Ethos Regularly Scheduled Sessions (RSS) / Grand Rounds Liesa Mills DCRI IT Training & Documentation

All Rights Reserved, Duke Medicine 2007 Use this training opportunity to: –become familiar with Ethos –understand the benefits of RSS in Ethos –understand the Ethos RSS process workflow –get some hands-on experience creating series and sessions –understand how to get help moving forward Purpose of Training

All Rights Reserved, Duke Medicine 2007 Agenda 1.Introduction to Ethos 2.Benefits of RSS in Ethos 3.RSS Roles & Responsibilities 4.RSS Process Workflow 5.Step-by-Step Hands-on Exercises 6.Getting RSS Help 7.Action Items 3

All Rights Reserved, Duke Medicine 2007 INTRODUCTION TO ETHOS

All Rights Reserved, Duke Medicine 2007 Introduction to Ethos Ethos is a browser-based Learning Management System (LMS) that enables medical professionals to register for activities, track their Continuing Medical Education (CME) credits, and manage their own transcripts and certificates Maintained and managed by the Duke Office of Continuing Medical Education (CME), and DCRI’s IT group 5

All Rights Reserved, Duke Medicine 2007 Search and register for courses

All Rights Reserved, Duke Medicine 2007 Purchase courses 7

All Rights Reserved, Duke Medicine 2007 Maintain activity workflow 8 Still locked

All Rights Reserved, Duke Medicine 2007 View transcript and download certificates

All Rights Reserved, Duke Medicine 2007 BENEFITS OF RSS IN ETHOS

All Rights Reserved, Duke Medicine 2007 Benefits of RSS in Ethos Automated workflow for set up, review and approval of the RSS series and its sessions through a customized online portal 11

All Rights Reserved, Duke Medicine 2007 Benefits of RSS in Ethos Activity Medical Directors and CME Associates can make updates related to last minute changes in speakers, cancellations, additions 12

All Rights Reserved, Duke Medicine 2007 Benefits of RSS in Ethos Participation and other reports at both series and session levels available 13

All Rights Reserved, Duke Medicine 2007 Benefits of RSS in Ethos Using a text based SMS code, a participant records attendance for each session they attend and is instantaneously awarded credit. No scanners, laptops and/or paper sign in sheets required anymore! 14

All Rights Reserved, Duke Medicine 2007 RSS ROLES & RESPONSIBILITIES

All Rights Reserved, Duke Medicine RSS RoleResponsibilities CME AssociateCreates new series and sessions Edits existing series and sessions as needed CME Coordinator Jennifer Sheppard Reviews and approves new series Provides support as needed Site Administrator John Johnson Maintains user accounts in Ethos Provides technical support as needed

All Rights Reserved, Duke Medicine 2007 RSS PROCESS WORKFLOW

All Rights Reserved, Duke Medicine 2007 Important! Regularly Scheduled Series (Grand Rounds) must be entered into the Ethos system by July 1, Only enter series/sessions that will occur in FY15 (July 1, 2014-June 30, 2015). For this fiscal year please remember to create an entirely NEW series in ETHOS. Do not add sessions onto last year’s Series that you created.

All Rights Reserved, Duke Medicine 2007 RSS Workflow Create Series 2. Set Status to In Review 3. Review Series Set Status to Approved Set Status to Feedback Edit Series per Feedback 4. Create Sessions Approved? NoYes CME Associate CME Coordinator

All Rights Reserved, Duke Medicine 2007 HANDS-ON EXERCISES

All Rights Reserved, Duke Medicine 2007 Accessing the Ethos TEST Environment 1. Open Google Chrome Browser 2. Go to test URL:

All Rights Reserved, Duke Medicine Access Grand Rounds 3. Access Admin Menu 1. Access your profile settings

All Rights Reserved, Duke Medicine 2007 Accessing your Profile Settings Click My account Click an option in the grey bar or one of the Edit links

All Rights Reserved, Duke Medicine 2007 Accessing Grand Rounds Hover over Activities, and then click Grand Rounds Click a link to open series details Click a link to open session details

All Rights Reserved, Duke Medicine 2007 Accessing the Admin Menu Click the “wrench” icon in the upper left corner of the window CME Associate clicks Create content to begin the RSS Workflow process

All Rights Reserved, Duke Medicine 2007 RSS Workflow Create Series 2. Set Status to In Review 3. Review Series Set Status to Approved Set Status to Feedback Edit Series per Feedback 4. Create Sessions Approved? NoYes CME Associate CME Coordinator

All Rights Reserved, Duke Medicine 2007 Series/Sessions Relationship Series – like an “umbrella” to hold the sessions Add specific details, such as speaker, location, and credit details at the session level Session 1 Session 2 Session 3 Session 4 Session 5 Session 6 Series

All Rights Reserved, Duke Medicine Create Series On the Admin Menu, click Create content On the Create content tab, click Series CME Associate

All Rights Reserved, Duke Medicine Create Series – Description tab RSS Name* (what student sees) Path* (direct URL – recommend using Name) Description* (appears on series home page) CME Associate

All Rights Reserved, Duke Medicine Create Series – Series Settings tab CME Associate AMD Name CME Associate Name New Series Credit Type (AMA, informational – credit awarded at session level) Frequency Location (important for PARS) Specialty/Sub-specialty Series Date (displays full date range of series to students)

All Rights Reserved, Duke Medicine Create Series – Support tab If Yes, add Contributor and support details (Month/Year required) Can be entered later in the year Note: Process still being determined CME Associate

All Rights Reserved, Duke Medicine Create Series – ACCME tab AMA Learning Format (set to Live Activity) Activity Duration (typically one year) Provider Activity ID (see handout) Sponsorship (Select Direct) CME Associate Activity Type (Select Regularly Scheduled Series) Click Save (cannot publish until approved by CME Coordinator)

All Rights Reserved, Duke Medicine 2007 RSS Workflow Create Series 2. Set Status to In Review 3. Review Series Set Status to Approved Set Status to Feedback Edit Series per Feedback 4. Create Sessions Approved? NoYes CME Associate CME Coordinator

All Rights Reserved, Duke Medicine Set Status to In Review On the Admin menu, click EthosCE admin Click Workflow Dashboard If needed, apply the New status to filter your list CME Associate

All Rights Reserved, Duke Medicine Set Status to In Review Automatic notification sent to CME Coordinator Set the series status to In Review CME Associate 1 2

All Rights Reserved, Duke Medicine 2007 RSS Workflow Create Series 2. Set Status to In Review 3. Review Series Set Status to Approved Set Status to Feedback Edit Series per Feedback 4. Create Sessions Approved? NoYes CME Associate CME Coordinator

All Rights Reserved, Duke Medicine Review Series CME Coordinator’s Admin menu Click EthosCE admin Click Workflow Dashboard CME Coordinator

All Rights Reserved, Duke Medicine Review Series Apply In Review status filter Check box next to series –Click Set to Feedback to add comments and return to CME Associate for further editing –Click Set to Approved to approve series –Can check multiple series and approve all at once Automatic notification sent to CME Associate CME Coordinator

All Rights Reserved, Duke Medicine 2007 Automatic Notifications StatusSample text In ReviewThe RSS “Lung Cancer Series” is now pending for your review Comment: Please review, thanks. URL: FeedbackThe RSS “Lung Cancer Series” is in the Feedback state Comment: Need more info URL: ApprovedThe Regularly Scheduled Series “Lung Cancer Series” is now approved. Comment: Looks great. Please proceed to add sessions to your series. URL:

All Rights Reserved, Duke Medicine 2007 RSS Workflow Create Series 2. Set Status to In Review 3. Review Series Set Status to Approved Set Status to Feedback Edit Series per Feedback 4. Create Sessions Approved? NoYes CME Associate CME Coordinator

All Rights Reserved, Duke Medicine 2007 Creating the Session Template Identify typical speaker, location, credit settings Define session repeat frequency / dates Edit individual sessions as needed Speaker: Jonah Wells Location: Duke MC Library Credit: AMA Speaker: Jonah Wells Location: Duke MC Library Credit: AMA Speaker: Jonah Wells Location: Duke MC Library Credit: AMA Speaker: Jonah Wells Location: Duke MC Library Credit: AMA Speaker: Jonah Wells Location: Duke MC Library Credit: AMA Speaker: Jonah Wells Location: Duke MC Library Credit: AMA Speaker: Jonah Wells Location: Duke MC Library Credit: AMA Template

All Rights Reserved, Duke Medicine Create Sessions 1.Go to your series landing page –If published, available under Activities>Grand Rounds –Available as link on Workflow Dashboard’s Approved list 2.On the Admin Menu, click Create Content > Session CME Associate

All Rights Reserved, Duke Medicine Create Sessions Description tab 1.Enter Session Name (good idea to enter “Topic TBD”) 2.Body (leave blank for now) CME Associate Note: Skip Certificate tab, since no individual certificates distributed for RSS

All Rights Reserved, Duke Medicine Create Sessions Session Settings tab Speaker Name (good idea to enter “Speaker to be announced”) Location (enter most common location) Additional Notes (shows for students – i.e., “bring your laptop”) Continued CME Associate

All Rights Reserved, Duke Medicine Create Sessions Session Settings tab Session Date (enter date/time of FIRST session – not date range) Repeat (creates all your sessions) Until (stop date of repeating sessions – enter last session) Except (identify sessions to skip – holidays) Additional (add sessions that don’t fit repeating schedule) CME Associate

All Rights Reserved, Duke Medicine Create Sessions Course Credit Settings tab AMA Credit Check Active box Uncheck Variable credit Set Max to 1.00 or desired credit per session CME Associate

All Rights Reserved, Duke Medicine 2007 Series Landing Page CME Associate Click session link to view session details

All Rights Reserved, Duke Medicine 2007 Editing Individual Sessions 1.Navigate to the session 2.Click Edit 3.Add Speaker, Location, and other details 4.Click Save CME Associate

All Rights Reserved, Duke Medicine 2007 Setting up Session SMS Texting 1.Navigate to the session 2.Click Enrollments 3.Click Settings CME Associate continued

All Rights Reserved, Duke Medicine 2007 Setting up Session SMS Texting CME Associate Enter number of hours/minutes after start of session, when attendee can text SMS code Enter number of hours/minutes after start of session, when attendee can still text SMS code SMS Code Image shown displays default settings

All Rights Reserved, Duke Medicine 2007 Publishing Your Series Can be done any time after series is Approved Students cannot find series until Published CME Associate 1.In Admin menu, click EthosCE admin> Workflow Dashboard 2.Click the Publishing tab in the upper right corner continued

All Rights Reserved, Duke Medicine 2007 Publishing Your Series CME Associate 1 2

All Rights Reserved, Duke Medicine 2007 SMS TEXTING TIPS 53

All Rights Reserved, Duke Medicine 2007 RSS Session / SMS Attendee Experience Attendees text all RSS SMS codes to: Recommendations –Ask attendees to create phone contact for Duke SMS attendance –Put instructions and reminders on presentations, schedules and posters –Display SMS code on first and last slide, as well as giving to attendee as handout

All Rights Reserved, Duke Medicine 2007 RSS Session / SMS Attendee Experience Sorry, attendance for “Lung Cancer Session” closed at 2:00 p.m. on 05/15/2013 Sorry, that code is incorrect. Please try again. Sorry, attendance for “Lung Cancer Session” opens at 9:15 a.m. on 07/24/2013. Attendee has Ethos account and correct code Attendee does not have Ethos account

All Rights Reserved, Duke Medicine 2007 ENROLLMENT REPORTING

All Rights Reserved, Duke Medicine 2007 Viewing Enrollments To export an enrollment report from a session that you created: Click the Enrollments tab and select the Administer tab (if not already selected) Participants who attended and submitted enrollment via SMS, as well as those manually enrolled, will be listed at the bottom of the screen Click the orange CSV button to export the list of participants

All Rights Reserved, Duke Medicine 2007 Manually Enrolling a Participant From a session that you created: –Click the Enrollments tab, and then click the Search and Enroll tab –Locate the participant and click the checkbox to the left of the name –Click Enroll user in current course and confirm –The participant will now be listed on the Enrollments tab **NOTE: Users must have created a profile in Ethos for manual enrollments, also.

All Rights Reserved, Duke Medicine 2007 GETTING RSS HELP 59

All Rights Reserved, Duke Medicine 2007 Getting RSS Help Jennifer Sheppard (CME Coordinator) –Phone: – CME Mailbox Ethos Learning Center – learning-centerhttps:// learning-center

All Rights Reserved, Duke Medicine 2007 ACTION ITEMS

All Rights Reserved, Duke Medicine 2007 Action Items CME Associates – Create your account in Ethos production environment. Send to either Jennifer or CME Support to request account access. CME Coordinator (Jennifer) – Notify CME Associates when account access has been granted.

All Rights Reserved, Duke Medicine 2007 CREATE YOUR ACCOUNT IN PRODUCTION ENVIRONMENT

All Rights Reserved, Duke Medicine 2007 Accessing the Ethos Production Environment 1. Open Google Chrome Browser 2. Go to production URL:

All Rights Reserved, Duke Medicine Click Join 2.Complete your profile 3.Click Create new account 4.Click link in to confirm 5.Create password 65 Create your account