Welcome!
Regularly Scheduled Series
(RSS)
Updates for 2012-2013
Office of CME
Jefferson Medical College
1020 Locust Street, Suite M5
Philadelphia, PA 19107
Phone: 215-955-6992
Fax: 215-923-3212
RSS Application
ACCME & RSS (Regularly Scheduled Series)
Compliance with ACCME Updated Criteria means identifying
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Professional performance gaps
Educational need that the performance gap relates to
Desirable physician attributes
Barriers to improvements
Strategies to overcome barriers
We tried to provide clear guidance and examples of what
is needed, and when possible, included a checklist of
options to select from
Role of Learner
What does this mean?
We outline the 4 basic roles of academic physicians, and
identify the primary role for each RSS to focus the goal of
the education more clearly
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Learner Roles
 Clinician – is the RSS directed at patient care issues?
 Administrator – is the RSS directed at
systems/management issues?
 Teacher - is the RSS directed at teaching issues
 Researcher – is the RSS directed at research issues?
On the application:
You will select other required application elements based on
the primary practice role of the learners for an RSS.
Content Changes:
ID “Professional Practice Gaps”
What does this mean?
A professional practice gap is the difference between
actual and ideal performance.
 Professional practice gaps can be found in any role the physician
practices in: clinician, administrator, teacher, or researcher.
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Professional practice gaps are the answer to the question:
 what are these participants doing now that they
could/should be doing differently or better?
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There is a comparison made between what the ideal practice looks
like and what the potential participants actually are doing.
On the application:
You will select general professional practice gaps from a checklist provided,
based on the role of the learner
Content Changes: ID Professional
Practice Gaps - sample
Learners’
Professional
Role (C4)
Type of RSS Approach
Associated with this
Role (C5)
Types of Professional Practice Gaps Encountered by
these types of Learners in Practice (C2) (check all
that apply)
Clinician
Lectured Based
(Grand Rounds)
Case Based
Journal Club
M&M
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Researcher
Lecture Based
Case Based
Journal Club
Faculty Development
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Problems encountered in practice or identified by
the presence of poor or unexpectedly poor patient
outcomes
 Keeping abreast of new/emerging information and
how to incorporate this into practice
 Applying evidence based guidelines in practice
 Gaps identified via PI/QI processes (must be
outlined above) Section 3A
Problems encountered in design and/or
implementation of research project problems
encountered in the interpretation and/or publication
of research results
 Problems encountered in applying basic research
to clinical practice
 Keeping abreast of new/emerging information and
how to incorporate this into practice
 Maintenance of Certification
Content Changes: Clinical RSS tie
directly to Institutional Patient
Safety/PI/QI
If the RSS is clinically oriented, completing this section will explicitly link
education delivered to RSS sessions to institutional patient safety and/or
performance improvement goals.
On the application: Select one of the options outlined
 Option 1. Patient Safety related issues
 What topics does your Peer Review Physician recommend be
included in this activity to improve clinical processes and/or
patient outcome in your department?
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Option 2. Performance and/or Quality Improvement Process
 What quality metrics are in place in your department/division
to measure improvements in patient care and/or processes
that will be addressed as part of this activity?
Option 3. Other Metrics ex: (HCAHO, HEDIS, PQRI, RPR, CMS)
 What other measures for patient care is your department
working on that will be addressed as part of this activity?
Always applies to RSS that address the learner role of clinician.
Content Changes : Practice Gaps
and Educational Needs
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Identifying Underlying Educational Needs Related to Identified
Practice Performance Gap
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A good needs assessment provides evidence that the professional
practice gap exists, and that an educational activity can help close the
identified gap and facilitate a change in practice. It answers the
question:
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How do you know the practicing physicians and other learners in
your audience need education in the topics you will present during
this activity?
On the application:
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You will complete a chart showing where your evidence is drawn from,
the conclusions that you have made based on this evidence, and what
the education you are presenting is intended to accomplish.
We anticipate this section will present the most difficulty for applicants to
complete. We encourage you to contact the Office of CME to discuss your
questions, concerns or thoughts about this section in particular.
Content Changes: Evidence Example
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The application will offer a number of options for you to select from, and allows for your additions.
For each type of source you identify, you will be asked to identify the specific source used, explain
what the source tells you about your learner and draw a conclusion about the needed education for
the source. If you cannot provide documentation, you should NOT check a source. Note that you
are required to utilize at least 2 sources for your RSS.
√
Source of Need
for each area
checked,
complete the
statement:
a. Identify the
specific source (s)
you are using for this
activity
b. This source shows
that learners at our RSS
need to
c. Therefore,
education is needed
to
SAMPLE:
Advice from
authorities of the
field or relevant
medical societies
Clinical Guidelines
from ASA published
in the past two years
Comply with new
guidelines for this timely
administration of
preoperative antibiotics
Make sure everyone
is aware of the new
guidelines and how
to apply them
SAMPLE:
Data from peerreviewed journals,
government
sources,
consensus reports
Pertinent articles
from (specify
journals/other
sources
Keep up-to-date as new
information becomes
available in their field of
practice
Identify new
information that is
pertinent to practice
and incorporate this
information into
practice
appropriately
Annual Evaluations : Your Results
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Tie in to prior year evaluation results (for repeating RSS)
If you are renewing an RSS, you will review the past year’s evaluation results which will be
automatically included in your application. You will also be provided with the aggregated data for
ALL Jefferson RSS so you can compare your results to these average responses.
You will be asked to outline a plan for improvement if your evaluation results indicate a need for
improvement.
On the application:
My FY11 Annual Evaluation Scores for the following items for example were:
Key Indicator
(scale 1-5, 5 being highest)
Extent to which RSS….
Aggregated Results
from ALL Jefferson
RSS (945
Responses)
Results for my
RSS in FY11
(27 Responses)
Overall Quality
4.38
4.41
Presented content relative to level
4.14
4.19
4.08
4.15
of expertise
Promoted change in competence
(what you can do)
Plan for
improvement
(or indicate NA)
Complete an Online Budget Form:
 Estimated detailed financial
information
 AV
 Honoraria
 Travel
 Catering
 Commercial Support
 CME Fees
 Other
Logging in for RSS
To log into the database go to http://jeffline.jefferson.edu/jeffcme/ ,
then click on “For RSS Planners”, next click on RSS Session
Registration & Reporting, and enter your login ID which, is a
unique code assigned to you by the Office of CME
Register a session
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Enter the session date, topic, presenter's name, and WEB-ID
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Print the COI disclosure form to post at the session
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Once the WEB-ID is entered for a speaker, the COI information
entered in the COI database will automatically transfer to the SRD
when the speaker completes the COI process.
The SRD will also provide the summary of disclosure information to be
displayed during the session by simply clicking the “S” icon located
next the WEB-ID field.
Print the Session Documentation form (SDF) to post at the
session by clicking on the “SDF” button. All relevant information
that you have entered will be merged into the SDF form, along
with information from your application. Update to include any
commercial support acknowledgement to the audience
Session Documentation Reporting
for RSS
Report a completed session
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Click on link “For RSS Planners, then choose
“Session Registration & Reporting” see a blue
link in the center of the page called- Session
Documentation Reporting, double click on
it.
Enter the session’s required information
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Check off- I certify that the SDF and
Planner/Presenter’s COI has been posted
ACCME Criteria Impact category
Patient Safety Topic information, if applicable
Commercial Support information, if applicable
NEW
-continues
These 2 will
automatically fill in
OCME will
complete the LOA
column
Policies and Procedures
● Involvement and approval of a Jefferson faculty
Program Director and/or Division Chief/Department
Chair.
● Reporting and documentation requirements must be
met in a timely fashion.
● Annual In-service required.
● Compliance with ACCME Standards for Commercial
Support required.
● An annual administrative fee must be submitted
● Must comply with University Industry Relations
Policy (for Logo usage, etc.)
● Certification may be withdrawn from programs that
do not comply with the policy and procedures as set
forth by the Committee for CME.
Additional Information Trademark Usage
University Policy controls how Jefferson’s name, logos, and
images are used.
 There is a new logo; any use of old logos should cease.
 Do not assume that because you have used the logo in the
past, it is ok to continue to use it now!
To add a Jefferson logo to any material related to RSS, you
need written approval from University Counsel. Contact
Jeanne Cole, Director of CME at jeanne.cole@jefferson.edu
For questions about the policy, contact University Counsel.
See RSS Handbook- pg. 44-45, for specific details
Reminder: Accreditation Statement on
Promotional Materials
ACCME and AMA have very specific requirements about what a flyer or any other announcement for a
CME activity must contain. These requirements can change at the discretion of the ACCME and/or
AMA!!!
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Submit a prototype of announcements/advertising material for review by the Office of Continuing
Medical Education to assure compliance with required ACCME and AMA Category 1 language for CME
activities.
The language must be stated exactly as it is below with Italics and trademarks that are required by
the AMA.
Jefferson Medical College of Thomas Jefferson University is accredited by the ACCME to
provide continuing medical education for physicians.
OR: This activity has been planned and implemented in accordance with the Essential Areas
and Policies of the Accreditation Council for Continuing Medical Education (ACCME)
through the joint sponsorship of Jefferson Medical College and (insert Joint Sponsor
name).
AND
Jefferson Medical College designates this live activity for a maximum of (enter # of credits)
AMA PRA Category 1 Credit(s)TM . Physicians should only claim credit commensurate
with the extent of their participation in the activity.
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*Promotional materials may not be printed or distributed without prior approval from CME
Office.
NEW AMA LANGUAGE! UPDATE YOUR FLYERS
Changes to Attendance
Reports and Deadlines
Attendance Reports are no longer cumulative!
FY 2012
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only show credits for the specified reporting period
Report 1 due January 20, 2012 Covers 7/1/2011- 12/31/2011
Report 2 due (Final Due) July 20, 2012. Covers 1/1/2012- 6/30/2012
FY 2013
Report 1 due November 30, 2012. Covers 7/1/2012- 11/30/2012
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Report 2 due January 20, 2013. (Updates Report 1) Covers 7/1/2012-
12/31/2012 to capture any December participants.
(This allows for up-to-date reports for re-licensing for 12/31 for every 2 years)
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Report 3 due July 20, 2013. Covers 1/1/2013- 6/30/2013
(Remember, only show credits for the specified reporting period!)
Online RSS Annual Evaluation
 Opens April 2, 2012, closes May 31, 2012
Reminder: Presenter Conflict of
Interest (COI)
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Presenter Conflict of Interest – must be disclosed to the
audience for each session.
COI Reminders!
 Required by ACCME
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anyone involved with planning OR presenting a CME activity
Individuals with conflicts must have conflicts resolved prior to
day of session
It is required that disclosure information be made known to
the audience prior to the start of each session.
POST the Planner COI at EACH session!!
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Statement has been generated on all SDFS- Unless otherwise noted, the planners
for this RSS indicate they have no relationships to disclose. Exceptions include:
Cerebrovascular Case Conference, Neurosurgery Grand Rounds and Morbidity Mortality
Conference; and Hepato Cellular Carcinoma Conference. Planner disclosure for these
RSSs, are posted separately at each session.
POST the Presenter COI Statement for EACH session!!!
Key Points about Conflict of
Interest
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Simply disclosing a relationship is not in compliance with ACCME
rules.
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Resolving a conflict of interest must be accomplished before the
day the session is held.
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Presentations by speakers with conflicts must be evaluated using
a conflict of interest evaluation form that the Office of CME will
provide.
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You will receive email reminders about COI as long as the session
is pre-registered in the SRD.
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Unless conflict of interest issues are resolved in advance, the
session cannot receive CME credit
Commercial Support
Letters of Agreement (LOA)
LOAs obligate the INSTITUTION to be accountable to the funder. Incorrectly
completed reports, or failure to complete reconciliations to the funder, can
jeopardize ALL Jefferson future grant submissions to that funder
If you accept commercial support, in order for session to be certified for credit
you must provide OCME
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No later than the day before the session: A copy of the company-signed
Letter of Agreement (or pdf of online agreement)
Within 30 days of the session:
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Documentation of HOW you spent the commercial support, including line item detail. You need to be
prepared to show copies of checks/payments to speakers, catering, AV, etc. in the event of audit by the
commercial supporter.
BEFORE Completing a Grant Reconciliation for the Funder:
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A copy of the check received with your session documentation form (SDF).
Send OCME a draft of the grant reconciliation you plan to send to the commercial supporter PRIOR to
submission.
A copy of all correspondence to/from the funder relating to the submitted grant reconciliation
Failure to comply may result in the decertification of your entire RSS!
See RSS Handbook pg. 36-37, for specific details
Commercial Support: Do’s & Don’ts
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Know the rules on what a company can and can’t
do!
Keep education separate from product promotion
Money from company cannot go directly to
speaker for honoraria OR travel!
Company cannot bring in food!
Acknowledge any support from company (but
don’t mention their product in any
acknowledgement)
Know and apply Jefferson’s Industry Relations
Policy
Commercial Support-REMINDERS
Expect changes in how you request and manage funds from
commercial support!
Use the correct name for the Accredited CME Provider!
* Jefferson Medical College of TJU
Remember, the Jefferson must be named as the accredited provider
and the OCME must sign all Agreements for this type of funding.
Return of funds: Many pharmaceutical companies now require
that funds be accounted for (“reconciled”), and unused funds be
returned!! If you have an LOA, you will be contacted when a
reconciliation is required.
**NOT TJUH/Thomas Jefferson University Hospital
Documentation Requirements
& Changes- What to Report
Summary of Attendance
 Only approved sessions should be counted!!
Use OCME Excel format
●With non-cumulative credits earned (only report credits within
that reporting period)
●Report both CME and Patient Safety/Risk Management credits
earned
●Send via email as an attachment
●Directly uploaded into database: spelling and accuracy count!
Data that cannot be uploaded, will be returned to you for
corrections.
If OCME manually enters your data, an additional charge of $25.00 per person entered
will be applied, the fee must be prepaid.
Retrieving Credits via Jeff ETC
Only the Office of CME can issue official documentation of
credits earned.
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Use the CME Website to retrieve a transcripts of
attendance at all JMC sponsored CME activities.
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Based on WEB ID (the last four digits of the
attendees social security number) must be
included in your attendance reports (or info will
not be available online)
Annual Administrative Fees
Direct (JMC)
$1,650.00 for weekly and biweekly programs
$990.00 for monthly, quarterly, other
programs
Joint (Non-JMC)
(*plus grant request processing fees,
when applicable.)
$3,025.00 for weekly and biweekly programs
$1,815.00 for monthly, quarterly, other
program
New Increase in Fees 2013
Additional Information
Extended Sessions
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If you are planning a slightly different RSS session and would like
to receive additional credits, please contact us at least 8 weeks in
advance of the date so we can assist you in meeting any additional
requirements. We will need a brief description of the activity
differs from the normal session, the target audience, how the
session is funded, and how you plan to advertise.
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For example, if you normally hold a 1 hour session but once a year
want a 2 hour session you must contact us for pre-approval.
Limited to 2 hour session.
Other CME Seminars
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For “Special Sessions” that are greater than 2 hours in length, a
separate CME Activity application and fee are required, and must
be initiated at least 90 days prior to the activity date. No mention
of the availability of CME credit may be made until the CME Office
has approved the activity and/or the marketing materials.
Questions?
Please refer to your
Regularly Scheduled Series (RSS) Handbook
2012-2013
for complete details of all processes, policies,
and procedures.
Or contact:
Daphney Wright, Administrative Coordinator
Regularly Scheduled Series
215-955-6993
daphney.wright@jefferson.edu
http://jeffline.jefferson.edu/jeffcme/