Affiliates Document Management

No Death by Paper: Practical Tips for Managing CME Documentation: 

No Death by Paper: Practical Tips for Managing CME Documentation Abbe Lynch, MA Faculty CME Planner University of Virginia Charlottesville, VA

Objectives: 

Objectives Understand the steps required to “organize from the inside out” Develop a method of document management that Works for you Is easily integrated into your organization’s filing system

The CME office – paper, paper, everywhere!: 

The CME office – paper, paper, everywhere! Educational planning Application approval Literature Notes from meetings Correspondence CVs Forms Disclosures Intellectual property A/V request forms Publicity Financial and legal Invoices POs Contracts LOAs Meeting materials Syllabus Evaluations Sign-in sheets Versions of educational content

Challenges with document organization: 

Challenges with document organization What are yours? What is your definition of organization? When you think of organizing, how does it make you feel?

Organizing from the Inside Out: 

Organizing from the Inside Out A framework for the CME professional Morgenstern J. Organizing from the Inside Out. New York: Henry Holt and Company, 1998.

Outside in vs. Inside out: 

Outside in vs. Inside out Outside IN Looking at the trees One way Borrowed system Forces you to change Inside OUT Looking at the forest Many ways Personal system Reflects YOU Morgenstern J. Organizing from the Inside Out. New York: Henry Holt and Company, 1998.

System Examples: 

System Examples Label System used for accreditation (prior to 11/2006) Electronic filing – still need system for finding documentation Programs Expense UVA CME

4-step process: 

4-step process Analyze Strategize Attack Evaluate

Analyze: 

Analyze Goals Essential items to do your job Current state What works and why What doesn’t work and why

Strategize – the Inside Out way: 

Strategize – the Inside Out way Kindergarten Model Activity zones One activity at a time Point of use storage Everything has a home From visual of room, you know where to go to do what you want or need to do Morgenstern J. Organizing from the Inside Out. New York: Henry Holt and Company, 1998.

How to do it?: 

How to do it? Define zones Activity Supplies needed Storage unit available (or to purchase) Map out space Rearrange furniture Make time for it!

Attack: 

Attack Sort – based on what make sense to you Purge - appropriately Assign a home Containerize Equalize (monitor & maintain) Morgenstern J. Organizing from the Inside Out. New York: Henry Holt and Company, 1998.

Evaluate: 

Evaluate Were your goals met? Does it feel easy? Does anything need to be changed?

Does this approach sound familiar?: 

Does this approach sound familiar? Inside out process Analyze Strategize Attack Equalize CME Process Assess need Plan and design Implement activity Evaluate

Applying Inside Out to CME documentation management: 

Applying Inside Out to CME documentation management Analyze Goals: Increase efficiency, decrease stress Essential items: Day to day program planning Compliance with ACCME Essentials and Standards Current state: Chaos, don’t feel like anything is working! Central filing categories an issue for me

Applying Inside Out to CME documentation management: 

Applying Inside Out to CME documentation management Strategize Followed Kindergarten Model Communication areas Work area Reading area Work in progress files Files to prepare for central filing system

Applying Inside Out to CME documentation management: 

Applying Inside Out to CME documentation management Attack (a work in progress) – my learnings SPACE Sort intuitively when possible Use categories that speak to you Color code

UVA CME Office categories: 

UVA CME Office categories Designed to facilitate easy retrieval during reaccreditation process Summary Educational planning Faculty Financial Commercial support Syllabus Publications

My take – During Planning/Implementation: 

My take – During Planning/Implementation Summary Educational planning Faculty Financial Commercial support Syllabus Publications Summary Educational Planning Logistical Planning Publicity Faculty Travel Forms - AV Financial Commercial support Syllabus Disclosure “Front matter” Materials provided by speaker(s) Publications

Slide20: 

Questions?