GUIDELINES TO PHARMACEUTICAL & OTHER ORGANIZATIONS

CERTIFICATION/COLLABORATING/ORGANIZING OF CONTINUINING MEDICAL EDUCATION ACTIVITIES/MEETINGS

 

The function of the College when it accredits and seeks Continuing Medical Education (CME) on behalf of a pharmaceutical company or other organization is to ensure the quality and integrity of the educational content provided to healthcare professionals. Here’s how it typically works:

Accreditation: The College acts as an accrediting body that evaluates and approves CME activities offered by pharmaceutical companies or other organizations. The College sets standards and criteria that these activities must meet to ensure they adhere to best practices, scientific rigor, and educational effectiveness. This process involves reviewing the content, format, faculty qualifications, and instructional methods employed in the CME program.

Quality Assurance: By accrediting CME activities, the College helps ensure that healthcare professionals receive educational content that is accurate, up-to-date, and relevant to their clinical practice. The College verifies that the content is based on scientific evidence and free from any bias or promotional influence from the pharmaceutical company or organization providing the activity.

Independence: The College plays a crucial role in maintaining the independence and integrity of the CME process. It ensures that the accredited activities are designed to meet the educational needs of healthcare professionals rather than being promotional or biased towards specific products or services. This independence is essential for preserving the trust of healthcare professionals and safeguarding the credibility of the CME programs.

Oversight: The College may also monitor and evaluate the implementation of accredited CME activities to ensure they comply with the established standards. This oversight includes collecting feedback from participants, evaluating the effectiveness of the educational content, and identifying areas for improvement.

By accrediting and seeking CME on behalf of pharmaceutical companies or other organizations, the College plays a vital role in promoting continuous professional development among healthcare professionals while ensuring the educational content meets high standards of quality, independence, and scientific integrity.

The CCFP  is a member of the NCCME   which is approved by the Medical Council of Jamaica and is approved to collaborate or co-organize medical meetings with local and international pharmaceutical and or non-pharmaceutical companies requiring CME accreditation for Medical meetings. NOTE: NEW GUIDELINES  HAVE BEEN ISSUED  AND ALL REQUESTS FOR CMES MUST BE SUBMITTED THROUGH OUR WEBSITE.

 

Applications for accreditation/certification of CME meetings can be obtained through the CCFP.

For more information on collaborating with us, please contact the Secretariat.

  • Introduction and Definitions

Continuing Medical Education (CME) is a critical component in the ongoing professional development of healthcare providers. It ensures that medical professionals remain updated on the latest medical advancements, clinical practices, and regulatory changes. To foster this, medical councils support and allocate CME credits to educational events that align with their standards and guidelines.

This document outlines the rationale for obtaining CME credits and the methodology for an organizer to apply to the Caribbean College of Family Physicians to approve CME activities. Presently twenty-two hours are required for the Annual Practicing each year of which two hours must be mental health and two medical ethics. Doctors in an academic program and Senior House Officers (SHO) are only mandated to do the Mental Health and Medical Ethics hours (total of four) (Jamaican Physicians).

  1. Accredited Organiser

The term organiser applies to an institution or organisation offering CME activities, this institution must be approved by the Medical Council of Jamaica or Caribbean College of Family Physicians. When used in this context, it does not apply to any person, institution or organisation providing commercial support for CME. A commercial organisation must apply through a recognised accredited organiser.

  1. Accreditation process

The accreditation process described here applies to organiser’s CME activities only, not to any other educational activities in which they may be engaged (e.g., medical undergraduate or postgraduate training), or to the accreditation of an individual (e.g., to practise medicine). In this context, accreditation applies to a series of CME activities developed in accordance with the policies and standards defined by the Education Sub-committee of the Medical Council of Jamaica/Caribbean College of Family Physicians.

  1. The Education Sub-committee of the Caribbean College of Family Physicians

The education subcommittee will consist of physician members of the Caribbean College of Family Physicians and serve as the accrediting body for the requested organiser’s CMEs. The education sub-committee will approve the CMEs requested.

  • Rationale for Seeking CME Credit Approval

RATIONALE FOR SEEKING CREDIT APPROVAL

A formal mechanism for Continuing Medical Education (CME) in Jamaica and the Caribbean is essential for the following reasons.

  1. Enhancing Professional Development:
    Supporting educational programs that are eligible for CME credit demonstrates a commitment to advancing the knowledge and skills of healthcare professionals. This contributes to the quality of care delivered to patients and ensures the professional growth of those in the medical field.
  2. Ensuring Quality and Relevance of Educational Content:

Gaining CME accreditation approval from the Medical Council of Jamaica and or Caribbean College of Family Physicians assures that the educational activity meets established standards for quality and relevance. This means that participating healthcare professionals can trust the content to enhance their clinical competencies and remain in line with best practice guidelines.

  1. Legal and Ethical Compliance:

Healthcare providers are required to earn a specific number of CME credits within a given time period to maintain their annual licensure or professional standing. By organizing CME activities, organisers help to ensure that physicians, nurses, and other healthcare providers meet these requirements and comply with medical board expectations.

  1. Promoting Knowledge Dissemination:

Approved CME programs enable organisers to reach a wide range of medical professionals, from general practitioners to specialists, ensuring that up-to-date information is effectively disseminated throughout the medical community.

  • Methodology for Applying for CME Credits

METHODOLOGY FOR APPLYING FOR CME CREDITS

Step 1: Understanding the Requirements of the Medical Council

The Caribbean College of Family Physicians has its specific guidelines and processes for awarding CME credits. The first step for an organizer is to thoroughly review the CCFP’s criteria, including: o Educational Content Requirements: Topics must be evidence-based, relevant, and geared toward professional development.

  • Accreditation Process: The organizer may be an accredited provider from healthcare institutions, medical associations, medical organizations, or universities. Commercial sponsors must be supported by an accredited organizer. A presentation consisting of promotional material will not count toward the CME hours.
  • Application Form and Documentation: the necessary application form, documentation, and submission deadlines are outlined.

Step 2: Aligning Educational Program with the CCFP-NCCME  Standards

The organizer should ensure that the educational activity adheres to the CCFP-NCCME standards, which may include:

  • Accurate Learning Objectives: These should be clearly outlined what participants will learn and how it contributes to their medical practice.
  • Faculty Qualifications: Ensure that instructors are appropriately qualified in the subject matter and can demonstrate expertise.
  • Educational Methods: The program should employ best practices in adult learning, such as interactive activities, didactic sessions, case studies, and opportunities for practical application as relevant. Zoom and online hours are accepted, and the agenda must also be approved by the education sub-committee as with the face-to-face methodology.
  • Evidence-based Content: Programs must use the latest medical research and clinical evidence, where applicable.

Step 3: Preparing Documentation for Submission

Organisers will typically be required to submit the following documents when applying for CME credit approval:

  • Detailed Program Agenda or Curriculum: Include session descriptions, time slots, speaker information, and learning outcomes. CME hours requested must be stated (CME hours will not include an opening prayer, greetings unless it is a presentation, a question-and-answer section, commercial sponsor’s presentations and breaks for lunch, coffee, etc).
  • Speaker Bios and Qualifications: Provide credentials for all individuals delivering the program.
  • Assessment Methods: Summarize how participant engagement and learning will be assessed (e.g., post-program quizzes and surveys).
  • Conflict of Interest Disclosure: Organizers and faculty are to disclose any potential conflicts of interest to ensure the program’s objective.

Step 4: Submitting the Application

All required documentation must be submitted to CCFP eight weeks before the activity. This may be done by completing the online application form and submitting it via email or as a hard copy. The deadline is important to ensure timely consideration.

  •  Application Fee: The application process requires a fee to be paid before the CME activity.
  • Tracking the Submission: Confirmation of receipt and tracking of the status of the application process can be done by calling the College or sending an email to familydoctorsregional@gmail.com and ccfpjachapter1988@gmail.com

Step 5: Responding to Queries or Feedback

After submission, the CCFP-NCCME sub-committee may request additional information or clarification. Organisers should respond promptly to any queries. These may include:

  • Providing further details about the educational program.
  • Clarifying the content or assessment methods.
  • Clarifying the intended audience
  • Clarifying the qualifications of the presenter
  • Updating the program to better align with council requirements.

Step 6: Approval and Issuance of CME Credits

Upon successful review, the CCFP-NCCME will issue a CME credit approval notice. Organizers should ensure that the credits are clearly communicated to participants, along with any requirements for certification (e.g., completion of evaluations and attendance verification). The presenters will each receive twice the number of credit hours allocated to their presentation.

  • Certificates of Completion: The organizer should provide participants with certificates detailing the number of CME credits awarded and any additional program details.
  • Record-Keeping: The organizer should maintain accurate records of the CME program and its participants for audit or future reference.

Important Notes

  • Accurate Learning Objectives: These should be clearly outlined what participants will learn and how it contributes to their medical practice.
  • Faculty Qualifications: Ensure that instructors are appropriately qualified in the subject matter and can demonstrate expertise.
  • Educational Methods: The program should employ best practices in adult learning, such as interactive activities, didactic sessions, case studies, and opportunities for practical application as relevant.
  • Evidence-based Content: Programs must use the latest medical research and clinical evidence, where applicable.
  • Online CME Activities: Zoom or virtual webinars are acceptable but must be structured similarly to face-to-face CME sessions, including interactivity and proper time documentation. The agenda must also be approved by the accredited organizer as with the face-to-face methodology
  • Credit Allocation: Presenters receive twice the number of hours allocated for their presentation. Attendees receive hours based on actual educational time in attendance at the event.
  •  CME hours do not include opening/closing remarks (unless it is in a presentation format, in line with the theme of the event, and presented by one of the presenters whose information is submitted when making the request). NOTE: prayer, greetings, Q&A sessions, promotional segments, or breaks- not counted for credits.

The Summary guidelines are outlined below.

Contact must be made with/discussions held with the College’s President or Nominee advising him/her of proposed meeting to: – review of the meeting agenda,  rational for meeting,  and outline of the presenter(s) presentation which highlights the objective of the presentation. The Outline must set out:-

  1. The Rationale;
  2. Aim;
  3. Objective;
  4. Method and Evaluation.

Presentation should be of practical relevance and benefits to the Physicians, and not overtly biased to the Pharmaceutical products etc.

After discussion/review with College’s President/Nominee:

Pharmaceutical company/body must pay the relevant Medical Council of Jamaica fee (i.e. Type of Event MCJ Application Fee
Half-Day (≤ 4 hours) J$7,500.00
Full-Day (> 4 hours) J$15,000.00
per day) by direct deposit to National Commercial Bank Jamaica Limited, Cross Roads Branch, J$ Savings Account #234478761 and submit confirmation of payment via email to MCJ EMAIL ADDRESS

Pharmaceutical/other organization must  submit applications via the CCFP online portal to the Secretariat in a timely manner prior to the event. A minimum timeframe of six (6) weeks is required (but flexibility may be exercised depending on the exigencies of the situation). Applications submitted less that the minimum time-frame prior to a proposed event, will attract an additional administrative cost (US$50).

Pharmaceutica/other organization  must prepare meeting agenda and submit together with  application (using the link on this website – below),  proof of payment of MCJ fee of Type of Event MCJ Application Fee
Half-Day (≤ 4 hours) J$7,500.00
Full-Day (> 4 hours) J$15,000.00
per day for CME , or include in your application that CCFP is to include the MCJ cost in the invoice. Invitation and presenter(s) bio data/CV  and the meeting outline must be submitted online or via email.  For Pharmaceutical organizations, no products or  drug should be displayed on the Agenda.

 

APPLICATIONS WILL NOT BE SUBMITTED TO MCJ-NCCME/CCFP-NCCME WITHOUT PROOF OF PAYMENT OF MCJ’S APPLICABLE FEE (if not requested to be included in the invoice).

Invitations should display the name or logo of the College as well as the pharmaceutical/other organization requesting credits for the event or meeting.

Invitation(s) should not have the name of any drug displayed thereon and if possible should carry the logo of the college and the Pharmaceutical/organization, where applicable.

It is recommended that an approved agenda be printed and handed out at the event (if physical meeting)/circulated electronically (for webinars).

A log of attendees with contact details and pre & post-test scores must be submitted to the Secretariat (if applicable)

CME Certificates are to be designed in conjunction with the organizing Association and should not have the name of any drug displayed thereon.

Printing/distribution of the Certificates is the responsibility of the pharmaceutical/other organization (for physical meeting).

Certificates must not be issued without confirmation from the Secretariat that Credits have been confirmed by Medical Council of Jamaica/Caribbean College of Family Physicians (MCJ-NCCME/CCFP-NCCME).

Certificates should display the following information:

(a) Name and Logo of the Pharmaceutical/Other organization.

(b)  Name and Logo of the Certifying/Collaborating Association and the MCJ/NCCME.

(c) Attendees’ name.

(d) Venue and date of Meeting.

(e) Topic(s) or Theme of Event

(f) Presenter(s) name(s)

(g) CME Hours Approved: ________ hrs

by: MCJ-NCCME and/or CCFP-NCCME

For Licensure Period: ________ (coming year)

(h)  CME Hours Awarded: ___________

(i) Signature of College President or Representative

It is recommended that Pre-test and post-tests are set by each Presenter and should be administered at the start and end of the meeting. Attendees are required to complete the pre and post-tests to receive certificates of attendance. For virtual events, it is recommended that attendees are in attendance at least for 85% of the webinar, to receive the full credit, otherwise the hours are prorated, based on logged-on time of the attendee.

It is recommended that an Executive of the College or their nominee be invited to attend the meeting to either, welcome, give opening remarks, moderate or give vote of thanks, if possible. Please indicate at the time of discussion of the meeting with the college’s president/nominee how/if he/she will facilitate at the event.

Timing of events/meetings should avoid clashes with events of Council Members on the Medical Association of Jamaica Annual Calendar (if events are being hosted from Jamaica).

 

ADMINISTRATIVE FEES: PLEASE INDICATE OPTIONS

Affiliates: For meeting accreditation (Jamaica only), College Administrative fee is US$200 or J$ equivalent, per day plus MCJ fee  (if applicable, i.e. if you will be having Jamaican HCPs at your event)

Type of Event – MCJ Application Fee
Half-Day (≤ 4 hours) J$7,500.00
Full-Day (> 4 hours) J$15,000.00
per day and is due on presentation of the College’s invoice.

 

For Regional & Jamaica Accreditation Combined the College administrative fee is US$300 or J$ plus MCJ fee of Type of Event MCJ Application Fee
Half-Day (≤ 4 hours) J$7,500.00
Full-Day (> 4 hours) J$15,000.00
per day equivalent per day.

 

Advisory of Approved CME hours will be sent by email to the pharmaceutical company/organization’s representative requesting the certification of the meeting. If we are required to email certificates on your behalf and you require a report /confirmation that certificates were emailed, please indicate when requesting meeting accreditation/collaboration, by sending a follow-up email to your online application.

Non-Affiliates: For meeting accreditation (Jamaica only), College Administrative fee is US$300 plus MCJ Accreditation fee of Type of Event MCJ Application Fee
Half-Day (≤ 4 hours) J$7,500.00
Full-Day (> 4 hours) J$15,000.00
per day,  and is due on presentation of the College’s invoice to the pharmaceutical company/other organization.

 

For Regional & Jamaica Accreditation the College administrative fee is US$400 or J$ equivalent per day plus MCJ fee of Type of Event MCJ Application Fee
Half-Day (≤ 4 hours) J$7,500.00
Full-Day (> 4 hours) J$15,000.00

or US$ equivalent/day (for non-affiliates, if requesting accreditation for the same meeting through both CCFPJ and CCFPR) *see below for clause re affiliates and non-affiliates.

NOTE: PLEASE NOTE THAT THE COLLEGE IS NOT RESPONSIBLE FOR PROMOTING/ADVERTISING THE MEETINGS BEING CERTIFIED FOR PHARMACEUTICAL AND/OR OTHER COMPANIES. IF THIS SERVICE IS REQUIRED IT WILL BE AT AN ADDITIONAL COST TO THE PHARMACEUTICAL OR OTHER COMPANY, AND THE REQUEST MUST BE MADE AT THE TIME OF APPLYING FOR ACCREDITATION

PROMOTION OF EVENT – J$16,000.00/US$160 FOR TWO EMAIL BLASTS

EMAILING OF CERTIFICATES TO ATTENDEES –  J$15,000.00/US$195 (FOR UP TO 1000 ATTENDEES) ADDITIONAL COST IS APPLICABLE AFTER THE FIRST 1,000.

LATE SUBMISSION OF REQUESTS – US$50 OR J$ EQUIVALENT

NOTE: FOR COLLABORATIONS/PARTNERING, PLEASE CONTACT THE SECRETARIAT FOR RATES AND CHARGES

DEFINITIONS: AFFILIATES AND NON-AFFILIATES

*Affiliate and Non-Affiliate Classification

The Caribbean College of Family Physicians (CCFP) classifies organizations into Affiliates and Non-Affiliates to distinguish the nature of our collaborations:

Affiliates: These include medical organizations aligned with the practice of medicine, such as national and regional family medicine associations, healthcare institutions, and academic entities dedicated to advancing family medicine and primary care. Additionally, CCFP chapters in various countries are considered affiliates.

Non-Affiliates: These include pharmaceutical companies, healthcare product manufacturers, and other organizations that support healthcare delivery but are not directly aligned with medical practice. Organizations not related to medicine or healthcare, such as corporate sponsors, are also classified as non-affiliates.

This classification ensures transparency in our collaborations and reinforces our commitment to advancing family medicine and general practice within the Caribbean region.

CME Accreditation Review and Cost Adjustment Clause

The Caribbean College of Family Physicians (CCFP) periodically reviews and revises its Continuing Medical Education (CME) Accreditation requirements for the collaboration of CME activities. These reviews ensure compliance with evolving educational standards and best practices. Additionally, accreditation fees are subject to change based on market conditions and operational costs. CCFP reserves the right to adjust pricing as necessary and will provide timely notice of any revisions to stakeholders.

It is important that applicants read the most current CME Accreditation Guidelines each time an application is submitted to ensure compliance with the latest requirements and fee structures.

This guideline is valid for 12 months from the date of completion, after which a new and signed  one must be submitted under the updated guidelines.

Applicants are required to download the CME Accreditation Guidelines in PDF format, sign the acknowledgment section, and return a scanned copy to CCFP via email for our records.

Conclusion

  1. Applying for CME credits from Caribbean College of family Physicians involves a straightforward, structured process. Organizers can secure accreditation for their programs by carefully following the College’s guidelines and ensuring that the educational content is of high quality and relevance. This not only benefits participants by providing valuable learning opportunities but also helps advance the standards of medical practice.
  2. Organization of CME activities, when executed correctly, serves as a vital component in the lifelong learning process for healthcare professionals, helping them stay abreast of new advancements and maintaining their professional competence in an ever-evolving field.

CME Application Form

Please fill out the form below or download the application form and submit it for review.
Application deadline is two (2) months prior to the event’s date.

 

Acknowledgment and Agreement

I, _____________________________ (Name), acknowledge that I have read and understood the CME Accreditation Guidelines set forth by the Caribbean College of Family Physicians (CCFP). I agree to comply with these guidelines and understand that fees and requirements are subject to periodic review and change.

Signature: _____________________________

Date: _____________________________

Organization (if applicable): _____________________________

 

Effective 01/02/2025

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