Welcome!

Regularly Scheduled Series (RSC/RSSs)

Updates for FY10Office of CME

Jefferson Medical College1020 Locust Street, Suite M5

Philadelphia, PA 19107Phone: 215-955-6992

Fax: 215-923-3212

Overview for Renewing RSC/RSS

Lots of changes this year Why?

What has changed

What hasn’t changed

Why the changes this year?ACCME Changes = RSC/RSS Changes

ACCME expectation that Jefferson transition to Updated Criteria for RSC/RSSPreparation for Reaccreditation Self Study in 2011

Compliance with ACCME Updated Criteria means identifying Professional performance gaps Educational need that the performance gap relates to Desirable physician attributes Barriers to improvements Strategies to overcome barriers

We tried to provide clear guidance and examples of what is needed, and when possible, included a checklist of options to select from

The Good News……Applications completed under the new process will be

approved through June 2012

with only a few annual tasks such as….

Updates to Planner COIReview of new evaluation data Payment of annual fee

**Unless the ACCME makes changes

What changed?Application Content Emphasis on Practice Gaps

Specifying practice gaps, evidence for them, and what education is needed to address the gaps

Emphasis on Evaluation Evaluating how the education impacts of physician

competence, performance and on patient outcomes Emphasis on Improvement

Identifying how the RSC/RSS can be changed to improve its impact on competence, performance and/or patient outcomes

What changed?Application and Reporting Logistics

Different information needed compared to prior years Use of check-off boxes and pull down menus to try and make filling

out your application easier Lots of examples of how to complete your application

Increase use of computerization to streamline processes and respond to physician participants requests Changes to online Session Registration to automatically generate

Session Documentation Form (SDF) Addition of online Session Documentation Reporting to meet the new

ACCME reporting requirements

Content Changes : Role of Learner

What does this mean?We outline the 4 basic roles of academic physicians, and identify the primary

role for each RSC/RSS to focus the goal of the education more clearly Learner Roles

Clinician – is the RSC/RSS directed at patient care issues? Administrator – is the RSC/RSS directed at systems/management

issues? Teacher - is the RSC/RSS directed at teaching issues Researcher – is the RSC/RSS directed at research issues?

On the application:You will select other required application elements based on the primary

practice role of the learners for an RSC/RSS.

Content Changes: ID “Professional Practice Gaps” What does this mean?

A professional practice gap is the difference betweenactual and ideal performance. Professional practice gaps can be found in any role the physician

practices in: clinician, educator, researcher, or administrator. Professional practice gaps are the answer to the question:

what are these participants doing now that they could/should be doing differently or better?

There is a comparison made between what the ideal practice looks like and what the potential participants actually are doing.

On the application:You will select general professional practice gaps from a checklist provided,

based on the role of the learner

Content Changes: ID Professional Practice Gaps - sample

Learners’ Professional Role (C4)

Type of RSC/RSS Approach Associated with this Role (C5)

Types of Professional Practice Gaps Encountered by these types of Learners in Practice (C2) (check all that apply)

Clinician Lectured Based (Grand Rounds)Case BasedJournal ClubM & M

Problems encountered in practice or identified by the presence of poor or unexpectedly poor patient outcomes Keeping abreast of new/emerging information and how to incorporate this into practice Applying evidence based guidelines in practice Gaps identified via PI/QI processes (must be outlined above) Section 3A

Researcher Lecture BasedCase BasedJournal ClubFaculty Development

Problems encountered in design and/or implementation of research project problems encountered in the interpretation and/or publication of research results Problems encountered in applying basic research to clinical practice Keeping abreast of new/emerging information and how to incorporate this into practice Maintenance of Certification

Content Changes: Clinical RSC/RSS tie directly to Institutional Patient Safety/PI/QI

If the RSC/RSS is clinically oriented, completing this section will explicitly link education delivered to RSC/RSS session to institutional patient safety and/or performance improvement goals.

On the application: Select one of the options outlined Option 1. Patient Safety related issues

What topics does your Peer Review Physician recommend be included in this activity to improve clinical processes and/or patient outcome in your department?

Option 2. Performance and/or Quality Improvement Process What quality metrics are in place in your department/division to

measure improvements in patient care and/or processes that will be addressed as part of this activity?

Option 3. Other Metrics ex: (HCAHO, HEDIS, PQRI, RPR, CMS) What other measures for patient care is your department

working on that will be addressed as part of this activity?

Always applies to RSC/RSS that address learner role of clinician.

Content Changes : Practice Gaps and Educational Needs Identifying Underlying Educational Needs Related to Identified

Practice Performance Gap A good needs assessment provides evidence that the professional

practice gap exists, and that an educational activity can help close the identified gap and facilitate a change in practice. It answers the question:

How do you know the practicing physicians and other learners in your audience need education in the topics you will present during this activity?

On the application: You will complete a chart showing where your evidence is drawn from,

the conclusions that you have made based on this evidence, and what the education you are presenting is intended to accomplish.

We anticipate this section will present the most difficulty for applicants to complete. We encourage you to contact the Office of CME to discuss your questions, concerns or thoughts about this section in particular.

Content Changes: Evidence - Example The application will offer a number of options for you to select from, and allows for your additions.

For each type of source you identify, you will be asked to identify the specific source used, explain what the source tells you about your learner and draw a conclusion about the needed education for the source. If you cannot provide documentation, you should NOT check a source. Note that you are required to utilize at least 2 sources for your RSC/RSS.

√ Source of Need for each area checked, complete the statement:

a. Identify the specific source (s) you are using for this activity

b. This source shows that learners at our RSC/RSS need to

c. Therefore, education is needed to

SAMPLE:Advice from authorities of the field or relevant medical societies

Clinical Guidelines from ASA published in the past two years

Comply with new guidelines for this timely administration of preoperative antibiotics

Make sure everyone is aware of the new guidelines and how to apply them

SAMPLE:Data from peer-reviewed journals, government sources, consensus reports

Pertinent articles from (specify journals/other sources

Keep up-to-date as new information becomes available in their field of practice

Identify new information that is pertinent to practice and incorporate this information into practice appropriately

Content Changes : Desirable Physician Attributes Education Designed in the Presence of Desirable Physician

Attributes The ACCME requires that each CME activity is developed “in

the context of desirable physician attributes (e.g., IOM competencies, ACGME Competencies)”

Therefore, each Jefferson CME activity must be related to at least one of the ACGME or Institute of Medicine (IOM) competencies.

On the application: A checklist of the competencies will be provided in the

application. Check off the relevant competencies and explain how your activity

supports the development/maintenance/expansion of that competency in your learners.

Content Changes : Evaluating Your Results

Tie in to prior year evaluation results (for repeating RSC/RSS) If you are renewing an RSC/RSS, you will review the past year’s evaluation results which will be

automatically included in your application. You will also be provided with the aggregated data for ALL Jefferson RSC/RSS so you can compare your results to these average responses.

You will be asked to outline a plan for improvement if your evaluation results indicate a need for improvement.

On the application:

My FY09 Annual Evaluation Scores for the following items for example were:

Key Indicator(scale 1-5, 5 being highest) Extent to which RSC/RSS….

Aggregated Results from ALL Jefferson

RSC/RSS Results for my RSC/RSS in FY09

Plan for improvement (or indicate NA)

Overall Quality 4.39 3.73

Presented content relative to level

of expertise 4.33 3.89

Promoted change in competence

(what you can do) 4.06 3.40

Annual Evaluations OCME will provide access to online evaluation for all

RSC/RSS

What else changed?Session Registration and Reporting Logistics

Changes to online session registration to automatically generate SDF

Addition of online session documentation reporting to meet new ACCME reporting requirements

Logistics Changes : Session Registration We’ve added

Topic For grand rounds, focused case discussions, journal clubs

and similar types of RSC/RSS, you now need to include the topic presented for each session

Create an SDF from the Session Registration Database. Convenient, automatic creation of SDF

On the application: Once you have put in the date, topic, speaker, you click on the SDF button for the date and a completed SDF will be created, ready for posting!

Logistics Changes : Session ReportingNEW ACCME has announced new reporting requirements.

This section helps collect and compile the required information

Commercial support type, sources and amounts Category of impact of education Session patient safety status

*same categories as prior years We will have to upload selected information to the

ACCME

On the application: From the Session Registration Database, click on the “session reporting link” found in the center of the page. Complete the required items,then send your SDF to the OCME.

Logistics Changes : Miscellaneous Detailed financial information

Complete an online budget form CME Fees, AV, Honorarium, Catering, Commercial Support, etc.

New University Industry Relations Policy All Jefferson sponsored RSC/RSS must

comply with this policy

What hasn’t changed Admin Fees COI Patient safety credit tracking Standards for Commercial Support OCME signs off on all LOAs CME Language for credit statement Summary of Attendance

Reminders! When Renewing RSC/RSS Policies and procedures Deadlines Promotional Materials (flyer) of RSC/RSS

Trademark Policy Conflict of Interest (COI) Commercial Support Documentation Requirements Logging in for RSC/RSS

Logging in for RSC/RSSTo log into the database go to

http://jeffline.jefferson.edu/jeffcme/rsc/sess-reg.html Your login ID is a unique code assigned to you by the Office of CME

Register a session Enter the session date, topic, presenter's name, and WEB-ID Print the COI disclosure form to post at the session

Once the WEB-ID is entered for a speaker, the COI information entered in the COI database will automatically transfer to the SRD when the speaker completes the COI process.

The SRD will also provide the summary of disclosure information to be displayed during the session by simply clicking the “S” icon located next the WEB-ID field.

Print the Session Documentation form (SDF) to post at the session by clicking on the SDF button. All relevant information that you have entered will be merged into the SDF form, along with information from your application. Update to include any commercial support acknowledgement to the audience

A new button has been created so that administrative contacts can easily create a SDF for posting

Logging in for RSC/RSSReport a completed session

Click on link “session documentation reporting” see a red link in the center of the page in the SRD

Enter the session’s Commercial Support information, if applicable ACCME Criteria Impact category (required) Patient Safety Topic information, if applicable

Policies and Procedures● Involvement and approval of a Jefferson faculty Program Director

and/or Division Chief/Department Chair.● Reporting and documentation requirements must be met in a

timely fashion.● Annual In-service required.● Compliance with ACCME Standards for Commercial Support

required.● An annual administrative fee must be submitted ● Must comply with University Industry Relations Policy (for Logo

usage)● Certification may be withdrawn from programs that do not

comply with the policy and procedures as set forth by the Committee for CME.

Reminder: Deadlines

Attendance Reports Report 1 due November 30, 2009 (This allows for up-to-date reports for

re-licensing for 12/31) Report 2 due March 31, 2010 Report 3 due June 30, 2010

Online RSC/RSS Annual Evaluation Opens April 2, 2010, closes May 31, 2010

Renewals in FY2010 good for two yearsNEW!! Annual tasks will only involve updates to Planner COI, review of evaluation data, and payment of annual fee.

Reminder: Accreditation Statement on Promotional Materials

ACCME and AMA have very specific requirements about what a flyer or any other announcement for a CME activity must contain. These requirements can change at the discretion of the ACCME and/or AMA!!!

Submit a prototype of announcements/advertising material for review by the Office of Continuing Medical Education to assure compliance with required ACCME and AMA Category 1 language for CME activities.

The language must be stated exactly as it is below with Italics and trademarks that are required by the AMA.

Jefferson Medical College of Thomas Jefferson University is accredited by the ACCME to provide continuing medical education for physicians.

OR: This activity has been planned and implemented in accordance with the Essential Areas and Policies of the Accreditation Council for Continuing Medical Education (ACCME) through the joint sponsorship of Jefferson Medical College and (insert Joint Sponsor name).

ANDJefferson Medical College designates this educational activity for a maximum of (enter # of credits) AMA PRA Category 1 Credit(s)TM . Physicians should only claim credit commensurate with the extent of their participation in the activity.

*Promotional materials may not be printed or distributed without prior approval from CME Office.

Additional Information - Trademark UsageUniversity Policy controls how Jefferson’s name, logos, and

images are used. There is a new logo; any use of old logos should cease. Do not assume that because you have used the logo in the past,

it is ok to continue to use it now!

To add a Jefferson logo to any material related to RSC/RSS, you need written approval from University Counsel. Contact Jeanne Cole, Director of CME at jeanne.cole@jefferson.edu

For questions about the policy, contact University Counsel.

See RSC/RSS Handbook- pg. 40, for specific details

Reminder: Presenter Conflict of Interest (COI) Presenter Conflict of Interest – no changes to this

process

COI Reminders! Required by ACCME

anyone involved with planning OR presenting a CME activity Individuals with conflicts must have conflicts resolved prior to

day of session It is required that disclosure information be made known to the

audience prior to the start of each session.

Complete COI On- Line

POST the COI Statement for EACH session!!!

Key Points about Conflict of Interest Simply disclosing a relationship is not in compliance with ACCME

rules.

Resolving a conflict of interest must be accomplished before the day the session is held.

Presentations by speakers with conflicts must be evaluated using a conflict of interest evaluation form that the Office of CME will provide.

You will receive email reminders about COI as long as the session is pre-registered in the SRD.

Unless conflict of interest issues are resolved in advance, the session cannot receive CME credit

Commercial Support-REMINDERS

Expect changes in how you request and manage funds from commercial support!

Use the correct name for the Accredited CME Provider! * Jefferson Medical College of TJU

Remember, the Jefferson must be named as the accredited provider and the OCME must sign all Agreements for this type of funding. Return of funds: Many pharmaceutical companies now require that funds be accounted for (“reconciled”), and unused funds be returned!! If you have an LOA, you will be contacted when a reconciliation is required.

**NOT TJUH/Thomas Jefferson University Hospital

Commercial Support Letters of Agreement (LOA)For each session that has received any form of commercial support, provide a copy of the Letter of Agreement and a copy of the check received.

Only the Office of CME is authorized to sign (or electronically accept) a LOA relating to CME for Jefferson.

All LOAs must be signed by both the Office of CME and the funder dated IN ADVANCE of Session.

LOAs must be fully executed and in the Office of CME no later than June 30 of the academic year in order for session to be certified for credit.

Support must be appropriately acknowledged to the audience. (See appendix pg. 32-33 for sample LOA)

If any of these items are not done, you will have to return the funds and/or not receive credit for the session.

Know the rules on what a company can and can’t do for you! Separate education from product promotion Money from company cannot go directly to speaker for honoraria OR travel! Acknowledge any support from company (but don’t mention their product in any acknowledgement)

See RSC/RSS Handbook pg. 33, for specific details

Documentation RequirementsWhat to Report – 3 times/ year

Summary of Attendance Only approved sessions should be counted!!

Use OCME Excel format ●With cumulative credits earned●Report both CME and Patient Safety/Risk Management credits earned●Send via email as an attachment●Directly uploaded into database: spelling and accuracy count!

Data that cannot be uploaded will be returned to you for corrections. If OCME manually enters your data, an additional charge of $25.00 per person entered will be applied, the fee must be prepaid.

Retrieving Credits via Jeff ETC

Only the Office of CME can issue official documentation of credits earned. Use the CME Website to retrieve a transcripts of attendance

at all JMC sponsored CME activities.

Based on WEB ID (the last four digits of the attendees social security number) must be included in your attendance reports (or info will not be available online)

*Please Do NOT make up a Web ID number for your attendees!

Annual Administrative FeesNo Increase for FY10!Direct (JMC)

$1,500.00 for weekly and biweekly programs$900.00 for monthly, quarterly, other programs

Joint (Non-JMC) (*plus grant request processing fees, when applicable.)

$2,750.00 for weekly and biweekly programs$1,650.00 for monthly, quarterly, other program

Additional Information

Extended Sessions If you are planning a slightly different RSC/RSS session and would like to receive

additional credits, please contact us at least 8 weeks in advance of the date so we can assist you in meeting any additional requirements. We will need a brief description of the activity differs from the normal session, the target audience, how the session is funded, and how you plan to advertise.

For example, if you normally hold a 1 hour session but once a year want a 2 hour session you must contact us for pre-approval. Limited to 2 hour session.

Other CME Seminars For “Special Sessions” that are greater than 2 hours in length, a separate CME

Activity application and fee are required, and must be initiated at least 90 days prior to the activity date. No mention of the availability of CME credit may be made until the CME Office has approved the activity and/or the marketing materials.

Questions?

Please refer to your Regularly Scheduled Conferences (RSC/RSS)

Handbook FY10 for complete details of all processes, policies,

and procedures.

Or contact: Daphney Wright, Administrative Coordinator

Regularly Scheduled Conferences/Series215-955-6993

daphney.wright@jefferson.eduhttp://jeffline.jefferson.edu/jeffcme/rsc/