The Hidden Costs of an Audit

The Hidden Costs of an Audit

Have you ever considered the real cost of verifying continuing professional development (CPD) compliance through an audit? If you have not, you might be surprised to learn about the chain-reaction of expenses associated with audits that can produce quite a large price tag. These hidden costs can result from the various departments and materials that are required to participate in an audit. In response, many regulatory agencies have chosen to leverage technology and innovative solutions to minimize or eliminate the hidden costs of an audit. Some of these innovative solutions can save millions of State dollars within just a few years. Before choosing to implement a solution for CPD/CE audits, it is important to understand where the real cost of an audit comes from.

 

Office Supplies and Expenses:

When you think about the cost of an audit, your first thought might be office supplies such as writing instruments, stationery, printed forms, reproduction, postage, phone/fax and photocopying supplies. office suppliesThis is definitely a good place to start discussing costs since these materials are heavily used during the procedure of an audit and all following actions. These costs can quickly add up to be an astronomical figure when auditing even small quantities of the population since it requires constant physical correspondence and exchanges. In addition, any communication and request for information from other CPD/CE stakeholders can result in even higher material usage. Auditing even 10% the population can result in staggering quantities of costly paper, postage and other supplies during the entire audit workflow. Implementing electronic, automated infrastructure can eliminate costly material expenses while also simplifying workflows to produce more accurate procedures which reduces necessary interaction from stakeholders. Utilizing digital systems for all physical aspects of audits is sustainable, economical and efficient.

 

Staff Time:

In any business endeavor or work environment, there is always a common question. What is the best use of my time? Sometimes more importantly—What is the best use of my staff’s time? Nothing is more important, and expensive, as one’s time. Time is money.

5636798880_1fdfa47f82This is especially true when considering the traditional, archaic process of CE audits which can be frighteningly time-consuming. Most often, the man hours required for audits are what limit regulators to perform uninspiring audit percentages. It is uncommon to see any Boards & Commissions performing higher than 25% audits with most actually falling under 10%. This is with good reason, however, since auditing above those numbers would exponentially increase time requirements for staff and administrative costs due to the chain-reaction of audits.

While each State operates differently, common audit procedures entail the involvement of several personnel and departments. Audit, support and administrative staff are some of the first members to spend time on audits by initiating the project by selecting the percentage, sending letters and collecting CE data. Audit staff then needs to spend great amounts of time to sort and organize initial paperwork while continually corresponding with the individuals to get correct CE information. After this long process staff can usually involve some type of investigator who identifies why certain individuals are failing. After it has been confirmed, attorneys may be required to write up failed individuals which then must be presented to the Board. This much staff time required for audits is a massive factor in why States are limited in their audit rates.      

With this, innovative technology is being developed to alter the parameters of that limit by allowing for efficiency and time-management never before seen in history. Using technology to quickly collect data, organize information, verify compliance and streamline workflows has created a way for States to perform up to 100% audits while even saving money from previous methods.

 

Opportunity Costs:  

Opportunity cost can be defined as the benefits lost when pursuing a particular course of action instead of an alternative course. When discussing the costly time requirements for an audit, it is equally important to discuss what that time could achieve should it not have been consumed by those actions. This hidden cost of the audit is considered the opportunity which is lost since devoted time cannot be reallocated. Regardless which staff members perform audits, their time can be equally valuable spent on other projects, endeavors and deadlines. So, the large amount of time discussed above should be viewed as twice the expense when considering the opportunity that has been lost from inefficient processes.

 

Conclusion:  

Each public regulatory agency has different rules, procedures and thoughts on audits. Beyond that, different leadership has different views on the needs and importance of these audits which can vary greatly depending on the profession. Nonetheless, despite these varying opinions, it is clear that even small percentage audits have large price tags attached to them. For example, the Florida Department of Health has been able to reduce audit-related expenses by over $500,000 annually by switching to a digital CE management platform. The substantial material, time and lost opportunity costs can be seen easily when dealing with such large agencies. Fortunately, the use of emerging technologies has begun to allow State CE audits to be another function completely transformed as technology has already done with industries like banking, insurance and travel.   

For more information on how your organization can save time and cut costs, contact Shane Hall, Strategy/Business Development Manager by phone 1-904-726-4247 or by email shane@cebroker.com.

Chiropractor Requirements for License Renewal

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Florida Chiropractic Physicians, March 31 is fast approaching!  We want to give you a quick visual of all of your CE requirements so you don’t have any surprises when you are renewing your license. Keep reading below to learn more about your 2016 biennium requirements. And remember that ALL of your CE must be completed in person.  No home study allowed. Remember that all courses must be approved by the Florida Board of Chiropractic Medicine!

If you are a Chiropractic Physician, then your requirements are:

  • 2 hours Medical Error
  • 27 hours General
  • 2 hours Laws and Rules
  • 1 hour Risk Management
  • 6 hours Record Keeping/Documentation and Coding
  • 2 hours Ethics and Boundaries

If you are one of the Chiropractic Physician who is certified in Acupuncture, then your requirements are a little bit different:

  • 23 hours General
  • 2 hours Medical Errors
  • 2 hours Laws & Rules of the Board
  • 1 hour Risk Management
  • 6 hours Record Keeping/Documentation and Coding
  • 2 hours Ethics and Boundaries
  • 2 hours Acupuncture Safety and Risk Management
  • 2 hours Acupuncture Technique

If you are a Chiropractic Physician and this is your first time renewal, then your requirements are:

  • 6 hours Record Keeping/Documentation and Coding
  •  2 hours Ethics and Boundaries
  • 2 hours Medical Errors
  • 3 hours HIV/AIDS

If you are a Certified Chiropractic Physician Assistant, your required hours are listed below:

  • 22 hours General
  • 2 hours Medical Error

If you are a Certified Chiropractic Physician Assistant renewing for the first time:

  • 2 hours Medical Error
  • 3 hours HIV/AIDS

We are dedicated to helping you successfully renew your license so we have plenty of tools for you to utilize if you have any questions! We have added a special FAQ section just for Chiropractors in our Support pages. To read over those, click here.

For your ultimate worry-free, personalized solution try our 7-Day Trial for our Professional Account. With your Professional Account you can receive notifications of license deadlines, report CE to your account, access to your CE Compliance Transcript and more to simplify your renewal process.

Podiatrists Requirements for License Renewal

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If you are a Podiatric Physician in Florida, then you are getting ready to renew your license. March 31st, 2016 is your big day! We want to make sure that you are aware of your specific renewal requirements. Continue reading below to find your biennium requirements for Podiatric Physicians and Podiatric X-Ray Assistants.

If you are a Podiatric Physician, your requirements are:

  • 2 hours Medical Errors
  • 1 hour Laws & Rules of the Board
  • 1 hour Risk Management
  • 36 hours General

If you are a Podiatric Physician renewing for the first time, your requirements are:

  • 2 hours Medical Error
  • 1 hour HIV/AIDS
  • Podiatric Physicians initially licensed in the biennium or within 24 months of initial licensure must attend one full day at a Florida Board of Podiatric Medicine meeting at which disciplinary hearings are conducted.

If you are a Podiatric X-Ray Assistant, your requirements vary a bit. Your requirements are broken down below:

  • 8 hours of Recertification course (Recertification course must be from the Florida Podiatric Medical Association and should include Medical Errors)

If you are a Podiatric X-Ray Assistant renewing for the first time, your requirements are:

  • 8 hours of Recertification course (Recertification course must be from the Florida Podiatric Medical Association and should include Medical Errors)

Each healthcare profession in Florida will vary on what credits count towards your compliance. Below are some “Did You Know” facts specific to Podiatrists.

  • You can only receive credit for 8 hours per biennium of home study courses
  • Courses have to be at least 1 hour in length, otherwise they won’t count

CE Broker is dedicated to helping you successfully renew your license. We have plenty of tools for you to utilize if you have any questions! We have added a special FAQ section just for Podiatrists in our Support pages. To read over those, click here

For your ultimate worry-free, personalized solution try our 7-Day Trial for our Professional Account. With your Professional Account you can receive notifications of license deadlines, report CE to your account, access to your CE Compliance Transcript and more to simplify your renewal process.

Florida Dentist CE Requirements

CEB-BlogHeaders-Feb2016-DentistsHygienists

February 28th, 2016 is the day that Florida Dentists, Dental Hygienists and Dental Laboratories will be renewing their licenses. We want to give you a quick visual of all of your CE requirements so you don’t have any surprises when renewing your license.

The following chart contains all of the 30 total hours required for Florida Dentists.

 

Keep in mind that you MUST complete 2 hours of Domestic Violence every third biennium. If you aren’t sure if this is the biennium in which you must complete your Domestic Violence requirement, sign up for a Free Trial of a Professional Account to view your CE Compliance Transcript. It will display all of the CME requirements that you need for 2016 and even show you what you are missing!

The following chart contains all of the 24 total hours required for Florida Dental Hygienists.

Dental Hygienist Requirements

The following chart contains all of the 18 total hours required for Florida Dental Laboratories.

 

What If This Is My First Renewal?

Dentists and Dental Hygienists– If you are newly licensed and renewing your license for the first time you are only required to complete 2 hours of HIV/AIDS.

Dental Laboratories – If you are newly licensed and renewing your license for the first time you are required to complete 18 hours as stated above in your requirements chart.

If you need to complete an HIV/AIDS course or if you need to complete other required subject areas, you can find approved courses in our Course Search Tool.

CE Broker iPhone App

CE Broker's iPhone App. Continuing Education Simplified.

Our free CE Broker iPhone app, available in the iTunes Store, is the best way to manage your CE from anywhere, anytime. You can create a free Basic Account and even upgrade to a Professional or Concierge account with your iTunes account if you so desire. That means no credit card is required since your iTunes account on file is automatically charged. Once you download the iPhone app, you can see your course history, report CE, use the course search tool and even view your CE Compliance Transcript. Visit the iTunes Store today and download for free!

What if I Have Questions?

We are dedicated to helping you successfully renew your license so we have plenty of tools for you to utilize if you have any questions! We added a special Florida Board of Dentistry section just for you Dentists, Dental Hygienists and Dental Laboratories in our Support pages which includes all of the most commonly asked questions from other licensees in your profession. To find a specific course to fulfill any unmet requirements, you can watch our Course Search video by clicking on the picture below.

Watch our Course Search Video here to walk you through how to find the course you need

CE Requirements for Georgia Registered Nurses

GA Registered Nurse CE Requirements

The Georgia Board of Nursing will be using CE Broker to track & verify completion of your continuing education. The board will now review your records in CE Broker at the time of license renewal. If your CE has been reported and your requirements are complete, you’ll complete the renewal with no problems! The board will not allow renewal until your requirements are complete. Once you have satisfied the requirements and have successfully renewed your license, you are still subject to a random audit by the Board.

If electing to complete CE, RNs will need to complete 30 hours of CE – no specific subject area requirements

What are my requirements?

There are 5 different options for registered nurses in Georgia to fulfill their continuing competency. You can report each one of these options to us so that we can track your continuing competency compliance for your Board. Learn more about each option and decide what best meets your needs below.

    • Option 1 – Georgia Nursing Continuing Education – 30 required CE hours for compliance. You can use ACCLS, PALS, NRP or CPR to fulfill your continuing education hours as long as they fall under one of the other approving entities. If this is your first time to renew your license, you are able to use CE courses completed prior to licensure as long as they as they were completed in the two years prior to the license expiration.1. Any provider, recognized by a national credentialing body, offering certification in the licensed nurse’s specialty area of practice.2. Any provider, recognized by a national credentialing body, recognized by the Georgia Board of Nursing in Rule 410-12-.12, offering certification to advanced practice nurses.3. Georgia Nurses Association (?GNA?), including offerings given by the GNA Continuing Education Provider/Approver Unit.4. Area Health Education Centers (AHEC) in Georgia or any state AHEC that is a member of the National AHEC Organization.5. American Nurses Association (ANA), or ANY ANA affiliated state nurses association provider/approver unit6. National League for Nursing (NLN)?7. National Council of State Boards of Nursing (NCSBN)?

      8. Employer sponsored continuing education programs having a minimum of one course objective. Unless the program is accredited through one of the other bodies mentioned on this document, employer sponsored continuing education may only be used for up to 50% of total contact hours

      9. Any provider of professional continuing education for health care professionals. Examples include offerings related to specialty areas of nursing practice such as research, case management, health policy, forensics, mental health, or complementary alternative therapies?

      10. Professional Journals (i.e. The American Journal of Nursing, Nursing 2013, Nursing Management and The Nurse Practitioner) offering continuing education approved by appropriate bodies?

      11. Any provider recognized by another state board of nursing within the United States

      Activities NOT accepted as Continuing Education

      • Offerings designe d for lay persons
      • Offerin gs less than 30 minutes in duration
      • On-the-job orientation
      • On-the-job training related to new policies, procedures or equipment
      • Other educational activities not sufficiently professional in character to reasonably qualify as continuing education.

 

    • Option 2 : Maintenance of Certification or Recertification – Please note, a nurse who is certified by a national certifying body recognized by the Board in Rule 410-11-.12 [O.C.G.A 43-26-9(b.1)(2)] is exempt from continuing education requirements, so reporting this will fulfill all your required hours.Please visit the Board’s website at http://www.sos.ga.gov/plb/nursing, click on “Laws, Rules and Policies” and view Rule 410-11-.12 under “Board Rules” for a complete list of Board approved certifying bodies.Additionally, see Rules 410-11-.03 through 410-11-.06 for specific rules regarding each Advanced Practice nursing profession.

 

    • Option 3: Completion of accredited academic program of study – A nurse who has proof of completion of an accredited academic program of study in nursing or a related field as recognized by the Board [O.C.G.A. 43-26-9(b.1)(3)] is exempt from continuing education requirements.Program of study must be a minimum of two credit hours. Acceptable areas of study include respiratory therapy, informatics, health care administration, and business administration.Please note, the word “program” does not refer to an academic track that results in a nursing degree. To qualify for this exemption, the Board simply requires that a licensee complete one accredited, academic course worth at least 2 credits in an area recognized by the Board.Reporting this exemption will fulfill all your CE requirements.

 

    • Option 4: Verification of competency and 500 hours practice – A Registered Professional Nurse with verification of competency by a health care facility or entity licensed under O.C.G.A. 31-7 or by a physician’s office that is part of a health system and at least five hundred (500) hours practiced as evidenced by employer certification on a form approved by the Board [O.C.G.A. 43-26-9(b.1)(4)] is exempt from continuing education requirements.You may contact your facility administration to determine if your facility is licensed under O.C.G.A. 31-7, or the Board provides additional assistance on the following FAQ page under the heading “Option Four“:Please submit the verification of competence/active practice form completed by your employer.The verification of competence/active practice form can be located here:Please note reporting this exemption will fulfill all your CE requirements.

 

    • Option 5: Board approved re-entry prog. or graduation from a nursing ed. program – A nurse with proof of completion of a Board approved reentry program or graduation from a nursing education program [O.C.G.A. 43-26-9(b.1)(5)] is exempt from continuing education requirements.
      Please note reporting this exemption will fulfill all your CE requirements

If you have questions: 

If you have any questions about your requirements or how to sign up for your Basic, Professional or Concierge Account with CE Broker, you can reach out to our CE Experts. They are available Monday-Friday 8am-8pm by phone: 877-434-6323 or by email: support@cebroker.com.

 

The New Provider Suite

The new Provider Suite:

Educational Providers, we have great news for you! We’ve updated our provider accounts, and we’ll introduce you to it right here and now. We are currently in BETA phase with only a few providers using the system, but we plan to have every provider using the new system in the future! We know change can be scary sometimes, so we want to make sure you know what to expect when the time comes.

The Dashboard:2015-11-24_13-42-13

This is the screen you will see when you first log in, and it’s going to be your home base where you will access many familiar features, as well as some new ones! On the left hand side of the screen, you will see a menu with the following tabs: Dashboard (your current screen), Courses, Boards, Communications, and Users (this last tab will only display if you are an Admin. user on the account).

On the Dashboard, you’ll see some key metrics to help you understand your activity at a glance. At the top-middle, there are three boxes: one that corresponds to your average reporting time, a second that displays your total number of active courses, and a third that indicates the number of Board approvals you hold.  Additionally, you will see a snapshot of your average rating on the right-hand side, calculated based on reviews from licensees who have completed your courses.  The graph in the middle will display the number of course completion reports you’ve made on a monthly basis for the last year, while your year to date total will display numerically below the chart. In addition, you will see the number of reports you have made in the current and immediately preceding months.

The Courses Tab:

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When you click on the Courses tab from your menu on the left, you will be brought to a master list of all your courses, including “In Progress“, “Pending“, and “Active” courses. Here, you can filter by course type, course status, location, and/or instructor using the “Filters” button at the top right of your course list.  Please note, there is also a search bar at the top that may be helpful; you may use this to search by course name or course tracking number, and you can even search by license number!  Searching by license number will allow you to see all the courses you have reported for a particular licensee at one time, on one list.

To the left of your course list, there is a sub-list of options. You can add a new course, upload roster entries using excel or text files, view rejections, and review a history of your uploads which will include a date and time stamp, as well as a link to the license numbers you included in each posting. You will also have the opportunity to review, modify, and remove any pending uploads, so tracking the upload process for accuracy will be easier than ever!

You may notice you have some new course status indicators, and these tags will show up under each course title on your course list. We have color-coded them to make them easy to identify. The green “Active” tab indicates that all hours on the course have an approved status, while the grey “Active” tab means that at least one Board has approved hours, while at least one other Board request for hours is pending, withdrawn, or expired. The blue “Pending” tab indicates that all applications for approved hours are awaiting Board decisions, and the yellow “In Progress” tab indicates that the course application was saved mid-process as a draft. These “In Progress” applications can be resumed or deleted at any time for your convenience (buttons for either resuming or deleting will be to the right of these “In Progress” courses).

You will see two buttons to the right of each active course as well: “View Summary” and “Manage Roster.” The course summary (pictured below) will show you basic course details, offering information, application attachments, approved hour information, instructor details (as applicable), and any answers you provided to Board questions during your application process. Click “Edit” next to Basic Information to modify your course description, the registration website, or advertising settings.

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With the old provider account, the steps to get from adding a course to posting a roster were more complex, and you are certainly accustomed to first creating a course, then establishing a publishing in order to advertise, and then finally adding roster entries. One of the most exciting changes in the new Provider Suite is that publishings are a thing of the past! Instead, you will now have offerings, which allow you to tell our system and the public, via our course search, what dates you will offer your live activities and where. However, that is all the offering is used for—it is no longer necessary in order to post a roster. Click “Edit” next to Offerings to add a new offering or to modify your existing ones, including changing the dates, locations, and prices of each.

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To understand more about how that process works, you should go back to your full course list. Each course now has its own single “course roster,” which contains all entries for that course, much like you are used to for anytime/home study courses now.  Click on the “Manage Roster” button to see that master list. You can filter your roster by date range if you would like to see a specific time frame, by state in which the attendees are licensed, by status of the roster entry (Ready to Post, Posted, Rejected), by the location associated with certain attendees, or you can use the search bar to look for a particular licensee by name or license number. Additionally, you can export the roster to an Excel spreadsheet, using the Export button at the top right of the screen.  Click here to read more about how to report manually by license number, or click here for information on the new Excel/Text file upload process in Provider Suite.

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Boards Tab:

Provider Suite Boards

From here, you will see a master list of all possible boards. You can sort the list to view only active boards, boards you have not applied for, in progress applications, etc. This section is color-coded so you can see at a glance what status your board application holds. The green “Active”  means that you are approved for that board. The blue “Pending”  tab indicates that you have submitted your application and are awaiting approval. The yellow “In Progress” tab means that you have not yet submitted your application and you need to complete it in order for the board to review. On the left hand side of the screen, you can sort for boards by “status” or by “state.”

Communications Tab:

Provider Suite Communications

The Communications tab is for communication from the board regarding pending applications. All other things that you were used to seeing in your message inbox will appear under the bell icon at the top right hand of the screen, which will lead you to your Notifications page (see below).

Notifications

 

Users Tab:

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There are two types of users in the new Provider Suite: “Normal” and “Admin.” “Normal” users can perform all functions except for managing users and changing provider-wide settings, while “Admin” users can do everything! Adding a new user has also been simplified– an email will be sent to the individual you wish to add, inviting them to create their own profile.  Once complete, they can begin to access the provider account immediately. You can learn more about how to add, remove, and modify users by clicking here.

Of course, if you have any questions about any of these changes or how to use the new site, there are many resources for you to utilize. At the bottom left of the screen, there is an option to view the FAQs we’ve made for the new Provider Suite. And you can reach out to our CE Experts anytime M-F 8am-8pm (EST) at 877-434-6323.

We’re really excited about this upgrade, and we hope that it enhances your experience with CE Broker!

 

 

Florida Board of Orthotists & Prosthetists Requirements Explained

New InfographicFlorida Board of Orthotists & Prosthetist

 

With the first mandatory license renewal right around the corner, you want to be sure that you are on the right track. You don’t want any surprises when you renew your license! It’s especially important that you understand the live hours requirement. Keep reading to learn more.

We want to go over all of your requirements so you know what is expected of you each biennium. Below is a chart of your CE requirements (first time license renewals may differ):

 

Orthotists, Prosthetists & Pedorthists CE Requirements:

O&P Chart

Orthotic Fitter CE Requirements:

Orthotic Fitter Chart

Orthotic Fitter Assistant CE Requirements:

Orthotic Fitter Assistant Chart

What if this is my first renewal?

If this is your first license renewal you are only required to complete 2 hours Medical Errors. Please do keep in mind that Medical Errors must be Board approved.

CE Broker iPhone and Android Apps- Continuing Education Simplified.

Our free CE Broker iPhone or Android app, available in the iTunes Store and in Google Play, is the best way to manage your CE from anywhere, anytime. You can create a FREE Basic Account and even upgrade to a Professional or Concierge account with your iTunes/Google Play account, if you so desire. That means no credit card is required since your account on file is automatically charged. Once you download the app you need, you can see your Course History, Report CE, use the Course Search Tool and even view your CE Compliance Transcript. Visit the iTunes or Google Play store and download your app for free today!

What if I Have Questions?

We are dedicated to helping you successfully renew your license so we have plenty of tools for you to utilize if you have any questions! We added a special Orthotic & Prosthetic FAQ section just for you in our Support pages which includes all of the most commonly asked questions from other licensees in your profession.

For your ultimate worry-free, personalized solution try our 7-Day Trial for our Professional Account. With your Professional Account you can access your CE Compliance Transcript, receive continuing education and license deadline reminders, report CE to your account and much more to simplify your renewal process.