In the world of continuing medical education (CME), we can count on two things: Regularly Scheduled Series (RSS) and constant change. RSS activities start the first week of January and end the last week of December. There is no “one and done” with an RSS. It is continuous. Every. Single. Day. The sheer volume of RSS’ can amount to thousands of sessions each year.

While CME professionals are likely all familiar with a RSS. The Accreditation Council for Continuing Medical Education (ACCME) defines it as a live activity planned as a series with multiple, ongoing sessions, e.g., offered weekly, monthly or quarterly. A RSS is primarily planned by and presented to the accredited organization’s professional staff and generally targets the same audience over the whole series.

But did you know that in 2004, RSS were officially called Regularly Scheduled Conferences? Thanks to a 2004 Almanac article by Beth Mullikin referencing ACCME Policy 2003-A-08, we can trace the roots of these activities back to when terminology and technology looked quite different.

As we celebrate the 50th anniversary of the Alliance for Continuing Education in the Health Professions (ACEhp), let us dive into the Almanac archives to see how RSS management has evolved from a manual headache into a digital reality.

Per the 2019 ACEhp’s Educating the Educator: Curriculum Structure, there are nine areas of core knowledge for CME professionals. We will focus on Program Management, Measurement & Evaluation, and Technology, as they directly relate to some of the biggest RSS transformations from the past two decades. Today, RSS coordination is deeply tech driven, moving from physical paperwork to advanced Learning Management Systems (LMS) and paper sign-in sheets to texting a code to claim credit for an activity.

Program Management: From Paper Trails to Portals

In a 2010 Almanac article, RSS were often managed as individual, standalone activities rather than continuous series. The "best practice" at the time for noncompliance was a "three strikes" rule before suspending accreditation. When RSS were managed manually with paper speaker forms, financial disclosures, and sign-in sheets for credit, there was more room for error. 

Today, management is far more integrated with technology. While the volume remains overwhelming, the tools have shifted.

• Automated Attendance: Physical sign-in sheets and manual checklists have been replaced by LMS platforms that sync attendance automatically via online check-ins.
• Digital Onboarding: Fillable PDF speaker documents are gone. Speaker forms and financial disclosures can be embedded directly within the LMS activity. Most providers require all documentation to be uploaded digitally before a session can be granted credit.
• LMS Calendars: Overseeing dozens of RSS makes tracking schedules difficult. LMS calendars are a gamechanger for RSS coordinators, allowing them to view daily, weekly, and monthly activities to ensure compliance.

Measurement and Evaluation: The Death of the Scanning Card

Back in 2012, evaluations were often completed using either scanning cards or paper evaluations. CME experts at the time predicted smartphones would become as essential as a “doctor’s black bag” was back in the day, making electronic systems inevitable. They were right.

By 2018, many programs migrated to web-based surveys. However, modern technology has introduced a new hurdle: survey and technology fatigue. Despite transitioning to annual surveys or using QR codes and Teams chat links, response rates remain a challenge. To combat this, innovative programs are testing new strategies:

• Gamification: Offering incentives, such as raffling $50 gift cards to administrators who hit submission deadlines to generate "buzz" and boost compliance.
• Spaced Surveys: Distributing surveys incrementally throughout the year rather than compiling them into an exhausting end-of-year checklist.

A big reward of this digital shift is data depth. Electronic surveys produce highly detailed reports, which allow CME departments and RSS directors to modify and improve learning objectives for future activities.

Technology: The Digital Shift

The most poignant change is how we record compliance. Not long ago, tech savvy simply meant scanning a paper checklist into a digital folder. Today, the LMS acts as a live, interactive dashboard where CME associates can track every document and credit in real-time.

While some advanced RSS programs utilized hybrid components prior to COVID-19, the pandemic forced many RSS to pivot to a virtual environment for the first time. The past six years have shown how technology allows education to continue despite external circumstances, however there is always concern about the loss of in-person communication. The hybrid RSS model has flourished, giving learners the flexibility to choose the best format for them.

Staying Sane and Not Burning Out

Managing 25, 50, or over 100 RSS requires much organization and can lead to burnout. Constant daily management is a baseline reality for RSS coordinators. To support staff and maintain operational sanity, our organization implemented two critical communication touchpoints:

• RSS Staff Meetings: Approximately 1.5 years ago we began having CME RSS associate’s weekly meetings. This creates a dedicated space to ask questions, discuss concerns, or suggest continuous improvements in a supportive environment.
• RSS Office Hours: This monthly, online forum is for all RSS admins to ask questions or address concerns about their RSS. The more you can keep communication open and flowing, the more everyone can manage their RSS and stay in compliance.

Regularly Scheduled — Through the Next Century?

While the transition from paper sign-in sheets to mobile apps initially met resistance from some learners, it has become the gold standard. The CME world moved from "turning a headache into an opportunity" to integrating technology to lessen the headaches.

RSS management has evolved from manual, paper-based processes, and scanning cards to automated, electronic systems and LMS. The latest trends show a shift toward managing survey fatigue, enhancing real time compliance monitoring and utilizing digital tools for credit tracking.

Looking ahead, it appears there will be more integration of artificial intelligence (AI). Whether this new technology is viewed as a pro or con, AI can be a beneficial tool especially for reviewing large amounts of data, such as evaluations. Within minutes, hundreds of evaluation responses can be reviewed and reports generated identifying key educational themes and trends.

Despite the continuous changing within CME, the core mission remains unchanged: empowering healthcare professionals to deliver the best patient care possible.

References

1. Chiarini K. Deciphering the Mysteries of Managing Regularly Scheduled Series. Almanac – Insights and Applications for the Healthcare CPD Community. 2024. https://almanac.acehp.org/Education/Education-Article/deciphering-the-mysteries-of-managing-regularly-scheduled-series
2. Fjelstad, M; Pastel-Daneshgar, S.; Veenema, T; Durrant, K. Do You Ever Struggle with Regularly Schedule Series (RSS)? We Do. Almanac Insights and Applications for the Healthcare CPD Community. 2020. https://almanac.acehp.org/Outcomes/Outcomes-Article/regularly-scheduled-series
3. Mullikin, B. Regularly Scheduled Conferences: Turning a Headache into an Opportunity. Almanac. 2004; Volume 26. Page 1. https://www.acehp.org/LinkClick.aspx?fileticket=S2Fg_aFRrbc%3d&portalid=0
4. Rubinstein, P. Evaluating Grand Rounds: Challenges and Suggested Solutions. Almanac. 2012; Volume 34, page 6. https://www.acehp.org/LinkClick.aspx?fileticket=OBSFL2uX6T8%3d&portalid=0
5. Stepien, T.; Haddad, M. Regularly Scheduled Series Monitoring: Suggested Best Practices. Alliance for CME. 2010; Volume 32, page 3. https://www.acehp.org/LinkClick.aspx?fileticket=do5RQm6x_Zg%3d&portalid=0

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