Title: 10 Steps to Creating an Effective Live, Major CME Course
110 Steps to Creating an Effective Live, Major CME
Course
- UCSF CMEUniversity of California, San
FranciscoOffice of Continuing Medical Education
2Step 1
3Identifying the Need
- Actual or perceived needs arise from
- The need of health professionals to ensure their
competence, refresh current knowledge, or learn
new skills - The need to change physician practice behaviors
or attitudes
4Points to Consider
- As a UCSF physician-educator, you are well placed
to identify training opportunities for other
physicians.
5Points to Consider
- You are
- A practicing physician who spots quality
assurance or public health trends or identifies
unique patient conditions and treatment options
that warrant group discussions
6Points to Consider
- An employee of a leading research institution
with access to 1,300 principal investigators and
information about their more than 3,000 ongoing
research projects
7Points to Consider
- A learner, yourself, who stays abreast of the
latest advances in your field and notices gaps in
national meeting presentations, journal coverage,
etc.
8Points to Consider
- A working educator who witnesses discrepancies
between students current knowledge or skills and
desired competencies
9Points to Consider
- You have an Aha! moment that makes you decide a
new course is needed or an existing course should
be changed. - So what do you do?
10Step 2
11Why Contact OCME?
- The Official Answer
- OCME oversees CME accreditation for the entire
UCSF School of Medicine. If youre planning to
offer CME credit, your activity must be reviewed
and approved by the UCSF CME Governing Board
prior to advertising the availability of CME
credit.
12Why Contact OCME?
- The Interesting AnswerThere are clear benefits
to working through OCME.
13Benefits of Working with UCSFs OCME
- OCME maintains physician CME credit records for
UCSF CME courses as required by the AMA and ACCME
and can handle registration for you.
14Benefits of Working with OCME
- OCMEs financial unit can process your
educational grants without the tax charged by
other UCSF financial units.
15Benefits of Working with OCME
- OCME has a staff of event planners to help you
successfully plan and promote your activity.
16Benefits of Working with OCME
- If you or your staff are handling your own event
planning, OCME can explain UCSFs procedures for
securing credit for your activity and facilitate
approval by the UCSF CME Governing Board.Note
Contact OCME immediately if a non-ACCME-accredited
third party is actively involved with the
planning, promotion, financial management, or
implementation of your activity. This is a Joint
Sponsorship and is subject to different ACCME and
UCSF policies.
17Benefits of Working with OCME
- So how do you proceed after youve
- given OCME a heads up that youre
- planning a CME activity?
18Step 3
19Planning Your Committee
- Establish a planning committee comprised of
- A full time UCSF faculty member to serve as
Activity Chair
20Planning Your Committee
- Other UCSF or leading academic experts
- An OCME program representative or your
departmental program representative charged with
event planning your CME activity
21Planning Your Audience
- Determine your target audience(s)
- Identify the needs of your audience(s)
22Planning Your Audience
- Articulate a statement of purpose
- We are presenting this course/this information
because
23Planning Tip
- Well written purpose statements link to need and
desired results - 901,746 cases of lung cancer resulted in 810,419
- deaths in the year 2000 alone. This conference
is - designed to educate the medical community on the
- latest available therapies. The expected outcome
is to - enable attendees to apply appropriate
interventions - that improve patient care and reduce mortality.
24Planning Your Audience
- Formulate educational objectives from the
perspective of the learner - At the conclusion of this activity, participants
should be able to .
25Planning Tip
- Use measurable, behavioral verbs
- Compare and contrast, define, describe, diagnose,
diagram, explain, insert, list, manipulate,
operate, palpate, prescribe, etc. - vs.
- Know, be familiar with, understand
26Planning Developing Your Activitys Structure
- Determine which educational method(s) will help
you achieve your objectives - Case presentations
- Computer or other technology-assisted learning
(CD-ROM, Internet, Video, etc.) - Didactic lectures with audio-visual support
27Planning Tip
- Audiotapes, CD-ROMs, Internet-based CME, print
materials such as monographs, and videotapes are
called enduring materials and are subject to
additional accreditation standards. If you think
you may want to produce this type of activity,
contact OCME before beginning your planning so
that OCME can help you through the process.
28Planning Developing Your Activitys Structure
- Hands-on procedures with animal, cadaver, or
human subjects - Remember to attach the appropriate UCSF
authorization letter from the Committee on Animal
Research (CAR) or Committee for Human Research
(CHR)
29Planning Developing Your Activitys Structure
- Journal club or other similarly structured
literature reviews-discussion periods - Panel discussions
- Question and answer sessions
- Small group discussions
30Planning Developing Your Activitys Structure
- Develop a course outline to include a schedule
showing beginning and ending times for - Registration
- Welcome/introductions
- Each educational session
- Each break
- Each meal period
31Planning Assign Tasks
- Work with your OCME or departmental conference
manager to assign a planning committee member to
the following - Development and confirmation of the schedule,
including recruitment of speakers, finalization
of their topics, and review of their PowerPoint
or video presentations
32Planning Faculty Disclosure and Resolution of
Conflict
- UCSF CME will ensure that all personnel involved
in planning and implementation of CME activities
will disclose any and all potential conflicts of
interest and resolve them prior to the CME
activity. This process will include
33Disclosure
- Disclosure of Conflict of interest from all
planners and faculty - All planners and faculty with Conflict will
resolve the conflict by one or more of several
mechanisms including
34Best Available Evidence
- Support presentation with best evidence from the
medical literature - Limiting presentation to material without
recommendations regarding products or services - Suggesting an alternate speaker if COI cannot
otherwise be resolved - Utilize peer review mechanism
- Divest
35Planning Assign Tasks
- Brochure development and review
- Commercial support recruitment and confirmation
(if support will be sought) - Syllabus development and review
36Planning Evaluating Your Activity
- Determine which types of evaluation tools will
help you most effectively evaluate the success of
your activity to give you data from the learners
perspective as well as your own
37Planning Evaluating Your Activity
- Standard evaluation form
- Pre- and post-tests (audience response systems,
hard copy written tests) - Outcomes evaluation (surveys, chart reviews,
quality assurance studies conducted 6 months to
three years post course)
38Step 4
39Develop a Projected Budget
- Identify potential expenses
- Brochure design, printing, and mailing
- Equipment rentals
- Food for participants
40Develop a Projected Budget
- Honoraria for speakers
- Lodging, meals, and travel for speakers
- Syllabus design and printing (or other handouts)
- Other
41Develop a Projected Budget
- Identify revenue sources
- Departmental Funds
- Government or Foundation Grants
- Industry Support Monetary or in-kind grants
(medical device manufacturers, pharmaceutical
companies, etc.)
42Step 5
43Funding Your CME Activity
- Confirm availability of departmental funds to
support your CME activity - Prepare and submit applications to government
and/or foundation grantors
44Funding Your CME Activity
- Draft industry support solicitation letter and
have OCME review prior to sending (recommended) - Submit solicitation letters to potential industry
supporters - Have industry supporters sign the UCSF Commercial
Support Agreement (required)
45Commercial Support Tip
- If an industry supporter asks you to sign its
letter of agreement (LOA) instead of UCSFs
Commercial Support Agreement, contact OCME for
help. OCME must review to make sure the LOA
meets all ACCME and UCSF policies for commercial
support.
46Step 6
- Secure UCSF CME
- Governing
- Board Approval
47Governing Board Approval
- Six to nine months prior to promoting your
activity - Complete the entire UCSF CME Credit Request Form
and attach all required supporting documents
48Governing Board Approval
- Planning Notes (planning meeting minutes, e-mail
correspondence, etc.) - Core Sheet
- Needs Assessment Data (prior years evaluation
summary if a repeat course formal citations/
samples of literature, patient care guidelines,
or public health data quality assurance reports
focus group survey results, etc.)
49Governing Board Approval
- Course Outline showing timed schedule for breaks,
registration, meal periods, and beginning and
ending times of each session by topic titles) - Sample Evaluation Tool
- Financial Data (current projected budget if a
repeat course, include prior years final
financial statement) - Sample Commercial Support Agreement and Faculty
Disclosure Form
50Governing Board Approval
- Obtain DPA/Fund Number. This number enables OCME
to transfer all conference revenue to your
department.
51Governing Board Approval
- Obtain all required signatures
- UCSF Activity Chair
- UCSF Department Chair
- Representative of Co- or Joint Sponsor(s)(if co-
or joint sponsorship)
52Governing Board Approval
- Return toManager of AccreditationUCSF
OCME3333 California Street, Suite 450Campus Box
0742San Francisco, CA 94143-0742
53Step 7
54Marketing Your Activity
- Work with your OCME or departmental conference
manager to determine which format(s) will best
suit your activity - Announcement(e-mail, fax blast, flyer,
save-the-date card) - Brochure
55Marketing Your Activity
- Secure approval from OCME for text and formatting
as required by the ACCME and UCSF - Accreditation and Designation Language
- Registration Information Required for UCSF CME
Courses and the AMA
56Marketing Your Activity
- Work with OCMEs web manager to post your course
information on UCSFs CME web site
(www.cme.ucsf.edu). Send the web manager a - CORE sheet with preliminary data (dates,
schedule, topics, etc.) as soon as the
information is available - PDF of your brochure for posting to the site as
soon as the final version is available
57Marketing Your Activity
- Print and distribute your materials
- Update OCMEs registration and web managers if
any course information changes (location,
presenters, schedule, topics, etc.)
58Step 8
- Implement Your
- CME Activity
59Helping Your CME Event to Run Smoothly
- Ensure that on-site registration areas are
staffed during times promoted - Ensure that marketing remains separate from the
educational portion of your activity
60Helping Your CME Event to Run Smoothly
- Throughout the activity, encourage participants
to complete the activity evaluation form
61Step 9
- Evaluate Your CME
- Activitys Success
62Evaluating Your Activity
- Review participants evaluation forms
- Create an evaluation summary for use in future
planning and submit a copy to OCME as part of
activity closeout (required)
63Step 10
- Close Out Your
- CME Activity
64Close Out Your Activity (Accreditation)
- 90 days following completion of your CME
activity, submit to OCME - All Commercial Support Agreements (completed,
signed agreements for each monetary and in-kind
grantor) - Evaluation Summary
65Close Out Your Activity (Accreditation)
- Faculty Disclosure Forms (completed, signed forms
for activity chair and each moderator and
speaker) - Final Financial Statement
66Close Out Your Activity (Accreditation)
- Promotional Materials (10 copies of brochures
or other collateral materials) - Syllabus or Handouts (2 copies)
67Close Out Your Activity (Financial and
Registration)
- 90 days following completion of your CME
activity, submit to OCME - Registration on site
- Registration forms and associated payments
- List of walk-ins
- Complimentary registration (speakers, VAP)
faculty) - Check in roster with no-shows
- Comments, corrections, edits, special requests
68Timeline
- Credit Request to OCME 6 to 9 months prior to
activitys promotion - Activity Promotion 6 months prior to activity
(minimum) - Course Closeout 90 days post course
69Key CME Policies
- All Joint Sponsorships must be pre-approved by
the Associate Dean for CME -
- A UCSF faculty member must be actively involved
with the activitys planning from the beginning
in order for the activity to be certified by UCSF
for credit
70Key CME Policies
- No Industry Logos, Slogans, Product Trademarks,
or Other Advertising Are Permitted in UCSF CME
Promotional Materials - No UCSF CME Materials or Promotional Materials
May Be Posted on Industry Websites
71Questions?
- Contact
- Manager of Accreditation andEducational
DevelopmentUCSF OCME3333 California Street,
Suite 450Campus Box 0742San Francisco, CA
94143-0742(415) 476-6124