No Death by Paper: Practical Tips for Managing CME Documentation

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No Death by Paper Practical Tips for Managing
CME Documentation

• Abbe Lynch, MA
• Faculty CME Planner
• University of Virginia
• Charlottesville, VA

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Objectives

• Understand the steps required to organize from
  the inside out
• Develop a method of document management that
• Works for you
• Is easily integrated into your organizations
  filing system

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The CME office paper, paper, everywhere!

• Educational planning
• Application approval
• Literature
• Notes from meetings
• Correspondence
• CVs
• Forms
• Disclosures
• Intellectual property
• A/V request forms

• Publicity
• Financial and legal
• Invoices
• POs
• Contracts
• LOAs
• Meeting materials
• Syllabus
• Evaluations
• Sign-in sheets
• Versions of educational content

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Challenges with document organization

• What are yours?
• What is your definition of organization?
• When you think of organizing, how does it make
  you feel?

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Organizing from the Inside Out

• A framework for the CME professional

Morgenstern J. Organizing from the Inside Out.
New York Henry Holt and Company, 1998.
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Outside in vs. Inside out

• Outside IN
• Looking at the trees
• One way
• Borrowed system
• Forces you to change

• Inside OUT
• Looking at the forest
• Many ways
• Personal system
• Reflects YOU

Morgenstern J. Organizing from the Inside Out.
New York Henry Holt and Company, 1998.
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System Examples

• Label System used for accreditation (prior to
  11/2006)
• Electronic filing still need system for finding
  documentation
• Programs
• Expense
• UVA CME

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4-step process

• Analyze
• Strategize
• Attack
• Evaluate

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Analyze

• Goals
• Essential items to do your job
• Current state
• What works and why
• What doesnt work and why

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Strategize the Inside Out way

• Kindergarten Model
• Activity zones
• One activity at a time
• Point of use storage
• Everything has a home
• From visual of room, you know where to go to do
  what you want or need to do

Morgenstern J. Organizing from the Inside Out.
New York Henry Holt and Company, 1998.
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How to do it?

• Define zones
• Activity
• Supplies needed
• Storage unit available (or to purchase)
• Map out space
• Rearrange furniture
• Make time for it!

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Attack

• Sort based on what make sense to you
• Purge - appropriately
• Assign a home
• Containerize
• Equalize (monitor maintain)

Morgenstern J. Organizing from the Inside Out.
New York Henry Holt and Company, 1998.
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Evaluate

• Were your goals met?
• Does it feel easy?
• Does anything need to be changed?

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Does this approach sound familiar?

• Inside out process
• Analyze
• Strategize
• Attack
• Equalize

• CME Process
• Assess need
• Plan and design
• Implement activity
• Evaluate

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Applying Inside Out to CME documentation
management

• Analyze
• Goals Increase efficiency, decrease stress
• Essential items
• Day to day program planning
• Compliance with ACCME Essentials and Standards
• Current state
• Chaos, dont feel like anything is working!
• Central filing categories an issue for me

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Applying Inside Out to CME documentation
management

• Strategize
• Followed Kindergarten Model
• Communication areas
• Work area
• Reading area
• Work in progress files
• Files to prepare for central filing system

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Applying Inside Out to CME documentation
management

• Attack (a work in progress) my learnings
• SPACE
• Sort intuitively when possible
• Use categories that speak to you
• Color code

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UVA CME Office categories

• Designed to facilitate easy retrieval during
  reaccreditation process
• Summary
• Educational planning
• Faculty
• Financial
• Commercial support
• Syllabus
• Publications

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My take During Planning/Implementation

• Summary
• Educational planning
• Faculty
• Financial
• Commercial support
• Syllabus
• Publications

• Summary
• Educational Planning
• Logistical Planning
• Publicity
• Faculty
• Travel
• Forms - AV
• Financial
• Commercial support
• Syllabus
• Disclosure
• Front matter
• Materials provided by speaker(s)
• Publications

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Questions?