Monitoring/Data

Monitoring of Accredited Providers (97-06-B)

The OSMA utilizes the following mechanisms to monitor the activities of its accredited providers from one accreditation review to the next, to ensure continued compliance with the OSMA's Essential Areas, Elements & Policies:

Annual Report

The OSMA utilizes an Annual Report to collect information from its accredited providers about changes within their CME program, to provide quantitative data about educational activities, and to identify problems/concerns for which the OSMA can provide training/education for further improvement in the educational process. In addition, through use of the Annual Report, providers have an opportunity to highlight any innovative and/or best practices which have been developed or implemented within their CME programs.

All accredited institutions/organizations must submit an annual report of their CME programs. Reporting forms with a letter of notification are mailed to the institution in November or December of each year. The deadline for submitting the annual report is January 31. Institutions/organizations which have not submitted the annual report by January 31 will be mailed a certified letter of notification that the institution’s accreditation status will be re-evaluated if the form is not received by March 1. In addition, the OSMA may assess a late fee for any annual report/fees not received by January 31.

If no response is received by March 1, the OSMA will investigate the program and determine if a site survey should be scheduled to fully evaluate the institution’s accreditation status. The decision to schedule a site survey will be based upon such factors as the institution’s past stability, accreditation history, review recommendations, and information gathered in follow-up on the annual report.

If a site survey is recommended, this will be scheduled as soon as possible. If there is a site visit, the institution will be responsible for reimbursement of travel expenses incurred by members of the site survey team.

Progress Report

In addition to the Annual Report, which is submitted by all accredited providers of CME, a Progress Report is requested to specifically address any concerns or deficiencies identified during a provider’s last accreditation survey. All providers awarded Initial Accreditation must submit a Progress Report one year from the date of the accreditation award if partial compliance or non-compliance is determined in any Essential Area Element or OSMA policy.

The provider is responsible for submitting three (3) copies of the progress report and any attachments. If the accredited provider fails to submit a Progress Report as required, the OSMA will investigate the program and determine if a site survey should be scheduled to fully evaluate the institution’s accreditation status. The decision to schedule a site survey will be based upon such factors as the institution’s past stability, accreditation history, review recommendations, and information gathered in follow-up on the annual report.

If a site survey is recommended, this will be scheduled as soon as possible. If there is a site visit, the institution will be responsible for reimbursement of travel expenses incurred by members of the site survey team.

The Progress Report must be received by the office of Educational Services on or before the due date identified with all necessary attachments (if any). The OSMA may assess a fee for the submission of a progress report. In addition, the OSMA may assess a late fee to the total amount owed for all progress reports received after their specified due date.

If the payment of the original fee, the late fee and submission of the progress report are not received by the first OSMA Focused Task Force meeting after the due date, the OSMA will take action to change the accredited provider’s accreditation status to probation.

If, at the second OSMA Focused Task Force meeting after the due date, payment of the original fee, the late fee and submission of the progress report has not been received, the OSMA will take action to change the accredited provider’s accreditation status to non-accreditation.

(ACCME 97-A-14, 99-C-11 and CRR Criteria 3.5b.)
(revision to progress report by task force April 2003)