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Production Guide: Manuscript Review Template

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Justin Rienerth
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Overview

This guide will refer to “templates” and “activities.” The term “activity” is synonymous with “Course” and “Program”.  Templates are added to your account by Rievent for you to create different types of CE/CME activities. Each activity type (Journal, Live Event, Enduring, Webinar, RSS, Manuscript Review) will have its own template.

The Rievent Manuscript Review template allows an administrator to process requests for credit through manual data entry, including the automated sending of CME certificates by email and updating reviewers' transcripts.  There are two main steps to processing requests for credit:

  1. From the Records tab on the Admin Dashboard, use data entry to select the manuscripts that the learner has reviewed. 
  2. At the end of the year, use the Fulfillment tab to process all the credit requests.  Once a learner's credit request has been fulfilled, they will receive an automatic confirmation email with a link to download their certificate. The Manuscript Review credits will automatically update on the reviewers' transcripts as well. 

 

Step 1: Creating a New Manuscript Review Activity

Step 2: Reviewing and Locking the Activity

Processing Requests for Credit

 

 

Step 1: Creating a New Manuscript Review Activity

1.  To begin, click the icon-create-activity.jpg  icon next to the Manage Your Program Menu.
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2.  Enter the Short Name for the activity. The Short Name is how the activity will be listed in the Manage Your Program menu and will not be exposed to learners. If you have not already decided, you will need some sort of naming convention for your activities. 

When creating the Short Name, please keep in mind that it must be unique and should also include the Activity ID. For example, if your Activity ID is "2017-MR01", the Short Name might be in the format "2017-MR01 - Rievent Journal of Neuroscience”. 

The short name field has a 126 character limit. Acceptable characters include letters, numbers, underscore, dot, and dash.

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3.  During the pre-production stage, you have the option to add the activity to other admin accounts and also to upload any production-related files for storage (optional). Please note that the files stored here are for storage only, this feature is not for content hosting.  

Adding the activity to other administrative accounts allows them to see and access the activity from the Manage Your Program menu in their own admin account. Click Pre-Production complete to continue.

You can also manage administrative access to the series from the Review stage. This can be adjusted at any point in time.

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4.  Next, select the Manuscript Review template.
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Production Wizard

The Production Wizard will walk you through the process of creating the Manuscript Review activity step-by-step, starting with the Activity Information tab. Once you've completed a step, you can go back at any time to edit what you've entered by clicking the appropriate tab. Always click the Save button for steps that include a Save button, and Next after making any changes. 
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Activity Info tab

5.  From the Activity Info tab, enter the following information: 

    • Internal Activity ID:  This is generally your internal identification number and must be unique, as it cannot be used other activities.  Typically the Activity ID is also included in the Activity Name. 
    • Internal Activity Name:  How the activity will be listed in the Manage-Your-Program drop-down menu and usually begins with the Activity ID. The Activity Name (same as the Short Name) field will already be populated for you.  
    • External Activity Title: The name that will be displayed on transcripts, certificates, and the certificate confirmation email.
    • Publication: Select the publication for the manuscript review activity. 
    • Activity Start Date: Enter the first day of the calendar year for the publication. In almost all cases, this will be January 1st. 
    • Activity End Date: Set the activity end date for the day you want to appear as the complete date on the certificate and/or transcript. Typically this is the last calendar day of the year. Even if the Activity End date is in the past, Administrators will still be able to process requests for credit.
Manual data entry is NOT bound by the activity start and end date. If the activity's end date is in the past, the completion date on the certificate will be shown as the activity end date.

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Credit Options

6.  Next, check the boxes for the credit type(s) that will be offered for this activity. For each credit type included, enter the Min, Max, and Increment. Click the Next button when you are finished.

For Manuscript Review CME, reviewers are allowed to claim up to three AMA PRA Category 1 CME credits™ per review, with a maximum of 5 reviews or 15 CME credits per calendar year. 

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Activity Options

7.  From the Activity Options tab, select if you would like to include a Manuscript Tracking Form as part of the data entry process. This will allow you to track and report on the manuscripts reviewed for a particular publication. Click Next to proceed. 

The Manuscript Tracking Form is optional. This form can be used to track the specific manuscripts a reviewer has reviewed.

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Manuscript Review Tracking Form

8.  Next, if you chose to include one, create the Manuscript Review Tracking form. This form can be used to indicate which manuscripts the learner has reviewed. To add a question, click the Add Question or Text button, then select the Choose Many question type. 

Be sure to select the "Choose Many" question type. Or, if adding the question using the Multiple Choice Parser, select "allow multiple answers" under the options drop-down menu for the question.

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Double click to add the question text, then use the  icon to add all of the manuscripts that learners are able to review. 

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When finished, be sure to click the Save button before clicking Next.MR-pw7.png


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Finished tab

9. All of the Production Wizard fields have now been completed. Click the Finished button to create the manuscript review activity.  
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Step 2: Reviewing the Activity

 

From the Review Stage, you can test the activity, as well as add the activity to other administrative accounts.

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Adding the Activity to other Administrative Accounts

Assigning the activity to other administrative accounts allows them to see and access the Manuscript Review activity from the Manage Your Program menu in their own admin account.

To add the activity to another administrative account, be sure the activity is selected from the Manage Your Program menu, then go to the Review stage on the Production tab.  Click Assign to Administrator... to manage activity access for other administrative accounts. If the desired administrative account is not listed, please contact the Rievent Platform Administrator in your organization.
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Testing the Credit Claim Process

All Manuscript Review activities must be tested through data entry.  There are 2 parts to testing the activity:

  1. Complete manual data entry to select the manuscripts that have been reviewed (only if included in the activity) and indicate the correct credit amount. 
  2. Process the requests for credit from the Fulfillment tab. Once processed, the CME certificate emails will be automatically sent out and the reviewers' transcripts will be instantly updated. 

To access the Data Entry page, click the Records tab, then select Data Entry Workflow. 
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  1. Enter your First Name, Last Name, Email, and then select a recruitment campaign tracker. NOTE: The recruitment campaign tracker is only used for reporting purposes. 




  2. If you already have a learner account in the Rievent Platform, you will see it listed. If multiple accounts appear to select from, be sure to choose the correct account.

    If you do not have a learner account in the system, complete the required profile fields (First Name, Last Name, and Email), then select Continue.




  3. If the tracking form was included in the Production Wizard, select at least one of the manuscripts.
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  4. Indicate how many credit hours should be awarded.
    It is up to the admin to select the correct number of credits to be awarded for the number of manuscripts that the learner has reviewed. 
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  5. The data entry portion is now complete. The last step is to fulfill your qualified record using the Fulfillment tab, which will update the transcript and send the CME Certificate email.
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  6.  From the Fulfillment tab, select your record and click Process Qualified.
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  7. Follow the fulfillment instructions.
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    Once your record has been fulfilled, you will receive an automatic CME certificate email, and your transcript will be instantly updated.

    CME Certificate email:
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    Updated Transcript:
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  8. After reviewing the activity, if there are no changed needed, go back to the Production tab to lock the activity. 
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Making Changes to the Activity

To make changes to the Manuscript Review activity (edit the manuscript review tracking from, credit information, etc), go back to the Production Wizard by clicking Production in the production timeline.mr-changes1.png

Access the different areas of the Production Wizard by clicking the tabs on the left side of the screen. After making the necessary changes, be sure to click the Save and/or Next button.
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Always click the Finished button on the Finished tab to complete the changes.

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Deleting Test Records

Once you have tested the activity, be sure to delete all test records created during the review process.  Each time the activity is tested as a learner, a participation record is created.  Test participation records can be deleted by using the Records tab.

  1. With the correct activity selected from the Manage Your Program Menu, go to the Records tab.

    Leaving all criteria fields blank and clicking the Search button will return all records associated with the activity, (which can be useful in deleting test records for activities not yet available to learners, since all the records listed will be test records.)   However, you can also search for individual records by using the various search criteria fields. 
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  2. From the search results page, click the    icon to delete the test records. You can also check the boxes for all the test record(s) you would like to delete, then click Delete Selected.all-records2.jpg

    You can also search for test records across all activities by selecting ALL PROGRAMS from the Manage Your Program menu.  all-records3.jpg

     

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Processing Requests for Credit

There are 2 steps when processing requests for credit for Manuscript Review activities:

  1. Use manual data entry to enter the reviewers into the system. This allows you (the admin) to select their credit amount and, if included, select the manuscripts that have been reviewed. 
  2. Go the the Fulfillment tab and process the qualified requests for credit. Once fulfilled, the CME certificate emails will be automatically sent out and the reviewers' transcripts will be instantly updated. 

To access the data entry page, click the Records tab, then select Data Entry Workflow. 
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  1. Enter the reviewer's First Name, Last Name and Email. NOTE: The Recruitment Source is optional and only used for reporting purposes. 




  2. After clicking submit, the system will search through all learner accounts to find any that match the information entered in step 1. If the reviewer already has an account in the system, you will see it listed. If multiple accounts appear to select from, be sure to choose the correct account (Merging Accounts).




    If the reviewer does not have an account in the system, complete the required profile fields (First Name, Last Name, and Email), then select Continue.




  3. If the Manuscript Tracking Form was included in the Production Wizard, select manuscripts that learner has reviewed.
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  4. Indicate how many credit hours should be awarded.
    It up to the to admin to select the correct number of credits to be awarded for the number of manuscripts that the learner has reviewed. 
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  5. The data entry portion is now complete for this reviewer. The last step is to fulfill the qualified record using the Fulfillment tab, which will update the transcript and send the CME Certificate email.
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  6.  From the Fulfillment tab, select the qualified records and click Process Qualified.
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  7. Follow the fulfillment instructions.
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    Once the records have been fulfilled, the reviewers will receive an automatic CME certificate email, and their transcript will be instantly updated.

    CME Certificate email:
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    Updated Transcript:
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Production Wizard Glossary

Name Description Format Character
Limit
Internal Activity ID The internal activity identification number or name. If you do not have an internal identifier, you will need to create one. This must be unique for each activity in the Rievent Platform. Typically the Activity ID is part of the Activity Name. For example, if the Activity Name is 2017-MR01 - Rievent Journal of Neuroscience, then the Activity ID would be 2017-MR01.  Acceptable characters include letters, numbers, underscore, dot, and dash (hyphen).  No spaces are permitted.  Text or Number 53
Internal Activity Name (Same as Short Name) The Activity Name is how the activity will be listed in the Manage-Your-Program drop-down menu.  This name will not be exposed to learners. (Most customers prefer to preface the name with the Activity ID and decide to use the activity title or a truncated version of the activity title.) Text or Number  126
External Activity Title The full title of the activity as you would like it to appear on the certificates, CME Certificate emails and learners' transcripts.  Text or Number  512
Activity Start Date Enter the first day of the calendar year for the publication. In almost all cases, this will be January 1st.  MM/DD/YYYY -
Activity End Date Set the activity end date for the day you want to appear as the complete date on the certificate and/or transcript. Typically this is the last calendar day of the year. Even if the Activity End date is in the past, Administrators will still be able to process requests for credit. MM/DD/YYYY -
Min Credit The minimum number of credits a learner can claim. Number  5
Max Credit The max number of credits a learner can claim. Number 5
Increment Increment by which admins can issue credit to reviewers. For example, entering a 3 increment with a max of 15 and min of 3 credits will allow admins to grant 3, 6, 9, 12, or 15 credits.  Number  5
Credit Release Date The date the selected credit type will become available to learners. If left blank, this date will default to the program start date. MM/DD/YYYY -
Credit Expiration Date The date the selected credit type will no longer be available to learners. If left blank, this date will default to the program end date. MM/DD/YYYY -
Certificate Activity Accreditation Statement The information provided here will override the existing credit accreditation statement and be merged onto the applicable certificate. For more information on the Certification Management Tool and Accreditation Statement Merge Tag, click here.  Text or Number -
Manuscript Review Tracking Form An evaluation that can be used for tracking the specific manuscripts that a learner has reviewed for a specific publication.  Survey -

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