PROFESSIONAL EDUCATION

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PROFESSIONAL EDUCATION

PROGRAM DEVELOPMENT GUIDE

Partnering with the Professional Education Department, Education & Academic Affairs,

for Continuing Medical Education Activities

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PARTNERING

WITH THE

PROFESSIONAL

EDUCATION

DEPARTMENT

We are pleased to partner with you on

the development of a professional

education activity. Included in this guide

is important information to help you plan

and implement your activity.

ELEMENTS OF A PROFESSIONAL

EDUCATION ACTIVITY

A professional education activity can take many

forms. It can be offered live, live web streaming,

as an enduring material online or any combination

of the three. A professional education activity may

offer AMA PRA Category 1 Credit™, CEUs for

non-physicians, or both. Those activities that offer

AMA PRA Category 1 Credit™ are referred to as

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A CME activity must be provided by

an organization accredited by the

ACCME, such as HSS. Activities can

be directly provided or jointly provided.

DIRECTLY

PROVIDED ACTIVITY

A CME-approved activity that is planned, implemented, and evaluated by an accredited provider. This definition includes co-provided activities (offered by two accredited providers) reported to the ACCME by the accredited provider that takes responsibility for the activity.

JOINTLY

PROVIDED ACTIVITY

A CME-approved activity that is planned, implemented, and evaluated by an accredited provider and a non-accredited entity. The accredited provider must take responsibility for a CME

activity when it is presented in cooperation with a non-accredited organization and must use the appropriate ACCME accreditation statement. A commercial interest cannot take the role of a non-accredited entity in a joint providership relationship.

HSS holds itself to the same standards when

creating professional education activities, whether

the activities are CME-approved or not. This guide

will help you to develop professional education

programs when collaborating with HSS's Professional

Education Department.

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ACTIVITY DEVELOPMENT

AND MANAGEMENT

ACCREDITATION

& COMPLIANCE

✔ Plan continuing medical education activities, including CME and CEU, in collaboration with the HSS CME Committee

✔ Prepare Program Request Forms and CME applications, including needs assessment supporting documentation, identification of professional practice gaps and learning objectives

✔ Manage disclosure process and resolve conflicts-of-interest

✔ Assure activity compliance with all ACCME Criteria and Standards for Commercial Support

HSS specializes in individual attention to each activity, coordinated

by our in-house Professional Education Department, Education Media

Services and full service marketing, communications and meeting planning

teams. Together, we provide the following services:

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ACTIVITY MANAGEMENT

& EVENT OPERATIONS

✔ Convene and coordinate meetings throughout the planning process

✔ Oversee financial management, including submitting requests for external funding; executing commercial support and exhibitor letters of agreement; arranging in-kind support; collecting all activity income and disbursing all vendor payments

✔ Manage activity event planning, marketing and logistical services including venue reservations, hotel and vendor selection, catering, contract negotiations, staff recruitment and assignment

✔ Manage registration process, communications and customer service

✔ Manage competitive abstract process

✔ Coordinate exhibitors

✔ Provide faculty management including distribution of confirmation letters, follow-up communications and presentation instructions

✔ Distribute PowerPoint®_{presentations}

(post live activity)

✔ Design and print activity brochure, course program, signage and name badges

✔ Plan and implement marketing strategy including

event web design and hosting

✔ Develop evaluation summary reports and documentation of educational outcomes

✔ Reconcile budget and provide final activity report

PROMOTION

& MARKETING

Promotional outreach is conducted for all activities by the Education & Academic Affairs’ marketing and communications team through channels such as:

✔ Dedicated activity web page on www.hss.edu

✔ Promotional save-the-dates and brochures sent to internal database and select purchased direct marketing lists

✔ E-blasts to target audience via internal database and select purchased direct marketing lists

✔ Print and/or online advertisements

✔ Social media (i.e., LinkedIn, Google Ad Words, YouTube, forMD)

✔ HSS Journal ® _{activity calendar advertisement}

EDUCATIONAL

FORMATS

✔ Live onsite

✔ Live web streaming

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HSS BUSINESS MODEL

Accreditation Fee

All CME activities, with the exception of Regularly Scheduled Series, include an accreditation fee to cover the cost of completing and submitting a CME Application to HSS’s CME Committee. Fees vary depending on whether the activity is directly or jointly provided. The Professional Education Department will determine the associated fee based on the details of the planned activity.

Activity Management Fee

All professional education activities, with the exception of Regularly Scheduled Series and enduring activities, include an activity management fee to cover the cost of planning, implementing and managing the activity. These costs are related to marketing, logistics, fundraising and other services provided to support planning and implementation. Fees vary depending on whether the activity is directly or jointly provided. The Professional Education

Department will determine the associated fee based on the scope of the planned activity.

SINGLE-SUPPORTED

EDUCATIONAL ACTIVITIES

In keeping with HSS’s mission to be the most trusted educator, we strive to develop and provide professional education activities that are fair, balanced, objective and free from commercial bias. Multi-supported activities are preferred in order to uphold these values, however there are instances when single-supported activities are allowed as long as they are aligned with the mission, vision and values of HSS and the CME Committee. If a proposed activity falls under the category of single-supported, the CME Committee will review and determine if the activity meets the criteria for single-supported educational activities.

HSS, CME Committee and ACCME Policies

All HSS-sponsored professional education activities adhere to HSS,

CME Committee and ACCME policies to ensure prudent financial

management, freedom from commercial bias, balanced and validated

content and compliance with ACCME Standards for Commercial Support.

ACTIVITY DEVELOPMENT

AND MANAGEMENT

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SOCIAL FUNCTIONS

Discussions of whether or not to include a social function in conjunction with a professional education activity are conducted at the beginning of the planning phase of an educational activity. If a clear educational value is determined to include a social function (i.e., dinner with external invited faculty; modest reception following activity to further professional networking for participants with faculty), then a social function can be included in educational activity budget. The purpose and cost of the social function should follow HSS’s policy and be reasonable and within the parameters of the estimated budget. Social functions can be sponsored by vendors and acknowledged as such. However, representatives from sponsoring commercial interests may not attend the social function(s).

Richard L. Menschel Education Center

The primary hub for HSS professional education programs, meetings and special events.

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STEPS TO PLANNING

& IMPLEMENTING

A PROFESSIONAL

EDUCATION ACTIVITY

The Professional Education Department routinely

partners with HSS clinical service departments as

well as leading local, domestic and international

organizations to develop continuing medical education

activities focused on musculoskeletal medicine. We

welcome proposals from potential partner organizations

at any time. All proposal concepts are reviewed by

HSS’s CME Committee to ensure alignment with HSS’s

mission and strategic priorities. The proposal elements

listed on the following pages are closely assessed

during initial review.

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STEP

1 ASSESS THE NEED FOR A

PROFESSIONAL CONTINUING

MEDICAL EDUCATION ACTIVITY

A continuing medical education activity develops from an idea based on identified professional practice gaps and the educational needs underlying those gaps (i.e., a gap in practice behavior between the current state and the ideal state). A continuing medical education activity is concerned with those educational needs that may have caused the gap, whether it is knowledge, competence or performance, and is designed to address those needs and help close the gaps.

STEP

2 DEVELOP AN ACTIVITY PLAN

Planning Committee

Appoint a Planning Committee consisting of:

✔ Activity Director(s)

✔ Service staff

✔ Professional Education staff

✔ Service physicians

✔ Other clinician experts

✔ Resident(s)/fellow(s) The Planning Committee assists the Activity

Director(s) to identify professional practice gaps and educational needs; draft specific learning objectives; determine target audience; determine topics and learning format(s); select and recruit internal and guest faculty; and provide input on overall educational goals.

Educational Needs

Identify specific educational needs, which can be derived from a number of different sources:

✔ Proven needs based on objective external data sources

✔ Inferred needs (i.e., development of new technology, input from experts, new methods of diagnosis or treatment, etc.)

✔ Verbalized needs (activity evaluation forms, informal comments, consensus of faculty members, etc.)

Statement of Need

Articulate a Statement of Need, which clearly states the rationale on which the activity is based and its value to learners.

Professional Practice

Gaps & Learning Objectives

Identify professional practice gaps and learning objectives:

✔ The ACCME requires that all accredited CME providers design activities to change competence and/or performance and/or patient health

✔ Learning objectives are derived from the identified needs and specify, in measurable terms, what learners should be able to do after participating in the activity

Development of Content

Clearly stated learning objectives act as guidelines to the development of content.

Educational Format

Choose the best educational format:

✔ Consider alternative and varied learning formats to increase the effectiveness of activities

✔ Formats include live onsite, live web streaming, enduring materials

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STEP

3 DEVELOP MEASURES

OF EFFECTIVENESS

The ACCME requires that all CME providers measure the effectiveness of their CME activities in changing competence, performance and/or patient health. The Professional Education Department uses a standard online evaluation template that is customized for each professional education activity. Professional Education may also conduct three or six month follow-up surveys to assess learner change in performance.

STEP

5 ESTABLISH AN

ACTIVITY BUDGET

The Professional Education Department will work with the Activity Director(s) to develop a budget for the professional education activity using a standard template. Expenses are estimated using historic and comparative cost data from similar activities. The

required income to offset 100% of expenses will also be calculated. Funding for the activity is typically generated from a combination of registration fees, external grants, exhibit fees, and in some cases, departmental or institutional funds.

STEP

6 COMMITTEE REVIEW

& APPROVAL

The Activity Director(s) submits the Program

Request Form or CME Application to the Professional Education Department according to the review schedule to ensure ample time to successfully plan and implement the program. The Professional Education Department then reviews and submits to the CME Committee for full committee approval.

STEPS TO PLANNING & IMPLEMENTING

A PROFESSIONAL EDUCATION ACTIVITY

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STEP

4 COMPLETE PROGRAM REQUEST

FORM OR CME APPLICATION

All program concepts are reviewed by HSS’s CME Committee to ensure alignment with HSS’s mission and strategic priorities. If the professional education activity you are planning is a CEU activity, only the Program Request Form needs to be completed. If you are planning a CME activity, only the CME Application needs to be completed. The Professional Education Department will help you complete either the form or application for review by the CME Committee and will help you plan and implement the activity once approved.

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STEP

7 UNDERSTAND YOUR

RESPONSIBILITIES

AS ACTIVITY DIRECTOR

✔ Appoint and convene a planning committee

✔ In collaboration with the Professional Education Department, complete the Program Request Form or CME Application including identification of professional practice gaps, educational need for target audience and learning objectives, substantiation of gaps, creation of agenda and identification of faculty

✔ Ensure that the content and individual faculty presentations are free from commercial bias, balanced and do not promote the proprietary interests of any commercial entity

✔ Validate clinical content; ensure content is robust, unbiased and evidence-based and addresses the learning objectives

✔ Be aware of any conflicting dates

STEP

9 POST-ACTIVITY

BUDGET RECONCILIATION

The Professional Education Department strives to reconcile budgets and present Activity Director(s) with a final report within 60-90 days of the activity.

STEP

8 FINALIZE ARRANGEMENTS

& LOGISTICS

Finalize all arrangements and onsite

logistics in collaboration with the Professional Education Department.

STEP

10 READ ALL ACCME & OCME

POLICIES & PROCEDURES

It is recommended that Activity Director(s) be familiar with all ACCME and Professional Education policies and procedures that govern the development and compliance of CME activities at the hospital.

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Hospital for Special Surgery

FOR MORE

For more information or to discuss the planning of a professional education activity, please contact Allison Goldberg, MPA

Director, Professional Education Education & Academic Affairs Hospital for Special Surgery

Tel: 212.606.1834

Email: [email protected]

HSS Education &

Academic Affairs

Programs Promoting Musculoskeletal Health