10 Steps to Creating an Effective Live, Major CME Course

1
10 Steps to Creating an Effective Live, Major CME
Course

• UCSF CMEUniversity of California, San
  FranciscoOffice of Continuing Medical Education

2
Step 1

• Identify a Need

3
Identifying 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

4
Points to Consider

• As a UCSF physician-educator, you are well placed
  to identify training opportunities for other
  physicians.

5
Points 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

6
Points 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

7
Points 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.

8
Points to Consider

• A working educator who witnesses discrepancies
  between students current knowledge or skills and
  desired competencies

9
Points 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?

10
Step 2

• Contact OCME

11
Why 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.

12
Why Contact OCME?

• The Interesting AnswerThere are clear benefits
  to working through OCME.

13
Benefits 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.

14
Benefits of Working with OCME

• OCMEs financial unit can process your
  educational grants without the tax charged by
  other UCSF financial units.

15
Benefits of Working with OCME

• OCME has a staff of event planners to help you
  successfully plan and promote your activity.

16
Benefits 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.

17
Benefits of Working with OCME

• So how do you proceed after youve
• given OCME a heads up that youre
• planning a CME activity?

18
Step 3

• Develop a Plan

19
Planning Your Committee

• Establish a planning committee comprised of
• A full time UCSF faculty member to serve as
  Activity Chair

20
Planning Your Committee

• Other UCSF or leading academic experts
• An OCME program representative or your
  departmental program representative charged with
  event planning your CME activity

21
Planning Your Audience

• Determine your target audience(s)
• Identify the needs of your audience(s)

22
Planning Your Audience

• Articulate a statement of purpose
• We are presenting this course/this information
  because

23
Planning 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.

24
Planning Your Audience

• Formulate educational objectives from the
  perspective of the learner
• At the conclusion of this activity, participants
  should be able to .

25
Planning 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

26
Planning 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

27
Planning 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.

28
Planning 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)

29
Planning Developing Your Activitys Structure

• Journal club or other similarly structured
  literature reviews-discussion periods
• Panel discussions
• Question and answer sessions
• Small group discussions

30
Planning 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

31
Planning 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

32
Planning 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

33
Disclosure

• 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

34
Best 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

35
Planning Assign Tasks

• Brochure development and review
• Commercial support recruitment and confirmation
  (if support will be sought)
• Syllabus development and review

36
Planning 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

37
Planning 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)

38
Step 4

• Financial Planning

39
Develop a Projected Budget

• Identify potential expenses
• Brochure design, printing, and mailing
• Equipment rentals
• Food for participants

40
Develop a Projected Budget

• Honoraria for speakers
• Lodging, meals, and travel for speakers
• Syllabus design and printing (or other handouts)
• Other

41
Develop 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.)

42
Step 5

• Obtain Funding

43
Funding Your CME Activity

• Confirm availability of departmental funds to
  support your CME activity
• Prepare and submit applications to government
  and/or foundation grantors

44
Funding 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)

45
Commercial 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.

46
Step 6

• Secure UCSF CME
• Governing
• Board Approval

47
Governing 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

48
Governing 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.)

49
Governing 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

50
Governing Board Approval

• Obtain DPA/Fund Number. This number enables OCME
  to transfer all conference revenue to your
  department.

51
Governing Board Approval

• Obtain all required signatures
• UCSF Activity Chair
• UCSF Department Chair
• Representative of Co- or Joint Sponsor(s)(if co-
  or joint sponsorship)

52
Governing Board Approval

• Return toManager of AccreditationUCSF
  OCME3333 California Street, Suite 450Campus Box
  0742San Francisco, CA 94143-0742

53
Step 7

• Promote Your Activity

54
Marketing 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

55
Marketing 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

56
Marketing 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

57
Marketing Your Activity

• Print and distribute your materials
• Update OCMEs registration and web managers if
  any course information changes (location,
  presenters, schedule, topics, etc.)

58
Step 8

• Implement Your
• CME Activity

59
Helping 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

60
Helping Your CME Event to Run Smoothly

• Throughout the activity, encourage participants
  to complete the activity evaluation form

61
Step 9

• Evaluate Your CME
• Activitys Success

62
Evaluating 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)

63
Step 10

• Close Out Your
• CME Activity

64
Close 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

65
Close Out Your Activity (Accreditation)

• Faculty Disclosure Forms (completed, signed forms
  for activity chair and each moderator and
  speaker)
• Final Financial Statement

66
Close Out Your Activity (Accreditation)

• Promotional Materials (10 copies of brochures
  or other collateral materials)
• Syllabus or Handouts (2 copies)

67
Close 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

68
Timeline

• 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

69
Key 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

70
Key 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

71
Questions?

• Contact
• Manager of Accreditation andEducational
  DevelopmentUCSF OCME3333 California Street,
  Suite 450Campus Box 0742San Francisco, CA
  94143-0742(415) 476-6124