Managing MedDRA Version Updates in Clinical Trials

Why MedDRA Versions Are Updated

The Medical Dictionary for Regulatory Activities (MedDRA) is updated twice a year—typically in March and September. These updates ensure that the dictionary evolves with medical science, incorporating new terms, restructuring hierarchies, and refining definitions. For sponsors, CROs, and regulators, version updates improve data accuracy, harmonize coding, and support signal detection across therapeutic areas.

Updates may include new Preferred Terms (PTs), modifications to System Organ Classes (SOCs), or reclassification of existing terms. For example, emerging conditions such as “COVID-19 pneumonia” were added in recent versions. Sponsors must adopt these updates in a timely manner to remain compliant with regulatory expectations. Agencies such as the FDA, EMA, and PMDA require that safety data submissions specify the MedDRA version used for coding.

Failure to manage version updates can result in inconsistent datasets, delayed submissions, and inspection findings. Thus, implementing structured processes for MedDRA updates is essential for regulatory compliance and pharmacovigilance.

Impact of Version Updates on Clinical Trials

Each MedDRA update can affect ongoing trials in several ways:

• New terms: Coders gain access to updated LLTs and PTs reflecting current medical knowledge.
• Retired terms: Certain LLTs may be deprecated, requiring recoding of existing events.
• Hierarchical shifts: PTs may be reassigned to different SOCs, changing how aggregate analyses are performed.
• Cross-study comparisons: Trials coded with different versions may produce inconsistent datasets unless reconciled.

For example, if “Myocardial infarction type 2” is added as a PT in a new version, coders must reassign prior cases coded under general “Myocardial infarction” PTs to ensure consistency in safety analyses.

Version changes may also impact DSURs, PSURs, and aggregate reports. Regulators often question whether sponsors have adequately managed version transitions when inconsistencies appear in safety datasets.

Case Example: MedDRA Version Transition in an Oncology Trial

Consider a Phase III oncology trial using MedDRA version 23.0. Midway through the trial, version 24.0 introduces new PTs for immune-related adverse events, including “Immune checkpoint inhibitor colitis.” The sponsor must:

1. Update the safety database to MedDRA v24.0.
2. Recode historical events from general terms like “Colitis” to the new PT where appropriate.
3. Train coders on the new version and updated coding conventions.
4. Document the reconciliation process in the Trial Master File (TMF).

This case illustrates how timely adoption of new versions ensures accurate pharmacovigilance and regulatory compliance, particularly in emerging therapeutic areas.

Regulatory Expectations on MedDRA Version Management

Regulatory agencies expect sponsors to demonstrate traceability and consistency in handling MedDRA updates. Common expectations include:

• Version documentation: Submissions must clearly state the MedDRA version used for coding.
• Transition management: Sponsors should document how and when version updates were implemented.
• Reconciliation: Safety datasets must be reconciled to avoid inconsistencies across versions.
• Training: Coders must be trained on new terms, structures, and conventions introduced in each update.
• Audit readiness: Regulators may review version transition logs during inspections.

Inspection findings often highlight failures in version management, such as continued use of outdated versions or lack of documentation on recoding decisions. For global compliance, sponsors should align coding practices across all regions, ensuring FDA, EMA, and CDSCO submissions use harmonized MedDRA versions.

Best Practices for Handling Version Updates

To effectively manage MedDRA updates, sponsors should adopt the following practices:

• Establish SOPs: Define clear procedures for adopting new MedDRA versions.
• Plan updates: Implement updates immediately after March and September releases.
• Reconcile datasets: Perform systematic recoding of historical cases impacted by new or retired terms.
• Train coders: Provide refresher training with examples of new terms and hierarchical changes.
• Audit processes: Maintain version control logs, reconciliation records, and coding decision documentation.

For instance, a sponsor may maintain a version reconciliation log that documents all PTs changed during an upgrade, along with rationale for recoding decisions. Such logs serve as valuable inspection artifacts.

Challenges in Managing Updates

Despite best practices, challenges remain:

• Resource burden: Updating databases and training coders requires time and staff.
• Cross-study consistency: Reconciling coding across multiple ongoing trials can be complex.
• Regulatory timelines: Version updates often coincide with critical submission deadlines.
• Automation risks: Auto-recoding features may misclassify terms without manual review.

These challenges highlight the importance of proactive planning, sponsor oversight, and hybrid manual/automated reconciliation processes.

External Resources and References

Coders and safety professionals should leverage external resources to stay aligned with regulatory expectations. The ISRCTN Registry often references MedDRA coding standards in trial protocols, demonstrating global alignment on terminology usage.

Key Takeaways

Handling MedDRA version updates is a critical pharmacovigilance function. Clinical teams must:

• Adopt new MedDRA versions promptly after release.
• Reconcile coding across trials to maintain consistency.
• Document transitions, rationale, and recoding decisions in audit-ready logs.
• Train coders on new terms and hierarchical changes.
• Maintain inspection readiness by aligning global submissions to the same version.

By managing MedDRA updates systematically, sponsors ensure accurate safety data, regulatory compliance, and reliable pharmacovigilance across global clinical development programs.