventions...... 1-61-61-4 1.4.3 "Version" Language Convention...... 1-61-61-4 1.4.4 ANSI approval language...... 1-61-61-4 1.5 DOCUMENT STRUCTURE...... 1-61-81-4 1.5.1 Introductory Page...... 1-61-81-4 1.5.2 Table of Contents...... 1-61-81-4 1.5.3 Statement of Purpose...... 1-71-81-5 1.5.4 Notes to Balloters...... 1-81-81-5 1.5.5 Preparing documents for publishing...... 1-91-101-7

Health Level Seven, Version 2.7 ©2008. All rights reserved Page 1 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide 1.5.6 Event/Message and Segment Definition...... 1-101-101-7 1.5.7 Field Definitions...... 1-101-101-7 1.6 DOCUMENT PROPERTIES...... 1-111-111-8 1.6.1 Summary Properties...... 1-111-111-8 1.6.2 Custom Properties...... 1-111-111-8 1.6.3 Tracking Property...... 1-111-111-8 1.7 FORMATTING...... 1-111-111-8 1.7.1 Text Indentation...... 1-111-111-8 1.7.2 Message Definitions...... 1-111-111-8 1.7.3 Segment Definitions...... 1-141-141-11 1.7.4 Field Definitions...... 1-151-151-12 1.7.5 Field Component Definition...... 1-151-151-13 1.7.6 Data Type Component Table...... 1-151-161-13 1.7.7 Data Type Component Definition...... 1-161-161-14 1.7.8 Table Definitions...... 1-161-171-14 1.7.9 Table Value Definitions...... 1-181-181-16 1.7.10 Notes...... 1-181-191-16 1.7.11 Hyperlinks...... 1-191-191-16 1.7.12 Examples for messages...... 1-201-201-17 1.7.13 Other Examples...... 1-201-201-18 1.7.14 Page Headers...... 1-201-201-18 1.7.15 Page Footers...... 1-201-211-18 1.7.16 Setting Bookmarks...... 1-231-231-19 1.7.17 Inserting Cross References...... 1-241-241-20 1.8 LISTS...... 1-241-241-20

1.9 INDEXING...... 1-251-251-21 1.9.1 Data Types...... 1-251-251-21 1.9.2 Data Elements...... 1-251-251-21 1.9.3 Segments...... 1-251-251-21 1.9.4 Attribute Tables...... 1-251-261-21 1.9.5 Events...... 1-261-261-22 1.9.6 Tables...... 1-261-261-22 1.9.7 Message Types...... 1-261-261-22 1.10 CONFORMANCE STATEMENTS...... 1-261-261-22 1.10.1 Distinct Parts of a Conformance Statement...... 1-261-261-22 1.10.2 Formatting the different parts of a conformance statement with styles...... 1-271-271-23 1.11 OTHER EDITING TASKS AND ISSUES...... 1-291-291-25 1.11.1 Committee Publishing Process...... 1-301-301-26 2.1 AUTHORIZED PARAGRAPH STYLES FOR THE HL7-2 TEMPLATE...... 313127 2.1.1 Style Name Notes...... 373733 2.1.2 Font...... 373733 2.1.3 Kern...... 373733 2.1.4 Line Spacing...... 373733 2.1.5 Space Before...... 373733 2.1.6 Space After...... 373733 2.1.7 Justification...... 373733 2.1.8 Other...... 373733 2.1.9 Indent...... 373733 2.1.10 Tabs...... 373733 2.1.11 Base Style...... 373733 2.1.12 Style for Following Paragraph...... 373733 Page 2 Health Level Seven, Version 2.7 © 2008. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide 2.2 AUTHORIZED CHARACTER STYLES FOR THE HL7-2 TEMPLATE...... 383834

2.3 WITHDRAWN STYLES FOR THE HL7-2 TEMPLATE...... 383834

2.4 LIST OF NEW STYLES FOR THE CONFORMANCE STATEMENT...... 383834

2.5 LIST OF COLUMN WIDTHS FOR ALL TABLES...... 404036

2.6 LIST OF ADDITIONAL PROPERTIES FOR ALL TABLES...... 404036

2.7 REMARKS...... 414137

2.8 A NOTE ON HTML STYLE SHEETS...... 434339

2.9 FORMATTING MACROS (STYLE FIXER)...... 444440 2.9.1 Enabling Macros...... 444440 2.9.2 General Remarks...... 444440 2.9.3 Adjust the properties of the styles...... 454541 2.9.4 Format all Tables within the document...... 454541 2.9.5 References...... 454541 2.9.6 Adjust the numbering of the headings...... 464642 2.9.7 Adjust the Number Gallery...... 464642 2.9.8 Delete unused styles...... 464642 2.9.9 Convert message tables into 5 column format...... 464643 2.9.10 Move group name from 3rd column to 2nd...... 474743 2.9.11 Add 3rd column to tables...... 474743 2.9.12 Reformat Message table...... 474743 2.9.13 What table is this...... 474744 2.9.14 Goto a specific table...... 484844 2.9.15 Correct Curly Quotes...... 484844 2.9.16 Requirements to run the macros...... 484845 2.9.17 Manually Correcting Styles...... 484845 2.9.18 Component Model Work...... 484845 2.10 PROCEDURES...... 494945 2.10.1 Procedure for Troubleshooting Normal List Alpha...... 494946 2.10.2 Troubleshooting styles that change erratically...... 505046 2.10.3 Procedure for inserting a picture...... 505047 2.10.4 Troubleshooting the macro Format All Tables...... 515147 2.10.5 Getting new data element or table numbers from HQ...... 515148 2.10.6 Procedure for de-activating “Replace straight quotes with smart quotes”...... 525248 2.10.7 Generating Table of Contents...... 525249 2.10.8 Fixing an Erratic Document Map...... 535249 2.10.9 Automatic Capitalization...... 555551 2.11 QUESTIONS/ERRORS...... 565652

2.12 HISTORY (LAST CHANGES AT THE END)...... 565652

1.2 PURPOSE This document describes how HL7 Version 2.7 Chapters should be formatted in order to get a uniform layout, which in turn allows automatic generation of the HL7 v2.7 Database. For the automatic scanning and data extraction processing it is important to maintain consistency across all HL7 chapters. To demonstrate the styles this document uses the same formatting rules. Health Level Seven, Version 2.5 © 2002. All rights reserved Page 3 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide All formatting is set by MS Word “styles”. (The use of a MS Word .DOT template file was found to be too unreliable). A set of macros is available (see the end of this document) to apply the styles to the document.

1.3 GENERAL RULES To reduce the amount of formatting effort and to allow easy processing of HL7 Chapters no direct formatting should be applied. All necessary formatting shall be done by the help of MS Word “styles”.

1.3.1 Exceptions Only a few exceptions are accepted. One is the numbering of the chapter. Others are identified later.

1.3.2 General Specifications and Settings This HL7 Style Guide is for HL7 v2.7 documents. This Style Guide assumes the use of MS Word 2003 SP-2 or a later version of MS word. Some settings are standard:  The language is American English  Hyphenation is enabled.  Paper orientation is portrait  “Fast saves” are disabled (keeps the documents to a minimum size)  “Templates and Add-Ins  automatic updates” is disabled.  Smart vs. Straight quotes: (The XML SIG/TC defines the requirements.) 1.3.2.1 Page Setup Top margin: 0.4" (1,016 cm) Bottom margin: 0.5" (1.27 cm) Left margin: 0.75" (1.905 cm) Right margin: 0.75" (1.905 cm) Gutter (for binding): 0.5" (1.27 cm) Header: 0.6” (1.524 cm) Footer: 0.6” (1.524 cm)

1.3.2.2 Filename Conventions The naming convention for the files is:

V27_Ch<99>_NameCode.doc for the chapters including a two digit chapter number

V27_Appendix_.doc for the appendices including a one character appendix number

This convention is necessary to achieve hyperlinking across the different chapters.

1.3.3 Heading Capitalization Capitalize the first letter of each word except articles, prepositions, the "to" in infinitives, and coordinate conjunctions (such as “and”, “but”, “or” and “yet").

1.3.4 Enabling Macros Regarding disabled macros. Word 2003 will (is supposed to ask) if you want to enable/disable macros when you open a document that contains macros. You can control whether, and which, macros run when you open a document by setting the Macro Security Level. Go to Tools Options: Security. In the Macro Security area, click the Security Level button. This opens the Security dialog and allows you to set the security level. A setting of "Low" will allow all macros to run; however, this is an unsafe setting for general usage. The "Medium" setting should prompt you at document open to ask whether or not you want to run macros. The higher two settings ("High" and "Very High" require additional steps in order to "trust" the macros and allow them to run. It is recommended to use the "Medium" setting when opening the files and manually selecting to allow macros to run. Alternately, if you use the "Low" setting, you should reset the setting to a higher one once you have finished your editing tasks. You can get to the macros directly (not using the buttons) by going to Tools:Macro:Macros or pressing Alt+F8. The window will list the available macros. If the window is empty, then the macros have been disabled via Word's virus protection: Enable Macro Virus Protection (check it) in Tools:Macros: Security, then close and re-open the document and click Enable on the dialog. If the dialog still doesn't show up then get a "fresh" copy of the style guide either re-extract it from the zip or download the zip again. (On the copy that I use I don't get the macro disable dialog, but I do get the dialog when I open a new copy out of the zip file.)

1.3.5 Definitions All segments, segment fields, data types and data type components should have a simple 1 sentence definition. The dictionary style of using fragments is to be avoided. The definition may be followed by 1 or more sentences clarifying usage. This guideline is to be applied to new items or existing ones that are being modified. We are not doing a sweep and clean-up of all definitions for this release.

1.3.6 Auto Correction Normally, Word provides a functionality called "auto correction". This feature automatically exchanges words typed in by another representation, e.g. smileys. In order not to get problems when converting the documents some of the entries must be deleted:

entry normally corrected to ......

1.3.7 Smart Tags Starting with Word 2003, an additional feature called "Smart Tags" was added. This feature automatically recognizes names, dates and address elements and embeds a "smart tag" with additional information around the recognized words. This feature is not desirable, especially for the examples section of the chapters and it should be turned off. To disable Smart Tags, go to Tools: AutoCorrect Options. At the Auto Correct dialog, select the Smart Tags header. Uncheck the Label Text with Smart Tags option. To remove all Smart Tags from a document, go to Tools: AutoCorrect Options. At the Auto Correct dialog, select the Smart Tags header. Click the Remove Smart Tags button and confirm that you want to remove all smart tags from the document.

1.4.1 Use of Commas in Series Do not use comma before last and unless the last item in a list contains the word “and (e.g., the main causes of death are heart attacks, drownings, and hit and run accidents). Here’s what the AP style manual says: Use commas to separate elements in a series, but do not put a comma before the conjunction in a simple series:  The flag is red, white and blue.  He would nominate Tom, Dick or Harry. Put a comma before the concluding conduction in a series if an integral element of the series requires a conjunction:  I had orange juice, toast, and steak and eggs for breakfast. Use a comma before the concluding conjunction in a complex series of phrases:  The main points to consider are whether the athletes are skillful enough to compete, whether they have the stamina to endure the training, and whether they have the proper mental attitude. Guideline source: Associate Press Style Guide.

1.4.2 A/an Conventions Use the article "an" before words or abbreviations that begin with a consonant but sound like a vowel (e.g. an ST data type or an NM data type). Guideline source: Associate Press Style Guide.

1.4.3 "Version" Language Convention Use a lower case "v" rather than spelling out the word "version" only if the version number appears, e.g., "v2.7". Otherwise, spell out the word version, e.g., "in earlier versions of the standard".

1.4.4 ANSI approval language Use "ANSI approval of" not "ANSI approval for" when speaking of ANSI approval.

1.5 DOCUMENT STRUCTURE

1.5.1 Introductory Page Every chapter begins with an introductory page which names the number of the chapter, the name of the chapter and the responsible chairs and editors. In addition, as of v2.7, the steward committee(s) for the chapter should be listed, along with the primary mailing list for the committee.

1.5.2 Table of Contents A Table of Contents appears after the introductory information. The TOC lists the chapter contents at the Heading 2 and Heading 3 levels. The TOC is constructed as described in section 2.9.7 in the English version of WORD. Heading 2 3.2 CHAPTER xx CONTENTS { VERZEICHNIS \T "Heading 2,1,Heading 3,2,Heading 4,3" }

Another important issue is to move the level down, i.e. make “Heading 2” “TOC 1”.

1.5.3 Statement of Purpose Except for chapter 2, the first paragraph specifies the purpose of the chapter. The formatting is as follows:

Heading 1 (consists of a soft end of line [SHIIFT+RETURN] and the heading, but is auto-numbered and sets the number "base" for the whole chapter). In addition, the style has a six point border (large lower border with smaller single line above) added to the bottom of the paragraph. 3. Patient Administration

Co-Chair: Freida B. Hall Ernest & Young

Co- Chair: Michael Hawver Eclipsys Corporation

Editor: Klaus D. Veil HL7S&S

Sponsoring TCWG: Publishing TCWG

List Server: [email protected]

3.1 PURPOSE Heading 2

The list of chairs and the editors is a table with no borderlines. This allows for easy alignment. Furthermore, the sponsoring TC should be listed as it is not always clear who is responsible for the contents of a document. To set the "base" numbering for a chapter, set the number a *one* place in each chapter, namely in the actual chapter number ("3.") with the style of "Heading 1". Go to Format->Bullets and Numbering->Customize->Start at. Heading 3

1.5.4 Notes to Balloters Preparing a document for balloting often requires some additional information which should be taken care of when reading the document. This initial section appears directly below the list of co-chairs and editors, but before the table of contents. This ensures that everybody is aware of this additional information.

Notes to Balloters

 This is the 1st/2nd Committee/Membership Ballot for v2.7.  Please ballot on chapter content only. The formatting of the chapters is mainly driven by the requirement to automatically extract data for automatic consistency checking and to build the HL7 v2.4 Database. The format has been reviewed by the HL7 Architectural Review Board. As HL7 also intends to publish the Standard in PDF and HTML/XML format, variations in presentation may not be avoidable. For this reason, not all style enhancements have change marks.  HL7 HQ, the TC Chairs and the International Affiliates thank you for your consideration!

This section makes use of the available styles. Afterwards the whole section (without a section heading) is shaded in grey 15% and border lines are 1½ points. In order to get a single box around all the paragraph indentation must be the same. Following the "Notes to Balloters" header, a table shall be included listing all substantive and other changes deemed by the chapter-owning committee to be significant. The table header will list the following six columns:  Section – Indicates the section in the chapter in which the change is located  Section Name – Indicates the section name in the chapter in which the change is located  Change Type – Briefly describes the nature of the change, i.e., addition of material, change of material, deletion of material, etc.  Proposal # -- Indicates the v2.7 proposal # which made the change necessary  Subst. – Indicates when a change is substantive in nature. Use 'Y' or 'N' to indicate substantivity; further, use 'SD',' TSC', 'ARB' or 'CTO' to indicate the level of review the item received, if needed.  Line Item – Indicates the line item of the change from a ballot comment spreadsheet (Note: this column will be empty for first committee ballot.)

An example of an appropriate table follows:

Section Section Name Change Type Proposal # Subst. Line Item TXA - Transcription XCN Component model added. xxx Y, SD 1 Document Header 9.6.1.5 Segment TXA - Transcription XCN Component model appears yyy N, CTO 2 Document Header twice, second one was deleted. 9.6.1.9 Segment

1.5.5 Preparing documents for publishing a) Run Macros b) Clear number gallery (see procedure in section 1.7.1) c) Correct typos approved by the committee

Health Level Seven, Version 2.7 © 2008. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide d) Make technical corrections approved by ARB that do not need to be balloted e) Make any sections moves that do not involve content change f) Make any other styleguide changes that do not involve content change g) Set place holders for new sections h) Check and correct bookmarks i) Check that Header is correct j) Check that the Footer indicates the proper ballot name or final name and the date k) Turn Tracking (Checkmarking) on l) Make content changes as needed

In order to make identification of new tables and data elements easier – it is not only necessary to replace them in a single spot – a naming scheme reduces checking efforts to find corresponding places: Instead of naming them “?????” or “nnnn” something like “0aa_” for tables and “0ee__” for data elements with “_” a letter running from “a” to “z”. E.g.:  Oaaa  Oaab  Oaac  ... And  Oeea  Oeeb  ...

1.5.6 Event/Message and Segment Definition The structure of the HL7 chapters consists of two parts. The first lists events, triggers and messages with the relevant message structures; the second part defines the segments, elements, components and subcomponents in detail.

1.5.7 Field Definitions The field definitions for a segment have to be appended to the segment definition. It starts with the level 4 heading naming the segment after which the fields/elements are defined. No text is necessary. Heading 4 1.5.7.0 PID-1 Set ID - PID (SI) 00104 All field definitions start with a level 4 heading consisting of four parts: 1) The data element identifier

2) the name of the data element

3) the type of the data element (in brackets)

4) the data element ID number

The field definition header also contains an invisible entry for index generation. Look at the “Set ID – PID” heading above with Tools -> Options -> View -> All checked on.

1.6 DOCUMENT PROPERTIES

1.6.1 Summary Properties Summary Properties are general document properties for the chapter. They include the following: Title: The name of the chapter, i.e.- Chapter 2, Control Subject: “HL7” and the corresponding version number, i.e. – HL7 v2.7 Author: The name of the chapter editor(s).

1.6.2 Custom Properties Custom Properties are specific document properties for the chapter indicating the release and ballot information. These properties are used in the document footer fields. In general, these fields will only be updated by HQ. They include the following: release_month: The month in which the chapter is being balloted/published. release_year: The year in which the chapter is being balloted/published. release_version: The version of the standard being balloted/published, i.e. – v2.7. release_status: The ballot or publishing status, for instance 'Committee Ballot 1,' Membership Ballot 1' or 'Final Standard."

1.6.3 Tracking Property The tracking property is an

1.7 FORMATTING

1.7.1 Text Indentation Text following headings level 1 and 2 are flush left with no indentation; the MS Word style is “Normal”. Text following level 3 headings and lower is formatted using "Normal Indented", indented 1/4" (0.63cm).

1.7.2 Message Definitions Message definitions are in the form of a table to simplify the document data extraction. This table consists of four columns and as many rows as necessary. In addition, as of v2.7, these tables are color coded in order to indicate message status: green – active status; red – deprecated status. The entry above the table (“Msg Table Caption” style) contains the caption for the table. The caption consists of:  the message title followed by a colon  the message type, the event/trigger code and the message structure ID separated by "^"

For instance (as formatted): Update Message: ADT^A31^ADT_A05 And, in addition, "(DEPRECATED)" will end the caption if the message definition is deprecated. Page 10 Health Level Seven, Version 2.7 © 2008. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide The first row of the table(“Msg Table Header” style) contains the following column labels:  message: message segment code  segment: the title of the segment  status: a status concerning backward compatibility  chapter: the corresponding HL7 chapter All subsequent rows are used for the message description (“Msg Table Body” style). The segments used and structure symbols are listed in the left column. The second column holds the segment name and the group name to identify logical groups of segments. The latter is written in the form "--- ", the name of the group in capital letters and "begin" or "end" according to the place. The third column contains any pertinent backward compatibility status information. The fourth column contains a reference to the relevant v2.7 chapter. If this message applies to more than one event, all event codes are listed within the second field of the first column in the first row. Ranges are separated by dashes (“-“) and single values by commas. The message definition tables are indented by 1/4" (0.63cm).

Msg Table Header Hyperlink to “EVN” Msg Table Body

ADT^A01^ADT_A01: ADT Message Segments Description Status Chapter MSH Message Header 2 [{ SFT }] Software Segment 2 [ UAC ] User Authentication Credential 2 EVN Event Type 3 PID Patient Identification 3 [ PD1 ] Additional Demographics 3 [{ ARV }] Access Restrictions 3 [{ ROL }] Role 15 [{ NK1 }] Next of Kin / Associated Parties 3 PV1 Patient Visit 3 [ PV2 ] Patient Visit - Additional Info. 3 [{ ARV }] Access Restrictions 3 [{ ROL }] Role 15 [{ DB1 }] Disability Information 3 [{ OBX }] Observation/Result 7 [{ AL1 }] Allergy Information 3 [{ DG1 }] Diagnosis Information 6 [ DRG ] Diagnosis Related Group 6 [{ --- PROCEDURE begin PR1 Procedures 6 [{ ROL }] Role 15 }] --- PROCEDURE end [{ GT1 }] Guarantor 6 [{ --- INSURANCE begin IN1 Insurance 6 [ IN2 ] Insurance Additional Info. 6 [{ IN3 }] Insurance Additional Info - Cert. 6 [{ ROL }] Role 15 }] --- INSURANCE end [ ACC ] Accident Information 6 [ UB1 ] Universal Bill Information 6 [ UB2 ] Universal Bill 92 Information 6

Columns 1 and 2 are left justified – and columns 3 and 4 are centered. It is required that all segments in the message structure that are defined in the same chapter have a hyperlink to the segment attribute table. Segment Group Names: Whenever brackets are used for one segment only they should appear within the same cell. Otherwise separate rows should be used: The Segment Group Name (SGN) will appear in the segment name column on it's own line. It will be preceded by 3 dashes and followed by the word begin or end depending on context. Indentation can use tabs or spaces. The latter are preferred. If possible the closing brackets should appear below the corresponding opening bracket. "{[" and "[{" are semantically identical. But the latter is preferred. (The "{[" and "]}" bracket pairs will be replaced with "[{" and "}]".) Furthermore,

Segments Description Status Chapter ... [ { --- INSURANCE begin IN1 Insurance 6 [ IN2 ] Insurance Additional Info. 6 [ {IN3} ] Insurance Additional Info. - Cert. 6 } ] --- INSURANCE end

Segments Description Status Chapter ... [ --- INSURANCE begin { IN1 Insurance 6 [ IN2 ] Insurance Additional Info. 6 [ {IN3} ] Insurance Additional Info. - Cert. 6 } ] --- INSURANCE end

are the same. The first one requires less editing efforts than the second and is the preferred representation by the publishing committee, but the second one allows for easier checking of message structure correct- ness. 1.7.2.0 Table Color Coding As of v2.7, in order to provide readers with a visual indication of the status of a message definition, color coding of the table header and alternate rows will be used. Normal (non-deprecated message definitions will use green, while deprecated message definitions will be coded red. Standard Message Definition Table format: ACK^A31^ACK : General ACK Message Segments Description Status Chapter MSH Message Header 2 Page 12 Health Level Seven, Version 2.7 © 2008. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide Segments Description Status Chapter [{ SFT }] Software Segment 2 [ UAC ] User Authentication Credential 2 MSA Message Acknowledgment 2 [ { ERR } ] Error 2

Deprecated Message Definition Table format: ADT^A30^ADT_A30: Merge Message(DEPRECATED) Segments Description Status Chapter MSH Message Header 2 [{ SFT }] Software Segment 2 [ UAC ] User Authentication Credential 2 EVN Event Type 3 PID Patient Identification 3 [PD1] Additional Demographics 3 MRG Merge Information 3

1.7.3 Segment Definitions Attribute headers start on a new page. The attribute tables, i.e. the list of data elements used, are indented 1/4" (0.63cm) and should be formatted as follows:

Attribute Table Caption Attribute Table Header Attribute Table Body Bookmark (“EVN”) Index information Hyperlink to “ID”

HL7 Attribute Table – EVN – Events {XE “HL7 Attribute Table: EVN” }{XE “EVN attributes”} SEQ LEN C.LEN DT OPT RP/ TBL# ITEM ELEMENT NAME # # 1 (1..3) ID B 0003 00099 Event Type Code 2 (4..26) 26 TS R 00100 Recorded Date/Time 3 (4..26) 26 TS O 00101 Date/Time Planned Event 4 (1..3) 3 IS O 0062 00102 Event Reason Code 5 (1..60) XCN O Y 0188 00103 Operator ID 6 26 26 TS O 01278 Event Occurred

The attribute table caption line information is used to generate the index of HL7 attribute tables. Therefore the complete caption is repeated in the index field. To facilitate the generation of the database the index field must be positioned at the end of the line! The attribute table caption line must be bookmarked with the 3-letter segment ID (i.e. "EVN") for referencing by the message structure tables. The header is shaded 10%. The attribute table grid lines are ¾ points, and the border is a dual ¾ point line. Additional index information is added at the end of the paragraph. This kind of information is hidden and therefore only visible when switching on “all” in Extras->Options->non-printable characters. (The information above is formatted as normal text so it appears in the printed version of this document.)

Health Level Seven, Version 2.5 © 2002. All rights reserved Page 13 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide The narrative should precede the Segment Attribute table. In the future we may identify distinct parts of the narrative such as: definition, explanation/description, usage notes, use cases and examples. The fifth column for repeatability is populated only when the field can repeat. Otherwise it should be left blank.

1.7.4 Field Definitions Style “Heading 4” 1.5.10.0 starts with zero to ensure that “field definitions” after a HL7 Attribute Table are automatically renumbered. Where a zero-numbered heading is not desired, hide it with Format -> Font -> Hidden. The Field Definition heading now consists of 5 components: 1) Section heading number: 3.3.2.3 (automatically generated by Word)

2) Element name: PID-3

3) Element description: Patient Identifier List (Use Title Case)

4) Element data type: (CX)

5) Unique data element identifier: 00106

The 5 heading components are separated by 3 spaces each. The complete heading looks as follows: 3.3.2.3 PID-3 Patient Identifier List (CX) 00106

1.7.5 Field Component Definition Whenever a data element consists of components, they are defined first within the description. This definition is done in a paragraph like form. This definition also applies for subcomponents. Components: ^ ^ ^ ^ ^

Components

The component definition, i.e., the list of components, is repeated within each field definition. The editor should not apply changes to the data types manually. This is done automatically by a macro when the document is prepared for balloting or for publication.

1.7.6 Data Type Component Table The components which make up a data type are specified in form of a table like segments or real tables.

Component Table Caption Component Table Header Component Table Body Bookmark (“DTCE”) Index information Hyperlink to “ST”

HL7 Component Table - CE – Coded Element{XE “HL7 Component Table - CE ” }

SEQ LEN C.LEN DT OPT TBL# COMPONENT NAME COMMENTS SEC.REF.

2 ST O Text 3 IS R 0396 Name Of Coding System 4 ST O Alternate Identifier 5 ST O Alternate Text 6 IS O 0396 Name Of Alternate Coding System Length: 250

Example: |F-11380^CREATININE^I9^2148-5^CREATININE^LN|

The header is shaded 10%. Columns 6 and 7 are left justified. The attribute table grid lines are ¾ points, and the border is a dual ¾ point line. Within the comments column there is no hint whether this component is itself a complex data type. The user can find out by checking the underlying data type. Within the narrative a hint (note) can be found to give an indication the data type which embeds the current one. But this should only apply to sparsely use data types.

1.7.7 Data Type Component Definition Style “Heading 4” 1.5.10.0 starts with zero to ensure that “component definitions” after a HL7 Component Table are automatically renumbered. Where a zero-numbered heading is not desired, hide it with Format -> Font -> Hidden. The Component Definition heading now consists of 4 components: 1) Section heading number: 3.3.2.3 (automatically generated by Word)

2) Component name: CE.1

3) Component description: Identifier (Use Title Case)

4) Component data type: (ST)

The 4 heading components are separated by 3 spaces each. The complete heading looks as follows: 3.3.2.3 CE.1 Identifier (ST)

1.7.8 Table Definitions Whenever a table is referenced within a field description the first time (according to the sequence of chapters) the corresponding values have to be defined in form of a table. If no values can be identified this table should contain one entry saying “no suggested values”. 1.7.8.1 General rules

 Tables with double borders are normative; tables with single borders are user-defined.  Each table consists of a caption, a header and a body.  The header part is shaded.  Table structures are to be inserted in the standard, even if values have not been determined.

Health Level Seven, Version 2.5 © 2002. All rights reserved Page 15 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide 1.7.8.2 HL7 Tables HL7 Table Caption HL7 Table Header HL7 Table Body Bookmark (“HL70103”) Index information

HL7 Table 0103 – Processing ID{XE “HL7 Table: 0103 - Processing ID ” } Value Description Comment 01 Patient request 02 Physician order 03 Census management Note the index field in the HL7 table caption above. The HL7 table caption line must be bookmarked with the 7-character table ID (ie. "HL70103", see 2.8.3.3) for referencing by all references (ie. HL7 Table 0103 – Processing ID) to that table within the same chapter. The header is shaded 10%. HL7 table grid lines are ¾ points, and the border is a dual ¾ point line. As the width of HL7 tables changes, they are centered.

Note: HL7 Table 0136 - Yes/no Indicator should not be repeated with different values, rather the interpretations should be given in a “normal list” style. (This avoids the duplication of HL7 table 0136 with differing values.) Example: Definition: This field indicates whether or not the patient’s identity is known. Refer to HL7 Table 0136 - Yes/no indicator for suggested values. Y the patient’s identity is unknown N the patient’s identity is known

1.7.8.3 User-defined Tables User Table Caption User Table Header User Table Body Bookmark (“HL70062”) Index information

User-defined Table 0062 - Event reason{XE “ User-defined Table: 0062-Event reason ” } Value Description Comment 01 Patient request 02 Physician order 03 Census management Note the index field in the User Table caption above. The user-defined table caption line must be bookmarked with the 7-character table ID (ie. "HL70062", see 2.8.3.3) for referencing by all references (ie. User-defined Table 0062 – Event Reason) to that table within the same chapter. The header is shaded 10%. User Table grid lines are ¾ points, and the border is a 1½ point line. As the width of User-defined tables changes, they are centered.

Health Level Seven, Version 2.7 © 2008. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide It is a requirement that all user-defined tables are included in a chapter, even if values have not been determined. The tables should be formatted the same as any other user-defined table, but there should be only one "User Table Body" row, which should read: "No suggested values defined." 1.7.8.4 Imported Tables Imported Tables are formatted like HL7 tables. 1.7.8.5 External Tables Imported Tables are formatted like HL7 tables. 1.7.8.6 Other Tables All other tables use the styles  Other Table Caption  Other Table Header  Other Table Body

1.7.9 Table Value Definitions We propose the following notation:  The basic structure of a table is value in the left-most column and the description in the 2nd- leftmost column. Only one value pair per row is allowed. If comments, etc. are required, these can be entered in additional columns on the right.  A range of values is indicated by three dots separated by spaces from the first and last value: … A dash ("-") seems to be a bad solution because it may indicate a negative value.  Different values with the same description can be separated by commas, eg. NO, NIL, NONE.  If a table is used more than once, only the original one should maintain the valid values.  If the same table, i.e. one with the same number occurs somewhere else and this one should reflect the same values, a reference to the other table should be set by defining no value and the text "see chapter n.n.n" in the second column.  If no values can be defined, use the statement "no suggested values".

1.7.10 Table Meta Data Each table should contain a leading table with the meta data. The contents is as shown below:

Table Metadata

Table Steward Has been harmonized with v3 v3 Equivalent Where used Status 0002 PA high priority TBD PID-16 Active Open Issue: there are currently no styles defined for this table.

1.7.11 Notes Note

Note: The official title of UB is “National Uniform Billing Data Element Specifications.” Most of the codes added came from the UB-92 specification, but some came from the UB-82.

Health Level Seven, Version 2.5 © 2002. All rights reserved Page 17 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide The “note” box is aligned with the text indentation. The bolded initial text "Note:" is followed by two spaces after the colon. The “Note” style has 4 points before and 3 after each paragraph. Another note style with indentation: Note Indented

Note: The official title of UB is “National Uniform Billing Data Element Specifications.” Most of the codes added came from the UB-92 specification, but some came from the UB-82.

1.7.12 Hyperlinks Three different styles for hyperlinks are necessary. Otherwise the properties for the styles must be overwritten by hand:

Used Style Used in Required attributes

HL70062 Hyperlink Table Attribute Tables (Segment Definition) Arial, 8 pts HL70062 Hyperlink Text normal Text Times New Roman, 10 pts HL70062 Hyperlink Message Tables (Message Definition) Courier New, 8 pts The hyperlinks are valid for all sorts of references. Please note that in order to use hyperlinks effectively you must first create the bookmarks to the section or element you want to link to. See section 1.7.16 for on overview of creating Bookmarks. 1.7.12.1 Referencing Fields The standard method of referencing a segment field in a chapter is by its segment code, sequence number and its full text name. The code and sequence number are separated by a hyphen as are the sequence number and name. The reference is to be italicized, and the name is in title case. The style "Hyperlink Text" is provided therefore. Example: PID-3 - Patient Identifier List. On occasion, if the data element is well understood in context, the code may appear by itself and not italicized. Example: PID-3. The reference should be hyperlinked to the segment field definition in the chapter. The standard method of referencing a segment field component in a chapter is by its segment code, sequence number, component sequence and its full text name. The code and sequence number are separated by a hyphen; the sequence number and the component sequence are separated by a period. The component sequence number and name are separated by a hyphen. The reference is to be italicized, and the name is in title case using "Hyperlink Text". Example: PID-3.2 – Check Digit. On occasion, if the data type component is well understood in context, the code may appear by itself and not italicized. Example: PID-3.2. 1.7.12.2 Referencing Data Types See Bookmark procedure for setting a Bookmark in the caption. The name of the bookmark should be "DT" followed by the name of the data type. The standard method of referencing a data type in a chapter is by its code followed by its full text name. The reference is to be italicized, and the name is in title case. To achieve this aim the style "Hyperlink Text" should be used. Example: CNE Coded With No Exceptions. On occasion, if the data type is well understood in context, the code may appear by itself. Example: CNE. The standard method of referencing a data type component in a chapter is by its code, sequence number, and its full text name. The code and sequence number are separated by a period. The reference is to be italicized, and the name is in title case. Here the same style should be used. Example: CNE.3 Name of Coding System. On occasion, if the data type component is well understood in context, the code may appear by itself. Example: CNE.3.

Health Level Seven, Version 2.7 © 2008. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide 1.7.13 Examples for messages If an example for a message is necessary to illustrate the meaning of a message the style “Example” should be used. Example

MSH|.|..|... EVN|..|..|... PID|||...... Examples and use cases should be placed as close to the relevant chapter section as possible.

1.7.14 Other Examples Some chapters require other examples like message, attribute, HL7 or user-defined tables. For that purpose 4 additional styles are available, which can be used instead of the header. It has the same name, but with the addition “Example”:  Attribute Table Header Example  Msg Table Header Example  HL7 Table Header Example  User Table Header Example

1.7.15 Page Headers The header line consists of a ¾ point border line below. It merely names the document. 1.7.15.1 First Page Headers The first page does not have a header. 1.7.15.2 Odd Page Headers

Chapter 3: Patient Administration

The number and name of the chapter is shown in the page header, right justified 1.7.15.3 Even Page Headers

Chapter 3: Patient Administration

The number and name of the chapter is shown in the page header, left justified.

1.7.16 Page Footers Footer lines consist of two lines. The first lists a copyright statement and the page number with total number separated by a dash. The second line contains the status of this document as well as the issue date.

Health Level Seven, Version 2.5 © 2002. All rights reserved Page 19 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide 1.7.16.1 Odd pages and first page The footer consists of different parts: 1) the copyright notice including the year and "All rights reserved." [Note that this information comes from a field reading the custom document property "release_year."]

2) a reference to Health Level Seven, Inc.

3) the version number [Note that this information comes from a field reading the custom document property "release_version."]

4) the release status (i.e. one of: “Draft”, “Committee Ballot," Membership Ballot”, “Final Standard”) [Note that this information comes from a field reading the custom document property "release_status."]

5) the chapter and page number formatted as “-”.

6) the month and year of release, Yk2 compliant and internationally readable. [Note that this information comes from two fields reading the custom document propertiews "release_month" and "release_year."]

1.7.16.2 Even pages

Introducing additional document properties, which can be changed by "File -> Properties", no more changes to footer is necessary. These properties maintain the variable information for the footer. Maintaining them this way requires only a single change without updating all footers individually. This is especially helpful when having more than one section (e.g. portrait and landscape formats). The corresponding field function is called "DOCPROPERTY". The dialog box will look as follows:

You can insert references to the document property as follows:

The footer itself now contains only references. Therefore, it is NOT necessary to update the footer any more. The same can be achieved by modifying the document properties.

1.7.16.3 Page Numbering The chapter number should be included into the page numbering. This feature can be enabled via "Insert -> Page Numbers":

The format button opens a new dialog, where the chapter numbers can be included into the page numbering.

1.7.17 Setting Bookmarks Use the following steps to create a bookmark: 1) Highlight the text that you want to bookmark.

2) Go to Insert->Bookmark on the menus.

3) In the Bookmark Name field, enter a name for your new bookmark.

4) Click the ADD button. When you have “bookmark view” or “all hidden characters” turned on , The text will appear in brackets [ ]. Editors should follow established guidelines for table and other element bookmark names. Table bookmark names are defined as described in 1.7.8.2, HL7 Tables.

Health Level Seven, Version 2.7 © 2008. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide 1.7.18 Inserting Cross References Cross references can be used to insert links to other locations within a document. The advantage of using cross references is that the reference uses a field that can be automatically update, for instance, if the section number of section title is changed. If should be noted, however, that to update a field reference the field needs to be selected and 'Update Field' run from the context menu (right-click). To insert a cross reference, follow these steps: 1. Place the cursor at the location at which you want to insert the cross reference. 2. From the menus, select Insert > Reference > Cross-reference. 3. In the Cross-reference dialog, for the Reference Type field, select 'Heading'; for the Insert Reference To field, select "Heading number" or "Heading text"; and then, in the For which heading list, scroll to the desired heading reference and select it. Click Insert.

In general, cross-references take the following form: "see section [Heading Number], "[Heading text]" … For example: For an explanation of how to insert a cross-reference, see section 1.7.18, "Inserting Cross References."

1.8 LISTS For listing items we provide four different styles: “Normal List” m) “Normal List Alpha”

1) “Normal List Numbered” I) “Normal List Roman”

 “Normal List Bullets”

Here is some technical information on lists:

List Gallery

Normal - Alpha Number 5 Numbered Number 2 Roman Number 7 Bullet Bullet 7

Lists should be standardized in its usage. Alpha, numbered and roman lists represents a hierarchy, also in their indentation. Therefore, whenever possible try to use alpha lists first.

Use Normal List Alpha under the following circumstances:

 The items occur in a definite sequential order  A large number of items are being enumerated.

Use Normal List Numbered under the following circumstances: Health Level Seven, Version 2.5 © 2002. All rights reserved Page 23 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide  Steps in a procedure or process are being enumerated  Lists embedded within alpha lists

Use Normal List Bullets under the following circumstances:

 Fewer than 6 (or perhaps 7 or fewer) items are listed and they do not meet above criteria

Avoid using the Normal List. Consider using a table instead. Avoid deeply indented lists.

Please the procedures section for trouble shooting.

1.9 INDEXING Another important point for documentation is the generation of an index. For this a lot of additional information is necessary. To get a consistent result some rules have to be established how to formulate such entries. In order not to interrupt the parsing process this information must be placed at specific points within the text. The use of a colon (“:”) build up groups like a list of all tables.

1.9.1 Data Types

1) „Data Types:“ + + “ - “ +

2) + “ - “ +

1.9.2 Data Elements The name of the data element is repeated within the title.

1.9.3 Segments Within the title three different entries are necessary: 1)

2) “Segments:” +

3) + “ (“ + +”)”

1.9.4 Attribute Tables The index information must be added at the end of the paragraph (i.e., line). 1)

2) “HL7 Attribute Table:“ +

1.9.5 Events

1.9.6 Tables

1) “Tables: User-defined or HL7:” +

1.9.7 Message Types

2) “Message Types:” +

1.10 CONFORMANCE STATEMENTS Conformance Statements are a new construct in version 2.4. Three different conformance statements do exist:

 Query with tabular response  Query with segment pattern response  Query with display response

Every conformance statement consists of several distinct parts identified within the next section.

1.10.1 Distinct Parts of a Conformance Statement The numbers within the right three columns specify the sequence order of the part within the conformance statement.

No. Part Tabular Segment pattern Display response response response

1 Introduction (= main table conformance statement) 1 1 1 2 Query grammar 2 2 2 3 Response grammar 3 3 3 4 QPD input parameter specification 4 4 4 5 QPD input parameter field description and commentary 5 5 5 6 Output specification and commentary 6 6 7 Virtual table 7 8 RCP Response Control Parameter Field Description and Commentary 8

1.10.2 Formatting the different parts of a conformance statement with styles

 Some fields are divided into two parts, i.e. the row now contains more cells  A style is assigned to each field  Some rows are inserted due to layout Health Level Seven, Version 2.5 © 2002. All rights reserved Page 25 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide  Some fields are spread over separate rows due to storage reasons for the database

The applied styles are inserted into the text and marked in red. Some rows can be repeated as often as necessary. These rows are marked by a red arrow on the right side. The table border is a dual ¾ point line. The grid lines are ¾ points single line. 1.10.2.1 Introduction

Conformance Statement (Qry Table Caption)

Query Statement ID: Q31 (Qry Table ID) Type: Query (or Publish) (Qry Table Type) Query Name: Dispense History (Qry Table Name) Query Trigger (= MSH-9): QBP^Q11^QBP_Q31 (Qry Table Trigger Query) Query Mode: Both (Qry Table Mode) Response Trigger (= MSH-9): RSP^K31^RSP_K31 (Qry Table Response Trigger) Query Characteristics: Returns response sorted by Medication Dispensed unless otherwise specified. (Qry Table Characteristics Query) Purpose: Find medications dispensed between specified date range for specified medical record numbers (Qry Table Purpose) Response Characteristics: Returns response sorted by Medication Dispensed unless otherwise specified. (Qry Table Characteristics Response) Based on Segment Pattern: RDS_O01 (Qry Table Segment Pattern) Response Control Characteristics: [RCP segment options go here] (Qry Table Response Control Characteristics) RCP Constraints: (Qry Table RP Constraints) Modify Indicator: (Qry Table Modify Indicator)

1.10.2.2 Query Grammar The query grammar is exactly the same as any normal message definition. This is especially true for the used styles. If a message should be used, which is defined somewhere else no additional definition is required because the definition in the main table refers to it.

Please see section 1.5.2. 1.10.2.3 QPD Input Parameter Specification

Field Field Name Key/ S LEN TYPE O R Match TBL Segmen LOINC Element Seq (Qry Table Search o p e Op t Field or Name Input Header) r t p Name HL7 t Code 1 PatientList S Y 20 CX O PID-3 Patient (Qry Table Identifier Input) List 2 MedicationDis S Y 100 CE O = RXD-2 Dispense/ pensed Give Code 3 DispenseDate. S Y 26 TS O > RXD-3 Date/Time LL = Dispensed 4 DispenseDate. S Y 26 TS O < RXD-3 Date/Time UL = Dispensed 5 SortControl SRT O NNNN

Input Parameter Comp. DT Description (Qry Table Input Name Param Header) PatientList (Qry CX Table Input Param) Components: ^ ^ ^ < assigning authority (HD)> ^ ^ < assigning facility (HD)> The combination of values for PatientID, and PatientIDAssigningAuthority, are intended to identify a unique entry on the PATIENT_MASTER table. The PatientIDTypeCode is useful for further filtering or to supply uniqueness in the event that the assigning authority may have more than one coding system. (The PATIENT_MASTER table contains a constraint that prevents multiple patients from being identified by the same combination of field values.) This PATIENT_MASTER entry will be searched against on the PHARMACY_DISPENSE_TRANSACTION table to retrieve the rows fulfilling the query conditions. If this field is not valued, all values for this field are considered to be a match. ID ST If this field, PID.3.1, is not valued, all values for this field are considered to be a match. Assigning HD If this field, PID.3.4, is not valued, all values for this field are considered to be Authority a match.

1.10.2.5 Response Grammar The response grammar is much like any normal message definition, except the three additional columns. Please see section 1.5.2. If a conformance statements can make use of response message definition which is defined somewhere else, no additional specification is necessary. 1.10.2.6 Output specification and commentary If the message contains a DSP segment for displaying data it looks like the next table. Please consider that each line is represented by one row.

The data will display as follows: (Q13) (Qry Table DisplayLine Header) DSP|| GENERAL HOSPITAL – PHARMACY DEPARTMENT DATE:mm-dd-yy (Qry Table DisplayLine) DSP|| DISPENSE HISTORY REPORT PAGE n DSP||MRN Patient Name MEDICATION DISPENSED DISP-DATE DSP||XXXXX XXXXXx, XXXXX XXXXXXXXXXXXXXXX mm/dd/ccyy … DSP|| << END OF REPORT >>

1.10.2.7 RCP Response Control Parameter Field Description and Commentary

Field Name Compon LE DT Description Seq ent Name N 1 Query Priority 1 ID D(eferred) or I(mmediate). Default is I 2 Quantity Limited Request 10 CQ Quantity NM Number of units Units CE CH, LI, PG, RD. Default is LI. 3 Response Modality 60 CE

Health Level Seven, Version 2.5 © 2002. All rights reserved Page 27 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide 1.10.2.8 Virtual Table A virtual is identical to the input parameter specification. In order to distinguish both, please use different styles:

Column Name Key/ S LEN TYPE O Rep Match TBL Segment LOINC or Element (Qry Table Search o p Op Field HL7 Code Name Virtual Header) r t Name t PatientList (Qry S Y 20 CX O PID-3 Patient Table Virtual) Identifier List MedicationDispe S Y 100 CE O = RXD-2 Dispense nsed /Give Code DispenseDate.L S Y 26 TS O > RXD-3 Date/Tim L = e Dispense d DispenseDate.U S Y 26 TS O < RXD-3 Date/Tim L = e Dispense d SortControl SRT O NNNN

1.11 OTHER EDITING TASKS AND ISSUES  Ensure any new or changed datatypes are communicated to the Implementation/Conformance TC for inclusion in Chapter 2.  Check if any changes to the datatypes are required to any other chapters.  Check example messages for compliance with any changes made to the chapter content.  Any new triggers must be included in Table 0354 (Message Structure, the 3rd component of MSH-9) in Chapter 2.  Any new style elements introduced into the standard must be checked with the Publishing Committee to ensure a uniform layout and future integration into the database.

1.11.1 Committee Publishing Process

1.11.1.0 Generation of Chapter Error Reports At the beginning of each ballot cycle, Frank Oemig will generate a report for all chapters detailing errors and inconsistencies (chapter/section number, description of error, determination of substantivity) within the standard. Frank may also include recommended edits (typos, etc.) in this report. This report will be distributed to the v2.7 publishing committee and chapter editors and should be considered in the preparation of chapters for balloting/publishing. 1.11.1.1 Chapter Editing V2 Editors edit chapters with Change Tracking On using the published v2.6 chapter as a starting point. To be included in these edits are approved proposals, approved recommendations from Frank, and global changes listed in the v2.7 Global Changes document distributed by Tony Julian. In addition to chapter edits, editors should insert the initial Notes to Balloters section and the significant changes table listing the significant changes for balloters.

Health Level Seven, Version 2.7 © 2008. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide 1.11.1.2 Preparation for Balloting The initial chapter submission deadline for the May 2008 ballot cycle is Thursday, February 28th. Chapters are to be returned to Don Lloyd at HQ ([email protected]). Don will update headers, footers, etc. double-check style formatting, run macros, and establish the 'Source of Truth' repository for v2.7. With a deadline of Monday, March 3, Don will send copies of the updated chapters to Frank and the chapter editors. 1.11.1.3 Generation of v2.7 Report Frank will prepare a report for all chapters detailing errors and inconsistencies (chapter/section number, description of error, determination of substantivity) within the standard. Frank may also include recommended edits (typos, etc.) in this report. This report will be distributed to the v2.7 publishing committee and v2.7 chapter committees and chapter editors and sends a report to the TC's for review and approval. 1.11.1.4 Resolution of Changes Suggested by Frank's Report The v2.7 committees will consider recommendations coming out of Frank's error report. Recommended changes will be forwarded to the TC for approval. Assuming approval, v2.7 editors may apply the changes and resubmit the chapter to Don (and Frank). The iterative steps as beginning with 1.11.1.2 will continue, assuming there is time before ballot opening. This process is portrayed graphically in the image below:

[Insert Jane's graphic here.]

2.1 AUTHORIZED PARAGRAPH STYLES FOR THE HL7-2 TEMPLATE

Style Name Attributes (Where none listed, follows base style)

Font Size Attr. Kern Line Space Space Justifi- Other Indent Tabs Base Style for Spacing Before After cation Style following Paragraph

Attribute Table Arial 8 pt 8 pt 9 pt 2 pt 1.5 pt Centered Normal Body Attribute Table Times New Roman 10 pt 9 pt 3 pt Centered Keep with Attribute Caption next Table Body Attribute Table Arial 8 pt Bold 2 pt 1 pt Centered Keep with Attribute Header next Table Caption Attribute Table Attribute Header Example Table Header Components Courier New 8 pt 7 pt 8 pt 6 pt 6 pt Keep lines Left 0.75” Normal together Hanging 0.75” Component Table Arial 8 pt 8 pt 9 pt 3 pt 0 pt Centered Normal Body Component Table Arial 10 pt 9 pt 3 pt Centered Keep with Compone Caption next nt Table Body Component Table Arial 8 pt Bold 2 pt 1 pt Centered Keep with Compone Header next nt Table Caption

Example LinePrinter (no 8 pt 8.5 pt 0 pt 0 pt Keep lines Left 1.3” Normal proofing) together Hanging 0.25” Footer Arial 8 pt 0 pt 0 pt 6.5” Normal right flush 9.5” right flush Footnote text Arial 8 pt 10 pt Hanging 0.25” 0.25 Normal Header Arial Bold 10 pt 0 pt 18 pt Border: 6.35” Normal bottom right (single flush solid line); Border spacing: 1 pt Heading 1 Right Times New Roman 36 pt bold 36 pt 12 pt Flush None Heading 1 right HL7 Table Body Arial 8 pt 1 pt 0.5 pt Normal HL7 Table Times New Roman 9 pt 3 pt Centered Keep with HL7 Table Caption next Body HL7 Table Header Arial 8 pt Bold 2 pt 1 pt Centered Keep with HL7 Table next Caption HL7 Table Header HL7 Table Example Header Msg Table Body Courier New 8 pt single 0 pt 0 pt Normal Msg Table Times New Roman 9 pt 0 pt 3 pt Keep with Msg Table Caption next Body Msg Table Header Courier New 8 pt Bold, 2 pt 1 pt Keep with Msg Table Unde next Caption rline

Msg Table Header Msg Table Example Header Normal Times New Roman 10 pt 10 pt single 0 pt 6 pt Flush left Widow /orphan control Outline level body text Normal Indented “ “ “ 0 pt 6 pt “ “ Left 0.5” Normal Normal List “ “ “ 0 pt 6 pt “ “ Left 0.5” Normal Normal List “ “ “ 6 pt 6 pt “ Numbered Left 0.7” .95” left Normal Normal List Alpha (alpha): Hanging 0.2” Alpha a), b), c) Normal List “ “ “ 6 pt 6 pt “ Numbered Left 0.9” Normal Normal List Numbered (arabian Hanging 0.2” Numbered numerals) 1), 2), 3) Normal List “ “ “ 6 pt 6 pt “ Numbered Left 1.4” Normal Normal List Roman (roman Hanging 0.3” Roman numerals) i), ii), iii) Normal List “ “ “ 6 pt 6 pt “ Bulleted Left 0.7” Normal Normal List Bullets Hanging 0.25” Bullets Note Arial 9 pt 8 pt 4 pt 3 pt Border Left 0” 0.5” left Normal single 1” left solid line ¾ pt line width Note Indented Arial 9 pt 4 pt 3 pt Border Left 0.5” Note Normal single Indented solid line ¾ pt line width

Other Table Body Other Table Caption Other Table Header Standard 10 pt TOC1 ArialTimes New 12 Bold, 18 6 pt 0 6 pt 0.5” left Normal Roman pt10 all 6.5” pt caps right flush TOC2 Times New 10 pt Bold, 6 0 pt 6 0 pt Left 0.14” 6.5” TOC1 RomanArial allSm right all flush caps TOC3 Times New 10 pt Bold, 0 pt 0 pt Left 0.28” 6.5” TOC2 RomanArial small right caps flush TOC4 Times New 9 pt 0 pt 0 pt Left 0.42” 6.5” TOC3 RomanArial right flush TOC5 0 pt 0 pt Left 0.56” 6.5” TOC4 right flush TOC6 0 pt 0 pt Left 0.69” 6.5” TOC5 right flush TOC7 0 pt 0 pt Left 0.83” 6.5” TOC6 right flush TOC8 0 pt 0 pt Left 0.97” 6.5” TOC7 right flush

TOC9 0 pt 0 pt Left 1.11” 6.5” TOC8 right flush User Table Body Arial 8 pt 1 pt 0.5 pt Normal User Table Times New Roman 10 pt 9 pt 3 pt Keep with 0.63” Normal Caption next User Table Header Arial 8 pt Bold 2 pt 1 pt Centered Keep with Normal next Heading 1 Times New Roman 36 pt Bold 14 pt 18 pt 6 pt Flush Keep with None None Normal Normal right next Level 1 outline numbered. Follow with nothing. Heading 2 Arial 14 pt Bold, Single 18 pt 3 pt Keep with Hanging 0.7” 0.7” left Heading 1 Normal all next caps Level 2 outline numbered. Follow with tab. Heading 3 Arial 12 pt Bold 12 pt 3 pt Keep with Hanging 0.7” 0.7” left Heading 2 Normal next Indented Level 3 outline numbered. Follow with tab.

Heading 4 * Arial 10 pt 6 pt 3 pt Hanging 0.7” 0.7” left Heading 3 Normal Keep with Indented next Level 4 outline numbered. Follow with tab. Heading 5 Arial 10 pt Italics 6 pt 3 pt Keep with Hanging 0.7” 0.7” left Heading 4 Normal next Indented Level 5 outline numbered. Follow with tab. Heading 6 Arial 10 pt Italics Hanging 0.7” Heading 5 Heading 7 Arial 10 pt italics Hanging 0.7” Heading 6

 Style “Heading 4” N.N.N.0 starts with zero to ensure that “field definitions” after a HL7 Attribute Table are automatically renumbered. Where a zero- numbered heading is not desired, hide it with Format -> Font -> Hidden.

2.1.1 Style Name Notes Style “Heading 4” N.N.N.0 starts with zero to ensure that “field definitions” after a HL7 Attribute Table are automatically renumbered. Where a zero-numbered heading is not desired, hide it with "Format -> Font -> Hidden".

2.1.2 Font Where set: Format/Style/Modify/Font

2.1.3 Kern Where set: Format/Style/Modify/Font/Character Spacing

2.1.4 Line Spacing Where set: Format/Style/Modify/Paragraph/Indents and Spacing/Spacing:Line Spacing box

2.1.5 Space Before Where set: Format/Style/Modify/ Paragraph/Indents and Spacing/Spacing:Before box

2.1.6 Space After Where set: Format/Style/Modify/ Paragraph/Indents and Spacing/Spacing:After box

2.1.7 Justification Where set: Format/Style/Modify/ Paragraph/Indents and Spacing/Alignment

2.1.8 Other This includes notes for text control, borders and shading Text control Where set: Format/Style/Modify/paragraphs/Line and Page Breaks Border control Where set: Format/Style/Modify/Border

2.1.9 Indent Where set: Format/Style/Modify/ Paragraph/Indents and Spacing/Indentation: Left Where set: Format/Style/Modify/ Paragraph/Indents and Spacing/Indentation: Special and By

2.1.10 Tabs Where set: Format/Style/Modify/Tabs

2.1.11 Base Style Where set: Format/Style/Modify/Based On

2.1.12 Style for Following Paragraph Where set: Format/Style/Modify/Style for Following Paragraph

2.2 AUTHORIZED CHARACTER STYLES FOR THE HL7-2 TEMPLATE

Font Size Other Base Style Default Paragraph Font Times New Roman 10 pt - Hyperlink Courier New 8 pt Default Paragraph Font Hyperlink Text Times New Roman 10 pt Italics Hyperlink Hyperlink Table Arial 8 pt Hyperlink Reference Attribute Times New Roman 10 pt Hyperlink Text Reference HL7 Table Times New Roman 10 pt Italics Hyperlink Text Reference User Table Times New Roman 10 pt Italics Hyperlink Text Reference Data Type Times New Roman 10 pt Italics Hyperlink Text

2.3 WITHDRAWN STYLES FOR THE HL7-2 TEMPLATE

 Indent Normal  Normal Indented  MsgHeader  Msg Table Header  MsgStructure  Msg Table Body  Attribute Table Heading  Attribute Table Header  Msg Table Heading  Msg Table Header

2.4 LIST OF NEW STYLES FOR THE CONFORMANCE STATEMENT Indent: 0” No tabs used. Other: nothing special

Style Name Font Line Space Space Justification Base Style Spacing Before After Qry Table Caption Times New Roman 12pt 6 6 Centered Qry Table Header bold Qry Table Characteristics Arial 8pt 1 0,5 Qry Table Name Query Qry Table Characteristics Arial 8pt 1 0,5 Qry Table Name Response Qry Table DisplayLine Courier New 8pt 1 0,5 Qry Table Name Qry Table DisplayLine Courier New 8pt 2 1 Qry Table Header Header Qry Table Header Arial 8pt bold 2 1 Standard Qry Table ID Arial 8pt 1 0,5 Qry Table Name Qry Table Input Arial 8pt 1 0,5 Qry Table Name

Health Level Seven, Version 2.7 © 2002. All rights reserved Page 37 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide Style Name Font Line Space Space Justification Base Style Spacing Before After Qry Table Input Header Arial 8pt bold 2 1 Qry Table Header Qry Table Input Param Arial 8pt 1 0,5 Qry Table Name Qry Table Input Param Arial 8pt bold 2 1 Qry Table Header Header Qry Table Mode Arial 8pt 1 0,5 Qry Table Name Qry Table Modify Arial 8pt 1 0,5 Qry Table Name Indicator Qry Table Name Arial 8pt 1 0,5 Standard Qry Table Purpose Arial 8pt 1 0,5 Qry Table Name Qry Table RCP Arial 8pt 1 0,5 Qry Table Name Qry Table RCP Header Arial 8pt bold 2 1 Qry Table Header Qry Table RCP Arial 8pt 1 0,5 Qry Table Name Constraints Qry Table Response Arial 8pt 1 0,5 Qry Table Name Trigger Qry Table Response Arial 8pt 1 0,5 Qry Table Name Control Characteristics Qry Table Segment Arial 8pt 1 0,5 Qry Table Name Pattern Qry Table Trigger Query Arial 8pt 1 0,5 Qry Table Name Qry Table Type Arial 8pt 1 0,5 Qry Table Name Qry Table Virtual Arial 8pt 1 0,5 Qry Table Name Qry Table Virtual Header Arial 8pt bold 2 1 Qry Table Header

2.5 LIST OF COLUMN WIDTHS FOR ALL TABLES This table reflects the widths (in inches) of the different tables.

Column 1 2 3 4 5 6 7 8 9 10 11 12 13 Table Attribute Table 0.45 0.45 0.45 0.45 0.45 0.45 0.55 30.5 -2.7 - - - - 0 6 Component Table 0.45 0.4 0.5 0.4 0.5 2 1 0.7 - - - - - HL7 Table ? ? ? ------Msg Table 2 3 0.6 0.7 ------Qry Table 2 3.2 ------Qry Table Input 0.45 0.9 0.55 0.2 0.4 0.5 0.2 0.2 0.5 0.5 0.6 0.5 0.7 Qry Table Input Param 1.1 0.7 0.4 4 ------Qry Table DisplayLine 6 ------Qry Table Virtual 1 0.6 0.2 0.4 0.5 0.2 0.4 0.5 0.5 0.65 0.7 0.6 - Qry Table RCP 0.5 1.5 0.6 0.3 0.3 2 ------User-defined Table ? ? ? ------

2.6 LIST OF ADDITIONAL PROPERTIES FOR ALL TABLES This table reflects additional properties of the different tables.

Property LeftPadding/ RightPadding/ inch inch Table Attribute Table 0.05 0.05 Component Table 0.05 0.05 HL7 Table Msg Table

Qry Table Qry Table Input

Qry Table Input Param Qry Table DisplayLine

Qry Table Virtual Qry Table RCP

User-defined Table

Health Level Seven, Version 2.7 © 2002. All rights reserved Page 39 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide 2.7 LIST OF BACKGROUND COLORS This table reflects the important background colors (RGB) for all tables. The normal background color is white.

Property normal deprecated Table first row even rows odd rows first row even row odd row Attribute Table 180,255,180 204,255,204 255,255,255 Component Table

HL7 Table Msg Table 180,255,180 204,255,204 255,255,255 255,120,255 255,150,255 255,255,255 Qry Table Qry Table Input

Qry Table Input Param Qry Table DisplayLine Qry Table Virtual Qry Table RCP

User-defined Table

2.8 REMARKS

2.9 A NOTE ON HTML STYLE SHEETS

Larry devised a style sheet that uses SOME of the above styles, with suitable modifications, for applying to HTML documents. Copies of this style sheet can be found in the HTML subdirectories where the HTML copies of the Standards Guide and Implementation Guide are saved.

To imbed the style sheet into an HTML document, make sure it is copied into the same directory as that document. Then, just above the tag, type the following sequence:

Styles for Heading 1-Heading 5 are in this sheet as modified -- since HTML does not support outline numbering, numbers must be manually added.

The HL7 style “Components” is incorporated into the HTML stylesheet as “definition.”

The HL7 style “Example” is incorporated into the HTML stylesheet as “defined term.” This has been modified to be in System font rather than LinePrinter, because the font the viewer sees it in depend on the fonts available on his machine; therefore Larry thinks it advisable to only use the most common fonts.

2.10 FORMATTING MACROS (STYLE FIXER) This part of this document contains the macros which help formatting the HL7 standard documents. These pages provide an easy access to the macros. In order to make use of the macros you have to enable them during loading this file. The macros operate on open files. Therefore the document(s) onto which these macros should be applied should be opened first.

Macro Overview Sequence Macro Name Comment Run

1 Adjust All Formats Once 2 Adjust Chapter Number once, if numbering is corrupted 3 Adjust Number Gallery I found this needs to be done manually. once, if numbering See section 2.8 is corrupted 4 Delete Unused Styles for old documents once 5 Convert Message Tables into New Format once 6 Add 3rd Column to Tables once 7 Format All Tables You will get an error if you do this one every time a table before Convert Message Tables into needs formatting New Format Format Reference Entries Use hyperlinking instead. What table is this Get the table number of a marked table. This allows to run "format table" just for a single table Go to specific table If you know the number of a (broken) table, e.g. as a result of formatting, you can use this macro to go there. fix curly quote once to finish editing

2.10.1 Enabling Macros If you are not prompted to enable macros when opening this document, select Tools, Macro, Security and verify that your security level is not set to High (which automatically disables all macros). Medium makes Word ask you every time you are going to open a document which contain macros whether you trust them.

2.10.2 General Remarks It is not easy to auto-format an already-formatted document. We can try to format tables if an indication is available. We also can try to adjust the properties of styles according to the rules established by the publishing committee. But I can not guarantee that this will work in any case since Word has a built-in automatism which tries to correct the actions we execute. Additionally some documents make intensive use of direct formatting, especially when creating numeric, alpha-numeric or bulleted lists without using the style “Normal List xxxx”. Another fact to mention is that these macros apply a huge amount of corrections. As a result an error may occur saying that Word is not able to keep track of all changes. A possible solution is to save the file to disc. Page 42 Health Level Seven, Version 2.7 © 2002. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide Formatting tables assumes that the tables are “real” tables with the same number of columns each row (except conformance statements). Furthermore all cells within the same column should have the same width. If this requirement is NOT acceptable please let me know. I can change that but it would increase computation time! So, PLEASE execute these macros on safe copy of the document!

2.10.3 Adjust the properties of the styles This macro was generated by the help of “Get All Formats”. In contrast to it this one adjusts the properties according to the style guide.

Adjust All Formats

Double click here. Whenever such a button-like frame appears, it hides the macros which can be activated by double-clicking onto the text inside! Currently the styles for lists do not adjust the numbering or bulleting due to problems with the rest of the styles! A lot of paragraphs are formatted directly so that such an approach surprisingly displays funny results.

2.10.4 Format all Tables within the document This macro formats all relevant tables. First of all the user is asked for the document to which the formatting should be applied. For this purpose a combo box will be displayed. After selecting the file out of the list a new dialog box will appear asking the user for the range of tables. Per default all tables are formatted, but the user can also reduce the set of tables. On ok the formatting rules will be applied to all the requested tables within this document. Up to now I haven’t found a method to align the whole cell like it can be done by “Table->Mark whole table” and “center”, so this is left for manual correction. The correct rules are determined out of the formatting of the upper left cell of each table:

Format all Tables

This task will take up to 5 to 10 minutes to apply the rules to all tables!

2.10.5 References The next macro provides a dialog which allows for modifying the reference entries. It starts with a combo box for selecting the document. Next a dialog will be shown which guides through the formatting process:

Format Reference Entries

This Macro applies the styles! We have decided to use hyperlinks for references. Therefore this macro will NOT produce the desired result.

If the necessary character styles are not available they will be created automatically. The button “next” searches for the next text which corresponds to the format specified in the top frame (italics or bolded) and is not formatted as a reference (at least the left part of it). According to the text found the action to be performed will be selected automatically. The user has the opportunity to modify this

Health Level Seven, Version 2.7 © 2002. All rights reserved Page 43 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide selection by hand. On the one hand he can modify the action to be performed. On the other hand he can expand or shrink the selected text be the help of the four buttons at the top right corner of this dialog. The button “apply” performs the specified modification of the styles on the selected text. At this place it is important to mention that the styles are assigned to the exact selected text. Otherwise the usage of styles becomes worthless.

2.10.6 Adjust the numbering of the headings The numbering of the different chapters requires a manual adaptation of the corresponding properties. This macro asks for the chapter number.

Adjust Chapter Number

This macro currently does not adjust the tab stops. Therefor this macro should be applied before the following one.

2.10.7 Adjust the Number Gallery To use lists (alpha, numeric or roman) requires to adjust the properties of the built-in galleries. It is possible to create own ones, but it seems to be too difficult to maintain them. This macro helps to adjust the number galleries 2, 5 and 7.

Adjust Number Gallery

2.10.8 Delete unused styles This macro deletes all styles which are not used any more.

Delete Unused Styles

This task will take up to 3 hours to check each paragraph separately! It would be quicker just to delete the styles, but we want to keep the layout information we have entered so far. This is the only solution if the old and the new style are used in parallel.

2.10.9 Convert message tables into 5 column format This macro should be used to convert the message tables into the five column format. It also reformats the table and assigns the correct styles as well as inserts the necessary headings. The editor has to fill in the missing information by hand. In case of the six column representation the column with the comments will be deleted. The column for the support indicator will be reused for the status information.

convert message tables into new format

Health Level Seven, Version 2.7 © 2002. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide 2.10.10 Move group name from 3rd column to 2nd This macro moves the group name from the 3rd column to the 2nd, if there is no definition within the 2nd column. If the 3rd column now does not contain any valid values any more it must be removed by hand. Formatting the tables will then readjust the column width to the correct values. If the 3rd column still hold values, they must be moved by hand. Normally it is forced by a non-empty cell in the 2nd column. You can insert a new row and move the brackets by hand. Running this macro again will then move the cell content.

move group name to 2nd column

2.10.11 Add 3rd column to tables This macro should be used to add a third column to the tables containing table values. It also reformats the table and assigns the correct styles as well as inserts the necessary headings. The editor can now fill in the missing information (comments) by hand.

Add 3rd column

2.10.12 Reformat Message table This and the next macro has been provided by Scott Robertson:

Well, this is my “standard,” segment groups are indented two spaces for each grouping. [{/{[ and }]/]} order is standardized. Segment identifiers within group line up. Unbalanced [/]/{/} are reported and stop at the point that the problem is noted (the actual problem will probably be somewhere above that point.)

Note: the result looks really ugly if you have tracking on. Accepting (or hiding) the changes shows the nice, consistent Warning: this macro will remove any hyperlinking in the message structure 1) Place the insertion point in the message structure table to adjust (any column/row/cell)

2) Back in this document, double click on the shaded portion above

3) You will be asked to select the document

4) The message syntax will be adjusted to a standard form (left hand column of the message syntax table). While processing, the current message line will be displayed in the Status Bar at the bottom of the Work window.

Reformat Syntax

2.10.13 What table is this

5) Place the insertion point in the table in question.

6) Back in this document, double click on the shaded portion above

7) You will be asked to select the document

Health Level Seven, Version 2.7 © 2002. All rights reserved Page 45 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide 8) The table number for the insertion point in that document will be determined and displayed in a dialog box (during the search, progress will be noted in the Status Bar at the bottom of the Word window

What Table is this?

2.10.14 Goto a specific table It is almost not possible to select the current table. This macro should be used to jump to a specific table according to its number. By “Try and Error” one can approach the table he/she desires. The dialog provides to complete range. Please use the left field to enter the desired number.

go to Table

2.10.15 Correct Curly Quotes This macro should be used to replace the curly quotes by straight quotes. It should be applied to if the option for an automatic replacement has been on during editing.

Fix Curly Quote

The macro will change the quotes as follows: quote character replaced by comment

‘ 145 ' Single left curly quote ’ 146 ' Single right curly quote ‚ 130 ' Single low-9 quote ‛ Unicode 201B ' Single high-reversed-9 quote “ 147 " Double left curly quote ” 148 " Double right curly quote „ 132 " Double low-9 quote

2.10.16 Requirements to run the macros Running of the macros above requires VBA.

2.10.17 Manually Correcting Styles The styles can be corrected by hand, too. Using “Format => Styles” displays a list of all used styles. Here you can modify the name of the styles by just typing in the correct name. Wherever the styles is used the new name is assigned.

2.10.18 Component Model Work Scott Robertson, Kaiser Permanente (Revised/Updated Wednesday, August 04, 2004) The macros will create a Data Type document from Chapter 2 (part 2, with the data type definitions) and build a component model based upon the component table. A second macro will apply the component

Page 46 Health Level Seven, Version 2.7 © 2002. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide models to a target chapter, adding the component model between the header line and definition/narrative for each segment-field.

Create Component Models

Double-click on this to build the component models. You will be asked to select the Chap 2/Data Type Chapter to use as a source. The source file must be open in Word in order to select it.

Insert Component Models into a Chapter

Double click on this to insert the component models into a target chapter. You will be asked to select the Data Type Model source file (created above) and the target chapter. Both chapters must be open in Word in order to select them. [another macro exists that has to be run on ch05 in addition to this macro,

Insert Component Models into a Chapter 05

2.11 PROCEDURES This section is intended to give some hints how to fight Word best.

2.11.1 Procedure for Troubleshooting Normal List Alpha

Clearing Number Gallery Step ID Step Description Result Comment

1 After running the macros go to the first instance of Normal List Alpha in your document. 2 Highlight the first item and go to the Format tab. (You may optionally do a right click) 3 Select "Bullets and Numbering" 4 Select the Numbering tab 8 boxes will appear 5 Select each box, in turn, except for "None" and do "Reset". 6 Select the "lower case alpha" box and go to customize 7 On the "Customized Numbered List", set Number Position Aligned At to .7 8 Set Text Position Indent At to .9 9 Return to previous window and select "Okay" This should clear the "gallery" 10 Go to the next instance of your Normal Alpha List

Health Level Seven, Version 2.7 © 2002. All rights reserved Page 47 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide 11 If the style looks correct except for the number, select Format -> Bullets and Numbering-> 12 Select the correct box (lower case alpha) and select Restart Numbering 13 If the style was not correct in step 11, re-apply the style before going to step 13.

2.11.2 Troubleshooting styles that change erratically Problem: A change is manually applied to the Style. When the document is saved and then re-opened, the style change is lost.

Clearing Previous Templates Step ID Step Description Result Comment

1 Select Tools/Templates and Add-Ins Templates and Add-Ins window will display 2 Inspect Document Template box. Delete HL73.dot if HL73.dot was the template for the it is there. previous version. 3 Inspect the Automatically Update Document Styles indicator. It should not be activated. 4 Select okay If you later return to this window you may find that Word has assigned the normal.dot template. However, this does not seem to interfere. The important thing is that the Auto Update flag is de-activated. 5 Return to document and manually correct any styles In particular you may need to reset that are not right. galleries. See table above.

2.11.3 Procedure for inserting a picture This procedure should work for pictures, diagrams or flowcharts.

Preparing and Inserting a Picture Step ID Step Description Result Comment

1 Create and save the picture in the appropriate application, e.g., Visio 2 Open the chapter and go to the place you want to HL73.dot was the template for the insert the picture. previous version. 3 Choose Insert/Object/Create From File Your visio file should be one of the choices 4 Open Your picture It should be visible in the normal should display. view mode.

2.11.4 Troubleshooting the macro Format All Tables

4605 This command is Go to Debug and read "ForegroundPatternColorIndex not available message = wdAuto" This statement seemed to be in the General Section; Format Tables in a subsection on formatting borders.

I just went on to the next macro assuming I would take care of the problem manually later. Query tables in my I just had to re-start the chapter that do not macro with a table number conform to the past the messed up table. standard formatting. the table did not This took a little more have columns with investigation. I finally found consistent widths. that some of the added rows had an extra column at the end that was set to a 0" width. I had to insert some more rows, move the cells contents I wanted to keep, and then delete the offending rows.

"Message Table Run "convert message does not contain tables into new 5 columns! format" Abort?" first?

5941 The requested member Go to Debug of the collection does not exist.

2.11.5 Getting new data element or table numbers from HQ Some changes require the introduction of new data element of table numbers. In order to continue the work temporary numbers as described above should be used. When knowing the amount of new numbers they can be obtained by HQ. Just send a request to Karen van Hentenryck asking for the amount of numbers you need, e.g. "I need 4 data element and 2 table number.". Karen will give the numbers as requested. You as the editor can assign the numbers to the new items. The final assignment should be sent to Karen in return for documentation purposes: Editor HQ

Ask for new numbers

Set of new numbers

Assignment of numbers

2.11.6 Procedure for de-activating “Replace straight quotes with smart quotes”.

De-activating “Replace straight quotes with smart quotes” feature Step ID Step Description Result Comment

1 Select Tools/Autocorrect Autocorrect window will display 2 Select the Autoformat As You Type tab Autoformat As You Type window will display 3 Under “replace as you type:” deselect the option “straight quotes” with “smart quotes” 4 Select the Autoformat tab Autoformat window will display 5 Under “replace:” deselect the option “straight quotes” with “smart quotes” 6 Restore the parameters to their original state when Note that this procedure may have you finish your editing session undesirable side effects in other documents the editor is accessing. The editor is cautioned that it may be desirable to restore the parameters to their original conditions when the chapter editing session is over.

2.11.7 Generating Table of Contents

TOC Generation Step ID Step Description Result Comment

1 Select and delete the current TOC Inserting a new TOC gives you the option of deleting the old TOC; however, you will still need to select and accept the changes if tracking is turned on. Alternatively you can turn tracking off while carrying out this procedure. Once completed you will need to turn tracking back on. 2 From the Insert menu, select Index and Tables The TOC is constructed only in the English version of WORD 3 Select the Table of Contents menu 4 Select “From Template” as the format 5 Show Page Number should be checked 6 Right Align Page Number should be checked 7 Show levels should be set to (WHAT- 3?) 8 Tab Leader should be set to “dots”

2.11.8 Fixing an Erratic Document Map While the Document Map, which can be toggled on/off at View:Document Map, is not essential for editing or working with the Chapters, it can be very useful. The Document Map lists the heading outline structure of the document in a panel on the left side of the document window (see figure). Clicking on an entry in the Document Map moves the insertion point to the beginning of that paragraph. In long, complex documents, the ability to view the heading structure and move quickly to a point in the document can be quite helpful.

At times the Document Map appears erratic, including entries that are not intentional parts of the heading structure. While the following figure includes one such entry, at times large sections of a document may be effected. Examining the Paragraph Formatting for the extraneous items will show that the Outline Level is, incorrectly, set for a value other than ‘Body Text.’ The exact cause is unclear as not consistent pattern has

An example of an erroneous Document Map document map entry not been discovered.

Health Level Seven, Version 2.7 © 2002. All rights reserved Page 51 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide Manual repair can be done on a case-by-case basis, or broadly to the document. For case-by-case repair:

1) Click on an extraneous entry in the document map. This will bring the insertion point to the paragraph in question.

2) Select Format:Paragraph. On the Indents and Space tab, change Outline Level to “Body Text.” Note that Outline Level cannot be changed for paragraphs using any of the “Heading” styles.

3) Repeat for each extraneous entry.

A broader fix is possible for a document, but some care must be taken such that the Outline Level parameter is available. Selecting the entire document will lock out changes to Outline Level. (If the first paragraph selected has one of the “Heading” styles, then the Outline Level parameter will not be available.) To fix an erratic document map broadly:

1) Place the insertion point in the Co-chair table. (Any point near the beginning of the document that is not a heading or chapter title.)

2) Scroll to the bottom of the document and Shift-Click at the document end. This will select a majority of the document but will exclude the chapter title.

3) Select Format:Paragraph. On the Indents and Space tab, change Outline Level to “Body Text.” If Outline Level cannot be changed (is grayed-out) then re-select the document with a different starting point.

A macro that simplifies the Document Map fix has been developed. Clicking the following button will allow the user to select any document currently open in Word, which will then apply the document map fix to the entire document.

Fix Document Map

2.11.9 Adjusting Length to new notation Starting with v2.7 the length should be normative. Therefore, a new representation is necessary, as all information is treated as informative. Furthermore, the length also includes minimum length information. This requires an update which can be adjusted by this macro.

format Length

2.11.10 Automatic Capitalization The "Capitalize First Letter of Sentences" feature should be disabled. This will alleviate the problem of undesirable capitalization of the "i" in "i.e." and the "e" in "e.g.". It was determined that making additions to the Exceptions list was not a good solution to this problem because the exceptions will vary across users.

Page 52 Health Level Seven, Version 2.7 © 2002. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide De-activating “Automatic capitalization” feature Step ID Step Description Result Comment

1 Select Tools/Autocorrect Autocorrect window will display 2 Deselect "Capitalize first letter of sentences" feature Note that this procedure may have undesirable side effects in other documents the editor is accessing. The editor is cautioned that it may be desirable to restore the parameters to their original conditions when the chapter editing session is over.

2.12 OPEN ISSUES

 Define styles for the table meta data.  when to turn on "track changes"  procedural description to create links  sort information for tables:  alphabetic by code/description  as is  hierarchically (with levels)  status for table values (date when added)  section about deprecation

2.13 QUESTIONS/ERRORS Please let me know if there are questions or errors in applying these macros:

[email protected]

It would be helpful to submit the name of the macro and the name of the function and the line number – is possible.

2.14 HISTORY (LAST CHANGES AT THE END) Before #20  formatting column width for attribute and message tables  setting styles for conformance statements  additional macro to insert three columns into message table (for group names), i.e. converting into 6 column format  additional macro to insert fourth column to HL/ and user-defined tables for comment  additional macro to jump to a specific table (go to table)  formatting of TOC corrected  description of TOC added Health Level Seven, Version 2.7 © 2002. All rights reserved Page 53 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide  formatting for component table styles added

#20  note to balloters  preparing documents for publishing  no component definition within the field definitions  filename conventions  additional guidelines and formats on lists  new macro for adjusting the necessary gallery entries  heading and title capitalization

#21  adjusting definition of message tables to fit the five column representation  adjusting the macro to convert message tables into the five column representation  adjusting the column width for message tables in the format table macro

#22  Joann’s comments added  Scott’s macros added  Increased font size for components and HL7 and User-defined table captions

#23  introduction on how to enable macros  new page margins  before/after paragraph spaces adjusted to normal, note and body of tables  setting character styles

#24  change to wording for capitalization  example for indented note also in style guide  adding (defining) 2 different styles for hyperlinks  correction on HL7 and user-defined tables (wrong example)  recommendation for numbering new tables and data elements

#25  a third style for hyperlinks  style for TOC adjusted  styles for TOC, header/footer, page setup applied to this document  4 additional styles for examples  4th column of messages a little bit wider  adjustment to note style for margins and indentation

Page 54 Health Level Seven, Version 2.7 © 2002. All rights reserved June 2008 Draft 40 Chapter 1: HL7 V2.7 Style Guide #26  add macro for moving group names from 3rd to 2nd column  adjustment to formatting tables because the correct representation for message tables is 4 columns  update on documentation for message tables  update of styles in this document according to specification

#27  1.6.2: additional wording for segment group names  1.3.5: clarification on definitions  1.4.2, 2.9.7: procedure for generating table of contents (first wording)  2.9.6: procedure for de-activating “replace straight quote with smart quotes”  add macros for curly quote management (AutoOpen and AutoClose)  2.8.15: add macro to replace curly quotes  2.9.8: fixing an erratic document map

#28  fixing problems with macros for curly quote management (Unicode character)  1.4.2: deleting steps to generate table of contents, it is in section 2.9.7  1.6.3: statement about placement of narratives relatively to the attribute table  1.4: grammar: new section; precedes old section 1.4  1.4.1: use of commas in series  1.4.2: a/an conventions  1.4.3: "version" language convention  1.4.4: ANSI approval language  2.9.9: Automatic Capitalization

#29  1.7.4: wording added for referencing data elements and their components  1.7.5: new title: field component definition  1.7.6: new title: data type (component table); new wording for referencing data types  1.7.7: new title: data type (component) definition  1.7.6: how to reference a data type (narrative still missing)  2.2: new style "Reference Data Type"  2.2: the reference styles must be based on "Hyperlink Text"

#30  1.7.3: conventions for repeatability  1.7.6: styles for hyperlinking data types  1.7.6: naming convention for bookmarking data types  1.7.6 and 1.7.7: new header  1.7.11.x: assemble all ways to reference something

#31  update all occurrences for version references to follow styleguide  width of 3rd column of message tables set to 1"  1.7.9: wording "no suggested values" for empty tables

#33  1.7.15: maintenance of footer information Health Level Seven, Version 2.7 © 2002. All rights reserved Page 55 Draft 40 June 2008 Chapter 1: HL7 V2.7 Style Guide  2.8.18: macros for creating component models

#34  2.6: additional properties for columns: left + right padding for attribute tables  1.7.8.3+4: Imported and external tables: formatting like HL7 tables  1.7.15: footer use document property  1.7.15.3: include chapter numbers into page numbering

#35  adjusted column widths for message tables  eliminate special words in auto correction

#36  component definition is repeated within each field definition  Component Table - caption is Title Case

#37  new Word version allowed  handling of macros  smart tags  note to balloters  document properties  color coding of tables

#38  sponsoring TC  macro to adjust representation of length  adjustment to macro to format tables (colors)

#39  macro to add message table caption

 introduced C.LEN column for attribute and component tables  table with table meta data  open issues section #41

 adjusted DT Component macros for new column in data type component table

#43 . corrected macro to reference CustomDocumentProperties by name rather than by number because not all chapters have the custom properties for release_month, release_year, etc., in the same order.