Mobile Devices for Automating Attendance Tracking at Academic CME Regularly Scheduled Series

Using Mobile Devices to Automate Attendance Tracking of Academic Regularly Scheduled Series (RSS)
Presented at:
2011 Alliance for CME Annual Meeting*
Presented by:
Jeremy C. Lundberg, MSW. DLC Solutions and Ethos CE
ZalmanAgus, MD, Mila Kostic, Rodman Campbell. University of Pennsylvania School of Medicine Office of CME
* Consolidate Presentation

EthosCELMS
Full-featured, open source content-learning managementsystem.
Designed specifically for continuing medical education.
ACCME PARS compliant.
No licensing fees or user restrictions.
Organizations retain complete access to source code.
Personalized learning environment.
Automates and streamlines “back office” administration.
Role-based permissions and security protocols.
Flexible outcomes and compliance reporting engine.
Integrates with 3rd party applications.

EthosCE Framework
Content-learning management
CE courses
Blogs, forums, digital media
CE assessment & reporting
eCommerce & mobile apps
3rd party integration
EthosCE
Administrators

University of Pennsylvania

Setting the Stage: 2002
Dr. Agus and Mila Kostic joinUniversity of Pennsylvania School of Medicine Office of Continuing Medical Education
5 fulltime employees (FTEs)
No online presence
Barely functional database
45 Regularly Scheduled Series (RSS)
Attendance records collected and manually entered into a database.

Setting the Stage: 2003-2010
10 FTEs
Developed large online presence housed in separate content management system (CMS).
2009
5,431 activities
734,815 certificates issued
Leased new database
Eventually replaced by another as program grew.
2010
89 RSS
Database administered manually.
Attendance collected using barcode scanning.

2010: The Breaking Point
Large # of online activities housed offsite.
Major increase in user data stored offsite and not in main database.
Growth of RSSs and need for training, monitoring and recording =
Increased labor costs
An “Administrative Nightmare”
Required a “state-of-the-art” content-learning management system.

2010: The RSS Problem
90 weekly sessions.
112,500 attendees to be recorded
28 week backlog to enter attendance into database.
1 FTE required to:
Review applications
Monitor disclosures and handouts
Conduct onsite visits
Enter attendees into database
Training and approvals
Monitoring peer-review process

2010: The RSS Problem (cont’d)
6 month backlog of data entry
Despite hiring fulltime temporary worker.
Increased time spent on phone with users needing data for re-licensure and renewal of privileges.
“Why aren’t transcripts up-to-date.”

The Solution (We Hoped)
Selected EthosCE Learning Management System to streamline and automate our CME management and delivery.
Wished to create a more accurate, automated workflow for managing RSS application, approval, and attendance processes.

EthosCE Development Process
Interviewed key UPenn stakeholders to analyze current “pain points” and workflow.
Recommended new automated workflow using mobile text messaging (SMS) technology.
Configured EthosCE Attendance Tracking Module.
Modified Drupal SMS Module, Mobivity.
Created custom API between SMS and Attendance Tracking Modules.

Mobile SMS Attendance Tracking Workflow

RSS Attendee Workflow

EthosCE: RSS Dashboard

EthosCE: RSS Workflow

EthosCE: RSS Audit Dashboard

EthosCE: RSS Peer-Review

EthosCE: Approved RSS

EthosCE: Mobile SMS Application
Visit www.DLC-solutions.com
to see video demonstration.

2010: UPenn Pilot Study
UPenn conducted pilot study of RSS participants during September-December 2010
736 Attendance Records
78.5% of HCPs used Mobile SMS text messaging
17.2% have smart phone, but no text messaging service
2.4% do not have mobile/smart phone.

2010: UPenn Pilot Study
Positive adoption rates and feedback fromHCPs regarding new RSS mobile system.
Allows for instant RSS attendance credit to “My CME” transcripts and ACCME PARS.
CME office staff and series-level coordinators see RSS Online Workflow screens as “very useful”.
RSS workflow enables complete attendance management for registered and non-registered HCPs.

2010: UPenn Pilot Study (cont’d)
Study participants asked to rate the following on a 5-point Likert scale (1=Poor, 5=Excellent)
Ease of Use: 4.5 average rating.
Clarity of Instructions: 4.5 average rating.
Credit Monitoring: 4.6 average rating.

Lessoned Learned
After many pathways…go with an integrated LMS system.
One point of entry for all activities, all users, and links to internal and external resources.
One, integrated CME administrative process.
Activity application, disclosures, approval submissions and documentation approvals prospective for all types of activities including RSS, easy access to multiple users.
All educational formats built by staff and faculty, displayed uniformly to learners.
Allows learners easy access from registration to certificate /transcript.
Easy data collection and reporting to ACCME, annual program and mission reviews.

Lessoned Learned (cont’d)
Significant Savings
Automated attendance records controlled by learners
Less room for error
Instant availability of records on transcript
Instant reporting capabilities for administrators and coordinators
Value added to other regulatory bodies at departments and institution-level
Less issues with session documentation approval timelines
Time and effort savings
Can provide limited administrative privileges to internal and external collaborators
Peer-review process
CME Coordinator
Easy assessment and evaluation data collection, analysis and reporting
Will be appreciated during the ACCME reaccreditation process and annual reports

Contact Information
Jeremy C. Lundberg, MSSW. DLC Solutions
267.234.7401
jlundberg@dlc-solutions.com
http://www.dlc-solutions.com
ZalmanAgus, MD. University of Pennsylvania
agus@upenn.edu
Mila Kostic. University of Pennsylvania
mkostic@upenn.edu
Rodman Campbell. University of Pennsylvania
rodmanc@mail.med.upenn.edu

Thank You
http://www.dlc-solutions.com
http://www.med.upenn.edu/cme/

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Mobile Devices for Automating Attendance Tracking at Academic CME Regularly Scheduled Series

by DLC-Solutions.com and EthosCE.com on Feb 16, 2011

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Mobile Devices for Automating Attendance Tracking at Academic CME Regularly Scheduled Series — Presentation Transcript