CME policies, forms, etc.
I’m working on restructuring our CME process here at MLMC and wanted to see if you might be willing to share resources around how continuing medical education is handled.
The idea is to build a more structured approach to how CME time and funds are requested, approved, and tracked. Right now, we offer 40 hours of CME time off and $3,500 per year, but we’re running into recurring issues with unclear expectations, documentation gaps, and inconsistent reimbursement requests. I’d love to see how other MACHC members are handling this.
I’m specifically looking for:
Sample CME Policies (especially any language around limits, virtual courses, family travel, limits, approvals, or reimbursement eligibility)
Request/approval forms or processes
Reimbursement forms or processes
Tracking tools or processes (e.g., time off tracking, reimbursement workflows, etc. - including how it's documented in payroll/HRIS systems)
Any workflows or tips that have worked well—or things to avoid
Even quick notes or examples would be hugely helpful as I work to get this cleaned up.
Thank you so much in advance!
--
Lindsey Dilley, SHRM-CP
Human Resources Generalist
Benefits & HRIS
301-533-3300 x3525
Our Mission: To provide the highest quality health care to our Community regardless of ability to pay.
We tell providers they have to submit the request to their supervisor who then submits to the CEO/CFO for final approval before they pay to ensure it qualifies for reimbursement and to ensure they have enough funds remaining. We just have a simple travel reimbursement form to include travel expenses if they are necessary for CME. - Then once they get pre-approval, we have them provide proof of payment and CE certificates that are applicable for actual reimbursement.
We code timecard as CME; they have a bank like their PTO set up and they can use that and track their time off; and this resets on their anniversary date.
We have found this helps ensure we have all the necessary information on the front end, and if they don't follow that process, then they risk not getting reimbursed. We are also very clear that it is for the provider only, if they take family and extend their trip, they have to do so using PTO and their own funds.
We have included in the Travel Reimbursement Policy - **Note: Receipts must be provided in all cases before reimbursement can be made. Alcohol, entertainment, and other personal expenses including those incurred by a spouse, etc., are not reimbursable."
We also changed our policy to include that these expense allotments are not redeemable upon notice of separation. If they resign, they can't then submit for reimbursement of CME and expenses or request the time off after resignation has been received and any time approved prior to receipt of resignation would no longer be paid/reimbursable; the allocations are to maintain licensure while an employee of the Center. If that makes sense.
Also, these are use them or lose them benefits that do not allow for carryforward.
Hope this helps.