Frequently Asked Questions

I want to have a conference for our staff. I'd like for it to have CME credit. What do I do?
You may use the Planning section of the web site and complete the Planning Worksheet to provide the AWRC with the details that you have in mind for your conference. A coordinator from the AWRC will meet with you if you need help. When the facts / details are provided, the AWRC will review them to see if your conference meets the definition of CME, and if so, they will certify it for CME credit. The Dean of the AWRC has input and the AWRC call on you as course chairman and others to provide clinical expertise in some clinical areas to make that decision.
Haw far in advance do you need to know all this?
Six to nine months is appropriate depending on the needs of your particular activity. If commercial support is to be gathered from pharmaceutical companies, a minimum of two months is required by most companies. The longer the lead-time, the more likely a company is to support an activity.
What do I have to do? My staff is small. Can you handle the details?
Yes. The AWRC provides full-service meeting planning. You may delegate to them as much or as little as you would like.
A pharmaceutical company representative wishes to have his speaker present at our grand rounds. I want to use him. What do I do?

When you select a speaker for a grand rounds or any conference you will want to consider an array of speaker options that meet the needs of your physician audience. The pharma company may present some names and the CV of their suggested speakers too. When you have selected one and assigned him a date and have confirmed the invitation to that speaker, have the pharmaceutical company contact the AWRC.

The AWRC will then manage the application of an educational grant to cover all costs related to bringing that speaker to your meeting.

Why does the AWRC charge for its services?
Like any department within the health care system, the AWRC must recapture its cost of doing business. When there is financial support from a commercial entity, those costs are included in the expenses of the conference, in the same way that the catering costs, for example, are included.
Do you charge a fee for certifying my Grand Rounds?

The AWRC does not charge the Baylor Departments / Divisions/Chiefs of Service to certify its Regularly Scheduled Conferences for AMA PRA Category 1 Credit™ when there is no financial support from a commercial entity.

When there is commercial support for an activity, the AWRC charges a flat fee for its services. That fee is passed along to the commercial entity as an expense to the activity. The fee is $750 for one hour of AMA PRA Category 1 Credit™.

The fee structure for a one-time, live conference is different.

Can the pharmaceutical company just pay a speaker's travel expenses?
No, the ACCME requires in its revised Standards for Commercial Support (PDF) that all costs related to a CME activity be paid through an educational grant to the accredited provider.
Can our pharmaceutical rep bring lunch to our noon-time conference?
No, the ACCME requires in its revised Standards for Commercial Support (PDF) that all costs related to a CME activity be paid through an educational grant to the accredited provider. To do so would make the conference non-compliant. The rep should be referred to the AWRC in advance so the grant application process can be completed.
I'm being audited. Can I get CME records from several years back? How far back can you go? How do I get it?

The AWRC is required to maintain records for 6 years. We maintain attendance records both electronically and hard-copy. The integrity of the data base is taken very seriously by the AWRC staff and we make every effort to supply you with proof of attendance as required at no charge to you.

You may request a transcript in writing and fax it to the AWRC, verifying your identity with your name and last 4 digits of your social security number. You may also request a transcript electronically using the form on this site. You may receive your transcript by e-mail, fax or USPS.

A colleague has asked me to speak at his upcoming conference. Can I complete the required paperwork easily?
The required forms are included on this site. Complete them and return them electronically or by fax or mail to the AWRC. Of particular concern—because of its time sensitivity—is the solving of Conflict of Interest. Forward copies of your presentation slides or an outline of your presentation as soon as feasible. The AWRC may contact you later with COI concerns and the solutions thereof.
Why can't I get AMA PRA Category 1 credit when I present a lecture?

Physicians can receive AMA PRA Category 1 credit for teaching colleagues, medical students, or other health professionals at a live event designated for Category 1 credit by an accredited provider.

Option 1
Physicians may receive 2 credits per hour spent teaching (to a maximum of 10 credits per year) toward the Physician's Recognition Award. Hours are documented on the AMA PRA Application Form (e-mail pra@ama-assn.org to request an application).

Option 2
In the event that a certificate of credit is more useful to the physician, you can apply for Category 1 credit and receive 2 credits per contact hour. To receive AMA PRA Category 1 credits for this type of teaching, e-mail pra@ama-assn.org and request the "AMA PRA Category 1 Credit Application".