Chapter 9 — Appendices (Templates & Tools)

Chapter 9 — Appendices (Templates & Tools)

9.1 Policy Statement

ARmed for Medical Training and Consultancy – LLC – OP.C shall maintain a comprehensive set of standardized templates, forms, and checklists to ensure consistency, compliance, and audit-readiness across all CME/CPD activities. These tools support planning, implementation, evaluation, reporting, and quality assurance functions in alignment with DOH CME/CPD Quality Assurance Manual and Activity Development Guide.

9.2 Purpose of Appendices

  • Provide staff and faculty with ready-to-use formats.
  • Standardize documentation for DOH audits.
  • Minimize risks of missing critical compliance elements.
  • Serve as training resources for new staff and faculty.

9.3 Templates and Tools Index

9.3.1 Planning Tools

  1. Needs Assessment Survey
    • Short survey for target learners (includes clinical challenges, training needs, relevance).
  2. Gap Analysis Form
    • Structured form documenting difference between current practice vs best practice, linked to objectives.
  3. Learning Objectives Map
    • Matrix linking Bloom’s verbs to measurable CME/CPD objectives.
  4. Course Design Dossier
    • Standard outline with agenda, content, methods, faculty, and assessment strategy.

9.3.2 Independence & Integrity Tools

  1. Conflict of Interest (COI) Disclosure Form
    • Annual + activity-specific disclosure for planners/faculty.
  2. Commercial Support Letter of Agreement (LOA)
    • Contract for unrestricted educational grants.
  3. Accreditation & Marketing Checklist
    • Checklist to verify accreditation statement, no logos, no trade names.

9.3.3 Implementation Tools

  1. Attendance Log
    • Manual log with learner details, QR sign-in/out space, dual verification.
  2. Learner Evaluation Form (Level 1)
    • Standard post-activity satisfaction survey with bias question.
  3. Activity Evaluation Report
    • Formal report summarizing satisfaction scores, knowledge gains, and recommendations.
  4. DOH Reporting Checklist
    • Tracks learner data fields, deadlines, and upload confirmation.

 

9.3.4 Quality Assurance Tools

  1. CAPA Log
    • Corrective and Preventive Action Register with fields for issue, root cause, corrective step, preventive step, responsible owner, and closure date.
  2. Risk Matrix
    • Likelihood vs Impact chart for rating QA risks.
  3. Internal Audit Report Template
    • Sections for activity file review, attendance accuracy, faculty COI, certificate accuracy.
  4. QA Quarterly Report Format
    • Dashboard-style summary of audit results and CAPA status.

9.3.5 Data Protection Tools

  1. Data Breach Log
    • Incident description, detection date, containment, notifications, corrective action.
  2. Access Rights Matrix
    • Defines staff roles, data access levels, and approval workflow.

9.3.6 Certificates & Accreditation

  1. Certificate Sample
    • DOH accreditation statement included, learner details, credits awarded.

 

 

9.5 Guidance Notes

  • All templates must be filled electronically or in hard copy, signed by responsible personnel.
  • Every activity file must include: needs report, gap analysis, objectives, agenda, faculty CVs + COIs, attendance logs, evaluations, certificates, DOH upload confirmation.
  • QA Officer responsible for annual update of all templates based on DOH regulatory updates.

 

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