Ethos
Regularly Scheduled Sessions (RSS) / Grand Rounds
Mindy Mattison
Instructional Systems Design
DCRI IT Training & Documentation
Purpose of Training
• Beginning Monday, June 17, you will begin entering
Regularly Scheduled Series (Grand Rounds)
• Beginning July 1, students will begin enrolling in RSS
courses
• Use this training opportunity to:
– become familiar with Ethos
– understand the benefits of RSS in Ethos
– understand the Ethos RSS process workflow
– get some hands-on experience creating series
and sessions
– understand how to get help moving forward
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Agenda
1.
2.
3.
4.
5.
6.
7.
Introduction to Ethos
Benefits of RSS in Ethos
RSS Roles & Responsibilities
RSS Process Workflow
Step-by-Step Hands-on Exercises
Getting RSS Help
Action Items
3
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INTRODUCTION TO ETHOS
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Introduction to Ethos
• Ethos is a browser-based Learning Management
System (LMS) that enables medical professionals to
register for activities, track their Continuing Medical
Education (CME) credits, and manage their own
transcripts and certificates
• Maintained and managed by the Duke Office of
Continuing Medical Education (CME), and DCRI’s
IT group
5
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Accessing the Ethos TEST Environment
1. Open Google Chrome Browser
2. Go to test URL:
http://test.continuingeducation.dcri.duke.edu/
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Create your account
1.
2.
3.
4.
5.
Click Join
Complete your profile
Click Create new account
Click link in email to confirm
Create password
7
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Search and register for courses
1
2
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Courses can be purchased
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Follow activity workflow
Still
locked
10
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1
View transcript
and download certificates
3
2
4
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BENEFITS OF RSS IN ETHOS
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Benefits of RSS in Ethos
• Using a text based SMS code, a participant records
attendance for each session they attend and is
instantaneously awarded credit. No scanners, laptops
and/or paper sign in sheets required anymore!
13
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Benefits of RSS in Ethos
• Automated workflow for set up, review and approval
of the RSS series and its sessions through a
customized online portal
14
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Benefits of RSS in Ethos
• Activity Medical Directors
and CME Associates can
make updates related to
last minute changes in
speakers, cancellations,
additions
15
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Benefits of RSS in Ethos
• Participation and other reports at both series and
session levels available
16
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RSS ROLES &
RESPONSIBILITIES
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RSS Role
Responsibilities
CME Associate
• Creates new series and sessions
• Edits existing series and sessions
as needed
CME Coordinator
Jennifer Sheppard
• Reviews and approves new series
• Provides support as needed
Site Administrator
John Johnson
• Maintains user accounts in Ethos
• Provides technical support as needed
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RSS PROCESS WORKFLOW
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CME Associate
RSS Workflow
Edit Series
per Feedback
2. Set Status
to In Review
4. Create
Sessions
Set Status to
Feedback
3. Review
Series
Set Status to
Approved
CME Coordinator
1. Create
Series
No
Yes
Approved?
20
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HANDS-ON EXERCISES
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2. Access Grand Rounds
3. Access
Admin Menu
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1. Access your
profile settings
Accessing your
Profile Settings
• Click My account
• Click an option in the grey bar or
one of the Edit links
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Accessing Grand Rounds
• Hover over Activities, and then click
Grand Rounds
• Click a link to open series details
• Click a link to open session details
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Accessing the Admin Menu
• Click the “wrench” icon in the
upper left corner of the
window
• CME Associate clicks
Create content to begin the
RSS Workflow process
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CME Associate
RSS Workflow
Edit Series
per Feedback
2. Set Status
to In Review
4. Create
Sessions
Set Status to
Feedback
3. Review
Series
Set Status to
Approved
CME Coordinator
1. Create
Series
No
Yes
Approved?
26
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Series/Sessions Relationship
• Series – like an “umbrella” to hold the sessions
• Add specific details, such as speaker, location, and
credit details at the session level
Series
Session 1
Session 2
Session 3
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Session 4
Session 5
Session 6
CME Associate
1. Create Series
• On the Admin Menu, click
Create content
• On the Create content tab,
click Series
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CME Associate
1. Create Series –
Description tab
• RSS Name (what student sees)
• Path (direct URL – recommend using Name)
• Description (appears on series home page)
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CME Associate
1. Create Series –
Series Settings tab
•
•
•
•
•
•
•
•
AMD Name
CME Associate Name
New Series
Credit Type (AMA,
informational – credit
awarded at session level)
Frequency
Location (important for PARS)
Specialty/Sub-specialty
Series Date (displays full date range
of series to students)
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CME Associate
1. Create Series –
Support tab
• If Yes, add Contributor and support details
(Month/Year required)
• Can be entered later in the year
• Note: Process still being determined
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CME Associate
1. Create Series –
ACCME tab
•
•
•
•
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AMA Learning Format (set to Live Activity)
Provider Activity ID (see handout)
Activity Type (Select Regularly Scheduled Series)
Click Save (cannot publish until approved by
CME Coordinator)
CME Associate
RSS Workflow
Edit Series
per Feedback
2. Set Status
to In Review
4. Create
Sessions
Set Status to
Feedback
3. Review
Series
Set Status to
Approved
CME Coordinator
1. Create
Series
No
Yes
Approved?
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CME Associate
2. Set Status to
In Review
• On the Admin menu,
click EthosCE admin
• Click Workflow Dashboard
• If needed, apply the New
status to filter your list
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CME Associate
2. Set Status to
In Review
Set the series status to
In Review
2
1
Automatic email notification sent to CME Coordinator
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CME Associate
RSS Workflow
Edit Series
per Feedback
2. Set Status
to In Review
4. Create
Sessions
Set Status to
Feedback
3. Review
Series
Set Status to
Approved
CME Coordinator
1. Create
Series
No
Yes
Approved?
36
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3. Review Series
CME Coordinator’s Admin menu
CME Coordinator
• Click EthosCE admin
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• Click Workflow Dashboard
CME Coordinator
3. Review Series
• Apply In Review status filter
• Check box next to series
– Click Set to Feedback to
add comments and return to
CME Associate for further
editing
– Click Set to Approved to
approve series
– Can check multiple series
and approve all at once
Automatic email notification
sent to CME Associate
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Automatic Email Notifications
Status
Sample email text
In Review
The RSS “Lung Cancer Series” is now pending for your review
Comment: Please review, thanks.
URL: http://test.continuingeducation.dcri.duke.edu/l-c
Feedback
The RSS “Lung Cancer Series” is in the Feedback state
Comment: Need more info
URL: http://test.continuingeducation.dcri.duke.edu/l-c
Approved
The Regularly Scheduled Series “Lung Cancer Series” is now
approved.
Comment: Looks great. Please proceed to add sessions to your
series.
URL: http://test.continuingeducation.dcri.duke.edu/l-c
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CME Associate
RSS Workflow
Edit Series
per Feedback
2. Set Status
to In Review
4. Create
Sessions
Set Status to
Feedback
3. Review
Series
Set Status to
Approved
CME Coordinator
1. Create
Series
No
Yes
Approved?
40
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Creating the Session Template
• Identify typical speaker, location, credit settings
• Define session repeat frequency / dates
• Edit individual sessions as needed
Speaker:
Jonah Wells
Location:
Duke MC Library
Credit:
AMA
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Speaker:
Speaker:
Jonah Wells
Speaker:
Jonah Wells
Speaker:
JonahLocation:
Wells
Speaker:
JonahLocation:
Wells
Duke MC Library
Speaker:
JonahLocation:
Wells
Duke MC Library
JonahLocation:
Wells
Duke MC
Library
Credit:
Location:
Duke MC
Library
Credit:
AMA
Location:
Duke MC
Library
Credit:
AMA
Duke MC
Library
Credit:
AMA
Credit:
AMA
Credit:
AMA
AMA
CME Associate
4. Create Sessions
1. Go to your series landing page
– If published, available under
Activities>Grand Rounds
– Available as link on Workflow
Dashboard’s Approved list
2. On the Admin Menu, click Create
Content > Session
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CME Associate
4. Create Sessions
Description tab
1. Enter Session Name
(good idea to enter
“Topic TBD”)
2. Body (leave blank for now)
Note: Skip Certificate tab, since no individual certificates
distributed for RSS
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CME Associate
4. Create Sessions
Session Settings tab
• Speaker Name (good idea
to enter “Speaker to be
announced”)
• Location (enter most
common location)
• Additional Notes (shows for
students – i.e., “bring your
laptop”)
Continued
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CME Associate
4. Create Sessions
Session Settings tab
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• Session Date (enter
date/time of FIRST session
– not date range)
• Repeat (creates all your
sessions)
• Until (stop date of
repeating sessions – enter
last session)
• Except (identify sessions to
skip – holidays)
• Additional (add sessions
that don’t fit repeating
schedule)
CME Associate
4. Create Sessions
Course Credit Settings tab
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AMA Credit
• Check Active box
• Uncheck Variable credit
• Set Max to 1.00 or desired
credit per session
CME Associate
Series Landing Page
Click session
link to view
session details
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CME Associate
Editing Individual Sessions
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1. Navigate to the session
2. Click Edit
3. Add Speaker, Location,
and other details
4. Click Save
CME Associate
Setting up Session SMS Texting
1. Navigate to the session
2. Click Enrollments
3. Click Settings
continued
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CME Associate
Setting up Session SMS Texting
Enter number of
hours/minutes after start of
session, when attendee
can text SMS code
Enter number of
hours/minutes after start of
session, when attendee
can still text SMS code
SMS Code
Image shown displays default settings
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CME Associate
Publishing Your Series
• Can be done any time after series is Approved
• Students cannot find series until Published
1. In Admin menu, click
EthosCE admin>
Workflow Dashboard
2. Click the Publishing tab
in the upper right corner
continued
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CME Associate
Publishing Your Series
2
1
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RSS Session / SMS Attendee Experience
• Attendees text all RSS SMS codes to:
919.213.8033
• Recommendations
– Ask attendees to create phone contact for
Duke SMS attendance
– Put instructions and reminders on presentations,
schedules and posters
– Display SMS code on first and last slide, as well
as giving to attendee as handout
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RSS Session / SMS Attendee Experience
Attendee does
not have Ethos
account
Sorry,
attendance for
“Lung Cancer
Session” closed
at 2:00 p.m. on
05/15/2013
Attendee has
Ethos account
and correct code
See handout
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Sorry, that code
is incorrect.
Please try again.
Sorry,
attendance for
“Lung Cancer
Session” opens
at 9:15 a.m. on
07/24/2013.
GETTING RSS HELP
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Getting RSS Help
• Jennifer Sheppard (CME Coordinator)
– Phone: 919.668.3039
– Email: jennifer.sheppard@dm.duke.edu
• CME Mailbox
– dcri.cme@dm.duke.edu
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ACTION ITEMS
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Action Items
• CME Associates – Create your account in Ethos
production environment (will not have CME Associate
functionality yet)
• Site Admin (John) – Set CME Associate roles
• CME Coordinator (Jennifer) – Notify CME
Associates when production environment ready to
go, OK to begin creating series
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CREATE YOUR ACCOUNT IN
PRODUCTION ENVIRONMENT
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Accessing the Ethos Production Environment
1. Open Google Chrome Browser
2. Go to production URL:
http://continuingeducation.dcri.duke.edu/
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Create your account
1.
2.
3.
4.
5.
Click Join
Complete your profile
Click Create new account
Click link in email to confirm
Create password
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