TeamSTEPPS Course Coordinator Requirements and Processes for Continuing Education (CE) Credit and the Online Registration Center (ORC) August 2016

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1 TeamSTEPPS Course Coordinator Requirements and Processes for Continuing Education (CE) Credit and the Online Registration Center (ORC) August 2016

2 Table of Contents TeamSTEPPS CE Requirements and Processes CE Accreditation Provider Types of CE Credit Available Planning and Approval Process Individual Course Approval Mandatory Course Coordinator Actions Primary Risks to CE Eligibility Approved Agenda Formats ORC Requirements and Processes POC for TeamSTEPPS CE activities/orc: Course Coordinator/Instructor ORC Access PIM Online Bio/Disclosure Course Coordinator/Instructor Profile List of My Modules Sign-in Sheet Track Attendance Download or Resend CE Certificates Evaluation Responses Resend Evaluation Reminder s Evaluation Data Export PIM Report Final Roster Final Roster by Credit Custom Field Report

3 Continuing Education (CE) Requirements for TeamSTEPPS Train the Staff and Train the Trainer Courses

4 CE Accreditation Provider Effective 30 June 2015, our CE accreditation provider changed from Duke University Office of Continuing Medical Education (DOCME) to the Postgraduate Institute for Medicine (PIM). PIM has been providing trusted independent CE for healthcare professionals since 1979 (for over thirty years) and is a recognized leader for jointly provided CE activities. They are nationally accredited to certify education and issue CE credit to a multidisciplinary audience of learners, including physicians, physician assistants, registered nurses, nurse practitioners, pharmacists, psychologists, dentists and social workers. PIM has been awarded Accreditation with Commendation ( ) by the Accreditation Council for Continuing Medical Education (ACCME) and Accreditation with Distinction by the American Nurses Credentialing Center (ANCC), the highest recognition that is awarded by the ANCC's Accreditation Program.

5 CE Credit for TeamSTEPPS If all CE eligibility requirements have been met, the following types of CE credit may be available for your TeamSTEPPS course: 1. ACCME CME: Offered by the Accreditation Council for Continuing Medical Education (ACCME), the Continuing Medical Education (CME) AMA PRA Category 1 Credit(s)TM credit is available to you if you are a Doctor of Medicine (MD), Doctor of Osteopathic Medicine (DO),Physician s Assistant (PA), or Nurse Practitioner (NP). You must certify in your registration that you are an MD, DO, PA, or NP to earn this type of CE credit. 2. ACHE: Offered by the American College of Healthcare Executives (ACHE), this credit is available only for live, face-to-face activities (not available to elearning, webinars, or other non-live activities) including but not limited to C-suite executives (CEOs, COOs, CMOs, CNOs, CIOs etc.) associate and assistant administrative officers, directors as well as specialty management positions of comparable executive authority. 3. ACPE: Offered by the Accreditation Council for Pharmacy Education (ACPE), this credit is available to Pharmacists and Pharmacy Technicians. In order to earn ACPE credit, we are required by the National Association of Boards of Pharmacy (NABP) and ACPE to collect both your NABP number and date of birth in MM/DD format. You must enter it above to receive credit. You CANNOT use an organization/mtf NABP number, it must be YOUR number. If you do not have an NABP number, please go to and sign up for this number. If you do not provide information, you will not earn credit. Please note, due to new ACPE guidelines, all credit awarded by ACPE-accredited providers to Pharmacists and Pharmacy Technicians will be available via CPE Monitor ( If participants would like a paper statement of credit, they may print an individual statement of credit or a transcript from their NABP e-profile. 4. ADA CERP: Offered by the American Dental Association, Continuing Education Recognition Program (CERP) credit is available to Dentists and Dental Technicians. 5. ANCC CNE: Offered by the American Nurses Credentialing Center, the Continuing Nursing Education (CNE) credit is available to Nurses and Nurse Practitioners. 6. APA: Offered by the American Psychological Association (APA), the APA credit is available to Psychologists, Social Workers, and Marriage and Family Therapists. All CE eligibility requirements noted above must be adhered to in order to receive this certification. 7. Non-Physician Medical Staff: (e.g. EMT Paramedics - Chiropractors) This formal CE credit is available to attendees who do not qualify for the above continuing education types. 8. IACET CEU: Offered by the International Association for Continuing Education & Training (IACET), this non-specific Continuing Education Unit (CEU) is available to any attendee who is an allied health professional and may not be eligible for any of the other continuing education credits offered above. Please note, CEUs are calculated differently that other CE types. One CEU equals one-tenth contact hour of participation where other CEs earn one unit per contact hour. For more information on CEU calculation, click

6 PHASE 1: MASTER APPLICATION SUBMITTED (COURSE OWNER) 7 Weeks Before Course Date Only complete packages will be reviewed. Incomplete packages will be kicked back for missing information and 7 week process starts over. Complete application packet MUST include the following: Review of application to - Application TeamSTEPPS falls under ensure a master alignment of - Final agenda with topics and educational activity with approval with our CE provider. timing learning objectives, Normal approval timing for course courses content - Completed, not covered signed, and by master dated approval Bios/Disclosures for ALL staff Review of needs involved can in content take up to 8 weeks. assessment With the data to verify development master in ANY approval, way. This TeamSTEPPS the need of the activity includes approval but is not is limited cut to to: 30 days Review and cuts of Bio/Disclosure PHASE 2: PIM REVIEWS APPLICATION (COURSE OWNER) 5 Week Process Course Director, out two phases Co-Director of the (if CE forms planning to ensure the applicable), all education is free of faculty/speakers, process. planning commercial bias committee CE members, credit is granted for Review of budget for fiscal administrative TeamSTEPPS support (if courses AS oversight LONG involved AS with all creating the steps course in Phase content) Amount 3 and of 4 educational are met by the course coordinator. hours for credit verified - Completed 6 column outline There are two TeamSTEPPS Only if all application - Completed courses evaluation/survey pre-approved for requirements CE have been - Needs credit: assessment met, will an approval letter documentation and credit hours for - Train the Trainer - Budget master course be - Train the Staff approved - Promotional/marketing materials No mention of continuing education credit is allowed until approval is received TeamSTEPPS Approval Process PHASE 3: INDIVIDUAL COURSE APPROVAL (COURSE COORDINATOR) 30 Days 2 Weeks Before Course Date 30 DAYS BEFORE COURSE DATE Course coordinator contacts the Patient Safety Program CE Team at pspcourses@bah.com to: 1) Submit an agenda in approved format for each course 2) Request course website be built 2 WEEKS BEFORE COURSE DATE 1) All instructors, facilitators, planning staff for each course must complete an online PIM bio/disclosure. 2) Course registration website is opened for registration 3) Course coordinator shares registration link with targeted attendees 3) All attendees register in the ORC PHASE 4: MANDATORY COURSE ACTIONS (COURSE COORDINATOR) On-site and post-activity 1) Course coordinator prints sign-in sheet from ORC, takes attendance each day on-site and validates date and time attendance taken 2) 48 hours after course closes, course coordinator validates attendance in the ORC 3) Within 10 days of course closing, all attendees must complete and submit a mandatory evaluation in the ORC 4) Within 30 days after course closes, CEs are issued to eligible attendees

7 PHASE 3: INDIVIDUAL COURSE APPROVAL 30 Days Before Course Date INSTRUCTIONS Step 1: 30 days prior to course start date, request course website from Patient Safety Program CE Team at Step 2: 30 days prior to course start date, submit agenda using approved template with date, location, content timing, and named speakers for each course to the Patient Safety Program CE Team at Step 3: Two weeks prior to course start date, all course coordinators, speakers, facilitators, and content planning staff must complete an online bios/disclosures *Note: Bios/disclosures are meant to ensure there is no commercial bias in the activity TIPS & BEST PRACTICES TO ENSURE CE ELIGIBILITY Please send all communications and requests to the Patient Safety Team at Contacting PIM or the ORC directly will delay your submission, response, assistance Ensure the agenda does not differ from the approved TeamSTEPPS content, if it does not match the course becomes ineligible for CE credit. Please plan ahead if the agenda is not received 30 days prior to the course start date, the course becomes ineligible for CE credit If an instructor does not already have an active bio/disclosure submitted, information on how to submit will be ed to all instructors based on the agenda information you submit in step 2 above If not already on file, the online bios/disclosures must be completed a minimum of TWO weeks prior to start date to be eligible for CEs Bios/disclosures must be completed online for ALL instructors, speakers and planning staff and are good for one year please note that the use of expired bios will delay the process and risk CE eligibility Step 3: Patient Safety Program CE Team opens course registration website Step 4: All students must register through the ORC Website will not be opened if all bios/disclosures are not submitted The CE Team will provide the proper link to the Course Coordinator once the registration website has been built

8 PHASE 4: MANDATORY COURSE COORDINATOR ACTIONS On-site and post-activity INSTRUCTIONS Step 1: Daily Course Coordinator validates attendance every day Step 2: 48 hours after course closes, course coordinator validates attendance in ORC Step 3: 10 days after course closes, all attendees must complete and submit a post course evaluation in ORC Step 4: 30 days after course closes, CEs are issued to eligible attendees TIPS & BEST PRACTICES TO ENSURE CE ELIGIBILITY Print on-site attendance sheets from ORC and verify students name, , Service, type of CE certificate requested (incl. NABP#, DOB, and whether Pharmacist or Pharmacy Tech for ACPE; validate if M.D. or D.O. for CME) Communicate any changes from the sign-in sheet to the Patient Safety Program CE Team at pspcourses@bah.com immediately to ensure accuracy Attendance must be taken every day of course and validated with date and time on the sign-in sheet Registrants must attend all content contact hours those who arrive late, depart early, or miss any segments of the training become ineligible for CE credit Attendance must be validated in the ORC within 48 hours of course completion using the data from the sign-in sheets - failure to do so will prevent attendees from obtaining their CE credit Remind your attendees that the mandatory post activity evaluations must be completed and submitted within 10 days of course completion - failure to do so will prevent attendees from obtaining their CE credit The CE provider will audit attendance, agenda, bios/disclosures, and evaluation submission for compliance If all accreditation requirements above are met, CE certificates will be issued within 30 days Ongoing Share the appropriate registration link with the target audience. Advise CE Team of any courses with date or instructor changes. Cancel any courses that will not take place.

9 Primary Risks to CE Eligibility Avoid these misses to ensure your course s eligibility! Missed Deadlines: The main risk to CE eligibility for your course is not submitting required documentation in a timely manner. Please be mindful of the timelines for agendas (minimum of 30 DAYS prior to course start date), bio/disclosures (minimum of TWO WEEKS prior to course start date), attendance validation (48 HOURS) after course closes), and attendee evaluation (10 DAYS after course closes). *Note: Not following the mandatory timing and requirements puts Master TeamSTEPPS CE accreditation as a whole at risk! Missing Documentation: The CE approval process follows rigorous protocols. To ensure accreditation compliance, ALL of the following documentation must be provided to ensure CE eligibility: agendas, online bios/disclosures, attendance tracking, evaluation submission, and the dates these items are submitted. *Note: Our accreditation partner Postgraduate Institute for Medicine (PIM) conducts regular audits of these requirements to ensure CE compliance. Not following the mandatory timing and requirements puts Master TeamSTEPPS CE accreditation as a whole at risk. Misdirected Communications: Please avoid contacting PIM or ORC directly this will delay your submission/response/ assistance. The Patient Safety Program CE Team is happy to assist with any and all questions related to the CE process. You may contact us directly at pspcourses@bah.com.

10 Approved TeamSTEPPS Agenda Formats There are pre-approved agendas that must be followed for TeamSTEPPS CE approved courses. Failure to use the appropriate agenda will preclude your course from being CE eligible. Agendas are sent to the CE Team 30 days in advance at There is one approved agenda for TeamSTEPPS Train the Trainer - Click here to download the approved agenda for Train the Trainer There are two approved agendas for TeamSTEPPS Train the Staff, a morning and an afternoon version. - Click here to download to approved AM agenda for Train the Staff - Click here to download to approved PM agenda for Train the Staff TEAMSTEPPS TRAIN THE TRAINER COURSE DETAILS Dates of Course: Service (e.g. Army, Navy, Air Force): Location (e.g. Base, Fort, Garrison): Facility (e.g. MTF): Unit or Team (e.g. Pediatrics): Classroom (e.g. 6th Floor Sim Room): Course Coordinator Name/ Instructor Name/ Maximum # of Learners (e.g. Seats): AGENDA-DAY ONE Registration Welcome Module 1 Introduction (50 min) Module 2 Team Structure (50 min) Break Module 3 Communication (45 min) Break Module 4 Leading Teams (75 min) Lunch Module 5 Situation Monitoring (45 mins) Module 6 Mutual Support (50 mins) Break Pulling it all Together - Summary/Practical Exercise (50 mins) AGENDA-DAY TWO Welcome & Overview of Day One Change Management (60 min) Break Coaching Workshop (75 min) Measurement (50 min) Lunch Implementation Workshop (150 min) Break Practice Teaching Sessions (120 min) Instructor candidates practice teaching session. Each will exercise their knowledge and skill to deliver one module with feedback by faculty and peers Wrap-up TEAMSTEPPS TRAIN THE STAFF COURSE DETAILS Date of Course: Service (e.g. Army, Navy, Air Force): Location (e.g. Base, Fort, Garrison): Facility (e.g. MTF): Unit or Team (e.g. Pediatrics): Classroom (e.g. 6th Floor Sim Room): Course Coordinator Name/ Instructor Name/ Maximum # of Learners (e.g. Seats): AGENDA Introduction to TeamSTEPPS (30 min) Team Structure (30 min) Break Communication (25 min) Leading Teams (35 min) TEAMSTEPPS TRAIN THE STAFF Break Situation COURSE Monitoring DETAILS (35 min) Mutual Support (35 min) Summary: Date Pulling of Course: It All Together (20 min) Service (e.g. Army, Navy, Air Force): Location (e.g. Base, Fort, Garrison): Facility (e.g. MTF): Unit or Team (e.g. Pediatrics): Classroom (e.g. 6th Floor Sim Room): Course Coordinator Name/ Instructor Name/ Maximum # of Learners (e.g. Seats): AGENDA Introduction to TeamSTEPPS (30 min) Team Structure (30 min) Break Communication (25 min) Leading Teams (35 min) Break Situation Monitoring (35 min) Mutual Support (35 min) Summary: Pulling It All Together (20 min)

11 Online Registration Center (ORC) Requirements for TeamSTEPPS Course Coordinators

12 Course Coordinator/Instructor ORC Access Before you gain access to the ORC, your Service Lead must provide your name, , and MTF association to the CE/ORC Team at You will then receive an from PSP COURSES with your Instructor Profile Access Link: You will be asked to log in with the following information: - Address: (the your Service Lead provided to the CE Team) - Password: patientsafety SAVE THIS LINK AS A FAVORITE to access all your modules quickly 12

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14 PIM Online Bio/Disclosure This is separate from the ORC Instructor Profile Before you log onto the online bio/disclosure system, we must have your name and from your Service Lead to create an account Everyone who is in a position to control the content of a CE activity is required by our CE provider, the Postgraduate Institute for Medicine (PIM) to disclose all relevant financial relationships with any commercial interest. Should it be determined that a conflict of interest exists as a result of a financial relationship you may have, this will need to be resolved prior to the activity. Access the secure PIM disclosure system at URL: Login using the following credentials: <Enter your address> Password: patientsafety For data security, you will be asked to create a new, unique password upon entering the site. Please keep this password so that you are able to access this database in the future should your disclosure information change. Login using your and new password. Complete the form (please note, if you check I have no real or apparent conflicts of interest to report. then no further information is needed in the chart), insert a short Bio (required) and Submit. 14

15 Course Coordinator/Instructor Profile This is separate from the PIM Online Bio/Disclosure To access your personal profile, click My Profile at the top of the screen Information denoted with an is mandatory Company is the name of the Military Treatment Facility (MTF) where you work Enter the State of the MTF Enter the Country of the MTF Your is your logon ID Biography is NOT where you enter your bio/disclosure, that is addressed in the PIM Online Bio/Disclosure Click Save to save your update 15

16 My Modules After entering your and password, you will be directed to the My Modules/Events page. It is from this page that you will access all the modules you have been added to. The ID column is the module number of the course. It is helpful to know that module ID when communicating with the CE Team. The Registered column shows how many students have registered. E.g. 0 of 50 means in that no one has registered for any of the 50 available seats. Start date is the date the course begins. Closing is the date the course closes registration, not the date the course ends. Status shows whether the course is open or closed for registration. Click on the icon to the far right to access module management controls. It will default to the Track Attendance screen. If there is no icon shown for a line, there are no registrations in the module yet and thus no registrant data to access. You can sort the columns by clicking in the header of the column Click on a module name to access that modules registration page. You can copy and paste the registration link once the registration page opens. If a module is closed for registration, you will see CLOSED at the top of the page. We do not use Confirmed mode so you won t see courses under the confirmed section 16

17 Sign In Sheet Course Coordinators must print a sign in sheet for each day of the course, use it to track attendance on-site, and keep it as an validation document should the course be audited by the CE provider. Click the tab on the left for Sign-In Sheet and right click on the screen and select print Attendance must be verified by someone on-site each day of training with name, date and time attendance was taken Attendees must verify the information on the sheet and, if necessary, make updates on the sheet and return to the Course Coordinator The is where their CE certificate will be sent so it MUST be correct If updates must be made, the Course Coordinator must send changes to the CE Team at pspcourses@bah.com 17

18 Track Attendance Attendance must be tracked within 48 hours of course closure, failure to do so will make the course ineligible for CE credit To Track Attendance, check the box in the Attend. column for any attendee who was present at all contact hours (e.g. did not leave early, did not arrive late) as validated with the Sign-in Sheet. Click Update Attendance to save all tracked attendance 18

19 Download or Resend Certificates Once a course has closed and all attendance tracked, you may resend certificates to your attendees. - If they have completed all triggers (e.g. attended all contact hours, completed the evaluation, selected an appropriate CE type and provided any additional information) they will receive a CE certificate. - If they have attended all contact hours but not completed the evaluation, they will only get an attendance certificate. Click on the magnifying glass icon in the far right column to download, print, or save the certificate. Click on the envelope icon in the far right column to resend the certificate directly to the attendee at the they registered with. If you do not see an envelope or magnifying glass, they were not tracked as attending all contact hours and are not eligible for a certificate, either CE or attendance. 19

20 Evaluation Response Shows the status of evaluation submissions and provides an opportunity to send out the post-activity evaluation to all registrants at one time or to individuals one by one There are usually two columns as there are two opportunities to complete an evaluation. Column 1 is the first evaluation reminder link. Column 2 is the second evaluation reminder link. If there is a Column 3, it is a supplemental evaluation, e.g. Commitment to Change or T-TPQ. If the registrant has submitted an evaluation, a checkmark will show in the column. If the registrant has NOT submitted an evaluation, an envelope icon will show in the column To send an evaluation to an individual registrant - Click the envelope icon in the person s row - A confirmation will popup asking you if you want to send to the one registrant - Click OK to send To send an to evaluation to ALL registrants - Click on the blue ANY button in the Feedback column - A confirmation will popup asking you if you want to send to all attendees who have not yet completed the evaluation - Click OK to send Evaluations MUST be completed within 10 days post course or else the evaluation link expires and can no longer be accessed 20

21 Evaluation Data Export You have access to the evaluations attached to all the modules you have been assigned to, as shown in your module list. Only the data for the modules you have access to can be accessed and exported. To access the evaluation data from the modules you manage, click on the Feedback option at the top header of the screen Select the evaluation you wish to view by clicking the report icon in the far right column of that row. Using the dropdown menu, select a specific course name from the list of your modules or, if you wish to see evaluation data across all modules (e.g. all your Team STEPPS modules) select All from the dropdown. Select a date range (e.g. the start date to 14 days after the course closes to allow for all results to be in) Select Display Individual Feedback Results Click View Report to see the results on screen with response summary and bar graphs. To export the data in this report, click the Export Results button and a CSV file will pop up on screen. Click the filename to download the export. The report is an anonymous summary report; no identifying names/data will be shown. 21

22 PIM Report This report pulls all the data required to meet the audit requirements of our CE provider. The Eval 1/Eval 2 columns show the date the evaluation(s) were completed. There are generally two evaluation reminders ed to the attendee to ensure widest completion. The Attended column shows a (1) if they attended all contact hours and a (0) if they did not attend all contact hours. Type of CE Requested is what the attendee selected at the time of registration. If they requested CME CE credit, they must have validated that they were a M.D. or D.O. and that will show in the M.D. or D.O. column. If they did not supply this additional data, they will not receive CME credit. If they selected ACPE CE credit, they must have supplied their date of birth, NABP#, and stated whether they are a Pharmacist or Pharmacy Tech and that will show in those particular columns. If they did not supply this additional data, they will not receive ACPE credit. To export the data in this report, click the Generate Report button and a CSV file will pop up on screen. Click the filename to download the export. Only registrants who have been tracked as having attended all contact hours of the course and have completed the evaluation will be eligible for the CE they selected 22

23 Final Roster Click on the Final Roster tab This will show you a final roster including: - Registrant Name - - Credit type - Service Affiliation 23

24 Final Roster by Credit Click on the Final Roster by Credit tab This will show you a final roster including: - Registrant Name - - Credit type - Service affiliation - MTF - address - Attendance - Date of evaluation - Type of CE credit 24

25 Custom Field Report This report shows the responses to all custom registration fields entered by the attendee. The Feedback column shows the date the mandatory evaluation was completed The Attended column shows a (+) if they attended all contact hours of the training Only registrants who have been tracked as having attended all contact hors of the course and have completed the evaluation will be eligible for the CE they selected To export the data in this report, click the Generate Report button and a CSV file will pop up on screen. Click the filename to download the export. 25

26 Questions? Please contact the Patient Safety Program CE Team at 26