Continuing Medical Education UPDATE A Guide for CME

Continuing Medical Education UPDATE A Guide for CME Applications February 2013 Used with permission from the author, Dr. Bharat Gopal Office of Continuing Medical Education

Continuing Medical Education UIC’s CME program continually seeks to enhance the educational environment for physicians through programming designed to improve the competence of participants, their performance in practice, and the outcomes of the patients they serve. - UIC CME Mission Statement Office of Continuing Medical Education

University of Illinois College of Medicine Toward the fulfillment of this mission, we aim to support and facilitate the implementation of learning activities for physicians that address identified clinical, research, and/or administrative practice gaps, relevant to to the professional activities of those who attend our events. Office of Continuing Medical Education

Accreditation Requirements § ACCME – Accreditation Council for Continuing Medical Education § UICOM - University of Illinois College of Medicine § Office of CME at the University of Illinois College of Medicine at Peoria (UICOMP) Office of Continuing Medical Education

Types of CME Activities § Live activities § Enduring materials § Journal-based CME § Case Review § Grand Rounds, M & M, Tumor Board § Performance Improvement CME activity Office of Continuing Medical Education

Types of CME Activities at UICOMP Live activity: – Certified CME activity occurring at specific time – Participation may be in person or remotely Enduring material: – Certified CME activity enduring over specific time – Participation may occur at convenience of learner Performance Improvement CME Office of Continuing Medical Education

UICOMP CME Roles and Responsibilities Lois Hill, CME Coordinator Manages UICOMP’s CME program to ensure compliance with the UICOMP and ACCME criteria and maintains application files Dr. Stan Bugaieski, Chair, Advisory Committee on CME Manages the Advisory Committee on CME and resolves any potential conflicts of interest Advisory Committee on CME Reviews all CME applications for the Peoria area and sends those on to the Executive Committee on CME for approval. Office of Continuing Medical Education

UICOMP CME Roles and Responsibilities Activity Coordinator Manages individual activities and submits material to CME Office Activity Director (Physician) Leads individual activities to ensure high-quality and physician-driven Office of Continuing Medical Education

STEP ONE Application Process Office of Continuing Medical Education

Continuing Medical Education Application Process § Initiate contact with Office of CME § Complete e. CME application and corresponding paperwork § Submit draft application and paperwork through e. CME § Office of CME reviews and provides recommendations § Submit final draft application and attachments § Review by Advisory Committee on CME § Review by Executive Committee on CME Office of Continuing Medical Education

Continuing Medical Education Application Overview § Online application § Meets ACCME and University of Illinois criteria § Detailed instructions and definitions § Several additional attachments required (planning committee and speaker disclosures, evaluation, flyer/brochure) Office of Continuing Medical Education

Part 1 General Information § New or renewal application? § Physician activity director? § Planning committee? § Type of activity? § Does this activity meet the definition of CME? § Does this activity meet CME mission statement? Office of Continuing Medical Education

Part 2 Target Audience § Who is this activity targeted for? – Physicians? (Specialty)* – Other healthcare professionals, such as PA-C, APN’s and nurses? § How many in attendance? (MD/DO and non-MD/DO) Office of Continuing Medical Education

Part 3 Gap Analysis What are the identified professional practice gaps this activity will address? – Why of activity – Data with sources (research, performance measures, quality data) Office of Continuing Medical Education

Part 3 Gap Analysis Intimate partner violence (IPV) is a major health concern in the United States. Approximately one in four women in the U. S. report experiences of violence by a current or former intimate partner during her lifetime, with an estimated two million injuries yearly. 1 Therefore, based on the 2000 census data for Brown County, approximately 22, 000 women in Brown County may be victims of domestic violence. 2 Physicians at Memorial Hospital are in unique position to assist victims of intimate partner violence as survivors as they are likely to see patients with injuries and other adverse health problems in practice. During a recent chart audit, Memorial primary care physicians screened only one out of every ten patients for violence and abuse in the home. Therefore, the identified professional practice gap is screening for intimate partner violence. Office of Continuing Medical Education

Part 3 Gap Analysis § What is activity trying to do? – Increase knowledge – Improve performance – Improve patient outcomes § Linked to learning objectives and evaluation Office of Continuing Medical Education

Part 3 Gap Analysis State the desired change for educational need selected: Knowledge: Recognize signs and symptoms of violence Performance: Increase screening for violence Patient outcomes: Decrease instance of violence Knowledge easier to assess Patient outcomes more difficult Office of Continuing Medical Education

Part 3 Gap Analysis What are potential barriers to applying knowledge to change performance or improve patient outcomes? Why won’t change occur? Infrastructure Time Process Patient compliance Resistance Money Billing Societal norms What can we do about it? Office of Continuing Medical Education

Part 4 Learning Objectives § Fill gap identified in gap analysis § Connect to identified educational need § Use verb list to begin each objective Office of Continuing Medical Education

Part 4 Learning Objectives Knowledge/competence § Identify signs and symptoms of hypothyroidism Performance § Perform the diagnostic workup for hypothyroidism Patient outcomes § Decrease adverse outcomes of patient hypothyroidism Office of Continuing Medical Education

Part 5 Desirable Physician Attributes § Activities developed in context of desirable physician attributes in the activity § Articulate how attributes incorporated into planning and content § Developed by Accreditation Council for Graduate Medical Education (ACGME) Office of Continuing Medical Education

Part 5 Desirable Physician Attributes Patient care Medical knowledge Practice-based learning and improvement Interpersonal and communication skills Professionalism Systems-based practice Office of Continuing Medical Education

Part 6 Methodology and Format § Rationale for selecting particular activity § Should facilitate expected results Knowledge Performance Patient outcomes • Lecture • Panel • Simulation • Case studies • Performance improvement Office of Continuing Medical Education

Part 7 Faculty § Planning Committee members need to be identified at time of application (usually not the speaker) § Speaker(s), if known, should be identified on brochure/flyer Office of Continuing Medical Education

Part 8 Commercial Support § If seeking commercial support for symposium, contact Office of CME for letter of agreement and use of commercial support form § Unrestricted funds must be provided § Contact CME Office for more information Office of Continuing Medical Education

Part 9 Evaluation 1. Standard CME evaluation 2. Optional secondary evaluation to measure learning: – Follow-up questionnaire – Patient chart audits – Collection of quality data – Pre- and post-test Office of Continuing Medical Education

Part 9 Evaluation Knowledge Performance Patient Outcomes Pre/post test Demonstration of skill Patient chart audits Follow-up Collect quality data Office of Continuing Medical Education

Part 10 Promotional Materials § Promotion materials must be submitted to Office of CME prior to print/distribution § If advertising for CME, include the following: UICOMP logo and Organization(s) logo Learning Objectives # of AMA PRA Category 1 Credits™ Accreditation Information Agenda/Schedule Speakers Date, Place & Time of Event Office of Continuing Medical Education

Accreditation Statement § The University of Illinois at Chicago (UIC) College of Medicine is accredited by the Accreditation Council for Continuing Medical Education to provide continuing medical education for physicians. The University of Illinois at Chicago (UIC) College of Medicine designates this live educational activity for a maximum of _____ AMA PRA Category 1 Credit(s)™. Office of Continuing Medical Education

Part 11 Disclosure and Resolution of COI § Disclosure forms submitted for coordinator, director, and planning committee with application § Disclosure forms submitted for all faculty two weeks prior to start of activity § If need to resolve conflict of interest, contact Office of CME to guide through process Office of Continuing Medical Education

Part 11 Disclosure and Resolution of COI § Ensures educational activity planned without commercial influence § Memo communicates requirements to faculty Office of Continuing Medical Education

Part 12 Budget § Include estimation of activity budget in application § Some Regularly Scheduled Sessions (RSS) may be $0 § Final budget required at close of activity Office of Continuing Medical Education

STEP TWO Approval Process Office of Continuing Medical Education

Review and Approval § Advisory Committee on CME reviews applications monthly § If approved, the application is sent to the Executive Committee on CME – If approved by the Executive Committee, administrative contact receives reporting requirements for approved CME activity Office of Continuing Medical Education

Accreditation and Designation Carle Foundation Hospital designates this live activity for a maximum of [insert credits*] AMA PRA Category I Credits(s)™. Physicians should claim only the credit commensurate with the extent of their participation in the activity. *Include number of credits No advertising can be done with this designation until final approval by the Executive Committee on CME. Office of Continuing Medical Education

Faculty Requirements § Completed Conflict of Interest form § If faculty discloses personal financial relationship related to activity, resolution must occur* § Evidence of communication to faculty member with objectives (template available) Office of Continuing Medical Education

STEP THREE Event Requirements Office of Continuing Medical Education

Event Requirements § Disclosure communication § Attendance record § Evaluation* * Required quarterly for RSS’s Office of Continuing Medical Education

Disclosure Expectations 1. Disclosure made to learners of each activity (include name of person, company and relationship) 2. Must disclose if no relationship (include name of person and indication of no relationship) 3. Encourage audience disclosure in writing on printed materials (eg, sign-in sheet or handouts) and send to Office of CME for files Office of Continuing Medical Education

Examples of Language § John Smith, MD, chair discloses no relationships with commercial companies. § Mary Jones, coordinator discloses that she is on the Speakers Bureau for First Medical Supply. Office of Continuing Medical Education

Examples of Disclosure § Written: – Sign-in sheet – Handouts (eg, agenda) – Signs § Oral: – Slide Office of Continuing Medical Education

Evaluation § Required to evaluate activity using evaluation form after event § Evaluations retained by CME activity host with a summary of all evaluations sent to the Office of CME on a monthly or quarterly basis, depending on frequency of CME activity Office of Continuing Medical Education

STEP FOUR Post-Event Wrap-Up Office of Continuing Medical Education

Submission of Materials § Attendance record/sign-in sheet – please be sure these are legible! § Summary of attendance § Evidence of disclosure § Post-activity reports Office of Continuing Medical Education

Regularly Scheduled Series (RSS) § Includes Grand Rounds, Morbidity and Mortality, and other activities § Approved for period of one year with renewal occurring on regular schedule – post-activity reports and narrative summary required annually as well as quarterly. § Required to submit documentation after each iteration of RSS (attendance) Office of Continuing Medical Education

Compliance Assurance § Reminders – Receive reminders of required paperwork from Office of CME § File audits – CME Office audits all files and notes any missing documents to activity coordinator § Monitoring – Activity may be monitored by Office of CME for compliance Office of Continuing Medical Education

Step one APPLICATION Step two* BEFORE ACTIVITY Step three DURING ACTIVITY § Submit completed application § Include: Step four AFTER ACTIVITY ü Disclosures from planning committee ü Sources of gap analysis data Office of Continuing Medical Education

Step one APPLICATION Step two* BEFORE ACTIVITY Step three DURING ACTIVITY § Promotional materials § Completed disclosures for faculty Step four AFTER ACTIVITY Office of Continuing Medical Education

Step one APPLICATION Step two* BEFORE ACTIVITY § Disclose conflict of interest § Sign-in sheet § Evaluation Step three DURING ACTIVITY Step four AFTER ACTIVITY Office of Continuing Medical Education

Step one APPLICATION § Step two* BEFORE ACTIVITY Step three DURING ACTIVITY Step four AFTER ACTIVITY Submit materials ü Sign-in sheet ü Proof of disclosure (if not using sign-in sheet) ü Completed evaluation summary ü Final budget (for courses and symposiums) Office of Continuing Medical Education

Office of CME Responsibilities § Track event from start to finish § Maintain files of activity § Ensure ACCME compliance § Manage attendance database § Monitor activities Office of Continuing Medical Education

We are here to help! The Office of CME will assist you throughout course of application and event, but particularly with: 1. Commercial support 2. Potential conflict of interests Office of Continuing Medical Education

Questions and Answers Office of Continuing Medical Education

What is the role of the activity coordinator? A. Oversee quality of activity B. Manages individual activity C. Oversees ACCME compliance D. Attends CME Committee meetings Office of Continuing Medical Education

Which of the following is part of the UIC-COM CME Application? A. Needs assessment B. Gap analysis C. Promotional materials Office of Continuing Medical Education

What is the purpose of a disclosure? A. Ensure faculty member is qualified B. Determine strengths of presentation C. Evaluate effectiveness of the presentation D. Identify and resolve conflicts of interest Office of Continuing Medical Education

What would be the most appropriate evaluation to measure knowledge? A. Patient chart audits B. Simulation C. Pre-test and post-test D. Collection of data Office of Continuing Medical Education

Which of the following must be submitted with the UIC-COM CME Application? A. Completed evaluation summary B. Faculty disclosures C. Promotional materials Office of Continuing Medical Education

Best Practices § Disclosures: – Included in Power. Point – Included on sign-in sheet – Included when entering room Office of Continuing Medical Education

Best Practices § Evaluation: – Complete UIC-COM CME evaluation and sign (required for CME credits to be awarded) – Provide summary of evaluations to Office of CME Office of Continuing Medical Education

Best Practices § Promotion: – Submitted in advance – Used standard UIC-COM statement – Included all required information Office of Continuing Medical Education

Thank you! Office of Continuing Medical Education