Guidelines and Procedures
The following are guidelines and procedures developed by the Office of Continuing Medical Education which govern sponsorship of educational activities submitted for certification of Category I credit of the Physician’s Recognition Award of the American Medical Association. The Office of CME is accredited by the Accreditation Council for Continuing Medical Education to provide continuing medical education activities for physicians. The same guidelines and procedures apply to both directly sponsored and jointly sponsored activities.
The Office of CME strictly adheres to the Essential Areas and Policies and the Updated Standards for Commercial Support as set forth by the Accreditation Council for Continuing Medical Education. These guidelines and procedures have been developed to assist activity directors to ensure compliance with all ACCME policies and standards when developing their activities. It is crucial for activity directors to work directly with the CME staff in all phases of activity development.
Office of CME Purpose:
The mission of the Office of Continuing Medical Education of New York Medical College is dedicated to identifying the educational needs of our physicians, other health-care professionals, and educators, in order to improve their knowledge and skills to assist them in continuing to provide superior medical care to their patients. Included in the office’s mission is the goal to assess the impact of its educational activities on patient care, practice and the health care environment. CME sponsored activities shall foster the mission of the Office of CME.
SCOPE OF CME ACTIVITIES:
- Conferences: Half day, Full day, Multi-day
- Grand Rounds, Departmental Conferences
- Faculty Development Courses
- Appropriate Graduate Medical Education Courses
- Enduring Materials
- Journal CME Activities
ACTIVITY PLANNING, IMPLEMENTATION AND EVALUATION:
A representative from individual clinical departments, activity directors and a CME representative from affiliated hospitals and outside organizations must be in direct contact with CME staff when planning activities requesting CME sponsorship. CME staff will review the application process and discuss CME fees and be available to assist in all phases of the activity. A planning document (activity application) with supporting documentation must be submitted to the CME Office in a timely manner prior to the date of the activity for review and designation of CME credit. All notes of planning meetings should be included with activity application.
Each activity designated for CME credit must address a professional practice gap of the learners at which the activity is targeted. This gap in practice must be identified through needs assessment. Needs assessment documentation can be in the form of Specialty Society Guidelines, Learner Self-Assessment, Government Mandates, Surveys, QA/QI Audits, Chart Audits, Hospital Discharge Data, Public Health Data, etc. Needs assessment should be linked to the learning objectives, conference format and target audience. It is the goal of the CME Office to assess the impact of its educational activities on the physicians who participate. A methodology to measure an improvement in participants’ skills, practice application or health care environment should be developed as part of planning the activity.
It is essential that the learning objectives be consistent with the needs assessment and communicated to the target audience. Learning objectives must be included on all Grand Rounds flyers. Goals and learning objectives of major conferences must appear in brochures. Letters of invitation/confirmation to activity faculty must include specific learning objectives. Enduring materials must have learning objectives stated at the beginning of the activity.
The target audience must be identified and linked to the needs assessment and learning objectives. Members of the CME staff can assist in securing select (specialty) mailing lists, where appropriate. Enduring materials must identify the target audience at the beginning of the activity.
All planners, teachers, authors, and reviewers will receive honoraria payments commensurate with their expertise, the extent of their responsibilities for the activity, and in compliance with established local standards.
All planners, teachers, authors, and reviewers will be reimbursed for any reasonable out-of-pocket expenses, i.e. standard coach airfare (for travel distances over 150 miles), transportation to and from the meeting site, meals (not to exceed $85 per day), and any necessary standard overnight accommodations.
New York Medical College will determine the exact honoraria amount and who will make the direct payments to the planners, teachers, authors, and reviewers. All payments must be made with the knowledge of New York Medical College.
No other payments may be made to any planners, teacher, author, reviewer or activity director.
All planners, teachers, authors, reviewers, and activity directors will be required to submit original receipts to New York Medical College within two weeks of the activity’s conclusion to receive reimbursement.
The Office of CME strictly abides by the ACCME’s Updated Standards for Commercial Support. Letters of Agreement must be obtained from and signed by each commercial supporter prior to the acceptance of any funds. The activity director, CME representative, and the NYMC Chief Financial Officer must also sign the Letters of Agreement. Copies of these agreements must be submitted to the CME Office and maintained in the activity file.
An appropriate acknowledgement of commercial supporters is necessary. Acknowledgements must be printed on brochures and/or included in syllabi or other program materials.
A budget must be submitted for each major activity. Items to be included are registration fees, printing and mailing costs, catering, honoraria and travel, etc. CME Staff can assist in budget development.
DISCLOSURES/CONFLICT OF INTEREST RESOLUTION:
In accordance with the ACCME Essentials and Updated Standards for Commercial Support, it is the policy of New York Medical College to insure balance, independence, objectivity, and scientific rigor in all its sponsored educational activities. All planners and faculty participating in any CME supported activities must disclose to the activity audience the existence of any significant financial or other relationships with the manufacturer(s) of any commercial product(s) or providers of any commercial services discussed in an educational presentation and or with any commercial supporters of the activity. The intent of this policy is for the provider to identify and resolve any potential conflict of interest to ensure that all presentations are free from bias. Based on the information provided, New York Medical College will take steps to identify and resolve any potential conflict of interest of activity planners and faculty related to this activity. However, it remains for the audience to make the final determination as to whether the presentations reflect a possible bias in either the exposition or the conclusions presented. Any activity planning or faculty member who refuses to disclose financial or other significant relationships will be barred form participation in the planning and/or execution of the CME activity.
Significant financial interest or other relationships can include such things as grants or research support, employee, consultant, major stockholder, member of Speakers’ Bureau, etc.
Faculty disclosures must be made known to participants prior to the activity, either by verbalization, and/or inclusion in brochures, slides, or syllabi. Written documentation that this has occurred must be submitted to the CME Office. A written disclosure by each author/faculty must be included in each enduring material.
EACH ACTIVITY PLANNER AND FACULTY MEMBER MUST SUBMIT A SIGNED DISCLOSURE STATEMENT TO THE CME OFFICE PRIOR TO THE ACTIVITY TO ENSURE THAT ANY POTENTIAL CONFLICT OF INTEREST IS RESOLVED PRIOR TO THE ACTIVITY.
Each activity announcement for any CME sponsored activity must include a list of program faculty (including academic title and affiliation), an activity outline, program goal and learning objective(s), and the appropriate accreditation/disclosure/ADA statements. The final draft of the announcement must be reviewed and approved by the CME staff prior to distribution.
Grand Rounds/departmental conference flyers must include (a) learning objective(s) for EACH activity.
The CME staff must REVIEW AND APPROVE final “blues” of brochures before printing. The New York Medical College Logo must appear in the brochure. The statement “sponsored by the Office of CME at New York Medical College” must appear on the front of the brochure. The CME staff can assist in brochure development.
The appropriate accreditation/disclosure statement must appear on all materials that contain course content and faculty. Examples include flyers, brochures, and course syllabi. It is not necessary to include the statement on program “save-the-date” type of announcements.
The success of the activity must be measured, both immediately following the activity and again a few months later to ascertain if the activity was successful in helping the participants bridge the identified gap in practice.
CERTIFICATION OF ATTENDANCE:
Participants in each activity must submit a signed certification of the number of credits they are claiming for the activity.
All CME sponsored activities must include attendance sheets that state the number of credits the physician is claiming for his/her participation in the educational activity and be submitted to the CME Office at the activity’s conclusion. Grand Rounds activities’ sign-in sheets can be submitted periodically along with evaluations.
Proof of Attendance Forms for major conferences must be submitted with evaluation forms promptly following the activity.
ALL SIGN IN SHEETS MUST HAVE PARTICIPANT NAMES AND ADDRESSES TYPED.
Names and addresses of participants AS INDICATED ON SIGN-IN SHEETS AND PROOF OF ATTENDANCE FORMS will be entered into, and maintained in, the CME Office database.
CME certificates will be issued yearly for Grand Rounds participants; after each activity for conference participants; and upon receipt of completed quizzes for enduring material participants.
There will be a $10 transcript fee for each duplicate transcript/certificate issued.
CME certificates will only be issued upon receipt of all necessary documentation and sponsorship fees for the given activity.
APPROVAL OF THE CME ACTIVITY APPLICATION WILL NOT BE CONSIDERED FINAL UNTIL ALL REQUIRED DOCUMENTATION IS SUBMITTED TO THE CME OFFICE.
THE CME OFFICE RESERVES THE RIGHT TO WITHDRAW CME SPONSORSHIP IF THE ACTIVITY APPLICATION IS INCOMPLETE OR NON-COMPLIANT WITH THE GUIDELINES AND PROCEDURES AS OUTLINED ABOVE.
FOR FURTHER INFORMATION, REFER TO THE SPECIFIC GUIDELINES FOR THE TYPE OF ACTIVITY YOU WISH TO HAVE SPONSORED BY THE NYMC CME OFFICE.