CME AS A BRIDGE TO QUALITY Division of Continuing Medical Education

Continuing Medical Education The CME Division at the Miller School of Medicine provides an opportunity for our practicing clinicians both to give presentations to other faculty or other practicing clinician as well as to themselves to learn and keep up to date on their practice. To care for their patients in an optimal manner. Medicine continues to evolve, so while you graduate from medical school, finish your residency or fellowship, your education isn’t done because your field continues to move forward, you have to continue to learn those updates so you can incorporate those into your practice and into the care of your patients. Our practicing clinicians need to obtain certain number of CME credits to retain their hospital credentials within our hospitals here at UHealth and anywhere in the United States..

THE CME DIVISION DELIVERS First Rate Professional Meeting Management and Coordination Services EVENT DEVELPOMENT ELEMENTS Requirements Planning Process Pricing Tools/Resources Forms

EVENT DEVELPOMENT The Division of CME provides integral involvement in the educational planning, including needs assessment, objective setting, target audience identification, activity development and evaluation, including: Accreditation Applications Budget Development and Monitoring Medical Finance Approval Meeting Site Selection Commercial Support Grant Applications Exhibit and Sponsorship Prospectus Marketing and Advertising Pre ‑ Meeting Arrangements Meeting Management/Coordination Post ‑ Meeting Reporting

Accreditation Applications Types of Credit AMA PRA Category 1 Credit™ The University of Miami Leonard M. Miller School of Medicine is accredited by the Accreditation Council for Continuing Medical Education to provide continuing medical education for physicians. Psychology Credit The University of Miami Leonard M. Miller School of Medicine is approved by the American Psychological Association (APA) to sponsor continuing education for psychologists. The University of Miami Leonard M. Miller School of Medicine maintains responsibility for this program and its content. Upon request, Nursing Credit, Social Work Credit and AAFP credit may be applied for on behalf of the course

Budget Development and Management The Division of CME manages all aspects of conference finances: Budget creation and submission to Department Administrator and Medical finance for approval Income and expense management Budget reconciliation CME Division’s expertise of the University’s finance policies and procedures expedites vendor services and speaker honoraria/expenses A Profit and Loss (P&L) is conducted after each course striving for a profit or breakeven **For the past 2 years, each CME-Managed course has experienced a profit

Medical Finance Approval The University requires that before any conference takes place, it must be approved by Medical Finance The Division of CME manages this process by ensuring that upon Department Chairman and Administration budget approval: An Event Approval Form is submitted to Medical Finance If it is a repeat course, a P&L is submitted along with projected revenue for the course (grants, exhibit income and registration anticipated) Proposed course budget submitted (approved/signed by department administrator)

Commercial Support / Grant Writing and Submission Online grants are submitted to pharmaceutical and device companies, as appropriate for an additional fee. This includes: Online entering of course objectives that meet practice gaps, identifying the educational need, learning gaps per area of interest, teaching methodologies, outcomes measurement techniques (i.e., on-site evaluations/outcome evaluations) Submission of itemized budget tailored to the individual companies’ budget templates and criteria determining funding Follow-up and post-event reconciliation of the submitted course budget Review and Approval of Letters of Agreement

Meeting Site Selection Site recommendations/selection based on conference size, budget, target audience Comparative analysis and recommendation of selected venues/location options Complete hotel contract negotiations

Marketing and Advertising The key to a successful event is conducting effective and targeted promotion to the appropriate audience Marketing lists and fulfillment (Mail house services) Development of promotional materials: graphic design, brochures, Save-the-Dates, ads, etc. Submission of meeting notices/listings to appropriate journals/websites and free listings (if applicable) Media planning and preparation/submission of paid advertisements to pre-determined journals Schedule/coordinate brochure distribution/mailings

Pre ‑ Meeting Arrangements Faculty Coordination Contact guest and local faculty and send letters and forms Collect faculty disclosures Arrange Hotel lodging for guest speakers and course director Speaker audio visual requests, etc. and follow up on required CME forms Solicit Exhibitors Arrange exhibit cartage services Send exhibit requests and process applications Secure audio visual services: Request quotes, advise re: equipment and set up, arrange audio and visual services when appropriate Materials Production/Design: Syllabus Handouts On-Site evaluations CME credit forms Faculty Disclosure summary

Pre ‑ Meeting Arrangements Registration Management : Process registrations Send registration confirmations Process Refunds Enter registration pricing and discounts into System Coordinate/process POs, final payments to vendors, faculty honoraria,BERFs Record, maintain and reconcile all financial records (deposits/expenses)

Meeting Management/Coordination On-Site Coordination: Order all conference food and beverage and ensure order is within budget Arrange meeting room setup for all functions (general session, breakouts, cocktail receptions, dinners, poster sessions, speaker ready room, etc.) Design, order and arrange for on-site signage, slide deck Set up registration and ARS (as appropriate) Ensure VIPs are checked in to hotels Coordinate/manage staffing (registration, security, etc.) Provide course information/registration to attendees Verify accuracy of vendor arrangements and billing, etc. Meet with Hotel staff to coordinate/manage banquet orders, audio visual, etc.

Post ‑ Meeting Management Compile evaluation data and create summary Process forms/purchase orders/IDRs for payment of expenses Reconcile course budget documentation of attendance Provide final report to program chairman: Final attendance Geographic distribution Financial summary, etc.

Contact Information For meeting planning services and more detailed information regarding CME requirements, please contact: Oscar Reyes, Director Division of Continuing Medical Education JMT East Suite 1026 Miami, FL Voice Fax