Regularly Scheduled Series (RSS)

REGULARLY SCHEDULED SERIES GUIDE

OVERVIEW

REGULARLY SCHEDULED SERIES (RSS) is a live activity that is planned as a series with multiple, ongoing sessions, e.g., offered weekly, monthly, or quarterly; and is primarily planned by and presented to the accredited organization's professional staff.

RSS TYPE	DEFINITION
Grand Rounds	Didactic/lecture presentation by an expert
Case Conference	Detailed discussion among health care providers of the management and treatment of a patient case
Tumor Board	Collaborative review amongst specialists from surgery, medical oncology, radiation oncology, radiology, genetics, and pathology to discuss a patient's condition to determine the best treatment plan.
Morbidity & Mortality (M&M)	Discussion of management and treatment details of particular cases where morbidity or mortality occurred
Journal Club	Critical evaluation and discussion of recent articles in the academic literature, such as scientific literature, or medical literature

For more information on CME Activity Planning https://med.stanford.edu/cme/planning-services/toolkit.html

PLANNING / MANAGEMENT

DEPARTMENTAL RSS COORDINATOR RESPONSIBILITIES

ACTIVITY PLANNING

Manage the completion & submission of CME certification documents
- Activity planning document (application)
- Planner disclosure forms
- Financial information form

SESSION MANAGEMENT

Confirm session with faculty and obtain required session documentation
(Faculty disclosure form; Session Title, if applicable; Presentation slides, if applicable)
Utilize CME portal - RSS Dashboard for session management
Email announcements with session information
*Session approval required from CME office prior to announcement
Manage session attendance
- Text
- Claim credits online
Download attendance and transcript reports
Answer general questions from learners related to the series
Work closely with the Course Director and the CME office should an issue or concern arise
Other duties related to the RSS Activity as needed by the Course Director

ACTIVITY PLANNING PROCESS MAP

SESSION MANAGEMENT PROCESS MAP

CME RSS DASHBOARD

The CME RSS Dashboard provides a summary/status of the each RSS session. This allows for easy assess to the status of the required documents/steps needed for session approval.

ICON / COLUMN DESCRIPTION

RSS DASHBOARD LOGIN

STEP 1:

Visit the Stanford CME Portal to log in.

STEP 2:

Scroll down to the bottom left of the screen, click on Administration link field.

STEP 3:

From the main menu on the left hand side of the screen, click on Activities > RSS Dashboard.

SESSION MANAGEMENT PROCESS – VIEW SESSION STATUS

VIEW status of session in the CHILD STATUS COLUMN

SESSION MANAGEMENT PROCESS – ADD FACULTY

Follow these steps to add all presenters/moderators/panel members/etc.

STEP 1:

CLICK ON Manage Faculty in the FACULTY COLUMN

STEP 2:

SEARCH FOR faculty by last name, first name
*Note: If unable to find faculty member in search field, they have not completed their profile in our CME portal. Request faculty to set up a profile in the CME portal and complete their disclosure form.
SELECT correct faculty member
CLICK ON Add Faculty

SESSION MANAGEMENT PROCESS – REVIEW FACULTY DISCLOSURES

Faculty name, email, disclosure date and disclosure information will display once added.

REVIEW Disclosure column and take one of the actions below:

DISCLOSURE	DEFINITION	ACTION
NO DISCLOSURE	Disclosure form has NOT been completed	Email presenter outside of CME portal to request completion
Nothing to Disclose	Disclosure form has been completed	No further action required
Financial relationship(s) are disclosed (i.e. Paid consultant – Abiomed, Inc.)	Session approved by CME office	Email presenter outside of CME portal to request presentation slides

CLICK X to close the screen

SESSION MANAGEMENT PROCESS – REVIEW COI STATUS

Faculty and Presentations & COI Status columns will display disclosure information & presentation status.
REVIEW Presentations & COI Status column, see table below for description of icons & actions required.

ICON	DEFINITION	ACTION
	No disclosure on file or COI Mitigation process has not begun	Review Faculty column to determine if disclosure form is complet If complete, and ‘Nothing to Disclose” - no further action required If complete and financial relationships disclosed upload slides
	Presentation slides are currently undergoing the COI Mitigation process	No further action required
	1. Disclosure has been completed & no financial relationships have been declared OR 2. If financial relationships disclosed, COI mitigation has been satisfactorily completed	No further action required
	Upload presentation slides for presenter	Upload slides for those with a financial relationship disclosed, disregard if ‘Nothing to disclose’

SESSION MANAGEMENT PROCESS – UPDATE SESSION TOPIC

In the topic column, CLICK on pencil icon to UPDATE the session topic/title, if applicable.

Under name REMOVE date and ENTER in the session topic/title & CLICK ‘Save & Close’

SESSION MANAGEMENT PROCESS – ACTIVITY ID/TEXT/CREDIT CODE

CLAIMING CREDIT

TEXT ATTENDANCE

CLAIM CREDIT ONLINE – MY CE

REPORTS

ACCESS TO REPORTS

THE CME PORTAL PROVIDES ACCESS TO THE FOLLOWING REPORTS:

RSS Attendance History: this report provides data for a specific RSS activity in a date range in 3 tabs
Credit Summary: this report provides credits that have been awarded for a specific activity and/or date range
Transcripts: this report displays the credit transcript for a learner
Faculty Disclosures: this report allows you to view all completed disclosures

CME PORTAL LOGIN

STEP 1:

Visit the Stanford CME Portal to log in.

STEP 2:

Scroll down to the bottom left of the screen, click on Administration link field.

STEP 3:

From the main menu on the left hand side of the screen, click on Activities > Reports.

REPORTS IN CME PORTAL

RSS ATTENDANCE HISTORY

This report provides attendance history, data and unique participants for a specific date range for a RSS activity.

DISCLOSURES

This report allows you to view all completed disclosures

TRANSCRIPTS

This report displays the credit transcript for a learner

CREDIT SUMMARY

This report provides a summary of credits that have been awarded for a specific activity and/or date range

TEMPLATES

DOWNLOAD editable versions of email templates. (SUNet required)

TOOLS & RESOURCES

FAQs

CME FAQs: https://med.stanford.edu/cme/about/faqs.html

Activity Planning:

Is the Departmental RSS Coordinator considered a Planner?
A Planner plans content and selects speakers for the RSS Activity. Typically, Departmental RSS Coordinators plan the logistics of the series so they are not considered to be Planners. However, if the Departmental RSS Coordinator has a role in planning the content for the RSS Activity, s/he will need to be disclosed as a Planner. An example of this could be an RSS Coordinator who helps select cases and/or topics for the activity.

When does the RSS activity planning process start?
RSS renewal emails for an upcoming fiscal year will be sent out by the CME department in April/May of the previous year.

Session Management:

What is required for RSS session compliance?

Required session information added to CME RSS dashboard – topic, faculty & slides, if applicable
Completion & submission of a disclosure form for all faculty (i.e. speakers, moderators, panel members, etc.) 3 days prior to session
Relevant conflicts of interest mitigated by peer reviewer prior to the session, if applicable
Session approved by CME office
RSS activity accreditation link provided to learners prior to start of the session

How do I know if a disclosure has been submitted?
Stanford CME uses an online portal to collect disclosure forms. All disclosures are valid for 24 months from the date signed. Access the reports screen in the CME portal, open disclosures report and search by last name, first name.

What is the procedure if we would like a patient to present/participate at a RSS session?
In addition to the session management process for faculty/speakers, the patient completes a patient presenter authorization form and/or a video release, if applicable.

Can medical students or someone with a bachelor’s degree be a presenter?
Yes, anyone can be a presenter, from a patient to a medical student to a non-credentialed community health worker, except for individuals who are employed by or are owners of an ACCME defined ineligible company.

What constitutes non-compliance for a session?

Disclosure forms for speakers/moderators not obtained and submitted prior to the session
Speakers with a COI not reviewed/mitigated prior to the session
Course Directors, planners, speakers, etc. financial relationships not disclosed to learners prior to the session

What if the Course Director wants to pay an honorarium over $1000?
Per SCCME policy, any honoraria amount exceeding $1000 must be approved in advance by the Associate Dean for Continuing Medical Education.

Text Attendance:

Where can I find the text code/activity ID for a session?
Each session has a Child ID associated with it, this is the code/activity ID learners will need to record their attendance via text or online for a session. It can be found on the RSS dashboard in the details column of each respective session.

How do learners text in their attendance

Text their email to 844-560-1904 (first time only)
Text activity code to 844-560-1904

What a learner receives a “user not found” response?
They may not have a profile in our CME portal. They can try re-texting another email address or go to our CME portal, http://stanford.cloud-cme.com and click sign to create a new profile.

What if a learner receives a “Service Access Denied” response?
Their cell phone does not allow the texting of “short codes” or 800 numbers. They will need to contact their cell phone provider to allow this feature.

How long is the texting window open?
60 minutes before the start of the activity and 24 hours after.

What if a learner does not receive a “thank you…” response?
Text in their email and/or the activity code again. If using an iPhone, they must use SMS texting (green messages), not an iMessage (blue messages).

What if a learner prefers not to text in their credit?
Learners can claim credit online using our CME portal,
https://stanford.cloud-cme.com/. They will need to sign in and enter the code for the corresponding session.

What if a learner forgets to text in their credit?
Learners will need to claim credit online using our CME portal, https://stanford.cloud-cme.com/. They will need to sign in and enter the code for the corresponding session.

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