Attendance Tracking

The Purpose of Attendance Tracking

Licensed healthcare professionals are typically required by the state and their respective board to complete a certain number of CME activity hours - either per year (as mandated by the state of Alabama) or over a specified period of time (as mandated by the board through which they maintain certification).

Those attendance records are maintained by Joint Accreditation and it is the responsibility of UAB CME to submit those attendance records to the JA-PARS system in a timely manner.  We need your help in maintaining accurate and up-to-date attendance records so that we can:

• Record and verify attendance at a UASOM CME certified event
• Provide attendance records and reports to the JA-PARS system
• Provide certificates and transcripts to attendees/participants

The JA Standard

1. An accredited provider must have mechanisms in place to record and verify participation for six years from the date of the CME activity.
2. An accredited provider is required to retain activity files/records of CME activity planning and presentation during the current accreditation term ( a period of between 4 and 6 years).

Options for Recording Attendance

Attendance recording can be accomplished several ways based on the type of activity:

• Live activity - Occurs at a specific time (examples include conferences, workshops, seminars, journal clubs, simulation workshops, etc.)
  • Final attendee list should be sent to your CME Specialist in an Excel file with the following required fields:
    • First Name, Last Name
    • Degree
    • Email Address
    • Profession
    • Time Spent in the Activity 
  • If the attendee is a UAB Employee, the UAB Blazer ID is also required.  Addresses are optional.
• RSS - A regularly scheduled series of live activities that occur weekly, monthly, quarterly, etc. (examples include rounds, tumor boards, seminar series, journal clubs, etc.) 
  
  • You can use several methods in the CloudCME system to record attendance, including text, QR code, or check-off.
  • Certification periods for RSS are based on the academic year (July-June).  Provide your CME Specialist with a roster of regular attendees (with the same required fields as above) on a quarterly basis.  Once the roster is uploaded, you will be responsible for checking off attendance after each session.
  • You may also send an Excel file after each session to your CME Specialist to upload for you (this is usually helpful when attendance numbers are high; however, if you only have a few attendees for each session, the method above is more time efficient).
• Enduring Material - Activities that endure over a specified time. They include print, audio, video and Internet materials, archived webinars, as well as other web-based activities
  • Participation for enduring materials is usually captured online.  Enduring activities are usually certified for a period of 3 years.  You should remember to make sure the activity start and end dates are completed in the application for participation to record accurately.
• Performance Improvement (PI) - A long-term 3 stage process with learning about specific performance measures
  • Performance improvement activities can be designed in a number of different ways.  If you are interested in certification for a performance improvement activity, please contact your CME Specialist.

Attendance Recording and Reporting

Currently, options for recording attendance include good ole paper sign-in sheets, badge scanning, and badge swipe. Swipes and scans: