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

    • Setting Up an Ethos Profile:
    • Running Attendance Reports:
      • FOR JANUARY-MARCH 2023 SESSIONS ONLY (Prior to use of Ethos RSS Module):
      • STARTING WITH APRIL 2023 SESSIONS (Using Ethos RSS Module):                                             
        • Instructions forthcoming...stay tuned!

    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