Announcements!

Welcome to the new RSS Coordinator Resource Page: your guide to working in the RSS module/Series homepage in Ethos!

Create link for individual session (2 weeks prior-to session)

Create Session Page in Series Homepage

There are 2 ways to create a session page:

  • Option 1: Use “Repeat this session” function (PREFFERED METHOD)
    • Set frequency (I.e. every Friday, 2nd Monday, etc.)
    • Set end date for  current calendar or fiscal year as applicable
    • Note: You may still use this function to create 1 session at a time by setting the frequency end date
  • Option 2: Manually create session
    • Refer to an approved session for template
    • See proofreading steps below

Session Page Layout

Browse to session
Series homepage -> Session listing -> click on session to update
Title
### RSS title: "Session title" (mmddyy)
Example: 123 Internal Medicine Grand Rounds: "Disability in Older Patients" (033123)
Note: This is how the session will appear on learner transcripts! Please use the six-digit date format for consistency and searching purposes
Body
Optional
(Remember: Learners do not visit this page)
Skip (Title & description tab)
Skip: Course instructions, format, category (Do not make selections)
Session date
Date/time
Location
If In-person or hybrid:
  • Location name: UT Southwestern Medical Center
  • City: Dallas
  • State: TX
  • Optional: Specific street address, May specify room location under "Additional"
If Virtual only:
  • Location name: Online activity
  • City: Dallas
  • State: TX
Course settings
Skip: Do not edit default selections on this page.
Credit settings
AMA, Attendance should match the amount of educational time for the session, to the quarter-hour.
Do not select other options without approval
Workflow
Leave Target state as New until ready for review
Publishing
Skip: Do not edit default selections on this page.
Attachments
Upload session documentation here
Save
Save session

Add faculty to Faculty List, Track Disclosure Form Completion (2 to 1 weeks prior-to session)

  • Add session faculty to faculty list once session information is confirmed
    • Anyone contributing to the educational content of the session: Speakers, course directors, peer reviewers, moderators, planning committee members
  • Return to faculty list to review for disclosure completion
  • Disclosures dated before 11/11/21 will need to be updated

    Which form should I use? 

    Form​
    Course director, Planning committee member​
    Speaker (UTSW)​
    Speaker (External)​
    Disclosure Attestation​
    Yes, if you want Ethos to send a system-generated email to complete their disclosure form​
    (No form = no email)​
    Yes, if you want Ethos to send a system-generated email to complete their disclosure form​
    (No form = no email)​
    Yes, if you want Ethos to send a system-generated email to complete their disclosure form​
    (No form = no email)​
    CME Educational Materials Permission Form​
    No​
    Yes, if the session is being recorded, livestreamed to public, or posted online​
    No​
    UTSW Speaker Authorization Form​
    No​
    No​
    Yes, if the session is being recorded, livestreamed to public, or posted online​

    Reviewing the Faculty List

    Faculty list issue​
    What does this tell you?​
    What do you do next?​
    No faculty list appears​
    Session faculty haven't been added​
    Make sure to add session faculty as soon as you get the course link to populate the faculty list​
    No name​
    No profile​
    1) Create profile ​
    2) If email doesn't match, they will get an error: Re-add them to faculty list ​
    3) Complete disclosure form​
    No date​
    No disclosure​
    Complete disclosure form​
    Dated before 11/11/21​
    Disclosure needs updating​
    Update disclosure form​
    Do they have any Financial relationships?​
    You won't know until you click on their name to view the disclosure tab in their profile!​
    1) Click on name in faculty list​
    2) Review disclosure tab​
    3) Notify CME program coordinator of financial relationship listings 1 week before conference​

    COMPLETING DISCLOSURE FORMS

    Ethos will send a system-generated email. This sometimes gets sent to junk or ignored. Follow up with an email with these steps:

    If they need to create a profile:

    CREATE AN ACCOUNT

    1. Select "Register" from the top-right corner of the homepage or go to https://cme.utsouthwestern.edu/user/register
    2. Enter the required information and select "Create new account"
    3. Check your e-mail for your password to complete registration

    If they need to complete or update disclosure form:

    DISCLOSURE

    To update your disclosure:

    1. Log in to your cme.utsouthwestern.edu profile
      1. If you do not recall your password, you can request a new one at this link: https://cme.utsouthwestern.edu/user/password
    2. Go directly to your disclosure form here: https://cme.utsouthwestern.edu/my/edit/disclosure
    3. Review the information for accuracy/current status
    4. Hit SAVE at the bottom of the page.

    Review disclosure form for listed financial relationships

    • IMPORTANT: Review disclosure information in their profile:
      • Click on name in faculty list
      • View “Disclosure” tab
    • NOTIFY THE CME OFFICE OF ANY REPORTED FINANCIAL RELATIONSHIPS/POTENTIAL CONFLICTS OF INTEREST via email AT LEAST 1 WEEK PRIOR TO THE SESSION

      • CE Office proceeds with review, next steps

    • Transcribe financial relationship listings to DTL table

    Upload RSS Documentation to Attachments Tab in Session (3 Days Prior to Session)

    • Browse to session page, go to Edit, then the Attachments tab
    • Upload documents include: Announcement, DTL, Speaker Authorization form, Journal articles, Journal club post-test questions
      • The Speaker Letter is no longer an active form
    • Do not upload placeholders as final documents
    • Use clear file names: RSS#_Date_Announcement (Ex: 123_033123_Announcement)

    Update Workflow State to "Needs Review" (1 week to 3 days prior-to session)

    • Browse to session page, go to Edit, then the Workflow tab
    • CE Office review
    • Check your Junk mail regularly if you are not receiving the workflow emails!
    • Only send 1 session at a time for review! 

    Workflow steps

    Provide Announcement, DTL, and Event ID to Learners (Day of Session)

    Provide Announcement, Disclosure to Learner (DTL) listing, Event ID to learners prior-to session

    Current templates


    Event ID resources (Text to Sign-in)

    • Event ID slide (SIMPLIFIED VERSION)
    • Virtual meeting chat messages: (Insert the unique Event ID for the session). We suggest posting at login, mid-way and at the end of your session.
      • TEXT <Event ID> to 972-573-8343 or log in and enter at cme.utsouthwestern.edu/code to receive CME or attendance credit for this session. NOTE: Event ID is only valid the day of the session
    • Mobile Sign-in Help Page for further assistance https://cme.utsouthwestern.edu/guide/sign-in-methods
      • Includes confirmation messages and responses!
    • Online option: Alternatively, attendance can be recorded online through your desktop or mobile web browser by going to cme.utsouthwestern.edu/code (you must be signed into your cme.utsouthwestern.edu profile to access)
    • Technical assistance: If you or your learners have any questions, email your assigned program coordinator

    Resources

    Grand Rounds New Coordinator Orientation (Ethos RSS Module Training)

    RSS Coordinator Workshop Slides

    Guides

    Templates

    Speciality Credit Requests: Contact your assigned CME Program Coordinator with any questions in-advance

    • MOC
    • Ethics
    • Opioids

    Working with CME course faculty

    CME Transcripts

    Transcripts from 2014-present are available for learners online at cme.utsouthwestern.edu. If they cannot recall their password, they can request a password reset at this link: https://cme.utsouthwestern.edu/user/password 


    Disclosures

    To update your disclosure:

    1. Log in to your cme.utsouthwestern.edu profile 
      1. If you do not recall your password, you can request a new one at this link: https://cme.utsouthwestern.edu/user/password
    2. Go directly to your disclosure form here: https://cme.utsouthwestern.edu/my/edit/disclosure
    3. Review the information for accuracy/current status
    4. Hit SAVE at the bottom of the page.

    https://cme.utsouthwestern.edu/my/faculty-relationships - link to direct CME course faculty to view their pending forms once they have signed in