Chapter 9 — Appendices (Templates & Tools) 9.1 Policy StatementARmed 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 AppendicesProvide 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 Index9.3.1 Planning ToolsNeeds Assessment SurveyShort survey for target learners (includes clinical challenges, training needs, relevance).Gap Analysis FormStructured form documenting difference between current practice vs best practice, linked to objectives.Learning Objectives MapMatrix linking Bloom’s verbs to measurable CME/CPD objectives.Course Design DossierStandard outline with agenda, content, methods, faculty, and assessment strategy.9.3.2 Independence & Integrity ToolsConflict of Interest (COI) Disclosure FormAnnual + activity-specific disclosure for planners/faculty.Commercial Support Letter of Agreement (LOA)Contract for unrestricted educational grants.Accreditation & Marketing ChecklistChecklist to verify accreditation statement, no logos, no trade names.9.3.3 Implementation ToolsAttendance LogManual log with learner details, QR sign-in/out space, dual verification.Learner Evaluation Form (Level 1)Standard post-activity satisfaction survey with bias question.Activity Evaluation ReportFormal report summarizing satisfaction scores, knowledge gains, and recommendations.DOH Reporting ChecklistTracks learner data fields, deadlines, and upload confirmation. 9.3.4 Quality Assurance ToolsCAPA LogCorrective and Preventive Action Register with fields for issue, root cause, corrective step, preventive step, responsible owner, and closure date.Risk MatrixLikelihood vs Impact chart for rating QA risks.Internal Audit Report TemplateSections for activity file review, attendance accuracy, faculty COI, certificate accuracy.QA Quarterly Report FormatDashboard-style summary of audit results and CAPA status.9.3.5 Data Protection ToolsData Breach LogIncident description, detection date, containment, notifications, corrective action.Access Rights MatrixDefines staff roles, data access levels, and approval workflow.9.3.6 Certificates & AccreditationCertificate SampleDOH accreditation statement included, learner details, credits awarded. 9.5 Guidance NotesAll 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.
