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EUDAMED Actor registration module

  • 1.  EUDAMED Actor registration module

    Posted 30-Dec-2020 03:31

    Hello all,

    I heard about that the European Commission has made available the EUDAMED Actor registration module for voluntary use by Member States and Economic operators as of Dec 1, 2020. May I please ask if any one has any relevant details about this communication?

    Also, how does a manufacturer is impacted by this upcoming regulation ? Is there any action required for lower classes devices such as class I?

    Thank you all in advance.



    ------------------------------
    Shikha Malik
    Regulatory Affairs Specialist II
    Dallas TX
    United States
    ------------------------------


  • 2.  RE: EUDAMED Actor registration module

    Posted 30-Dec-2020 10:18

    1 December 2020 marked the first day that we can voluntarily register as "Actors" in the new EUDAMED database as part of the transition to the new EU MDR.  Though we can voluntarily register as of 1 December 2020, note that the mandatory registration deadline is May 26, 2021 with a possibility that it might be delayed further until 26 May 2022.  For now I recommend aiming for May 26, 2021 at the latest.  Visit https://ec.europa.eu/health/md_eudamed/actors_registration_en for further details about the Actor registration process.



    ------------------------------
    Kevin Randall, ASQ CQA, RAC (Europe, U.S., Canada)
    Principal Consultant
    ComplianceAcuity, Inc.
    Ridgway, CO
    United States
    www.complianceacuity.com
    © Copyright 2020 by ComplianceAcuity, Inc. All rights reserved.
    ------------------------------



  • 3.  RE: EUDAMED Actor registration module

    Posted 31-Dec-2020 02:37
    Dear Kevin

    EUDAMED is not fully rolled out yet.
    Where do you have the information that the "mandatory registration deadline is May 26, 2021"?  
    e.g. 
    "The development and implementation of EUDAMED is a high priority for the Commission ......
    The module on UDI/device registration (second module) and the module on Certificates and Notified Bodies (third module) will become available by May 2021. Afterwards, the remaining modules will be displayed as soon as they are functional"

    The above quotes are taken from the following EUDAMED web site:
    https://ec.europa.eu/health/md_eudamed/overview_en

    Wish you and the rest of the readers a Happy New Year!

    Best Regards,
    Stephanie

    MedTechXperts GmbH
    CH-5023 Biberstein
    Switzerland



    ------------------------------
    Stephanie Grassmann
    Managing Director of MedTechXperts Ltd
    Biberstein
    Switzerland
    ------------------------------



  • 4.  RE: EUDAMED Actor registration module

    Posted 31-Dec-2020 12:50

    Thank you, Stephanie for your questions.

    Remember that "Actor" registration corresponds to the EUDAMED registration of Economic Operators.  Economic Operators include manufacturers, authorized representatives, importers, and distributors, though currently there is no distributor registration requirement (unless and until one is created for distributors pursuant to EU MDR Article 30(2).  Notified Bodies are not Economic Operators and are therefore outside the scope of Shikha's question and my prior response.

    The second EUDAMED module (UDI/device registration) (as well as others to come later) are also outside the scope of the "Actor" registration topic about which Shikha is asking and to which my prior response applies.  It is important not to confuse the Actor registration module and requirements with the other five modules (e.g., those on UDI/Devices, Notified Bodies and Certificates, Clinical Investigations and performance studies, Vigilance and post-market surveillance, and Market Surveillance).

    A previous version of the website you linked and the Commission's supporting 30 October 2019 notice foresaw all modules launching by May 2022.  Presumably due to the COVID-19 pandemic, they have now softened (yet not necessarily amended) that language and are aiming for full implementation on a "gradual basis" and "as soon as they are functional" (see my prior website link and yours).  Nonetheless, such positions and notices have thus far been quite everchanging.  Ultimately, the current official legislative deadline is that represented by Articles 123(2) and 123(3)(d). As noted in my prior narrative, to be safe I'm currently suggesting that folks view, for the moment, that date to be May 2022 (all modules) and to be safer, May 2021, for the Actor module.  This is partially influenced by MDCG's MDCG 2020-15 bold language strongly encouraging actor registration.  However, to your point, I should have used softer language than "mandatory" regarding the Actor registration module, as aforesaid Articles 123(2) and 123(3)(d) currently leave undefined a definitive legislative deadline; thank you for requesting my associated clarification.  Happy New year to you also!



    ------------------------------
    Kevin Randall, ASQ CQA, RAC (Europe, U.S., Canada)
    Principal Consultant
    ComplianceAcuity, Inc.
    Ridgway, CO
    United States
    www.complianceacuity.com
    © Copyright 2020 by ComplianceAcuity, Inc. All rights reserved.
    ------------------------------



  • 5.  RE: EUDAMED Actor registration module

    Posted 01-Jan-2021 05:21
    Edited by Stephanie Grassmann 01-Jan-2021 07:11

    Dear Kevin

    Sorry, I disagree with your comment " mandatory registration deadline is May 26, 2021" and your follow-up comments with relation to this deadline.

     

    With reference to my comments below, please refer to the consolidated version of the EU Medical Device Regulation (MDR), Articles 34 and 123.

    https://eur-lex.europa.eu/legal-content/EN/TXT/?uri=CELEX%3A02017R0745-20200424 


    Here is a summary of the MDR Article 34 "Functionality of Eudamed" with sub-articles:

    1. EC has to ensure "that Eudamed is fully functional at a date that allows the Commission to publish the notice referred to in paragraph 3 of this Article by 25 March 2021 and that all other relevant deadlines laid down in Article 123 of this Regulation and in Article 113 of Regulation (EU) 2017/746 are met"

             then

    1. EUDAMED has to be verified that it has achieved full functionality and meets functional specifications according to Art 34(1)

            then

    1. Commission consults with MDCG. If Commission satisfied referring to Art 34(2), then an official notice is published in Official Journal of the European Union

     

    According to Article 123 " Entry into force and date of application"

    "... the obligations and requirements that relate to Eudamed shall apply from the date corresponding to six months after the date of publication of the notice referred to in Article 34(3)" -> Article 34(3) is point 3 above.

    Since, the Eudamed is:

    • not fully functional,
    • has not been verified
    • no official notice has been published
    • waiting time of 6 months has not started since the official notice - the trigger - has been published

    then May 2021 cannot the deadline in my opinion.


    Best Regards,
    Stephanie




    ------------------------------
    Stephanie Grassmann
    Managing Director of MedTechXperts Ltd
    Biberstein
    Switzerland
    ------------------------------



  • 6.  RE: EUDAMED Actor registration module

    Posted 01-Jan-2021 09:59
    Thank you Stephanie for your additional comments.  Please refer to my follow-up narrative explaining my informal non-legislative use of the word "mandatory" for the limited context of Actor registration.  Please also review my stipulation that Article 123(3)(d) (consolidated/amended) simply plans for announcement of an application deadline, while currently leaving "undefined" a specific legislative deadline [without prejudice to the Article 34(3) notice and six-month period referenced in my prior comment by way of Article 123(3)(d)].  In other words, "undefined" means I don't believe that we have a specific date yet, as the Article 34(3) notice has not, to my knowledge, yet been published.  On that note regarding your comment that the notice "has been published", did you instead mean that it is not yet been published?  Thanks for your clarifications.

    ------------------------------
    Kevin Randall, ASQ CQA, RAC (Europe, U.S., Canada)
    Principal Consultant
    ComplianceAcuity, Inc.
    Ridgway, CO
    United States
    www.complianceacuity.com
    © Copyright 2020 by ComplianceAcuity, Inc. All rights reserved.
    ------------------------------



  • 7.  RE: EUDAMED Actor registration module

    Posted 02-Jan-2021 03:15

    Dear Kevin

     

    Kindly request that you refer to MDR Article 34 "Functionality of Eudamed" and Article 123 " Entry into force and date of application" with regards to your question. 
    I apologize, I do not understand your question with regards to my posting. My posting states "no official notice has been published" (2nd last bullet).  

     

    In summary, the European Commission will publish a notice in the Official Journal of the European Union when Eudamed has been verified and meets the defined functional specifications. Then there is 6 months - from the date of this publication - till obligations and requirements related to Eudamed are legally binding.  

     

    At this point of time, many of the points of MDR Article 34 have not been fulfilled in addition to that no official notice has been published as referred to in Article 34(3).


    Best Regards,
    Stephanie



    ------------------------------
    Stephanie Grassmann
    Managing Director of MedTechXperts Ltd
    Biberstein
    Switzerland
    ------------------------------



  • 8.  RE: EUDAMED Actor registration module

    Posted 02-Jan-2021 11:48
    Thank you Stephanie for your further clarifications.  My question was regarding the fourth bullet ("...the official notice - the trigger - has been published...") which seems to conflict with the third bullet ("...no official notice has been published...").  I'll infer that the fourth bullet has a clerical error and that you meant it to say that "the official notice - the trigger - has NOT been published...".  Thanks again for your clarifications and valued contributions to the RAPS Forum.  Happy New Year.

    ------------------------------
    Kevin Randall, ASQ CQA, RAC (Europe, U.S., Canada)
    Principal Consultant
    ComplianceAcuity, Inc.
    Ridgway, CO
    United States
    www.complianceacuity.com
    © Copyright 2020 by ComplianceAcuity, Inc. All rights reserved.
    ------------------------------



  • 9.  RE: EUDAMED Actor registration module

    Posted 31-Dec-2020 07:05

    Thank you for the question and comment in regards to the actor registration.

    It is clearly not a good approach of the EU to have the actor registration implemented on a voluntary basis.  In Germany we 130km/h on a voluntary basis!!!!

    The actor registration is an important module for Eudamed and indeed it causes now significant problems.  The MDR states the whole Eudamed must be in place in order to make it mandatory.  This was done for a good reason.

    1. The member states via the MDCG Group seemed to push for having the actor module available but there is no legal basis whatsoever in a Member State and someone should wonder why officials do something if they are not required to do so. Meaning without a legal basis the SRN issued up to now may simply not be valid.  That could change with a national law but be aware that the ministry of health currently have different problems to deal with then the SRN.
    2. It already has been decided to delay Eudamed until May 2022. The MDR does have provision if Eudamed is delayed the IVDR does not have these provisions.  Therefore, the pressure is up.
    3. Once Eudamed is fully in place (once published in the Official Journal of the EU) transitional provisions apply for the individual registration a manufacturer must perform).

    The following applies on the application date and that cannot be changed that easily since it is written in the law in the MDR.  In general terms the fall back scenario in regards to the registration is the MDD and the actual transposition of the MDD in the Member States. This certainly makes sense.

    Overall, we are not against this voluntary approach and recommend to use it, if possible.  However, please be aware as long there is no legal basis the MDD rules prevail and must be put in place.  Meaning even if you have a SRN you must follow the current registration rules which apply to you via your EC REP.

     



    ------------------------------
    Ludger Moeller
    President, MDSS GmbH
    l.moeller@mdssar.com
    ------------------------------



  • 10.  RE: EUDAMED Actor registration module

    Posted 01-Jan-2021 07:50
    Good day,

    If I could add a little wrench in the cogs of EU MDR implementation.  I agree which all have said about EUDAMED being fully functional, the notice needing to be published, and then implementation 6 months after, but that does not take into consideration what happens in the real world.  Also as part of EU MDR application to a Notified Body (NB), the SRN is needed which has not been available up to this time.  You can fully expect NB will not accept an EU MDR application without the SRN number which is now available through the Actor registration module.  Yes, I know many will say - NB can not require this according to Article 34, 123, etc. etc., but in reality they will expect this and require according to the contract.  And those companies which think they can continue on their EU MDR compliance without having a the SRN ready for the EU MDR application to the NB will be fighting an uphill battle.  This will also hold true for the other modules, when they are available and ready even though EUDAMED is not "fully functional" expectations will be made this information is in EUDAMED.  So I do agree with Kevin's point as companies should be moving toward getting their registration done in EUDAMED now and not waiting until May 2021 or May 2022 or even later when supposedly fully functional.  All a company is doing is delaying the inevitable and also gives the opportunity to align their quality system with the EUDAMED requirements by already using the system.  It will also give a good opportunity to give feedback to European Commission when functions are not working properly in EUDAMED especially with new modules get released.

    ------------------------------
    Richard Vincins RAC
    Vice President Global Regulatory Affairs
    ------------------------------



  • 11.  RE: EUDAMED Actor registration module

    Posted 01-Jan-2021 08:15
    Just one further point to make concerns the involvement of individual competent authorities (CAs) in the actor registration process.

    Once the actor has entered its data into the actor registration module, the local CA must issue the Single Registration Number (SRN), but if the local CA has not yet registered with the system, no SRN can be issued. This is currently the case with at least one CA.

    To summarise:

    1. Actor registration is available on a voluntary basis now.
    2. The modules on UDI/device registration and Certificates/Notified Bodies (for voluntary use) are targeted for May 2021.
    3. Remaining modules are targeted for May 2022. 
    4. If all modules are available by May 2022 and the Commission has announced that Eudamed is 'fully functional', use of the full system becomes mandatory from November 2022 (six months after the announcement).
    It's good the see that 'CE' maintains its original meaning, though - Confusion Everywhere!

    ------------------------------
    Roger Gray
    VP Quality and Regulatory
    Donawa Lifescience Ltd
    UK Responsible Person services
    Christchurch, UK
    +44 1425 489208
    rgray@donawa.com
    www.donawa.com
    ------------------------------



  • 12.  RE: EUDAMED Actor registration module

    Posted 01-Jan-2021 10:35
    Edited by Stephanie Grassmann 04-Jan-2021 14:15

    Just an extra note to this discussion, with regards to actor registration:

    Please note that economic operators from the following countries are allowed to register in the Eudamed Actor module since December 2020:  "EU 27, Iceland, Liechtenstein and Norway". "Non-EU manufacturers will be able to register only if their authorised representative is established within the EU 27, Island, Lichtenstein and Norway."

    Economic operators from the following countries are not allowed to register from December 2020 according to the Actor Module FAQs document:

    • UK
    • Switzerland
    • Turkey

     

    For further information please consult the Actor Module FAQs at the following web site

    https://ec.europa.eu/health/sites/health/files/md_eudamed/docs/md_actor_module_q-a_en.pdf

     

    Best Regards,

    Stephanie



    ------------------------------
    Stephanie Grassmann
    Managing Director of MedTechXperts Ltd
    Biberstein
    Switzerland
    ------------------------------



  • 13.  RE: EUDAMED Actor registration module

    This message was posted by a user wishing to remain anonymous
    Posted 04-Jan-2021 09:10
    This message was posted by a user wishing to remain anonymous

    It seems that a US manufacturer with an authorised representative in one of EU 27, Iceland, Liechtenstein or Norway could also register:

    Non-EU manufacturers will be able to register only if their authorised representative
    is established within the EU 27, Island, Lichtenstein and Norway. Economic
    operators from the UK, Switzerland and Turkey will only be able to submit actor
    registration requests in EUDAMED at a later stage, not from December 2020.



  • 14.  RE: EUDAMED Actor registration module

    Posted 04-Jan-2021 11:50
    Non-EU manufacturers established in the USA are in fact allowed to register.  I am currently in the process of registering my USA clients in the EUDAMED database.  In addition, other USA companies have already successfully registered as can be seen using the search engine here: https://ec.europa.eu/tools/eudamed/#/screen/search-eo.  This is in alignment with the FAQ document which affirms that non-EU manufacturers except those from the UK, Switzerland, and Turkey will be able to register from December 2020 as long as their authorized representative is established within the EU 27, Island, Lichtenstein and Norway.

    ------------------------------
    Kevin Randall, ASQ CQA, RAC (Europe, U.S., Canada)
    Principal Consultant
    ComplianceAcuity, Inc.
    Ridgway, CO
    United States
    www.complianceacuity.com
    © Copyright 2020 by ComplianceAcuity, Inc. All rights reserved.
    ------------------------------



  • 15.  RE: EUDAMED Actor registration module

    Posted 02-Jan-2021 06:20
    Hi
    I have this picture concenring Eudamed


    ------------------------------
    Evangelos Tavandzis
    Lead Auditor, Consultant
    Praha
    Czech Republic
    ------------------------------



  • 16.  RE: EUDAMED Actor registration module

    Posted 02-Jan-2021 07:19
    Edited by Tiina Tyni 02-Jan-2021 07:21
    Hi,

    lively and interesting discussion in this thread on a very current topic. Roger's comment in particular regarding the CAs prompted me to jump in too to ask that is anyone aware of fees that the CAs would be attaching to assigning the SRNs? I've heard only of one case, and was just wondering why the topic hadn't come up in any of the Actor module FAQs, etc. Could it be that fees are so Member State- and CA-specific?

    Best regards,
    Tiina

    ------------------------------
    Tiina Tyni
    Regulatory Consultant
    Finland
    ------------------------------



  • 17.  RE: EUDAMED Actor registration module

    Posted 02-Jan-2021 12:00
    Hi Tiina. Your supposition is correct: Pursuant to EU MDR Articles 31(8) and 111, the potential for the levying of EUDAMED Actor registration fees is indeed Member State-  / Competent Authority- specific.  Looking forward to hearing the Forum's further insights about such Member State / Competent Authority EUDAMED Actor registration fees.

    ------------------------------
    Kevin Randall, ASQ CQA, RAC (Europe, U.S., Canada)
    Principal Consultant
    ComplianceAcuity, Inc.
    Ridgway, CO
    United States
    www.complianceacuity.com
    © Copyright 2020 by ComplianceAcuity, Inc. All rights reserved.
    ------------------------------



  • 18.  RE: EUDAMED Actor registration module

    Posted 03-Jan-2021 08:15
    Hi Tiina,

    At least the Finnish Competent Authority (FIMEA) places fees on the registration to EUDAMED. It cost 500€ to register manufacturer in EUDAMED.
    The regulation is available (in Finnish) at [LINK].

    Best regards,
    Hannes

    ------------------------------
    Hannes Hyvonen
    RA Manager at Icare Finland
    Vantaa
    Finland
    ------------------------------



  • 19.  RE: EUDAMED Actor registration module

    Posted 03-Jan-2021 11:30
    Edited by Tiina Tyni 03-Jan-2021 11:34
    Hi,

    Kevin - yes those two articles give Member States green light to collect fees for running MDR-related activities.

    Hannes - your comment inspired me to do research on the SRN fees. I checked almost dozen CAs (Sweden, Denmark, Ireland, Italy, France, Spain, Austria, Germany), and found that none of them had put SRN fee on their website (Note: only checked their websites' English version if there was one - perhaps someone from those countries or with appropriate language skills could check out native language page findings). But when I looked up SwissMedic's, they had a full-scale SRN FAQ document. I want to give them credit for implementing the MDR Article 111 in appropriate MDR Actor-friendly manner: not only providing the SRN fee clearly (it's an hourly fee), but also being transparent about the basis of the fee (i.e what tasks SRN validation entails).

    I didn't find the information on SRN or SRN fees transparent and clear on the CA websites I checked. Most of them had some sort of medical device fees listed, but single registration number as a term always seemed to escape the reader (as an old school linguist and user experience veteran, I can't help caring about these details). Also, the fees weren't easy to compare with one another, as they were listed as a one-off fee, possibly with an annual fee on the side, or determined by device class and/or by annual net sales.

    Best regards,
    Tiina

    ------------------------------
    Tiina Tyni
    Regulatory Consultant
    Finland
    ------------------------------



  • 20.  RE: EUDAMED Actor registration module

    Posted 04-Jan-2021 03:03
    And here we go again ... the EU MDR was written to make sure everything was harmonised across all Member States.  What happened under the Medical Device Directive 93/42/EEC was Member States found missing items or lacking regulation therefore started creating their own individual requirements, i.e. French registration, Italian Passport registration.  Now instead of paying a single fee in EUDAMED, we have to look to see where we are registering and then have to figure out the cost as Tina as researched not finding the information readily.  Plus Competent Authorities have also had since May 2017 to figure out how this would be done, so you would think each would have a "SRN Page" by now which I completely agree with Tina should be using the linguistic nomenclature the same throughout Europe.

    ------------------------------
    Richard Vincins RAC
    Vice President Global Regulatory Affairs
    ------------------------------



  • 21.  RE: EUDAMED Actor registration module

    Posted 04-Jan-2021 06:09

    Dear Richard,
    thank you for your comment in regards to EU.

    There are aspects, which will not be regulated in the EU since there are cultural issues.  The regulation was written for the EU not necessarily focusing on manufacturers outside the EU.

    If that is understood, there is no need to have a harmonized system for fees or penalties in place.  The fees apply where the manufacturer is located and he goes to jail where he is located. A manufacturer only needs to know the rules of his country.

    We understand that for a manufacturer outside the EU the point of view is different.  For exmaple, It may be a factor to decide where his EC REP will be located concerning such fees. However,

    1. Governmental registration fees should only reflect the resources used.
    2. Consequently, they should not play a big role considering the overall cost of the MDR.

    The last point is that you may select a country today with no fees and guess what it may change tomorrow. 

    The UK always had registration fees and will keep them up after the Brexit!  This has not prevented the UK being the country with the most EC REPS in the past.



    ------------------------------
    Ludger Moeller
    President, MDSS GmbH
    l.moeller@mdssar.com
    ------------------------------



  • 22.  RE: EUDAMED Actor registration module

    Posted 11-Jan-2021 11:48
    To anyone visitng this thread who is interested in the practicalities of the EUDAMED access, I highly reccommend this video from Monir El Azzouzi from Easy Medical Device: 
    (10) How to register your company in EUDAMED? [Medical Devices] - YouTube

    This is only a very simple registration, but it is pretty concering to watch how convoluted this process is going to be. I sincerely hope that this is not a taste of things to come for other modules.

    ------------------------------
    Agnieszka Swiatek
    Regulatory Affairs Manager
    Niel
    Belgium
    ------------------------------