CME Software Review: Real Life Experiences Michael A. Holland Computer Systems Coordinator Continuing Medical Education Department Beaumont Health Beaumont Hospital - Royal Oak

Software Used CME Tracker Access Database Survey Monkey Qualtrics 9/16/2018

CME Tracker Fairly popular in CME community Relatively easy to use Separated into three main sections – Registration, Events, and People. Screens are mostly customizable – move fields to particular order, provide different views for different users. Publisher actions – published, registration, brochure affect course schedule real time. 9/16/2018

CME Tracker (continued) Certificate module allows attendees to claim own credits using an activity code. Transcript module allows attendees to retrieve a copy of their transcript at their convenience. 9/16/2018

Software Used CME Tracker Access Database Survey Monkey Qualtrics 9/16/2018

Access Database - Seminars Access database allows for on-the-fly changes that allow us to respond to new requirements. SS shows a sample seminar and various items that we currently manage. 9/16/2018

Access Database – Seminars (continued) Due dates can be calculated based on start and end dates of activities. Items can be enabled or disabled based on various factors. 9/16/2018

Access Database – RSS Access database allows us to create a RSS monitoring system complete with tracking documentation and issuing interventions. 9/16/2018

Access Database – Automatic Emails Automatic emails help to keep team members informed of next steps. Automatic emails can be customized to be delivered to certain people and utilize templates. 9/16/2018

Access Database - Reports Approximately 20 reports currently available in database. Example report shows an RSS compliance report, calculating compliance rates based on tracked documentation. 9/16/2018

Software Used CME Tracker Access Database Survey Monkey Qualtrics 9/16/2018

Survey Monkey Survey Monkey is mostly a legacy system – CoI is main survey used. Survey Monkey is currently used due to deprecated share feature. 9/16/2018

Survey Monkey – Sharable CoI Results Survey Monkey allows for password-protected surveys. 9/16/2018

Survey Monkey – CoI Report The deprecated feature allows other stakeholders to view disclosure information. 9/16/2018

Software Used CME Tracker Access Database Survey Monkey Qualtrics 9/16/2018

Qualtrics Qualtrics is main survey software we use. Described as “Survey Monkey on steroids.” 9/16/2018

Qualtrics Two of the more common surveys we use are our RSS Attendance tracking and CME application. Attendance tracking survey provides for an easy way for us to manage our 160 RSS. CME application is a comprehensive survey that includes in-page display logic and survey workflow to make sure users only fill out the information they need to. Includes trigger emails to notify team members of next steps. 9/16/2018

Advantages Several tools Access database customizations CME Tracker – automate credit claim and transcripts Survey Monkey – easy to use, inexpensive Qualtrics – robust tool, collaboration feature 9/16/2018

Limitations Duplication of effort Access database & Qualtrics has significant learning curve Tech support sometimes unreliable (CME Tracker) Subject to feature elimination (Survey Monkey) 9/16/2018

Costs Software Cost Access Database ~$140 CME Tracker ~$6,500/year Survey Monkey $299/year Qualtrics ~$7,500/year 9/16/2018

Preparing for a new System Identify all stakeholders Identify duplication of efforts/resources Be prepared for more/fewer stakeholders than previously planned Utilize a detailed RFI & ask for client contacts 9/16/2018

The Perfect CME System Expecting to find 1 system that is affordable, meets all identified requirements, has excellent tech support, and requires little maintenance is not very realistic. 9/16/2018