General Information

Responsibility of the CME Committee

The primary responsibility of the CME Committee is to review each program application to determine if the program meets all the accreditation guidelines to be outlined in the essential areas. The committee also discusses issues relevant to Continuing Medical Education as well as identifies areas of improvement and future program topics. Members of the CME Committee review programs in an electronic format and meet on an as-needed basis.

Responsibility of the CME Office

The main responsibility of the CME office is to serve as a consultant to all CME meeting planners regarding questions about program planning. The CME office will also be responsible for the following:

Review all printed materials (brochures, flyers, invitations) designed for a CME program before being printed. A checklist for designing a brochure can be found in this handbook. Approval of printed materials will be reviewed and approved within 3 days. (Please allow enough lead time to have materials reviewed before being printed). We will also provide certificates for the program. You need to contact the Medical Education Department at least two weeks prior to your program to obtain certificates.

Responsibility of CME Planner/Course Director

Identify program topic, target audience, and appropriate faculty.

Outline tentative agenda, design preliminary printed materials for program.

Complete and Submit the on-line application for obtaining CME Category 1 credit.

Once credit is approved and tentative brochure has been reviewed and approved by the CME office, carry out promotion plan, including printing and mailing of brochures.

• Identify special arrangements, dinners, social events, accommodations, etc.
• Determine whether outside funding is to be sought, and identify likely sources. Prepare mock budget determining fees, costs, etc. (Sample program budget can be found in Appendix J of this handbook).
• Prepare registrations and send confirmations and other course materials to registrants.
• Prepare an income/expense report.
• Prepare an evaluation summary.

Return participant list, evaluation summary, brochure, faculty disclosure forms, commercial support contracts, and finalized budget to the Medical Education Department immediately following the program.

Program Budget

Before planning a program, it is essential that you outline a program budget to assist you in program planning. We recommend that in order to balance the books, you establish a registration fee which will cover course expenses including honoraria. If registration fees will not cover expenses, supporting sponsors and /or exhibitors must be found to assist with expenses. All sources of financial support must be stated in the brochure with the exception of the front cover.

Recurrent Meetings

If you would like to apply for credit for departmental or section meetings such as Grand Rounds, you must follow the same guidelines for planning a one-time CME program. In addition to your application, you must submit an outline of learning objectives for the year along with a schedule which list dates, speakers, and topics. This information must be submitted to the Medical Education Department at least 30 days prior to the first meeting.

Faculty Disclosure/Commercial Support

All faculty participating in a CME program as a presenter must complete the Faculty Disclosure Form.

"As a sponsor accredited by the Indiana State Medical Association, St. Vincent Hospital must insure balance, independence, objectivity, and scientific rigor in all sponsored educational programs. All faculty participating in these programs must complete a disclosure statement indicating any real or apparent conflict(s) of interest that may have a direct bearing on the subject matter of the continuing education program. This pertains to relationships with pharmaceutical companies, biomedical device manufacturers, or other corporations whose products or services are related to the subject matter of the presentation topic"

A Planning Committee and Faculty disclosure form to be distributed to all faculty presenters for CME courses with or without Commercial Support is listed under Sample Forms.

If your meeting is going to receive any type of commercial support, there are contracts for speakers and the commercial support companies which must be signed and returned to the Medical Education Department as part of the permanent file.

A Commercial Support Contract Agreement to be completed by pharmaceutical  and manufacturing companies offering financial support in the form of an educational grant is listed under Sample Forms.