Table of Contents

Introduction

Financial Policy & Activity Fees

Registrant Refund Policy

Initial Application

Accreditation Only 

Formal Conference

Regular Scheduled Series (RSS)

Enduring Materials

FAQ

Allegheny Health Network Continuing Medical Education - Program Planning Procedures & Timelines 

Introduction:

We greatly appreciate your interest in accrediting your educational activity with Allegheny Health Network, and look forward to working with you on the design and delivery of an activity to address the diverse learning needs of medical professionals.  Our courses are designed to be informative, collaborative, and participatory opportunities for learners to meet our faculty and community of colleagues. Our professional staff are available to assist with questions and support throughout your course planning process.

Allegheny General Hospital (AGH) is accredited through the Accreditation Council for Continuing Medical Education (ACCME) & American Psychological Association (APA), and is a provider of AMA PRA Category 1 Credit™ & APA for the state of Pennsylvania. ACCME activities must be planned and implemented in accordance with the Accrediting Council for Continuing Medical Education policies and standards. APA activities must be planned and implemented in accordance with the Standards and Criteria for Approval of Sponsors of Continuing Education for Psychologists. Pennsylvania State Nurses Association (PSNA) & Accreditation Council for Pharmacy Education (ACPE) credits may be available upon request, contact one of our CME Coordinators to learn more.  

The requirements and timelines for CME/CE program development and production are listed below. These outline the procedures to formally apply for accreditation, collect faculty compliance documentation, produce and distribute marketing materials, and identify commercial support opportunities before the scheduled event.  

 

Financial Policy:

To provide the highest quality of program integrity, the Continuing Medical Education (CME) Department must assess program fees to cover the administrative overhead for the program. Each sponsoring department or organization must provide adequate financial support to cover the administrative fees and the expenses incurred with the production of the program.  Expenses and/or budget deficits incurred with the production of the program are the sole responsibility of the sponsoring department or organization. Commercial support may be utilized as long as the support arrangements meet the Guidelines for Commercial Support required by the Accreditation Council for Continuing Medical Education (ACCME). All remaining funds must be used within 1 years’ time and be allocated towards future conferences.

The below fees apply to both directly sponsored and jointly sponsored programs, which have been approved by the CME Department. This fee is required and non-refundable.

Activity

Fee

Accreditation Only

$500

Formal Conference

$1,500

Regularly Scheduled Series

No Fee

Enduring Materials

$500

 

Registrant Refund Policy:

Eligibility for a registrant refund is based on the following criteria. Please note, all registrants must email CME department within the specified time frames to be eligible for a refund.  To receive a full refund, registrants must provide written notification to the CME department no sooner than 30 days of activity start date. Registrants that notify the CME department within 14-29 days prior to activity will receive a 50% refund. 

Notification Qualifications   

Refund Amount

30+ days prior to activity

100% Refund

14-29 days prior to activity

50% Refund

Less than 14 days prior to activity

No Refund

 

Initial Application:

When considering any application for accreditation, you’ll need to complete a Gap Analysis, Needs Assessment, Objectives, and Outcomes prior to your application submission.

Course Director Responsibility:

Timeframe

  • Gap analysis
  • Needs assessment
  • List of objectives
  • Desired outcomes

Prior to application

  • Complete online AHN CME Application and/or AHN APA Application 
    • Allow one week for the CME team to review and approve. Applicant will receive email notification when application is approved and assigned a CME coordinator.

Following the completion of Gap Analysis, Needs Assessment, Objectives & Outcomes

 

Accreditation Only:

Activities that are planned for which AMA PRA Category 1 Credit™ is awarded. 

Course Director Responsibility:

Timeframe

  • Complete online AHN CME Application and/or AHN APA Application 
    • Allow one week for the CME team to review and approve. Applicant will receive email notification when application is approved and assigned a CME coordinator.
  • Course director will meet with assigned CME coordinator for kick-off. 

3-6 months prior to activity

CME Department Responsibility:

Timeframe

  • Course Page Creation
  • Registration Management
    • Includes SMS code for credit
  • Faculty Management & Documentation

Once AHN CME Application is approved

 

Formal Conference:

Live, single or multi-day activities that are planned for which AMA PRA Category 1 Credit™ is awarded. 

Course Director Responsibility:

Timeframe

  • Complete online AHN CME Application and/or AHN APA Application 
    • Allow one week for the CME team to review.  Once approved, applicant will receive email notification and assigned a CME coordinator.

8-12 months prior to activity

  • Meet with assigned CME coordinator to discuss potential dates and venues. 
    • CME coordinator will work with venue point of contact to confirm dates.

6-8 months prior to activity

  • Identify departments/specialties for distribution.

5-6 months prior to activity

  • Define program agenda and identify faculty. 

4 months prior to activity

  • Provide CME coordinator with list of commercial companies and contacts for sponsorship and educational grant requests. 

Once agenda is confirmed & documentation is collected

  • Select menu for meals and giveaways
    • CME coordinator will order giveaways.

1 month prior to activity

  • Meet with CME coordinator to discuss financial overview, evaluation data, and potential for program in the future.

2-3 weeks after activity

CME Department Responsibility:

Timeframe

  • Course Page Creation
  • Registration Management

Once AHN CME Application is approved  

  • Create the online registration page
  • Submit & distribute marketing request for save the date.

5-6 months prior to activity

  • Formally contact all faculty members to collect compliance documentation and provide information on the conference logistics.

4 months prior to activity

  • Create & distribute marketing request for brochure
  • Create sponsorship materials for solicitation and materials for grant applications.

Once program agenda is confirmed & faculty documentation is collected

  • Manage faculty, venue correspondence, marketing distributions, and funding.

2-3 months prior to activity

  • Order giveaways (optional)

1 month prior to activity

  • Create welcome slides, order programs and signage, print handouts and sign-in sheets. 
  • Communicate final counts to venue.

1-2 weeks prior to activity

  • Collect final invoices and activity feedback from attendees. 

2-3 weeks after activity

 

Regularly Scheduled Series (RSS):

RSS is a live activity planned as a series with multiple, ongoing sessions (offered weekly, monthly, or quarterly).  A RSS is primarily planned by and presented to the accredited organization's professional staff and generally targets the same audience over the whole series.  RSS will be available online for a maximum of 2 years. In order to renew, you must submit a new application.

Examples include:

  • Grand Rounds, M&M, Tumor Boards, Journal Clubs & Case Conferences

 

Course Director Responsibility:

Timeframe

• Complete online AHN CME Application and/or AHN APA Application 

  • Allow one week for the CME team to review.  Once approved, applicant will receive email notification and assigned a CME coordinator.

3 months prior to activity

CME Department Responsibility:

Timeframe

• Train RSS coordinator in the online EthosCE software.

Once AHN CME Application is approved

 

Enduring Materials:

An enduring material is an on-demand activity that does not have a specific time or location designated for participation; rather, the participant determines when to complete the activity.  The content can be accessed at any point during the lifespan of the activity and there is no specific time designated for participation. Most enduring materials will be available online for a maximum of 3 years. Enduring materials related to external conferences and/or therapy credits will only be available for a maximum of 1 year. In order to renew, you must submit a new application.

Examples include:

  • Online interactive educational modules, Recorded presentations & Podcasts

 

Course Director Responsibility:

Timeframe

  • Complete online AHN CME Application and/or AHN APA Application 
    • Allow one week for the CME team to review.  Once approved, applicant will receive email notification and assigned a CME coordinator.
  • Provide assigned CME coordinator with the recorded materials.

1-2 months prior to activity

CME Department Responsibility:

Timeframe

• Create the online registration page and upload the recordings.

Once AHN CME Application is approved

 

FAQ

If you have additional questions, please visit our FAQ page.