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How to Get Involved

Guidelines for Written and Verbal Testimony 
We value your input on health coverage decisions made by the Health Evidence Review Commission (HERC) and its committees, panels, and work groups.

Commissioners and committee members review written and verbal comments for each meeting. This page explains how you can be involved and share your thoughts. For the latest information on our meetings and the topics we’re discussing, visit Meetings and Materials.

The goal of this process is to help make sure covered health services are safe and effective.

First, someone – including you! -  recommends review of a topic. This may be because of a new medical code, a new technology, new or updated medical studies (evidence), or concerns about overlooked issues.

If you'd like to suggest a topic, see “How To Suggest A Topic For Discussion" below.

Once a topic is selected:

  • ​​Staff reviews medical studies (evidence), checks other insurance policies, checks with experts, considers how this topic may affect people who have been harmed by historical injustices, and writes a summary of the key information
  • Subcommittee process
    • The Value-based Benefits Subcommittee (VbBS) reviews the summary, hears public comment and may:
      • Recommend a change,
      • Request more research, or
      • Suggest no change is needed
  • Approval Process
    • HERC reviews VbBS's recommendations. Often, it reviews them on the same day. HERC can accept the recommendation, or change the recommendation and approve the revised version. In other cases it may refer the topic back to a subcommittee for more work, or decide no change is needed.​

These guidelines help ensure fair and effective participation during meetings.

You can share your verbal comments in person at most HERC and committee meetings. Please note: Sometimes meetings are held online only. Check Meetings & Materials  for notices.

Key Points for In-Person Verbal Testimony

  • For comments about agenda items:
    • Public comment usually happens:
      • At the scheduled time for that topic
      • After the group's discussion
      • Before a vote
    • Speakers typically have up to three minutes each, in the order they signed up. If time is tight, the chairperson may reduce testimony time (see “When Time Is Limited")

Comments for Topics Not on the Agenda
If you want to speak on a topic that is not on the agenda:

  • ​HERC: The Commissioners hears your comments soon after the meeting starts
  • ​​VbBS: Subcommittee members hears your comments just before the meeting ends. Please arrive at least one hour before the scheduled end in case the meeting finishes early

The Commission or subcommittee may or may not act on your recommendations. If it decides to act, it will most likely direct staff to place the topic on a future agenda. In rare cases, it may act immediately.

Please note: The Evidence-based Guidelines Subcommittee  only hears comments about topics listed on the agenda.

Register and Give Testimony

  1. Register in Advance:
    • Register online  or call 541-975-3759 before noon, two business days before the meeting.
  2. Sign In:
    • Even if you pre-register, sign in with staff when you arrive to ensure time is set aside for your testimony.
  3. Submit Written Testimony: Please see “How to Share Your Comments in Writing" below

Additional Tips

  • Send slides, if you choose, to herc.info@oha.oregon.gov at least 24 hours before the meeting.
  • Stay after your testimony for possible questions from Commission members (this time won't count against your speaking limit)

When Time is Limited

  • If many people sign up to speak, the chairperson may:
    • Reduce testimony time to as little as one minute per person.
    • Limit total testimony to five minutes per topic or as little as one minute per person
  • Speakers testify in the order they signed up until the time runs out.

Special Cases

  • Some meetings may not allow public testimony, such as when a topic has already been discussed in detail at a previous meeting or when the agenda requires urgent decisions.​

New title: How to Comment by Phone or Video

These guidelines help ensure fair and effective participation during meetings.

You can share your verbal comments by video or phone at most HERC and committee meetings. Check Meetings & Materials for details.

​Key Points for Video or Telephone Verbal Comments

  • For topics on the agenda, public comment usually happens:
    • At the scheduled time for that topic
    • After the group's discussion of the topic
    • Before a vote
  • Speakers typically have up to three minutes each, in the order they signed up. If time is tight, the chairperson may reduce testimony time (see “When time is limited")

How to register and testify: Sign Up to Speak

  • Complete the sign-up form by noon, two business days before the meeting (for example, by noon Tuesday for a Thursday meeting).
  • If you miss the deadline, you can still attend in person and sign up with staff to speak (see " How to Give Input at an In-Person Meeting (verbal comment)" for details).
  • Join the Meeting on Time
    • Connect to the ZoomGov meeting at least 60 minutes before the scheduled time for your topic.
  • Use the Correct Name or Number (so staff can identify you)
    • Be sure to edit your Zoom username to match the name you signed up for testimony
    • Please use the phone number you shared with staff to log in to Zoom
  • Be Ready to Speak
    • Stay logged in until your testimony is finished.
    • Unmute yourself when asked (*6 for phone users).
    • Be available to answer questions from the Commission (this won't count against your speaking time).
  • Submit Materials in Advance

​​When Time is Limited
  • If many people sign up to speak, the chairperson may:
    • Reduce testimony time to one minute per person.
    • Limit total testimony to five minutes per topic or five minutes for all non-agenda topics.
  • Speakers testify in the order they signed up until the time runs out.  

Comments for Topics Not on the Agenda
If you want to speak on a topic that is not on the agenda:

  • HERC: Your comments are heard when the meeting starts
  • VbBS: Your comments are heard before the meeting ends. Arrive at least one hour before the scheduled end in case the meeting finishes early
  • The Commission may decide to review your topic at a future meeting

Please note: The Evidence-based Guidelines Subcommittee  only hears comments about topics listed on the agenda. ​



​​To share your comments in writing for meeting materials available one-week before the meeting:

For Advance Meeting Materials, available 6 weeks before committee meetings:

Key Points:

  • Who Will Read Your Comments: Your comments will be posted on the Commissioner's website and are available for committee members and anyone who is interested.
  • How to Submit:
    • Please don't send comments by US mail – they can't be accepted
    • For non-agenda topics, you can submit up to 1,000 words total per meeting
    • Reference, listed sources and citations don't count toward the word limit
      • If you attach supporting materials (like journal articles) please ensure they are in PDF or Microsoft Word format. Other formats can't be accepted
      • Staff will look at these documents, but they won't be shared with members

Guidelines for Submitting Comments:

  • Comments over 1,000 words will be shortened
  • Comments must be submitted directly in the form or as attachments in the correct format.
    • Links to documents or unsupported file types (e.g., .zip or Pages files) can't be accepted
    • You can correct this issue before the deadline
  • Each submission must have a name attached
    • We can't accept anonymous comments
  • Late submissions (after noon, two business days before the meeting) can't be accepted
    • You can be resubmitted for the next meeting – we can help with this process. Please call 541-975-3759 for help.

Public Posting and Privacy:

  • By default, all public comments are shared on the HERC website and with members
  • Consider carefully whether to include personal health information, since it will be posted on the Internet or may otherwise become public.
    • You can ask for your comments not to be posted online, and we will honor that request if allowed by law. Nevertheless, they may be released under Oregon public records law.
    •  

Evidence-based reports and Coverage Guidences- EbGS
Comments sent during the formal comment period will be looked at and addressed as explained in the section titled Evidence-Based Reports and Coverage Guidances – How to Submit Comments During the Formal Comment Period


Detailed Reports (Coverage Guidances)

  • For complex topics, the Evidence-based Guidelines Subcommittee (EbGS) creates a detailed report (based on evidence and other facts). This report is reviewed by VbBS and HERC for final decisions.

 We share new reports and public comment dates through our e-Subscribe service. You can sign up by yourself but if you need help, please call 541-975-3759.

  • Submit comments to herc.info@oha.oregon.gov  during the formal open comment period to make sure your feedback and any evidence are officially reviewed
  • ​Staff will consider each comment and will include a response to the comment in the meeting materials available online
  • For more details, see  Open for Comment and  Overview of the Coverage Guidance development process. Late comments can't be included in the formal review but will be accepted as written testimony (see the How to Share Your Comments in Writing section). Evidence submitted after the comment period will be reviewed based on the Consideration of Evidence Discovered After Formal Comment Period policy.

Comments Outside Formal Comment Periods
If you want to submit comments outside the formal comment periods, you can use the How to Share Your Comments in Writing or How to Share Comments at an In-Person Meeting or How to Comment by Phone or Video topics. Any evidence in these comments will follow the policy for Consideration of Evidence Discovered After Formal Comment Period.


If you're not sure how to suggest a topic for the Commission (HERC), or any of its advisory panels or subcommittees, don't hesitate to reach out! We're here to provide guidance and feedback to support a productive conversation, and we're always happy to help.

To suggest a topic for discussion, please email* us:

  • Your topic of interest and request
  • Your reasons to support coverage
    • The problem your proposal solves
    • Any scientific information, medical studies or evidence that supports your request
    • Contexts or stories about patient and provider and experience to contextualize the request

HERC Staff, working closely with the committee chairpersons, will review your request and will follow up with you. Here's what to expect:

  • In some cases, staff will prepare a proposal to discuss making the requested change.
  • In other cases, we may invite you to give a 10-minute presentation at a future Value-based Benefits Subcommittee meeting
  • Other cases, we will invite you to share written or verbal comments at an upcoming meeting.

​The approach depends on factors such as whether:

    • The topic was recently reviewed
    • There are new medical studies on the topic
    • Whether any new medical studies are likely to affect HERC's policy, based on staff assessment of the evidence presented.

Based on your comment or the research prepared by staff, the Commission may choose to make the recommended change, make no change, or address the topic at a future meeting

A note about public comments:

  • The Evidence-based Guidelines Subcommittee can only hear public comment on topics already on the agenda.
  • Other committees may hear public comment on non-agenda medical topics.

We're here to help guide you through the process and we appreciate your engagement!

*Kindly note: Any materials, including faxes, sent to the Commission's physical office cannot be accepted. Emailed materials are gladly received. Thank you for your understanding.

We can provide free help if you have a disability or don't speak English. Some examples include:

  • Spoken language interpreters
  • Sign language interpreters
  • Captions (CART)
  • Braille materials
  • Large print
  • Written transcripts
  • Adjustments to virtual platforms

For help with these or other related services please call Jessica Malstrom at 541-975-3759 (voice). Relay calls are welcome. You can also email: herc.info@oha.oregon.gov. Please reach out at least 5 days before the meeting to ensure we can assist.

To help make sure we can provide the support you need, please contact us even if you're just thinking about attending the meeting. The sooner you let us know, the more likely we can assist.​