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Individual CE Accreditation

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Approved for development

Summary​

The Individual CE Accreditation process at AANP is designed to streamline the submission and management of accreditation applications for continuing education (CE) activities. This process facilitates applicants in providing all necessary details, uploading required documents, and managing their applications through an online system. The goal is to enhance the efficiency, transparency, and accessibility of the accreditation process, ensuring that educational activities meet the high standards set by AANP. The system will support automated notifications, online payment processing, and comprehensive reporting to provide a seamless experience for applicants and internal staff.

The American Association of Nurse Practitioners (AANP) manages applications for approved provider status in continuing education (CE) programs. Approved Providers are organizations or individuals who have demonstrated the ability to design, implement, and evaluate CE activities for NPs without prior review by AANP. This document outlines the business requirements for managing Approved Provider Applications within SM Apply and Salesforce Sales Cloud, ensuring a streamlined and efficient process.

I have divided tasks that should be completed in each system. Remember, we aren't looking to change the SM Apply process, just to integrate it with Salesforce where possible.

Requirements​

Accreditation Application Submission​

SM Apply:

  1. As an accreditation applicant, I should be able to submit accreditation applications online with required details, including activity type, presentation format, and activity role.
  2. As an accreditation applicant, I should be able to provide planner, faculty, moderator, and presenter disclosures directly through the system.
  3. As an accreditation applicant, I should receive automated notifications for application submission, review status, and approval or rejection.
  4. As an accreditation applicant, I should be able to upload marketing materials, session agendas, certificates of completion, and other required documents.
  5. As an accreditation applicant, I should be able to submit accreditation applications and supporting documents online.
  6. As an accreditation applicant, I should be able to update applications and communicate with AANP.
  7. As an accreditation applicant, I should be able to view the status of my applications and outstanding items.
  8. As an accreditation applicant, I should be able to save my application progress and continue at a later time to avoid losing data and improve the user experience.
  9. As an accreditation applicant, I should be able to access help documentation and support resources within the application system to assist with the submission process, including the Accreditation Policy Handbook and AANP CE Application Tips.
  10. As an accreditation applicant, I should be able to access and complete accreditation applications using mobile devices to increase accessibility and convenience.
  11. As an accreditation applicant, I should not be able to submit applications in languages other than English.

Aptify / Salesforce: 5. As an accreditation applicant, I should be able to pay accreditation fees online via credit card or other accepted payment methods, in accordance with the 2022 Accreditation Fee Schedule. 9. As an approved accreditation applicant, I should be able to receive notifications of upcoming/past-due fees. 10. As an approved accreditation applicant, I should be able to access reports on my approved activities. 11. As an approved accreditation applicant, I should be able to view a dashboard of my organization's accreditation details. 17. As an approved accreditation applicant, I should be able to add/update additional authorized contacts on my organization's account.

Activity Management​

SM Apply: 18. As an accreditation applicant, I should be able to manage multiple activities, view their statuses, and access related documentation within my profile. 19. As an accreditation applicant, I should be able to submit post-activity reports, including evaluation summaries and participant rosters, directly through the system. 20. As an accreditation applicant, I should receive reminders for upcoming deadlines related to application submission.

Aptify / Salesforce: 20. As an accreditation applicant, I should receive reminders for upcoming deadlines related to post-activity reporting.

Communication and Updates​

Aptify / Salesforce: 21. As an accreditation applicant, I should be able to receive communications about changes in accreditation standards, policy updates, and best practices. 22. As an accreditation applicant, I should be able to provide feedback on the accreditation process to help improve future interactions.

Internal Users (AANP Staff)​

Application Management​

SM Apply:

  1. As an internal user, I should be able to manage accreditation applications end-to-end in a single system from submission to approval.
  2. As an internal user, I should be able to receive and review accreditation applications, ensuring all required information and disclosures are provided.
  3. As an internal user, I should be able to track the status of each application and communicate with applicants for additional information or corrections.
  4. As an internal user, I should be able to approve or reject applications based on compliance with AANP accreditation standards.
  5. As an internal user, I should be able to automate the generation and delivery of approval letters, including the AANP accreditation statement.
  6. As an internal user, I should be able to track application status and send automated communications to applicants.
  7. As an internal user, I should be able to enforce data integrity checks to prevent duplicate applications and ensure consistency in records.

Financial Management​

Aptify / Salesforce: 8. As an internal user, I should be able to generate invoices for fees and track payments automatically, in line with the 2022 Accreditation Fee Schedule. 9. As an internal user, I should be able to view all applicant, organization, and activity details in one place. 10. As an internal user, I should be able to integrate the accreditation system with third-party systems for payment processing, such as financial software or payment gateways.

Record Management​

Aptify / Salesforce: 11. As an internal user, I should be able to maintain detailed records of all accredited activities, including applications, approvals, evaluations, and post-activity reports. 12. As an internal user, I should be able to access historical data for reporting and compliance purposes. 13. As an internal user, I should be able to manage the accreditation lifecycle, including renewals and updates to accredited activities. 14. As an internal user, I should be able to track and report on conflicts of interest in SM Apply and ensure they are mitigated according to AANP standards. 15. As an internal user, I should be able to manage commercial support and ensure compliancein SM Apply with rules regarding the separation of promotion and education. 16. As an internal user, I should be able to maintain an audit trail of all actions taken on accreditation applications, including submission, review, approval, and processed invoices, to ensure compliance and accountability.

Communication and Notifications​

SM Apply: 19. As an internal user, I should be able to configure automated reminders and notifications for applicants regarding application deadlines and post-activity reporting. 20. As an internal user, I should be able to send targeted communications to applicants about policy updates, accreditation standards, and best practices. 21. As an internal user, I should be able to collect and analyze feedback from applicants to continuously improve the accreditation process and user experience.

System Integration​

Aptify / Salesforce: 22. As an internal user, I should be able to integrate accreditation data with other AANP systems for seamless management of member profiles and educational resources.

Security and Access Control​

SM Apply: 23. As an internal user, I should be able to manage access control and permissions to ensure only authorized personnel can view, edit, or approve accreditation applications. 24. As an internal user, I should be able to configure data validation rules to ensure that all required fields are completed accurately by applicants.

Aptify / Salesforce: 25. As an internal user, I should be able to associate multiple contacts from an applicant organization to manage the account and track changes over time, with alerts when contacts leave.

Pricing Tiers​

Tier 1: AANP NPOs​

  • Description: Must be an AANP NPO member. Individual AANP members, please see Tier 3. After all 16 hours of AANP NPO member benefits are used during the membership year, pricing in the tables below will apply.

Tier 2: 501c Organizations​

  • Description: Nonprofit with federal tax exemption. Documentation is required.

Tier 3: Health Professions​

  • Description: Hospital systems, health care clinics, individual clinicians, government agencies, academic institutions, and professional associations.

Tier 4: All Other Organizations​

  • Description: Any organization that does not fall into Tiers 1-3, regardless of tax status. Example: Medical education or marketing and communication companies.

Nonrefundable Review Fees​

  • Review Fee:
    • Tier 1: $100
    • Tier 2: $150
    • Tier 3: $200
    • Tier 4: $300
  • Predetermination Review Fee:
    • Tier 1: $200
    • Tier 2: $300
    • Tier 3: $400
    • Tier 4: $500

Approval Fees​

  • Traditional:
    • Tier 1: $100
    • Tier 2: $150
    • Tier 3: $200
    • Tier 4: $300
  • Advanced:
    • Tier 1: $300
    • Tier 2: $450
    • Tier 3: $600
    • Tier 4: $1,000
  • Enduring:
    • Tier 1: $500
    • Tier 2: $750
    • Tier 3: $1,000
    • Tier 4: $2,000
  • Enduring Two-Year:
    • Tier 1: $800
    • Tier 2: $1,200
    • Tier 3: $1,600
    • Tier 4: $3,000
  • Innovative Approval:
    • Tier 1: $800+
    • Tier 2: $1,200+
    • Tier 3: $1,600+
    • Tier 4: $2,500+

Expedited Approval Fees​

  • Tiers 1-3: $200
  • Tier 4: $500

Assumptions​

  • All internal and external users will be included in the Personas definition.
  • Timelines will follow as outlined in each requirement.
  • The system will comply with AANP accreditation standards and policies.

References​

This document covers the essential business requirements for managing the AANP accreditation process in Salesforce. It ensures that the system supports both external applicants and internal staff in efficiently handling accreditation applications, maintaining compliance, and enhancing communication throughout the accreditation lifecycle.

Approvals / Signoffs​

Approvals / Signoffs​

RoleNameSignatureDate
Technical LeadJeff SikesApproved2024-07-10
StakeholderPat FrostApproved via email2024-07-10