CE Zoom & AGD-PACE Joint Program Provider Policies & Procedures

The AGD-PACE Policy & Procedures outline the requirements for delivering CE Activities that comply with AGD-PACE Standards and CE Zoom Polices.

CE Zoom Program planners will assist you in ensuring that all aspects of the CE Activity comply with the AGD-PACE standards so a high quality learning experience can be achieved. Our web-based digital CE management system will aid you in all aspects of the CE Activity from registration, development, approval, delivery, verification and certificate distribution. From start to finish CE Zoom will guide you through the process.

 

A Checklist for Success

All CE Activities MUST comply with AGD-PACE Standards. All aspects of the CE Activity will be reviewed and approved prior to the delivery of the CE Activity. CE Zoom has created a simple Checklist to guide you through the administration, course materials, delivery and verification processes. 

1. Forms and Agreements: (Read all agreements, and download and sign all required forms prior to starting the development of course materials to ensure compliance)

• (Read) CE Zoom & AGD-PACE Joint Program Provider Policies & Procedures 
• (Read) Academy of General Dentistry-Program Approval for Continuing Education (AGD-PACE) Program Guidelines 

• (Signed by Joint Program Provider)Joint Program Provider Agreement

• (Signed by Joint Program Provider and Instructor)Disclosure of Financial Relationships

• (Signed by Instructors) Affidavit of Image Authenticity & HIPAA Compliance

 

2. Create a CE Zoom Account:

CE Zoom Company Account: This Account type is where you will manage your CE Activities.

 

3. Purchase Course Posting & AGD Credits:

Purchasing 'Credits' will enable you to utilized CE Zoom CE Management Services such as Posting a course and utilizing the 'AGD-PACE Joint Provider' program for CE Activities.  

 

4. Set Up Your CE Activity or Event on CE Zoom:

Utilize the 'Course Posting Wizard' to set-up your CE Activity within your Company Account. Use the link below to help you navigate the set-up of your CE Activity:

 

5. Submit Program Slide Deck, Publicity & and Supplemental Documents: 

All Course materials must be submitted and reviewed by CE Zoom for compliance with AGD-PACE standards prior to your CE Activity delivery. Refer to the Joint Provider Policy and Procedures for more detailed information on developing Course materials that meet compliance. Required materials to be submitted include; 

CE Activity Program Slide Deck: must be submitted 14 days prior to the event date

Publicity: must be submitted prior to use

Supplemental Materials: must be submitted 7 days prior to the event date

 

6. Deliver CE Activity

Production: 

Consider your preparedness for the various elements of production for CE Activities, such as lighting, audio, type of web-platform, attendee accommodations, technical support should issues arise during the event, attendee check-in’s. 

Host Services | Housekeeping:
Consider having an individual acting as Host that can perform introductory comments, inform the attendees of any housekeeping items and handle any issue in real-time during the CE activity.   

Disclosures of Relevant Financial Relationships | Disclaimers:
Ensure this information is visually displayed AND verbally delivered

Separate Educational Content from Promotional Content: Ensure that during the Educational portion of the CE Activity there is no advertising, no product promotion, no branding, no marketing and no selling of products/services. Any content related to this must be delivered after the conclusion of the educational portion of the CE and after the Verification code has been given out to the attendees.  

Images, Videos, Patient Stories: All images and discussion regarding patient treatments follow HIPAA law and must not be falsified or in any way misrepresent the outcome of treatment

Length:  If the CE Activity is scheduled for 2 hours the Instructor speaking portion should be for approximately 1 hour and 30-45 mins. This allows for 10-15 minutes of a Q & A and interaction between the instructors and attendees. 

Verification Code: Announce and display the Verification Code at the conclusion of the educational portion of the course and BEFORE any promotional or marketing content. Include direction for Attendees to use that code and return to their account in CE Zoom to access any post course tests, surveys and receive their certificate of attendance. 

 

7. Confirm Attendees

If “Auto Confirm” is selected when setting-up a course, the CE Zoom platform will automatically confirm attendance for each participant that successfully verifies the course. If “Manual Confirmation” is chosen, your organization must review and confirm each participants attendance and confirm eligibility before their certificate will be released.

 

CE Zoom & AGD-PACE Joint Program Provider Policies & Procedures

The Joint Program Provider Guide to EVERYTHING you need to know for AGD-PACE Compliance

CE Zoom's CE Program Mission Statement 

Definitions 

A Checklist for Success

Forms and Agreements

1. Instructors
   1. Selection | Qualifications
   2. Instructor Conduct and Delivery Style
2. Admission | Audience
   1. Enrollment Criteria
3. CE Course Development and Delivery
   1. Overview
   2. Objectives 
   3. Disclosure
   4. Disclaimer
   5. Instructor Course Materials
   6. Hands-on Activities
      1. Not involving Live Patients
      2. Involving Live Patients
   7. References & Citations
   8. Handouts
   9. Tests
   10. Surveys
       
       
4. Course Records
   
   1. Attendee Lists
   2. Awarding Credit Hours
   3. Verification of Attendance
   4. Issuing CE Certificates
   5. Reporting AGD Member Attendees
5. Publicity 

POLICY: Preventing Commercial & Promotional Conflicts of Interest

1. Product Training | Product Promotion
2. Slide Decks and Course Materials
3. Understanding Disclosures of Relevant Financial Relationships
4. Joint Program Providers Planners
5. Instructors
6. CE Zoom Planning Committee

POLICY: Comercial Supporters 

1. Sponsors

Introduction:

Through the ‘Joint CE Provider’ Program, CE Zoom offers organizations a pathway to deliver CE courses that meet the AGD-PACE standards- without the time and expense and maintenance of your own approvals. CE Zoom Program planners will assist you in ensuring that all aspects of the CE Activity comply with the AGD-PACE standards so a high quality learning experience can be achieved. Our web-based digital CE management system will aid you in all aspects of the CE Activity from registration, development, approval, delivery, verification and certificate distribution. From start to finish CE Zoom will guide you through the process.

CE Zoom’s educational processes have been extensively reviewed and evaluated by the Academy of General Dentistry (AGD) Program Approval for Continuing Education (PACE) and American Dental Association (ADA) Continuing Education Program Approval . CE Zoom has met the qualifications to serve as a Recognized CE Provider in accordance with the AGD-PACE and ADA-CERP standards and guidelines. CE Zoom is committed to maintaining policies that align with both of standards and expect those partnering with us as Joint CE Program Provider to also comply with the guidelines outlines herein. Therefore, this section serves as a resource to familiarize you with the PACE and CERP standards, as well as the additional policies and protocols set forth by CE Zoom.

CE Zoom's CE Program Mission Statement

Joint Program Providers are expected to uphold the Mission of CE Zoom’s, which is to provide well-researched, quality educational content that is aligned with industry standards and is delivered by knowledgeable instructors.

 

Definitions

^{*Definitions based on ADA-CERP Recognition Standards 2023, AGD-PACE Program Guidelines 2021 and Accreditation Council for Continuing Medical Education (ACCME) and American Medical Association (AMA) Glossary of Terms and Definitions 2021}

 

JOINT PROGRAM PROVIDER

 An AGD-PACE recognized or non-AGD PACE recognized provider that shares responsibility with an AGD PACE-recognized provider of CDE for planning, organizing, administering, publicizing, presenting, and keeping records for a program of CDE. Administrative responsibility for development, distribution, and/or presentation of CDE activities must rest with the AGD PACE-recognized provider whenever the provider acts in cooperation with providers that are not recognized by AGD PACE. When two or more AGD-PACE recognized providers act in cooperation to develop, distribute, and/or present an activity, each must be equally and fully responsible for ensuring compliance with these standards.

 

AGD-PACE JOINT PROGRAM PROVIDER (or co-providership) 

Any continuing education activity in which an AGD PACE-approved provider agrees to jointly offer a program with another CDE program provider. When an AGD PACE- approved provider jointly offers a CDE activity with a non-approved provider, the PACE-approved provider assumes responsibility for the planning, organizing, administrating, publicizing, presenting, and keeping records for the planned continuing dental education activity. Administrative responsibility for development, distribution, and/or presentation of continuing education activities must rest solely with the AGD PACE-approved provider. When two or more AGD PACE-approved providers act in cooperation to develop, distribute and/or present an activity, each must be equally and fully responsible for ensuring compliance with these standards. Letters of agreement between the joint or co-providers must be developed to outline each party’s responsibilities for the CDE activity. Letters of agreement must be signed by all parties.

 

RELEVANT FINANCIAL RELATIONSHIPS* 

For a person involved in the planning, administering or presentation of a continuing dental education activity, CE Zoom considers relevant financial relationships to be financial relationships in any amount, occurring in the last 12 months, that are relevant to the content of the Continuing Education (CE) activity and that may create a conflict of interest. CE Zoom considers relevant financial relationships of the person involved in the CDE activity to include financial relationships of a family member. Relevant financial relationships must be disclosed to participants in CDE activities in writing. 

 

CONFLICTS OF INTEREST*

CE Zoom considers that a conflict of interest may exist when an individual has an opportunity to affect the content of continuing dental education activities regarding products or services of a commercial interest with which he/she has a financial relationship.

 

Forms and Agreements

To ensure compliance with AGD-PACE requirements and uphold the integrity of the continuing education program, all joint program provider activities must be supported by appropriate documentation. Use the link below to view and sign docuemnts 

 

Instructors

Selection | Qualifications
Ensure Instructors selected for CE Activities align with your organization's Goal and CE Zoom's mission for CE Activities. We strongly encourage the use of instructors who reflect the diverse perspectives, populations and experiences of the dental professional community and deliver educational content that is free from bias and enhances the quality and relevance of CE Programs. We encourage Joint CE Program Providers uphold the CE Zoom principles that all individuals, regardless of their gender identity, ethnicity, religion, age, disability, socioeconomic status, or sexual orientation, are entitled to equal opportunities in the instructor selection process. (PACE, VIII-(4)). 

Ensure Instructors selected for CE Activities meet the following Qualifications::

1. 1. Instructors chosen to teach courses are qualified by education and experience to provide instruction in the relevant subject matter. (CERP, VII-C-(1)) (PACE, VIII-(1))
   2. Instructors should possess the demonstrated ability to communicate effectively with professional colleagues, as well as an understanding of the principles and methods of adult education. 
   3. To ensure attendees are informed of the qualification of the instructor, CE Zoom will ensure publicity materials contain the Instructor Bio, which shall contain relevant information to their qualifications and experiences relevant to the CE Activity as well as any potential conflict of Interests. (CERP, XI(1.i))  (PACE, IX(1.g)).
   4. Selection of Instructors for a CDE Activity must be adequate to ensure effective educational results. (CERP, VII-C-(2))
   5. In the event a CE Activity is a participation course (hands-on) the instructor to students ratio shall not exceed 1:15, this is in an effort to ensure close supervision and an adequate direct exchange between instructors and participants. (CERP, VII-C-(5)), (PACE, VIII-C-(C))
      **see the section below "Hands-on CE Activities" for more information

 

Instructor Conduct and Delivery Style

1. CE Zoom requires all instructors to maintain a professional demeanor, dress appropriately, and deliver CE courses without the use of verbal or written profanity. All content should be rooted in sound scientific evidence.
2. Instructors should refrain from making references to personal beliefs related to politics, religion, or race, unless directly relevant to the educational content. Additionally, instructors are expected to respect the diversity of learners by creating an inclusive environment that values differing perspectives and experiences.
3. Clear and concise communication is essential to ensure learners can easily grasp and retain the material. We encourage engagement through interactive elements such as Q&A sessions and discussions, provided these interactions remain respectful and professional.
4. Instructors are also expected to uphold ethical standards by delivering accurate, unbiased information and adhering to all relevant legal, institutional, and industry regulations while conducting their courses.

 

Admission | Audience

Enrollment Criteria
Continuing education programs shall  be made available to all dental professionals. However, if program enrollment requires specific criteria, your organization must include this as a “course prerequisite” when setting the course up in CE Zoom. Additionally, course prerequisites must be specified in any course publicity. Examples of prerequisites can include: A specific license type; previous training or preparation; specific level of knowledge, skill, or experience.

CE Course Development 

 

Overview

The purpose of Overview is to give potential attendees a birds-eye view of what the CE Activity will be about. This allows attendees to be fully informed of what will be covered in the CE Activity. The overview must have 3-5 sentences. Use the following format to develop the overview:

1. 1. Purpose of the CE Activity
   2. Education content that will be covered
   3. Value or Relevance of the course content to Attendee's knowledge or professional improvement 
   4. Educational Format (in person, Virtual, Hand-on)
      
      *If administering a multi-session event, consider a main overview for the CE Event or Conference and individual overviews relevant to the individual CE Activities.

 

 

Objectives

The purpose of Educational objectives assist instructors in developing specific course content and ensure the appropriate educational methodologies to achieve the expected learner outcomes. General learning objectives are developed and reviewed by the CE Zoom CE Advisory Committee for each CE activity.  The Joint Program Provider and instructor are also required to prepare course objectives that are consistent with those developed by the CE Advisory committee and further adapted to reflect details of the course content covered. (CERP, III-C-(1-3)) (PACE, V-C-(A-C)) They are to developed using the following format:

1. 1. Changes in the attitude and approach of the learner to the solution of dental problems;
   2. Corrections of outdated knowledge;
   3. Provision of new knowledge in specific areas;
   4. Introduction to and/or mastery of specific skills and techniques;
   5. Alterations in the habits of the learner.
      
      *If administering a multi-session event, consider main objectives for the CE Event or Conference and individual objectives relevant to the individual CE Activities.

 

Disclosure of Relevant Financial Relationships

AGD-PACE and ADA-CERP require various disclosures be placed on publicity materials as well as at the beginning of CE Activities. The purpose of the "Disclosure of Relevant Financial Relationships" is to inform attendees of any potential Conflicts of Interests of those involved in the CE Activity RELEVANT to the content covered in the course. CE Zoom Requires specific information to be disclosed to attendees and to appear on a slide within the presentation slide deck (usually after the title slide or after any personal introductions). The slide must appear in the required 3 Part format: 

1. 1. Address all individual Instructor(s) Relevant Financial Relationships
   2. Inform Attendees of any Commercial Support received
   3. Address CE Zoom Partners, LLC Relevant Financial Relationships
      
      *Refer to the section "Disclosures of Relevant Financial Relationships" to ensure this information is properly created and delivered
      
      

 

Disclaimers

The “Disclaimer” slide is different from the “Disclosure of Financial Relationship” slide and should appear after the “Disclosures of Financial Relationships." The use of the slide depends on the content of the CE Activity. The purpose is to caution the audience about the content they are about to receive. For example: Participants must be cautioned about the hazards of using limited knowledge when integrating new techniques into their practice especially if the CE program has not provided them with adequate, supervised clinical experience in the technique or procedure to allow them to perform it competently. CE Zoom prefers the following disclaimers be used, relative to the content being delivered. If the course contains: 

a.   Clinical Procedures | Methodologies Content, use this: 

Participants in this activity must be aware of the potential risks of incorporating techniques and procedures into your practices if this course has not provided you with adequate, supervised clinical experience in the technique or procedure to allow for you to perform it competently. The content presented in this activity is not intended as a substitute for the participant’s own research and professional judgement.

b.   Practice Management | Practice Finance Content, use this:

The content of this presentation is based on the opinions and experience of the instructor. Application of the content of this presentation into your practice is done so at the clinician’s risk and responsibility.

Most of the time only disclaimers will be used however, multiple disclaimers can be utilized for a single presentation depending on the content. Joint Program Providers and instructors can customize disclaimers depending on the content.

*Click link below for additional sample disclaimers and more information 

 

Instructor Course Materials
All CE Activity materials must be submitted and reviewed by the CE Zoom CE planning committee. We strongly suggest Joint Program Providers work closely with instructors to ensure CE Zoom receives accurate and complete course materials for the CE Activity. The following must be completed and supplied to CE Zoom (preferably in final draft version)

1. 1. Current Curriculum Vitae or Bio for all Instructors
   2. Completed and signed “Affidavit of Image Authenticity” from all Instructors
   3. Presentation slide deck must be submitted at least 14 days prior to the program date in a pdf format.
      1. Ensure the presentation is free from any logos, product promotional materials, or product-specific advertisement of any type. These are prohibited in or during any CE program.
   4. Speaker notes, handouts, and any supplemental documents to be utilized during the presentation or distributed to attendees
   5. Overview, minimum of 3-5 sentences which shall broadly describe the educational concepts and topics of the CE Program.
   6. Learning Objectives, minimum of 3-5 which shall describe the expected outcomes of learners who attend the course.
   7. Test, which shall evaluate the learner’s comprehension of the educational content of the CE program.
      1. Tests must include at least 6 questions per CE hour of the program. (Ex. 1 CE hour = 6 questions, 2 CE hours = 12 questions, etc.)
      2. Test questions shall be multiple choice, true/false or a combination of both.
         
   8. Resources, References, or Source Citations used in development of the educational content or directly displayed with the slide deck.

 

Hands-On CE Activities

These CE Activities can also be called 'Participation' courses.  This type of course is primarily focused on teaching a particular subject, technique or skill that involves the attendees active participation in the manipulation of dental materials, devices, or the practice of clinical skills. The participation portion of the activity must represent a minimum of 30% of total course time and must directly address the educational objectives of the course and be an extension and amplification of the lecture portion of the course.

Supervision:

When no live patients are involved; this can be under the live or electronically mediated supervision of a qualified instructor.

When live patient treatment is involved by the instructor or attendees; a live instructor responsible for direct supervision is required. 

Ratio:

In the event a CE Activity is a participation course (hands-on) the instructor to student ratio shall not exceed 1:15, this is in an effort to ensure close supervision and an adequate direct exchange between instructors and participants. (CERP, VII-C-(5)), (PACE, VIII-C-(C))

  

 

Hands-on CE Activities (NOT involving Live Patients)

To ensure compliance with AGD-PACE Standards regarding hands-on CE Activities NOT involving Live patients, Joint Program Providers will be required to demonstrate the following to CE Zoom: 

1. 1. The instructor to student ratio will not exceed 1:15
   2. If additional instructors (beyond the Primary Instructor) will be used for the hands-on portion of the CE Activity provide:
      1. the name(s) and additional CV's or Bio for each additional Instructor that provides relevant information to their qualifications to assist in the hands-on portions.
   3. Provide a detailed time schedule that attests to at least 30% of CE Activity time will be spend on hands-on portion. (PACE, XI-C-(B)(2))
   4. Ensure enough materials, devices, tools are available for each attendee to effectively participate
   5. Ensure adequate setting, lighting and safety for participants and instructors

 

Hands-on CE Activities (Involving Live Patients)

To ensure compliance with AGD-PACE Standards regarding hands-on CE Activities involving patients, Joint Program Providers will be required to provide CE Zoom with your written policies and documentation supporting how you will comply with the additional CE Zoom compliance policies. For more information use the link below.

 

 

References and Citations

All CE Activities must include resources, references or source citations from scientific literature that supports the educational and clinical content of the CE Activity. This information should be included within the slide deck materials or at the end of the presentation. This content shall be part of the materials included in the packet of course materials supplied to CE Zoom as part of the CE Activity review process. (CERP, VII-C-(3)), (PACE, VIII-(3)).

 

Example 1: Update on Periodontal Disease Management

Slide 2: Introduction to Periodontal Disease

Statement: Periodontal disease affects nearly 50% of adults in the U.S., contributing to tooth loss and systemic health issues.

References:

Pihlstrom, B.L., Michalowicz, B.S., & Johnson, N.W. (2005). Periodontal diseases. The Lancet, 366(9499), 1809-1820. [DOI: 10.1016/S0140-6736(05)67728-8]

 

Slide 3: The Role of Biofilms in Periodontal Disease

Statement: Recent studies emphasize the critical role of microbial biofilms in the pathogenesis of periodontal disease.

References:

Slots, J., & Rams, T.E. (1999). Subgingival microflora and periodontal disease progression. Journal of Clinical Periodontology, 26(6), 418-421. [DOI: 10.1034/j.1600-051X.1999.260605.x]

 

Example 2: Infection Control in Dentistry

Slide 2: Key Principles of Infection Control

Statement: Infection control guidelines are designed to prevent cross-contamination and ensure patient safety.

References:

Centers for Disease Control and Prevention (CDC). (2003). Guidelines for Infection Control in Dental Health-Care Settings. MMWR Recommendations and Reports, 52(RR-17), 1-61. Retrieved from https://www.cdc.gov/mmwr/PDF/rr/rr5217.pdf

 

Slide 3: Understanding the Role of PPE (Personal Protective Equipment)

Statement: The proper use of PPE, including masks, gloves, and eyewear, is essential in reducing the risk of infection in dental practices.

References:

American Dental Association. (2020). Infection Control: Guidelines for Safe Dental Care. ADA.org. Retrieved from https://www.ada.org/en/member-center/careercenter/infection-control

 

Handouts

Required: for all CE Activity that will be recorded and available for on-demand or Self-study. ADA-CERP and AGD-PACE require CE Activities be augmented by additional written materials that serve the purpose of summarizing, further explaining, or clarifying the audio or audiovisual material and must include references that can be pursued for further study in the subject. (CERP, VI-C-(8.b)) (PACE, XIII-C-(A))

CE Zoom has received positive feedback from attendees who appreciate having additional handouts or supplemental materials for their courses. As a result, we highly encourage instructors to include a handout as part of their course materials to enhance the learning experience.

 

Examples of Handouts: Copy of slide deck/Instructor notes, detailed course outlines, additional reading materials, detailed course summary or workbook

 

Tests

Required: for all CE Activities delivered live virtually or recorded and available for on-demand or Self-study.  A post course test serves as an assessment of the learners comprehension of the educational content of the CE program. Use the following guide when designing content for post course tests.

1. 1. At least 5-7 questions per CE hour of the program. (Ex. 1 CE hour = 6 questions, 2 CE hours = 12 questions, etc.)
   2. Test questions shall be multiple choice, true/false or a combination of both
   3. Must provide answers to the questions

 

 

Surveys

Required: During the course ‘set-up,’ the survey must be set to "Required." Prior to receiving a CE certificate of completion, all attendees will be required to complete a CE Zoom survey.  The course survey is intended to measure the following:

a.   What extent the course objectives have been met

b.   Assess course content

c.   Instructor effectiveness

d.   Overall administration

e.   Appropriate educational methods.

**To ensure that the above is evaluated for all CE Activities, only CE Zoom’s Survey will be utilized. 

 

 

Course Records 

Attendee List

CE Zoom’s digital platform will maintain accurate records of an individual's attendance for all CE Activities and make such records accessible to your organization for a maximum of seven years.

Awarding CE Hours

For live CE courses, credit is awarded minute-for-minute in 15-minute increments based on actual instructional time. Self-study credit is based on the average time to complete the content (excluding the exam), also in 15-minute increments. Non-lecture formats will follow AGD-PACE credit guidelines.

Verification of Attendance

The CE Zoom platform will assist Joint Providers in verifying attendance by the use of a course specific Verification code. Joint Program Providers are required to verbally communicate and visually display the verification code to attendees at the conclusion of the educational portion of the CE Activity and BEFOR and product or promotion of any kind is presented. Ensure Attendees know they will be required to document the verification code and then enter that code within the CE Zoom platform in order to access any required tests and surveys before receiving their Certificate of Attendance.  

During the course set-up process Joint Program providers can elect to confirm attendance by either:

a. Auto Confirm: CE Zoom will handle attendee confirmation.

b. Manual Confirmation: Joint Program Providers must review and confirm each attendee’s eligibility before their certificate can be released.

Issuing CE Certificates

All CE Certificates of Completion will be digitally distributed as part of the CE Zoom platform CE Management System. The CE certificate will not be mailed or emailed.

The information contained on the CE Certificate of Completion will be in Compliance with the AGD-PACE and ADA-CERP Standards. No other certificates beyond those issued and approved by CE Zoom are allowed for CE Activities delivered as part of a Joint Program Provider collaboration with CE Zoom.

Reporting of AGD Member to AGD

For all Joint Program Provider courses, CE Zoom will automatically manage the submission of required information and CE credit hours to the AGD online roster once the attendee has verified their attendance through their CE Zoom account.

 

 

Publicity

Promotional materials must follow AGD-PACE rules to ensure accuracy, transparency, and compliance for all joint program provider CE activities.

 

 

Policy on Preventing Commercial and Promotional Conflicts of Interests

AGD-PACE Standards required CE Activities to be independent from commercial influence and non-promotional.

Separation of Promotional Activities from CE Activities

Product Training 

AGD-PACE allows for courses whose central theme is focused on the use of a single product or service to be eligible for CE. However, the course must additionally comply with the following; 

1.  Must be given to an audience of attendees who are currently using product, planning on using the product or are enrolled in the services
2. Course content must be free from any sales and or marketing information
3. Enhance a dental professional's knowledge and or skill to delivered quality service to the public
4. Disclose in all publicity that this is a 'Product Training Course' 

 

Product Promotion

If the CE Activity is designed to promote drugs, specific devices, services or techniques:

1. The CE Activity will not be awarded or eligible for CE Credit. (CERP, (V.4)) (PACE, (XII-C-(I))
2. If CE Activity is not primarily designed to promote drugs, specific devices, services or techniques BUT DOES include promotional activities or content, the CE Activity may still be ineligible for awarding CE Credit. Refers to the section 'Slide Decks and Course Materials' with in 'Planning and Designing your CE Activities to Ensure Independence from Commercial Interests' to bring the CE Activity into alignment with the standards and eligibility for CE Credit. (CERP, (V.4))

3. If the CE Activity is designed for promotion of drugs, specific devices, services or techniques. CE Providers (or Joint Program Providers) must be clearly disclose the promotional nature of the activity in publicity materials, such as on the registration page as well as prior to the start of the Activity. (CERP,  (V.4)) (PACE, (XII-C-(I)) 

 

Slide Decks and Course Materials

CE Zoom will use the following standards when reviewing CE Activity courses to ensure CE Activities follow the AGD-PACE standards:

1. There must be a distinct separation of promotional activities from the educational portion of the CE Activity.
   • Promotional materials can be discussed and offered after the educational portion of the CE has concluded. It is important that the END of the CE Activity be evident to attendees (see item #6 below). 
   • It would also be appropriate to inform attendees of the intent to offer product promotion or advertisements after the CE Activity. For example "Please say on our live webinar after our Q and A session has concluded to hear about XYZ product and receive a discount on our services."
2. Whenever possible, the generic names of therapeutic options must be used (PACE, (XII-C-(F))
3. Product promotional materials or product specific advertisements of any type are prohibited during the educational portion of the CE Activity
4. Embedded advertisements or QR codes for discounts, promotions or sales appointments are prohibited during the educational portion of the CE Activity. (PACE, (XII-C-(H))
5. Presentation slide deck must clearly indicate the Start and End of the educational portion of the CE, this can be done by: 
   1. Start: The first slide that displays the educational content of the CE Activity will indicate the start of the educational portion. We suggest you organize the slide deck in the following way:
      1. Title,
      2. Instructor Intro or personal content,
      3. Disclosures of Relevant Financial Relationships,
      4. Disclaimers,
      5. *Course Objectives. The course objective slide would be the last slide before the start of the educational content of the presentation.
   2. End: The last slide that displays the educational content of the CE Activity. We suggest you organize the slide deck in the following way: 
      1. References | Citations
      2. Thank You:  for Attending, if you have questions contact: (provide Instructor info)
      3. Verification Code | CE Certificate instructions | This concludes the Educational Portion of the CE Activity: Display the Code and instructions for how attendees can obtain their CE Certificate.
         1. Promotional and marketing materials can now be introduced.

 

Understanding Disclosures of Relevant Financial Relationships

AGD-PACE and ADA-CERP require various disclosures be placed on publicity materials as well as at the beginning  of CE Activities. The purpose of this is to inform attendees of any potential Conflicts of Interests from those involved in the CE Activity.

CE Zoom Program Planners will be evaluating the CE Activity materials to ensure this is completed properly, use the information below and the link at the end of this section to create the slide titled "Disclosures of Relevant Financial Relationships". 

Getting Started: 

Everyone involved in the CE Activity must completes a Disclosure of Financial Relationships Form, this includes anyone ‘involved in the CE activity' such as; Instructor, the host, administrative Staff, those on the CE Zoom Advisory Committee..etc. 

The information required to be disclosed includes: Business Ownership, Consultant Position, Stock Shareholder, Honorarium, Governance, Employee Positions, Grants/Research Support. 

Evaluation: 

1. Evaluate the Disclosure Form and compare that information to what the CE Activity content will contain.
2. look for Financial Relationships RELEVANT to the information that will be presented during the course.  

Definition: Relevant Financial Relationships

Examples of RELEVANT Financial Relationship: These types of relationships must be disclosed

• If an instructor is a paid Key Opinion Leader (KOL) for a specific implant company AND the course will be discussing implant placement and will be mentioning the implant company the Instructor is a KOL for, this would be a  RELEVANT Financial Relationship and must be disclosed to the attendees. 
  • Ex disclosure statement:: (instructor name is a KOL for XYZ implant company)
• If an Instructor owns an independent business and gets paid for performing OSHA inspections for dental offices AND the course will be discussing how to maintain OSHA compliance, this would be a RELEVANT Financial Relationship that must be disclosed to the audience. 
  • Ex disclosure statement:: (instructor name is owner of XYZ-OSHA compliance  company)
• If an instructor is a full-time dental educator at a University with multiple publications on dental restorative techniques AND the course will be discussing dental restorative techniques, this would be a RELEVANT Financial Relationship.
  • Ex disclosure statement:: (instructor name is author of the following publications: XYZ))

 

Examples of a Financial Relationships that are NOT RELEVANT: That do not need to be disclosed

• If an instructor is a paid Key Opinion Leader (KOL) for a specific implant company AND the course will be discussing the treatment of pain management and opioid prescribing awareness there is no relevant financial relationship to disclose
• If an Instructor owns an independent business and gets paid for performing OSHA inspections for dental offices AND the course will be discussing the navigation of preventive therapeutic dental treatments for children and adults, there is no relevant financial relationship to disclose.
• if an instructor is a full-time dental educator at a University AND the course will be discussing the most recent AAP guidelines and periodontal treatment methodologies.. There is no relevant financial relationship to disclose. 

 

**IF IN DOUBT: It’s better to disclose financial relationships than NOT to disclose them, more information is better.

 

Use the link below to guide you on the slide content, this slide must appear in the required 3 Part format: 

1. 1. Address all Individual instructor(s) Relevant Financial Relationships
   2. Inform Attendees of any Commercial Support received (or not received)
   3. Address CE Zoom Partners, LLC Relevant Financial Relationships

 

Joint Program Provider Planners

Individuals involved in planning, administrating and hosting must ensure independence from commercial influence and non-promotion CE Activities. CE Zoom will require the following:

1. Complete the Disclosure of Financial Relationships Form with honesty and accuracy. Doing so will allow CE Zoom Planners to determine if Relevant Financial Relationships are present or potential conflict of interest exists and appropriate steps can be taken to prevent and mitigate the conflict.  (PACE, (XII-C-(G))
2. Assume Responsibility for instructor Selection, quality of program content and scientific integrity (PACE, (XII-C-(A))
3. Assume ultimate decision regarding funding arrangements for the CE Activity. (PACE, (XII-C-(B))
4. If outside financial support is received:
   1. Assume responsibility for the specific content and use of instructional materials if outside financial support is received.  (PACE, (XII-C-(B))
   2. Disclose any external funding, monetary support or other special interest a Joint Program Provider and/or instructors may have with a commercial entity whose products or services are discussed in the program. (PACE, (XII-C-(B))
   3. Ensure written letter of agreement is obtained between Joint Program Provider and entity providing Commercial Support (PACE, (XII-C-(C))

 

Instructors Independence from Commercial Influence: 

Instructors must ensure independence from commercial influence and non-promotion CE Activities. CE Zoom will require the following:

1. Complete the Disclosure of Financial Relationships Form with honesty and accuracy. Doing so will allow CE Zoom Planners to determine if Relevant Financial Relationships are present or potential conflict of interest exists and appropriate steps can be taken to prevent and mitigate the conflict.  (PACE, (XII-C-(G))
2. Develop the content without input or involvement from the organizations you hold Relevant Financial Relationship with OR the organizations providing Commercial Support.  This includes, but is not limited to, the use of prescribed slides decks, wordings, sales pitches, test questions, and course handouts
3. Use evidence-based studies and objective views when discussing products and services.
4. Discuss services/products in a balanced and unbiased way that include similar and competitor services/products of the organization you hold Relevant Financial Relationship with OR the Commercial Sponsor
5. Discuss products/services in a non-promotional format and without advertising 
6. Use generic names of products when possible

 

CE Zoom Planning Committee

In collaboration with CE Zoom staff, the CE Advisory Committee has established guidelines to be followed for all CE Activities which  serve  as standard protocols for preventing conflicts of interest related to the  educational content:

1. Independent Review: All course materials are independently reviewed by members of the CE Zoom planning committee to ensure:
   1. Independence and integrity in content (non-branded, without self-promotion)
   2. unbiased and balance delivery of treatments and products (non-promotional, no advertising, multiple products/services discussed, use of generic names when possible)
   3. A sound scientific basis for content
   4. Disclosure of Relevant Financial Relationships
   5. Disclosure of any Commercial Support Received for the CE Activity
2. Removal of planners from being involved in the CE Activity if mitigation is not possible

 

Mitigation of Conflicts of Interest

To further mitigate potential Conflict of Interests surrounding Relevant Financial Relationships, CE Zoom may may require additional steps from individuals associated with the CE Activity to provide information and attestations surrounding their involvement in the activity and influence on content 

 

POLICY: Commercial Supporters

Sponsors

When offering CE Activities it can be beneficial to have organizations provide financial or in-kind support that offsets the cost a CE Provider might incur when delivering a CE Activity, this is often referred to as a 'Sponsorship of a CE Activity.'

Joint Program Providers considering entering into a Relationship with an organization that will provide Commercial Support for a CE Activity must:

1. Read CE Zoom's Policy on Managing Commercial Support
2. Read the Policy on Preventing Commercial and Promotional Conflict of Interest
3. Sign a Sponsor Agreement: In accordance with the AGD-PACE and ADA-CERP standards, a signed document that clearly defines the responsibilities of this relationship must accompany any course that is receiving commercial support (financial or in-kind) for each CE Activity and evidence of documentation must be submitted to CE Zoom.

*use the link below for more information on Sponsors, the responsibilities of Joint Program Providers and how to plan a CE Activity when sponsors are involved.