Welcome!

Regularly Scheduled Series (RSS)

Updates for 2012-2013Office of CME

Jefferson Medical College1020 Locust Street, Suite M5

Philadelphia, PA 19107Phone: 215-955-6992

Fax: 215-923-3212

RSS Application

ACCME & RSS (Regularly Scheduled Series)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

Role of LearnerWhat does this mean?

We outline the 4 basic roles of academic physicians, and identify the primary role for each RSS to focus the goal of the education more clearly

Learner Roles Clinician – is the RSS directed at patient care issues? Administrator – is the RSS directed at

systems/management issues? Teacher - is the RSS directed at teaching issues Researcher – is the 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 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, administrator, teacher, or researcher.

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 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 RSS tie directly to Institutional Patient Safety/PI/QI

If the RSS is clinically oriented, completing this section will explicitly link education delivered to RSS sessions 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 RSS that address the 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 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 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

Annual Evaluations : Your ResultsTie in to prior year evaluation results (for repeating RSS)

If you are renewing an 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 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 FY11 Annual Evaluation Scores for the following items for example were:

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

Aggregated Results from ALL Jefferson RSS (945 Responses)

Results for my RSS in FY11 (27 Responses)

Plan for improvement (or indicate NA)

Overall Quality 4.38 4.41

Presented content relative to level

of expertise 4.14 4.19

Promoted change in competence

(what you can do) 4.08 4.15

Complete an Online Budget Form:

Estimated detailed financial information

AV Honoraria Travel Catering Commercial Support CME Fees Other

Logging in for RSS

To log into the database go to http://jeffline.jefferson.edu/jeffcme/ , then click on “For RSS Planners”, next click on RSS Session Registration & Reporting, and enter your login ID which, 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

Session Documentation Reporting for RSS

Report a completed session Click on link “For RSS Planners, then choose

“Session Registration & Reporting” see a blue link in the center of the page called- Session Documentation Reporting, double click on it.

Enter the session’s required information Check off- I certify that the SDF and

Planner/Presenter’s COI has been posted ACCME Criteria Impact category Patient Safety Topic information, if applicable Commercial Support information, if applicable

NEW

-continues These 2 will automatically fill in

OCME will complete the LOA column

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, etc.)● Certification may be withdrawn from programs that

do not comply with the policy and procedures as set forth by the Committee for CME.

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 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 RSS Handbook- pg. 44-45, for specific details

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 live 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.

NEW AMA LANGUAGE! UPDATE YOUR FLYERS

Changes to Attendance Reports and Deadlines

Attendance Reports are no longer cumulative!only show credits for the specified reporting period

FY 2012- Report 1 due January 20, 2012 Covers 7/1/2011- 12/31/2011 Report 2 due (Final Due) July 20, 2012. Covers 1/1/2012- 6/30/2012

FY 2013- Report 1 due November 30, 2012. Covers 7/1/2012- 11/30/2012

Report 2 due January 20, 2013. (Updates Report 1) Covers 7/1/2012-12/31/2012 to capture any December participants.

(This allows for up-to-date reports for re-licensing for 12/31 for every 2 years) Report 3 due July 20, 2013. Covers 1/1/2013- 6/30/2013

(Remember, only show credits for the specified reporting period!)

Online RSS Annual Evaluation Opens April 2, 2012, closes May 31, 2012

Reminder: Presenter Conflict of Interest (COI) Presenter Conflict of Interest – must be disclosed to the

audience for each session.

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.

POST the Planner COI at EACH session!! Statement has been generated on all SDFS- Unless otherwise noted, the planners

for this RSS indicate they have no relationships to disclose. Exceptions include: Cerebrovascular Case Conference, Neurosurgery Grand Rounds and Morbidity Mortality Conference; and Hepato Cellular Carcinoma Conference. Planner disclosure for these RSSs, are posted separately at each session.

POST the Presenter 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 Letters of Agreement (LOA)LOAs obligate the INSTITUTION to be accountable to the funder. Incorrectly

completed reports, or failure to complete reconciliations to the funder, can jeopardize ALL Jefferson future grant submissions to that funder

If you accept commercial support, in order for session to be certified for credit you must provide OCME

No later than the day before the session: A copy of the company-signed Letter of Agreement (or pdf of online agreement)

Within 30 days of the session: A copy of the check received with your session documentation form (SDF). Documentation of HOW you spent the commercial support, including line item detail. You need to be

prepared to show copies of checks/payments to speakers, catering, AV, etc. in the event of audit by the commercial supporter.

BEFORE Completing a Grant Reconciliation for the Funder: Send OCME a draft of the grant reconciliation you plan to send to the commercial supporter PRIOR to

submission. A copy of all correspondence to/from the funder relating to the submitted grant reconciliation

Failure to comply may result in the decertification of your entire RSS!

See RSS Handbook pg. 36-37, for specific details

Commercial Support: Do’s & Don’ts Know the rules on what a company can and can’t

do! Keep education separate from product promotion Money from company cannot go directly to

speaker for honoraria OR travel! Company cannot bring in food! Acknowledge any support from company (but

don’t mention their product in any acknowledgement)

Know and apply Jefferson’s Industry Relations Policy

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

Documentation Requirements& Changes- What to Report

Summary of Attendance

Only approved sessions should be counted!!

Use OCME Excel format

●With non-cumulative credits earned (only report credits within that reporting period)

●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)

Annual Administrative Fees

Direct (JMC)$1,650.00 for weekly and biweekly programs$990.00 for monthly, quarterly, other programs

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

$3,025.00 for weekly and biweekly programs$1,815.00 for monthly, quarterly, other program

New Increase in Fees 2013

Additional Information

Extended Sessions If you are planning a slightly different 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 Series (RSS) Handbook

2012-2013for complete details of all processes, policies,

and procedures.

Or contact: Daphney Wright, Administrative Coordinator

Regularly Scheduled Series215-955-6993

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