2025-09-23 Minutes of CPB Meeting
Document status: Approved - no formal proposer/seconder recorded
Meeting Date: Tuesday 23rd September 2025
Meeting Time: 12:00-13:30 BST/13:00-14:30 CEST
Location: Virtual – Zoom
CHAIR: Paul Miller
NOTE-TAKER: Hayley McDougall
Agenda
Welcome and Introductions -
Apologies - Vanessa Pereira, Andjela Pavlovic, Jannis Pesch, John Tore Valand, Silje Ljosland Bakke, Vebjørn Arntzen
Requests for AOB
Minutes of previous meeting CPB Minutes - 19th Aug 2025
Actions from minutes - Jira (https://openehr.atlassian.net/jira/core/projects/CPB/board )
EHRCON25
joint meeting with SEC
Clinical Modelling Workshop
Ticketing
PROMs working group & ICHOM Collaboration (Koray)
Archetype Translations (Heidi)
EHDS (European Health Data Space)(Wouter & Joost)
Update on Clinical Operations Program (Heather)
openEHR FHIR Mappings
CPB update for openEHR Annual Report - deadline: 30th Sept 2025
AOB
Attendance
PRESENT
Paul Miller (CPB Co-Chair)
Kanthan Theivendran (CPB)
Koray Atalag (CPB)
Lars Fuhrmann (CPB)
Olha Nikolaieva (CPB)
Sebastian Garde (CPB)
Wouter Zanen (CPB)
Heidi Koikkalainen (CPB EP)
Keisha Barwise (openEHR)
APOLOGIES
Vanessa Pereira (CPB Co-Chair)
Andjela Pavlovic (CPB)
Jannis Pesch (CPB)
Heather Leslie (CPB EP)
John Tore Valand (CPB EP)
Silje Ljosland Bakke (CPB EP)
Vebjørn Arntzen (CPB EP)
1. Welcome and Introductions
Paul opened the meeting by welcoming all attendees and acknowledged the formal apologies that had been received. He invited attendees to note any additional absences; none were raised.
Paul advised the Clinical Programme Board (CPB) that the meeting would be automatically recorded to assist Hayley in preparing the minutes.
2. Requests for AOB
Paul invited attendees to raise any items for Any Other Business (AOB).
Koray requested a discussion regarding a potential change to the meeting time.
Note: This item was not discussed during the meeting and will be included on the agenda for the next meeting.
3. Minutes from previous meeting
Link: 19th Aug 2025
Paul shared the link in the chat and asked attendees, including those present at the last meeting, to review the minutes. Heidi approved the minutes from 19th August 2025, seconded by Sebastian.
Paul also noted that the minutes from 22nd July 2025 required approval and seconding, as they were not approved during the August meeting due to questions regarding the terminology used in Agenda Item 8. Paul confirmed that the terminology was correct and referenced the meeting recording and transcript, which are available for review. Paul requested Hayley to post this action on Discourse for CPB members to complete.
Action/Outcome:
Hayley to post the 22nd July 2025 minutes on Discourse for CPB members to approve.
4. Actions from minutes - Jira
Link: Clinical Program Board | Board
Paul advised that actions from the minutes are either completed or included on this meeting’s agenda for discussion. He then reviewed the Jira Board with the CPB, noting that blocked tasks would be ignored at this time.
Paul highlighted that the following actions may require significant review due to changes in the Clinical Operations Program (COP):
Paul noted that the original purpose of the CPB was to manage all clinical modelling, but much of this responsibility has shifted to the COP under Heather’s leadership as Chief Clinical Information Officer. He invited CPB members to consider this and contribute thoughts but did not expect immediate responses during the meeting. Paul emphasised that the CPB still has an important role in coordinating global clinical leads to support broader modelling initiatives within openEHR International.
Koray reflected that while the COP manages the operational and editorial aspects, the CPB could focus on providing scientific and practical guidance to address community-raised issues with archetypes and ongoing modelling. He suggested that the CPB could offer expertise on key “wicked problems,” delegating or resolving issues where feasible.
Lars added that the CPB could play a role in raising awareness of openEHR among clinicians and clinical opinion leaders, particularly in areas where awareness is low, such as eye care. Paul agreed and noted that this could form part of a potential CPB role focused on coordination and engagement with the clinical and care communities. He emphasised that any strategy should include clear, achievable objectives for implementation.
Paul then updated on specific Jira actions:
OHDSI-OMOP/openEHR mapping (CPB-86) : Remains open and assigned to Vanessa; no update was provided in her absence.
Terminology bindings maintenance in CKM (CPB-68): Sebastian advised that the CKM update is nearly complete, including release notes. This update tracks SNOMED concepts and checks for inactive terms. Paul noted that connecting the terminology server to CKM is a prerequisite but not controversial.
CPB and SNOMED/openEHR collaboration action (CPB-36): Ongoing monthly SNOMED collaboration meetings continue. Attendance has shifted to Monday afternoons, which limits Paul’s availability. Vanessa attended the last meeting, but minutes are pending. Paul invited any CPB member interested in attending as a deputy to express interest via email or Discourse.
5. EHRCON25
Paul opened the agenda item by confirming attendance for EHRCON25. Kanathan sent apologies as he is unable to attend. Paul noted that he, Sebastian, Keisha, Heidi, Lars, and Koray would be attending. Lars reminded the CPB that he is hosting the elevator pitch on “What openEHR is,” scheduled as a lunchtime session, with details confirmed on Discourse.
The clinical modelling workshop, a ticketed event, is scheduled for Wednesday morning. Paul noted that Heather and Vanessa have been planning this workshop; however, neither were present to provide an update.
The joint meeting with the SEC is scheduled for Wednesday afternoon, following the workshop and lunch break. An online pre-meeting between CPB and SEC co-chairs to arrange the agenda and confirm attendance had not been possible. Paul requested CPB members confirm on Discourse if they are attending, as openEHR requires confirmation of numbers.
Paul invited suggestions for agenda items for the joint meeting. He highlighted the importance of addressing the disconnect between the Specifications Committee and the clinical community, ensuring that specifications align with clinical requirements and deployment feasibility. He noted that Silje and Heather had specific items they intended to discuss. Paul emphasised the need to finalise the agenda in advance and encouraged members to submit suggestions to the Discourse thread once created.
Olha noted one issue for discussion with SEC regarding translations, which she believes relates to ADL 1.4 and cannot be resolved purely via tooling.
Sebastian provided an update from SEC, mentioning previous discussions on:
ADL 2.4 and its clinical implications
Template hierarchical IDs (in consultation with Severin, Ian, Silje, and Joost)
Governance of decision support algorithms (e.g., GDR)
FHIRConnect and OMOP mappings, which intersect CPB clinical operations and technical specifications
Koray suggested creating a WhatsApp group or other form of communication for CPB members attending EHRCON25 to coordinate. Koray will set up the WhatsApp group.
Action/Outcome:
CPB members attending pre-EHRCON25 joint meeting with SEC to confirm their attendance on Discourse.
CPB members to submit any topics they would like added to the joint CPB/SEC meeting agenda via Discourse.
Koray to set up a WhatsApp group for CPB members attending EHRCON25 to coordinate and organise meet-ups.
6. Clinical Modelling Workshop
The Clinical Modelling Workshop, a ticketed event, will take place on Wednesday morning. Paul advised that Heather and Vanessa have been planning the workshop, and it was unfortunate they were both unable to attend the CPB meeting to provide an update.
7. EHR Network
Paul advised that in Vanessa’s absence there may not be much of an update, as all tasks relating to the EHR Network had been assigned to her. Koray provided an update in her absence.
Koray advised that Severin has created a terms of reference for this working group, intended to act as a steering group or coordination board. Koray noted it is a good start but suggested the ToRs should be more robust and inclusive, including items such as voting rights.
Koray asked if there were previously created ToRs for openEHR working groups to avoid creating a new document. Paul advised that, to his knowledge, no official ToRs exist for CPB working groups. Paul noted it was positive to see progress being made with the working group.
8. PROMs working group & ICHOM Collaboration (Koray)
Koray provided an update on the PROMs working group, noting that he and Kanthan had met a couple of weeks ago to explore possible value propositions for both sides. He stated that they now have a reasonably good understanding of the potential value propositions.
Koray also advised that he was meeting with ICHOM later that day. He noted that ICHOM had appointed a new Chief Innovation Officer, who has strong expertise in partnerships of this type. Kanthan will also be presenting at the ICHOM workshop, providing an opportunity to meet key stakeholders in person and discuss the collaboration in more detail.
Koray concluded that once these conversations have taken place, the working group would be in a better position to finalise the value propositions and address operational aspects, including licensing of instruments. He expects to provide a fuller update in the next or following CPB meeting.
9. Archetype Translations (Heidi)
Heidi advised there was no new update for this agenda item. She is still to email Heather and Silje regarding the idea of forming a working group to define best practices around translations.
Lars shared observations from experimenting with back-translating archetypes using the DeepL API. He noted that some elements, such as “confounding factors,” were translated inconsistently across languages (e.g., as “influencing factors” in German and Dutch). Lars suggested this approach could be a useful tool to identify patterns or potentially problematic translations; while noting it is not intended to automate translation validation.
Heidi added that OpenEHR Sweden recommended designing archetypes with translations in mind from the outset, particularly for metadata in the header sections, to ensure consistency across languages.
Koray highlighted the importance of translation quality, particularly for PROMs and other patient-reported data, and referred to internationally agreed guidelines from ISPOR for forward-backward translation and cognitive review. He suggested that CKM could support this process and contribute to the editorial workflow.
Keisha shared her experience reviewing translations using tools like Google Translate and emphasised the importance of human oversight to validate translations and reconcile variations with the original clinical context. She noted the need to document local variations and justifications clearly in the archetype header to maintain clarity and consistency.
Koray suggested that tooling enhancements, such as hover-over displays of original terms in CKM, could help reviewers quickly identify translation issues. Keisha highlighted an existing CKM feature showing text differences between archetype versions, which could support this process.
Paul noted that the discussion provided useful insights for developing guidance on translation practices and thanked the contributors for sharing their experiences.
Action/Outcome:
Heidi to follow up with Heather and Silje on forming a working group to define best practices for archetype translations.
10. EHDS (European Health Data Space)(Wouter & Joost)
Paul noted that there was an action for the CPB co-chairs to raise EHDS-related matters with the openEHR CiC Board, which has been completed. He invited Wouter to provide an update.
Wouter advised that work on EHDS is ongoing and has a more international focus. Discussions are planned with the Xt-EHR project leads (Netherlands) to align efforts. In the Netherlands, a mapping to EHDS is expected, with Joost taking responsibility for this task. Collaboration with other countries, including Silje, is also being considered. Wouter noted that there are no concrete outcomes yet, but more updates are expected in future CPB meetings.
Action/Outcome:
Wouter/Joost to provide further updates on EHDS mapping and international collaboration at the next CPB meeting.
11. Update on Clinical Operations Program (Heather)
Heather was unable to attend the meeting to provide an update. Keisha provided a summary on her behalf.
Keisha advised that work has been ongoing to learn and understand the creation of archetypes and the editorial guidance associated with this. These topics will also be discussed at the Clinical Modelling Workshop at EHRCON25.
She noted that work has been carried out with one of the openEHR Fellows and that revisions have been made to the Physical Examination archetype, including re-conceptualisation and retirement of certain clusters. Guidance on these changes is being documented and will be incorporated into the editorial guidelines.
Keisha highlighted that the onboarding process into using the CKM and best practices around archetype creation has been progressing well, and tooling workflows are being established as part of this work.
12. openEHR FHIR Mappings
This agenda item was not formally discussed during the meeting. However, it was referenced during the review of actions from the Jira board. Paul noted that the OHDSI-OMOP/openEHR mapping task (CPB-86) remains open and assigned to Vanessa. In her absence, no further update could be provided.
13. CPB update for openEHR Annual Report - deadline: 30th Sept 2025
Paul advised the CPB that the committee needs to create a CPB update for the openEHR Annual Report, summarising activities of the various groups, including the Clinical Program Board. Paul and Vanessa will draft the submission, which consists of only a couple of paragraphs, and is due before the end of the week.
Paul invited CPB members to highlight any items they would like included or raise any points for inclusion via Discourse. He noted the general theme would cover the evolution of the CPB, ongoing working groups, and the level of activity and coordination within the board. Paul also mentioned the need to rewrite the CPB terms of reference and membership structure to maintain viability over the next year.
Action/Outcome:
Paul and Vanessa to submit the CPB contribution to the openEHR Annual report to comms@openehr.org by 30th Sept 2025.
14. AOB
Paul opened the discussion regarding the next CPB meeting, scheduled for 21st October 2025. Given that EHRCON25 takes place the week prior, Paul suggested cancelling the October meeting and holding the next meeting on 18th November 2025.
Koray advised that he and Heather are part of the openEHR x HL7 Archetypes in HL7 working group and suggested that this should be added to the next CPB agenda for discussion, noting that there has not been significant movement recently.
Heidi advised that she, Heather, and Wouter are part of the openEHR x HL7 IPS working group, which is meeting regularly, and that progress on modelling work is ongoing.
Action/Outcome:
The openEHR x HL7 Archetypes in HL7 working group to be added to the agenda.
Paul thanked all attendees and expressed that he is looking forward to seeing those attending EHRCON25.
Actions
Hayley to post the 22nd July 2025 minutes on Discourse for CPB members to approve.
CPB members attending pre-EHRCON25 joint meeting with SEC to confirm their attendance on Discourse.
CPB members to submit any topics they would like added to the joint CPB/SEC meeting agenda via Discourse.
Koray to set up a WhatsApp group for CPB members attending EHRCON25 to coordinate and organise meet-ups.
Heidi to follow up with Heather and Silje on forming a working group to define best practices for archetype translations.
Wouter/Joost to provide further updates on EHDS mapping and international collaboration at the next CPB meeting.
Paul and Vanessa to submit the CPB contribution to the openEHR Annual report to comms@openehr.org by 30th Sept 2025.
The openEHR x HL7 Archetypes in HL7 working group to be added to the agenda.
Next Meeting
DATE: Tuesday 18th November 2025
TIME: 12:00-13:30 BST/13:00-14:30 CEST
LOCATION: Virtual – Zoom
The next meeting was originally scheduled for Tuesday 21st October 2025; however, this meeting has been cancelled due to EHRCON25 taking place the week before. Apologies have been sent to all invitees. If you have not received these, please inform Hayley via email at comms@openehr.org.