Regularly Scheduled Conferences (RSCs)

1
Regularly Scheduled Conferences (RSCs)

• Approval Procedures

USF Continuing Professional Education 12901 Bruce
B. Downs Blvd., MDC 46 Tampa, FL 33612 Phone
[phone] Fax [phone] Email
ptaylor_at_hsc.usf.edu
2
What Is A Regularly Scheduled Activity (RSC)?

• RSCs include
• Grand Rounds
• Journal Clubs
• Lecture Series
• Case Conferences
• Morbidity and Mortality Conferences
• RSCs are certified annually
• July 1 June 30

3
How Do I Get My RSC Certified?

• Step 1
• Complete an APPLICATION FOR RSC SERIES
• Identify Program Director and Contact Person
• Identify Frequency, Date, Time, Location of RSC
• List Planning Committee Members Target Audience
• Identify Needs Assessment Procedures
• State OVERALL (broad) objectives for the series
• Identify Method(s) of Promotion
• Obtain Course Directors Signature
• Submit Completed Application to CPE Office

4
How Do I Get My RSC Certified?

• Step 2
• CME Committee Review
• Approval
• Disapproval
• Request for Additional Information
• Program Review Form Issued
• Identifies Action
• Contact Person Notified of Committee Decision

5
Program Review Form

• USF COLLEGE OF MEDICINE
• CONTINUING PROFESSIONAL EDUCATION OFFICE
• CME PROGRAM REVIEW FORM
• PROGRAMActivityTitle
• PROGRAM DATE(S) ActivityDate PROGRAM
  ProgramNumber
• DEPARTMENT/ORGANIZATION ApplyingOrg
• COURSE DIRECTOR CourseDir
  PHONECourseDirPhone
• ACTION TAKEN
• APPROVAL FOR Hours AMA PRA CATEGORY 1 CREDIT.
• THE COURSE DIRECTOR IS
  RESPONSIBLE FOR PROVIDING
• THE USF CONTINUING MEDICAL EDUCATION
  OFFICE WITH THE FOLLOWING
• PRIOR TO EACH PRESENTATION
• 1. Minutes or notes that document the
  planning sessions for this event must be
  provided.
• 2. Planning Form for Serial Activity
• 3. Speaker disclosure declaration from all
  presenters
• 4. Copies of all faculty correspondence.

• Identifies Action Taken by Committee
• Date Range
• Program Number
• Credits Awarded
• Minimum Requirements
• Prior to each presentation
• Following each presentation
• Accreditation Statement
• For Your File
• Each Form Signed/Dated

6
My RSC Is Approved. Now What?

• Compliance with ACCME (Accreditation Council for
  CME) Requirements
• All Certified activities must show a planning
  process
• PLANNING FORM must be completed by the Course
  Director or Contact Person (NOT by the speaker or
  commercial supporter) for EACH offering and
  provided to the CPE Office prior to the activity
• PLANNING FORMS identify
• Presentation-specific objectives
• Speaker and his/her credentials
• Commercial support, if applicable

7
My RSC Is Approved. Now What?

• Compliance with ACCME (Accreditation Council for
  CME) requirements
• All speakers must complete a disclosure form
• Whether or not commercial funding is received for
  the presentation
• Identifying any significant relationship with a
  commercial supporter or manufacturer of any
  product discussed in the presentation
• Documenting any potential discussion of off-label
  use of any product or device
• Therapeutic options must be objective and
  balanced
• Generic, not brand, names should be used

8
My RSC Is Approved. Now What?

• Compliance with ACCME (Accreditation Council for
  CME) requirements
• In addition to speakers, for CME purposes, who
  else must disclose?
• Any person who interacts with the audience in the
  educational portion of the CME activity
• Moderator
• Instructor
• Any person who can potentially influence the
  content of the presentation
• Planning Committee Members
• Staff
• All disclosure forms must be provided
• to the CPE Office prior to each activity

9
My RSC Is Approved. Now What?

• Compliance with ACCME (Accreditation Council for
  CME) requirements
• Disclosure information must be provided to the
  participants of the activity PRIOR to the
  presentation
• In Writing
• Use Written Disclosure Form (available on CPE
  website)
• Verbally (must be documented)
• Use Verbal Disclosure Documentation form
  (available on CPE website)
• Why is this important?
• Because the audience has the right to
• know what influences a speakers
  presentation!

Disclosure
10
My RSC Is Approved. Now What?

• Compliance with ACCME (Accreditation Council for
  CME) requirements
• Standards for Commercial Support (SCS)
• Activities must be free from commercial bias
• No commercial promotional materials may be
  displayed or distributed in the same room as the
  educational activity
• Commercial support cannot be contingent on the
  provider relinquishing control over any part of
  the activity
• A Commercial Support Letter of Agreement must be
  completed and signed by a representative of the
  commercial supporter and the USF CPE Office prior
  to the activity taking place in order to be valid

11
My RSC Is Approved. Now What?

• Compliance with ACCME (Accreditation Council for
  CME) requirements
• Standards for Commercial Support (SCS)
• All funds from a Commercial Supporter must come
  to and/or with the knowledge of the USF CPE
  Office
• No payments may be made directly by a commercial
  supporter to activity faculty or to pay any
  activity expenses
• All commercial support must be acknowledged in
  announcements, brochures, and hand-outs

Commercial Support Provided by XYZ Company
Thanks to XYZ Company for their support!
12
Anything Else?Well yes

• You must invite your speaker (in writing) and
  provide a copy of that correspondence to the CPE
  Office prior to the presentation (sample speaker
  letter can be downloaded from the CPE website)
• A proposed copy of your activity flyer must be
  submitted to the CPE Office for approval prior to
  mailing, posting, etc.
• Copies of contracts (room rental, AV, etc.) must
  be submitted to the CPE Office prior to the event

13

• Prior to each RSC, you must complete and submit
  the following to the CPE Office
• Planning form
• Disclosure declarations
• Commercial support letter of agreement (if
  applicable)
• Copy of flyer
• Copy of speaker correspondence
• Copies of contracts

14
Finally, the Day of the Event!

• And with that comes more documentation for the
  CPE Office!

15
Evaluation of Activity

• Each activity must be evaluated by the
  participants
• Must be tied to learning objectives
• Evaluation form template can be downloaded from
  the CPE website or emailed to you upon request
  but YOU have to customize it for each offering!
• Evaluation forms must be submitted to the CPE
  Office immediately following the presentation

16
Evaluation of Activity

• Evaluation forms will be summarized and a copy of
  the summary will be forwarded to the RSC contact
  person and/or course director
• Why is it important to evaluate every
  presentation?
• To find out if the objectives were met
• To point out strong points or weak areas so that
  improvements can be made
• To obtain recommendations from the participants
  for future presentations

17
Sign-In Rosters

• Bar-coded to ensure accuracy
• Must be submitted to CPE immediately following
  each RSC
• What if a participants name is not on the
  sign-in roster?
• He/she must complete a Physician Information Form
  (PIF). The PIF is available for download from
  the CPE website
• The PIF must be submitted to the CPE Office along
  with the bar-coded sign-in roster to be added to
  the roster for subsequent conferences
• A revised bar-coded sign-in roster will be
  emailed to the RSC contact person upon receipt of
  any PIF

18
Additional Activity Documentation

• The following documentation must also be provided
  to the CPE Office following each activity
• Documentation of method used to inform audience
  of disclosure information (discussed earlier)
• Written format
• Verbal format
• Copy of handout material
• W-9 form completed and signed by speaker IF
  he/she is to receive an honorarium or expense
  reimbursement
• Travel Expense (TE) form signed by speaker IF
  he/she is to receive reimbursement of travel
  expenses
• Original receipts MUST be attached to TE form

19

• Following each RSC, you must complete and submit
  the following to the CPE Office
• Documentation of how disclosure occurred
• Bar-coded sign-in roster
• Physician Information Forms
• Original evaluation forms
• Copy of handout material
• W9 and TE forms if applicable

20
Remember, we are here to help you with your RSCs!
21
If you are unsure of how to do something, ask us
BEFORE you do it!
22
Need Additional Information?

• Please contact Patti Taylor with any questions,
  suggestions, etc.
• Phone [phone]
• Fax [phone]
• Email ptaylor_at_hsc.usf.edu
• All forms discussed in this presentation (except
  the bar-coded sign-roster) can be downloaded from
  the CPE website
• www.cme.hsc.usf.edu/grandrounds