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Program Chair GuideBook
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Background: “AOCA CME Accreditation Requirement” document is the comprehensive handbook, which is required by the AOA for CME Sponsors. This “Program Chair Guidebook” focuses on the role and task of the Program Chair ONLY. The Program Chair should familiarize themselves with the “AOCA CME Accreditation Requirement” document, but focusing on this guide content will allow the Program Chair to fulfill their duties and have a successful meeting.


GOALS

  • MidYear Seminar = minimum 20 Category 1-A CME (AOA); ? AOA Specialty
  • Annual Convention = minimum 30 Category 1-A CME (AOA); ? AOA Specialty

CME Requirements:
  • AOA requirements:
    • 30 Category 1-A CME out of 120 hours during a three year cycle.
  • AOBA Certification Maintenance:
    • 50 hours of Anesthesiology specialty CME per three year AOA CME Cycle
    • May be AOA Category 1 or 2 credit
  • Certificates of Added Qualifications (CAQ)
    • Critical Care: 13 hours critical care CME per three year AOA CME Cycle
    • Pain Management: 13 hours pain management CME per three year AOA CME Cycle
  • State Medical Board Requirements:
    • Specific to each state
      • May be more or less stringent than the AOA or AOBA.

Program Chair Responsibilities:

  • Program Content
    • Determine conference themes and relevant topics of interest to the AOCA
      members
      • Resources:
        • Personal interest
        • Review content of other national level CME course
        • Discuss with Professional Education Committee
        • OCC Core Competency Schedule should be followed
        • Request input from AOCA members
        • Consider specific host/nearby state specific CME requirements
          • State CME requirements available on AOCA Program
            Chairman’s webpage
      • Recent previous AOCA meeting content should be reviewed to prevent
        excessive repletion among topics
        • Provided by the AOCA Executive Director
    • Please notify the AOCA office and/or meeting planners if concurrent sessions are planned (Meeting locations may not be able to facilitate this option)
    • Please notify the AOCA office and/or meeting planners if additional audio-visual resources are needed.
      • Speakers are asked to reveal this information in the Speakers packet
        (see Appendix) but sometimes Program Chairman is aware earlier
    • Meeting Specific Content:
      • Mid year
        • Even years: PALS
        • Session for AOBA to present
      • Annual
        • Odd years: ACLS
        • AOCA Board of Governors Monday lunch roundtable
        • AOCA Business meeting

  • Faculty Recruitment:
    • Goals: Quality presenters providing current and relevant content for
      education for the members of the college. In addition, providing a form to display excellence among osteopathic anesthesiologist
    • Fifty-one percent (51%) of the faculty must be osteopathic physicians or on the teaching faculty of a College of Osteopathic Medicine
    • Registered Certified Nurse Anesthetists (CRNAs) are permitted to attend the educational programs as guests of the College. CRNAs are not permitted to participate as faculty, moderators, panel participants, or to participate in the planning or organizing for any educational program
    • Resources:
      • Past speakers list available from the AOCA Executive Director
      • Recommendations from the Professional Education Committee
      • Personal contacts
      • Recommendations from AOCA members
    • Faculty should receive formal invites unitizing the AOCA templates.
    • Be prepared for last minute cancellations and presentation time changes
      • A standby presenter (often a AOCA member already attending the
        conference with a prepared presentation for another course) is
        recommended

  • Completion of the Annual Convention or MidYear Seminar template as your guide.
    • These templates are submitted to the AOA and used as the basis for the other certifying bodies (AANA or AMA) forms that are completed by AOCA staff
    • Required information includes learning objectives and multiple published literature references to fulfill the needs assessment requirements.
    • Familiarity with the AOA templates is key. There are two (2) tabs: Instructions & Spreadsheet. Review the Instructions tab.
    • Utilizing the mentoring of the previous program chairman and professional education committee is a must
    • Pay close attention to the various policies (i.e. Speaker Reimbursement, Anchor Speaker, Special Events). Again work with your mentor and/or AOCA staff. It might be best to have a conference call or face to face meeting (if possible).
  • Program Chair statement consisting of a paragraph summarizing the program theme for the Program Brochure.
  • Thank you notes or e-mails to moderators, speakers, and anyone else you choose.
  • Feedback to the PEC about anything in the planning process that can be improved.
  • Serve as a mentor to the following year program chairman.
  • Benefits:
    • Program Chairman
      • Chairperson will be reimbursed for their hotel room at their respective educational program. There will not be any other benefits such as travel, per diem, or other honorarium
    • Faculty
      • Reimbursement for faculty speakers has been set by policy. Please see Appendix X for policy. If you have any questions, please contact the AOCA office or Professional education Committee Chair or Board of Governor liaison
      • It is prohibited for any Chairperson to enter any private or personal financial arrangement regarding any educational program with any faculty speaker or to commit the College to any financial arrangements other than stated above or found in the appropriate policy and procedure
      • Faculty speakers are responsible for making their own hotel and travel arrangements. We strongly encourage the speakers to stay at the host hotel AOCA room block.
      • Faculty speakers are eligible to receive one (1) credit hour of CME for each hour of lecture time. The faculty speaker must submit an individual request for CME to the AOA or AMA
    • Program Moderators
      • There is no reimbursement for Program Moderators

The Responsibilities of Others: A Reference for Who and What They Manage Meeting location (city and hotel) - AOCA Board of Governors

  • Food and Beverage (BEO) – AOCA office and meeting planners.
  • Speaker Needs (A/V, paying them, etc.) – AFTER you secure the speaker; ALL followup is handled by meeting planners.
  • Conclave (at Annual Convention) – AOCA Board of Governors & office.
    • Room logistics, event itself, photographer, and reception
  • Meeting brochure, other marketing materials, and website. - AOCA office & meeting planners.
  • eBlasts and overall promotion of meeting.
  • Program Directors Workshop (at Annual Convention) – AOCA office, Evaluating Committee, & Workshop Chair
  • Securing Exhibitors and Sponsors – AOCA office & meeting planners.
    • However if you have contacts or leads, that is fine but please work with AOCA office & meeting planners.
  • Resident and Student functions – Membership Committee & AOCA office
  • Ernst Memorial Walk – Membership Committee & AOCA office
  • Business Meetings at Annual Convention – AOCA Board of Governors
  • Coordination with the AOBA for their Boards - AOCA staff and AOBA staff
  • Optional spouse/guest excursions - AOCA office and meeting planners handle.

Timeline:

  1. MidYear program is finalized at the prior fall Annual Convention following a review by the Professional Education Committee. This is the last time for any special cost considerations may be presented to the Board of Governors.
  2. Annual Convention Program should be 90% by December 1st of the preceding year for the Annual Convention. The Annual Program should be 100% complete and ready forsubmission to the appropriate sponsoring organizations by January 15 of the current year of the Annual Convention. The hope is to promote Annual Program at that year’s MidYear Seminar.
  3. As Program Chairperson you are required to provide periodic progress reports to the AOCA office, Meeting Planners, and the PEC. Keep in mind the deadlines found in #1 and #2.
  4. Speakers need to send presentations in a month out from conference
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