ethos regularly scheduled sessions (rss) / grand rounds liesa mills dcri it training &...

EthosRegularly Scheduled Sessions (RSS) / Grand Rounds

Liesa MillsDCRI IT Training & Documentation

• Use this training opportunity to:– become familiar with Ethos– understand the benefits of RSS in Ethos– understand the Ethos RSS process workflow– get some hands-on experience creating series and

sessions– understand how to get help moving forward

Purpose of Training

Agenda

1. Introduction to Ethos

2. Benefits of RSS in Ethos

3. RSS Roles & Responsibilities

4. RSS Process Workflow

5. Step-by-Step Hands-on Exercises

6. Getting RSS Help

7. Action Items

INTRODUCTION TO ETHOS

Introduction to Ethos

• Ethos is a browser-based Learning Management System (LMS) that enables medical professionals to register for activities, track their Continuing Medical Education (CME) credits, and manage their own transcripts and certificates

• Maintained and managed by the Duke Office of Continuing Medical Education (CME), and DCRI’s IT group

Search and register for courses

Purchase courses

Maintain activity workflow

Still locked

View transcript and download certificates

BENEFITS OF RSS IN ETHOS

Benefits of RSS in Ethos• Automated workflow for set up, review and approval

of the RSS series and its sessions through a customized online portal

Benefits of RSS in Ethos• Activity Medical Directors

and CME Associates can make updates related to last minute changes in speakers, cancellations, additions

Benefits of RSS in Ethos• Participation and other reports at both series and

session levels available

Benefits of RSS in Ethos

• Using a text based SMS code, a participant records attendance for each session they attend and is instantaneously awarded credit. No scanners, laptops and/or paper sign in sheets required anymore!

RSS ROLES & RESPONSIBILITIES

RSS Role Responsibilities

CME Associate • Creates new series and sessions• Edits existing series and sessions

as needed

CME Coordinator Jennifer Sheppard

• Reviews and approves new series• Provides support as needed

Site Administrator John Johnson

• Maintains user accounts in Ethos• Provides technical support as needed

RSS PROCESS WORKFLOW

Important!

• Regularly Scheduled Series (Grand Rounds) must be entered into the Ethos system by July 1, 2014.

• Only enter series/sessions that will occur in FY15 (July 1, 2014-June 30, 2015).

• For this fiscal year please remember to create an entirely NEW series in ETHOS. Do not add sessions onto last year’s Series that you created.

RSS Workflow

1. Create Series

2. Set Status to In Review

3. Review Series

Set Status to Approved

Set Status to Feedback

Edit Series per Feedback

4. Create Sessions

Approved?No Yes

HANDS-ON EXERCISES

Accessing the Ethos TEST Environment

1. Open Google Chrome Browser

2. Go to test URL:

http://test.continuingeducation.dcri.duke.edu/

2. Access Grand Rounds

3. Access Admin Menu

1. Access your profile settings

Accessing your Profile Settings• Click My account• Click an option in the grey bar or

one of the Edit links

Accessing Grand Rounds• Hover over Activities, and then click

Grand Rounds• Click a link to open series details• Click a link to open session details

Accessing the Admin Menu

• Click the “wrench” icon in the upper left corner of the window

• CME Associate clicks Create content to begin the RSS Workflow process

RSS Workflow

1. Create Series

3. Review Series

4. Create Sessions

Approved?No Yes

Series/Sessions Relationship

• Series – like an “umbrella” to hold the sessions• Add specific details, such as speaker, location, and

credit details at the session level

Session 1Session 2Session 3

Session 4Session 5Session 6

Series

1. Create Series

• On the Admin Menu, click Create content

• On the Create content tab, click Series

1. Create Series – Description tab

• RSS Name* (what student sees)• Path* (direct URL – recommend using Name)• Description* (appears on series home page)

1. Create Series – Series Settings tab

• AMD Name• CME Associate Name• New Series• Credit Type (AMA,

informational – credit awarded at session level)

• Frequency• Location (important for PARS)• Specialty/Sub-specialty• Series Date (displays full date range

of series to students)

1. Create Series – ACCME tab

• AMA Learning Format (set to Live Activity)

• Activity Duration (typically one year)

• Provider Activity ID (see handout)

• Sponsorship (Select Direct)

• Activity Type (Select Regularly Scheduled Series)• Click Save (cannot publish until approved by

CME Coordinator)

RSS Workflow

1. Create Series

3. Review Series

4. Create Sessions

Approved?No Yes

• On the Admin menu, click EthosCE admin

• Click Workflow Dashboard

• If needed, apply the New status to filter your list

Automatic email notification sent to CME Coordinator

Set the series status to In Review C

RSS Workflow

1. Create Series

3. Review Series

4. Create Sessions

Approved?No Yes

3. Review Series

CME Coordinator’s Admin menu

• Click EthosCE admin

• Click Workflow DashboardCM

3. Review Series

• Apply In Review status filter• Check box next to series

– Click Set to Feedback to add comments and return to CME Associate for further editing

– Click Set to Approved to approve series

– Can check multiple series and approve all at once

Automatic email notification sent to CME Associate

Automatic Email Notifications

Status Sample email text

In Review The RSS “Lung Cancer Series” is now pending for your review Comment: Please review, thanks.URL: http://test.continuingeducation.dcri.duke.edu/l-c

Feedback The RSS “Lung Cancer Series” is in the Feedback state Comment: Need more info URL: http://test.continuingeducation.dcri.duke.edu/l-c

Approved The Regularly Scheduled Series “Lung Cancer Series” is now approved. Comment: Looks great. Please proceed to add sessions to your series. URL: http://test.continuingeducation.dcri.duke.edu/l-c

RSS Workflow

1. Create Series

3. Review Series

4. Create Sessions

Approved?No Yes

Creating the Session Template• Identify typical speaker, location, credit settings• Define session repeat frequency / dates• Edit individual sessions as needed

Speaker: Jonah Wells

Location: Duke MC Library

Credit: AMA

Template

4. Create Sessions

1. Go to your series landing page– If published, available under

Activities>Grand Rounds– Available as link on Workflow

Dashboard’s Approved list

2. On the Admin Menu, click Create Content > Session

4. Create Sessions Description tab

1. Enter Session Name (good idea to enter “Topic TBD”)

2. Body (leave blank for now)

Note: Skip Certificate tab, since no individual certificates distributed for RSS

4. Create Sessions Session Settings tab

• Speaker Name (good idea to enter “Speaker to be announced”)

• Location (enter most common location)

• Additional Notes (shows for students – i.e., “bring your laptop”)

Continued

4. Create Sessions Session Settings tab • Session Date (enter

date/time of FIRST session – not date range)

• Repeat (creates all your sessions)

• Until (stop date of repeating sessions – enter last session)

• Except (identify sessions to skip – holidays)

• Additional (add sessions that don’t fit repeating schedule)

4. Create Sessions Course Credit Settings tab

AMA Credit • Check Active box• Uncheck Variable credit• Set Max to 1.00 or desired

credit per session

Series Landing Page

Click session link to view session details

Editing Individual Sessions

1. Navigate to the session

2. Click Edit

3. Add Speaker, Location, and other details

4. Click Save

Setting up Session SMS Texting

1. Navigate to the session

2. Click Enrollments

3. Click Settings

continued

Setting up Session SMS Texting

Enter number of hours/minutes after start of session, when attendee can text SMS code

Enter number of hours/minutes after start of session, when attendee can still text SMS code

SMS Code

Image shown displays default settings

Publishing Your Series• Can be done any time after series is Approved• Students cannot find series until Published

1. In Admin menu, click EthosCE admin>Workflow Dashboard

2. Click the Publishing tab in the upper right corner

continued

Publishing Your Series

SMS TEXTING TIPS

RSS Session / SMS Attendee Experience

• Attendees text all RSS SMS codes to:

919.213.8033

• Recommendations– Ask attendees to create phone contact for

Duke SMS attendance– Put instructions and reminders on presentations,

schedules and posters– Display SMS code on first and last slide, as well

as giving to attendee as handout

RSS Session / SMS Attendee Experience

Sorry, attendance for “Lung Cancer Session” closed at 2:00 p.m. on 05/15/2013

Sorry, that code is incorrect. Please try again.

Sorry, attendance for “Lung Cancer Session” opens at 9:15 a.m. on 07/24/2013.

Attendee has Ethos account and correct code

Attendee does not have Ethos account

ENROLLMENT REPORTING

Viewing Enrollments

• To export an enrollment report from a session that you created:• Click the Enrollments tab and select the

Administer tab (if not already selected)

• Participants who attended and submitted enrollment via SMS, as well as those manually enrolled, will be listed at the bottom of the screen

• Click the orange CSV button to export the list of participants

Manually Enrolling a Participant

• From a session that you created:– Click the Enrollments tab, and then click the

Search and Enroll tab– Locate the participant and click the checkbox to

the left of the name– Click Enroll user in current course and confirm– The participant will now be listed on the

Enrollments tab

**NOTE: Users must have created a profile in Ethos for manual enrollments, also.

GETTING RSS HELP

Getting RSS Help

• Jennifer Sheppard (CME Coordinator)– Phone: 919.668.3039– Email: jennifer.sheppard@dm.duke.edu

• CME Mailbox– dcri.cme@dm.duke.edu

• Ethos Learning Center – https://

www.dcri.org/cee/education/ethosce-learning-center

ACTION ITEMS

Action Items

• CME Associates – Create your account in Ethos production environment. Send email to either Jennifer or CME Support to request account access.

• CME Coordinator (Jennifer) – Notify CME Associates when account access has been granted.

CREATE YOUR ACCOUNT IN PRODUCTION ENVIRONMENT

Accessing the Ethos Production Environment

1. Open Google Chrome Browser

2. Go to production URL:

http://continuingeducation.dcri.duke.edu/

1. Click Join

2. Complete your profile

3. Click Create new account

4. Click link in email to confirm

5. Create password

Create your account

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