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EthosRegularly Scheduled Sessions (RSS) / Grand Rounds
Liesa MillsDCRI IT Training & Documentation
All Rights Reserved, Duke Medicine 2007
• Use this training opportunity to:– become familiar with Ethos– understand the benefits of RSS in Ethos– understand the Ethos RSS process workflow– get some hands-on experience creating series and
sessions– understand how to get help moving forward
Purpose of Training
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Agenda
1. Introduction to Ethos
2. Benefits of RSS in Ethos
3. RSS Roles & Responsibilities
4. RSS Process Workflow
5. Step-by-Step Hands-on Exercises
6. Getting RSS Help
7. Action Items
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INTRODUCTION TO ETHOS
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Introduction to Ethos
• Ethos is a browser-based Learning Management System (LMS) that enables medical professionals to register for activities, track their Continuing Medical Education (CME) credits, and manage their own transcripts and certificates
• Maintained and managed by the Duke Office of Continuing Medical Education (CME), and DCRI’s IT group
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Search and register for courses
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Purchase courses
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Maintain activity workflow
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Still locked
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View transcript and download certificates
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BENEFITS OF RSS IN ETHOS
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Benefits of RSS in Ethos• Automated workflow for set up, review and approval
of the RSS series and its sessions through a customized online portal
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Benefits of RSS in Ethos• Activity Medical Directors
and CME Associates can make updates related to last minute changes in speakers, cancellations, additions
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Benefits of RSS in Ethos• Participation and other reports at both series and
session levels available
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Benefits of RSS in Ethos
• Using a text based SMS code, a participant records attendance for each session they attend and is instantaneously awarded credit. No scanners, laptops and/or paper sign in sheets required anymore!
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RSS ROLES & RESPONSIBILITIES
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RSS Role Responsibilities
CME Associate • Creates new series and sessions• Edits existing series and sessions
as needed
CME Coordinator Jennifer Sheppard
• Reviews and approves new series• Provides support as needed
Site Administrator John Johnson
• Maintains user accounts in Ethos• Provides technical support as needed
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RSS PROCESS WORKFLOW
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Important!
• Regularly Scheduled Series (Grand Rounds) must be entered into the Ethos system by July 1, 2014.
• Only enter series/sessions that will occur in FY15 (July 1, 2014-June 30, 2015).
• For this fiscal year please remember to create an entirely NEW series in ETHOS. Do not add sessions onto last year’s Series that you created.
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RSS Workflow
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1. Create Series
2. Set Status to In Review
3. Review Series
Set Status to Approved
Set Status to Feedback
Edit Series per Feedback
4. Create Sessions
Approved?No Yes
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HANDS-ON EXERCISES
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Accessing the Ethos TEST Environment
1. Open Google Chrome Browser
2. Go to test URL:
http://test.continuingeducation.dcri.duke.edu/
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2. Access Grand Rounds
3. Access Admin Menu
1. Access your profile settings
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Accessing your Profile Settings• Click My account• Click an option in the grey bar or
one of the Edit links
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Accessing Grand Rounds• Hover over Activities, and then click
Grand Rounds• Click a link to open series details• Click a link to open session details
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Accessing the Admin Menu
• Click the “wrench” icon in the upper left corner of the window
• CME Associate clicks Create content to begin the RSS Workflow process
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RSS Workflow
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1. Create Series
2. Set Status to In Review
3. Review Series
Set Status to Approved
Set Status to Feedback
Edit Series per Feedback
4. Create Sessions
Approved?No Yes
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Series/Sessions Relationship
• Series – like an “umbrella” to hold the sessions• Add specific details, such as speaker, location, and
credit details at the session level
Session 1Session 2Session 3
Session 4Session 5Session 6
Series
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1. Create Series
• On the Admin Menu, click Create content
• On the Create content tab, click Series
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1. Create Series – Description tab
• RSS Name* (what student sees)• Path* (direct URL – recommend using Name)• Description* (appears on series home page)
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1. Create Series – Series Settings tab
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• AMD Name• CME Associate Name• New Series• Credit Type (AMA,
informational – credit awarded at session level)
• Frequency• Location (important for PARS)• Specialty/Sub-specialty• Series Date (displays full date range
of series to students)
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1. Create Series – ACCME tab
• AMA Learning Format (set to Live Activity)
• Activity Duration (typically one year)
• Provider Activity ID (see handout)
• Sponsorship (Select Direct)
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• Activity Type (Select Regularly Scheduled Series)• Click Save (cannot publish until approved by
CME Coordinator)
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RSS Workflow
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1. Create Series
2. Set Status to In Review
3. Review Series
Set Status to Approved
Set Status to Feedback
Edit Series per Feedback
4. Create Sessions
Approved?No Yes
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2. Set Status to In Review
• On the Admin menu, click EthosCE admin
• Click Workflow Dashboard
• If needed, apply the New status to filter your list
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2. Set Status to In Review
Automatic email notification sent to CME Coordinator
Set the series status to In Review C
ME
Ass
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RSS Workflow
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1. Create Series
2. Set Status to In Review
3. Review Series
Set Status to Approved
Set Status to Feedback
Edit Series per Feedback
4. Create Sessions
Approved?No Yes
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3. Review Series
CME Coordinator’s Admin menu
• Click EthosCE admin
• Click Workflow DashboardCM
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3. Review Series
• Apply In Review status filter• Check box next to series
– Click Set to Feedback to add comments and return to CME Associate for further editing
– Click Set to Approved to approve series
– Can check multiple series and approve all at once
Automatic email notification sent to CME Associate
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Automatic Email Notifications
Status Sample email text
In Review The RSS “Lung Cancer Series” is now pending for your review Comment: Please review, thanks.URL: http://test.continuingeducation.dcri.duke.edu/l-c
Feedback The RSS “Lung Cancer Series” is in the Feedback state Comment: Need more info URL: http://test.continuingeducation.dcri.duke.edu/l-c
Approved The Regularly Scheduled Series “Lung Cancer Series” is now approved. Comment: Looks great. Please proceed to add sessions to your series. URL: http://test.continuingeducation.dcri.duke.edu/l-c
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RSS Workflow
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1. Create Series
2. Set Status to In Review
3. Review Series
Set Status to Approved
Set Status to Feedback
Edit Series per Feedback
4. Create Sessions
Approved?No Yes
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Creating the Session Template• Identify typical speaker, location, credit settings• Define session repeat frequency / dates• Edit individual sessions as needed
Speaker: Jonah Wells
Location: Duke MC Library
Credit: AMA
Speaker: Jonah Wells
Location: Duke MC Library
Credit: AMA
Speaker: Jonah Wells
Location: Duke MC Library
Credit: AMA
Speaker: Jonah Wells
Location: Duke MC Library
Credit: AMA
Speaker: Jonah Wells
Location: Duke MC Library
Credit: AMA
Speaker: Jonah Wells
Location: Duke MC Library
Credit: AMA
Speaker: Jonah Wells
Location: Duke MC Library
Credit: AMA
Template
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4. Create Sessions
1. Go to your series landing page– If published, available under
Activities>Grand Rounds– Available as link on Workflow
Dashboard’s Approved list
2. On the Admin Menu, click Create Content > Session
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4. Create Sessions Description tab
1. Enter Session Name (good idea to enter “Topic TBD”)
2. Body (leave blank for now)
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Note: Skip Certificate tab, since no individual certificates distributed for RSS
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4. Create Sessions Session Settings tab
• Speaker Name (good idea to enter “Speaker to be announced”)
• Location (enter most common location)
• Additional Notes (shows for students – i.e., “bring your laptop”)
Continued
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4. Create Sessions Session Settings tab • Session Date (enter
date/time of FIRST session – not date range)
• Repeat (creates all your sessions)
• Until (stop date of repeating sessions – enter last session)
• Except (identify sessions to skip – holidays)
• Additional (add sessions that don’t fit repeating schedule)
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4. Create Sessions Course Credit Settings tab
AMA Credit • Check Active box• Uncheck Variable credit• Set Max to 1.00 or desired
credit per session
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Series Landing Page
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Click session link to view session details
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Editing Individual Sessions
1. Navigate to the session
2. Click Edit
3. Add Speaker, Location, and other details
4. Click Save
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Setting up Session SMS Texting
1. Navigate to the session
2. Click Enrollments
3. Click Settings
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continued
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Setting up Session SMS Texting
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Enter number of hours/minutes after start of session, when attendee can text SMS code
Enter number of hours/minutes after start of session, when attendee can still text SMS code
SMS Code
Image shown displays default settings
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Publishing Your Series• Can be done any time after series is Approved• Students cannot find series until Published
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1. In Admin menu, click EthosCE admin>Workflow Dashboard
2. Click the Publishing tab in the upper right corner
continued
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Publishing Your Series
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SMS TEXTING TIPS
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RSS Session / SMS Attendee Experience
• Attendees text all RSS SMS codes to:
919.213.8033
• Recommendations– Ask attendees to create phone contact for
Duke SMS attendance– Put instructions and reminders on presentations,
schedules and posters– Display SMS code on first and last slide, as well
as giving to attendee as handout
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RSS Session / SMS Attendee Experience
Sorry, attendance for “Lung Cancer Session” closed at 2:00 p.m. on 05/15/2013
Sorry, that code is incorrect. Please try again.
Sorry, attendance for “Lung Cancer Session” opens at 9:15 a.m. on 07/24/2013.
Attendee has Ethos account and correct code
Attendee does not have Ethos account
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ENROLLMENT REPORTING
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Viewing Enrollments
• To export an enrollment report from a session that you created:• Click the Enrollments tab and select the
Administer tab (if not already selected)
• Participants who attended and submitted enrollment via SMS, as well as those manually enrolled, will be listed at the bottom of the screen
• Click the orange CSV button to export the list of participants
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Manually Enrolling a Participant
• From a session that you created:– Click the Enrollments tab, and then click the
Search and Enroll tab– Locate the participant and click the checkbox to
the left of the name– Click Enroll user in current course and confirm– The participant will now be listed on the
Enrollments tab
**NOTE: Users must have created a profile in Ethos for manual enrollments, also.
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GETTING RSS HELP
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Getting RSS Help
• Jennifer Sheppard (CME Coordinator)– Phone: 919.668.3039– Email: [email protected]
• CME Mailbox– [email protected]
• Ethos Learning Center – https://
www.dcri.org/cee/education/ethosce-learning-center
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ACTION ITEMS
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Action Items
• CME Associates – Create your account in Ethos production environment. Send email to either Jennifer or CME Support to request account access.
• CME Coordinator (Jennifer) – Notify CME Associates when account access has been granted.
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CREATE YOUR ACCOUNT IN PRODUCTION ENVIRONMENT
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Accessing the Ethos Production Environment
1. Open Google Chrome Browser
2. Go to production URL:
http://continuingeducation.dcri.duke.edu/
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1. Click Join
2. Complete your profile
3. Click Create new account
4. Click link in email to confirm
5. Create password
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Create your account