PT - THE PHYSICAL THERAPY ADVISOR
A Newsletter from the Physical Therapy Advisory Committee
Oklahoma State Board of Medical Licensure and Supervision
Fall 1999
Vol 3, Number 2
Continuing Education Audit Process
by Margy Gillispie, PT
December 1, 1999, applications for renewal of Oklahoma physical therapy licenses will be sent out. Along with these, a random selection of 30% of the physical therapists and physical therapist assistants (484 PTs and 175 PTAs) will receive letters notifying them that they have been selected for audit of compliance with continuing education requirements. All licensees licensed prior to February 1, 1999 must complete the reverse side of the application. This includes listing the title, date, location and number of contact hours for each Category A (minimum of 10 contact hours are required) and each Category B continuing education unit. Any falsification of the information or failure to comply with continuing education requirements may result in revocation, suspension or other restriction of your license.
If you are selected for audit, proof of your continuing education between February 1, 1998 and January 31, 2000, must be received by the Board on or before December 31, 1999 to be in compliance with OAC 435:20, Subchapter 9.
Proof of Category A units (formal educational opportunities) can be the CEU (Continuing Education Unit) certificate, letter from the Board pre-approving CEUs, evidence of full-time course work (relevant to the field of physical therapy) or proof of APTA specialty certification.
Proof of Category B units are pre-approved CEUs from the Board or the following:
¯ Study Groups _ Evidence of a minimum of four participants and four hours of participation, full description including outline of topics and subtopics, bibliographical citations or copies of printed materials, time and place of study, methods used, number of hours of credit sought. A fifty (50) minute instructional period equals one contact hour.
¯ Self-instruction (limit two contact hours) _ A written summary of professional literature, correspondence course, video or audio program and/or objectives sufficient to provide information for evaluation of clinical relevance to the field of physical therapy. One professional article or each chapter in a book equals one contact hour.
¯ In-service training _ Date, time, place and written summary sufficient to provide information for evaluation of clinical relevance to the field of physical therapy. Job required training sessions such as HIV, safety, CPR, etc., do not qualify.
¯ Subject matter meetings (guest lectures and special conferences held within an institution) _ Date, time, place and written summary sufficient to prove clinical relevancy to the field of physical therapy.
¯ Academic course work _ Evidence of receiving a "Pass" or at least a "C" in a course that will enhance the practice of physical therapy (or auditing a course in which there is a certified record of attendance) equals three (3) contact hours for each credit hour.
¯ Presentation of an original program _ Date, time, place, written objectives, program agenda with breakdown of time spent in instruction periods. One fifty (50) minute instructional period equals two contact hours.
¯ Publication _ Submit publication. Each published paper and/or chapter may receive a maximum of fifteen (15) contact hours. Each published abstract and/or book review may receive a maximum of ten (10) contact hours. Each published case study/report may receive a maximum of ten (10) contact hours.
The Physical Therapy Committee will meet January 11th to review documentation of each audited individual for compliance with continuing education standards. Those found to be in compliance will be notified by regular mail. Those found not to be in compliance will be notified, by certified mail, within five working days following the determination of non-compliance. They will be given specific information concerning areas of deficiency, what further information is needed to bring them into compliance, given opportunity to submit additional documentation and/or requested to appear in person at the next Physical Therapy Committee meeting, February 3, 2000.
If an extension is needed, the request must be received by December 31, 1999, to avoid a lapse in licensure. Requests for extensions will be reviewed at the time of audit, January 11th. Requests made after December 31st will not be acted upon until the next Committee meeting, February 3rd, following which the Committee's recommendations must be approved by the Board of Medical Licensure and Supervision. This will cause a lapse in your license of a minimum of 1 _ 4 weeks. In the case of lapse in your license, your employer also will be notified.
Survey Says . . .
By Kelley Finley, MAS, PT
As the deadline for obtaining the required 20 contact hours (2.0 CEUs) for license renewal comes to a close, I conducted an informal survey of Oklahoma licensed PTs and PTAs to elicit responses to the new licensing regulation.
Therapists surveyed commented that the 20 contact hour requirement over a 24-month period was not a challenge to acquire. Many noted that there have been more choices of continuing education courses than in previous years. It was pointed out that physicians are required to accumulate 150 hours over a three-year period and CPAs are required to have 50 hours per year. Many therapists have gone past the minimum of 20 hours and would like to see the number of required contact hours gradually increased to mirror the level of professional health care we supply.
Many employers continue to be committed to continuing education and promoting clinical advancements despite cutbacks in budgets. Some facilities continue to assist in reimbursing CEU costs as an employee benefit and supply approved, in-house continuing education at no cost to their employees.
Several therapists credited the OPTA with providing reasonable continuing education opportunities at the Annual and Mid-Year meetings, open to all PTs and PTAs and discounted for members. The Western District offered a teleconference meeting that provided one contact hour at no cost to APTA members and a nominal $10 for non-members. The Eastern District offered discounted workshops at various locations ranging in six to ten contact hours.
Deciding factors to attend a workshop are in order of preferences:
Content _ Therapists are selecting a variety of topics to improve their clinical and professional skills and then in-service other staff members to share the knowledge. Course selection is based on content and instructor credentials.
Location _ More and more therapists are choosing workshops in Oklahoma to decrease travel expenses. One advantage that PTs and PTAs in the larger cities have is location, location, location. (As a rural practitioner, I have worked on ways of bringing continuing education opportunities to me. For example, self-study or group study, sales representatives offering pre-approved workshops in areas of their expertise such as wound care, and the APTA offers continuing education on their web page for self-instruction hours.)
Price _ Average cost for 10 contact hours was $200.00 which, broken down over a 24-month period, worked out to $16.60 per month. Based upon the response of the survey, the amount that PTs and PTAs have been out of pocket has ranged from no-cost to $1,300. The majority of therapists have spread out the continuing education cost over the entire two-year period.
Date _ Weekends were preferred because there was not a loss of work time. One PTA credited the University of Oklahoma with providing a Saturday workshop approved for six contact hours, price $75.
Oklahoma Administrative Code
Title 435 Chapter 20
SUBCHAPTER 9. CONTINUING EDUCATION
Section
435:20-9-1. Definitions
435:20-9-2. Continuing education requirements for renewal
435:20-9-3. Continuing education categories
435:20-9-4. Guidelines for the audit process
435:20-9-1. Definitions
The following words and terms, when used in this SubChapter, shall have the following meaning, unless the content clearly indicates otherwise:
- "APTA" means the American Physical Therapy Association.
- "Board" means the Board of Medical Licensure and Supervision.
- "Compliance period" means the initial compliance period from February 1, 1998 through
January 31, 2000 and each successive two year period.
"Continuing education" means those appropriate learning experiences physical therapists and physical therapist assistants undertake to expand their scope of knowledge beyond the basic preparation for the profession of physical therapy and should be related to one of four areas: administration, education, patient care, or research.
"One (1) contact hour" means one 50 minute instructional period.
"One (1) Continuing Education Unit or CEU" means ten (10) contact hours.
"OPTA" means the Oklahoma Physical Therapy Association.
"Pre-approval" means the continuing education experience has received approval prior to the end of the compliance period.
[Source: Added at 14 Ok Reg, eff 9-10-97 (emergency); Added at 15 Ok Reg 1026, eff 5-26-98]
435:20-9-2. Continuing education requirements for renewal
(a) Beginning with the renewal period ending January 31, 2000 and every two years there after, the applicant for renewal of licensure shall sign a statement indicating whether or not continuing education requirements have been fulfilled for the preceding two year period.
(b) Beginning with the renewal period ending January 31, 2000, and every two years thereafter, physical therapists and physical therapist assistants seeking to renew their Oklahoma license must show evidence upon request of having obtained twenty (20) contact hours of approved continuing education experiences. Ten (10) of the required hours must be Category A as set out in subsection 435:20-9-3(a) except as provided in 435:20-9-3. No continuing education hours may be carried over from one compliance period to another.
(c) Any applicant for renewal who cannot meet the requirements for continuing education may make a written request for an extension from the Board. The request shall include a plan for completion of the continuing education requirements within the requested extension period. An extension with a temporary license for a period of up to one calendar year may be granted if circumstances make it impossible or extremely difficult for the applicant to obtain the required continuing education hours. Such circumstances may include, but are not limited to, extended illness, family emergency, etc.
(d) Each licensee is responsible for maintaining evidence/proof/record of participation in a continuing education experience for a minimum of four years. Notarized copies of such proof shall be submitted to the Board upon request. Such proof shall include:
(1) date, place, course title, schedule, presenter(s), etc.,
(2) number of contact hours for activity,
(3) proof of completion, such as abstracts, certificates of attendance, or other certification of completion.
(e) Any physical therapist or physical therapist assistant initially licensed in Oklahoma during the second year of an accounting period shall be exempt from the continuing education requirements for that first renewal period.
(f) The Physical Therapy Committee shall conduct random audits of the continuing education records of the number of licensees that time and resources permit. The Physical Therapy Committee may appoint a subcommittee to review audits and requests for approval of continuing education experiences and make recommendations to the Physical Therapy Committee for disposition.
(g) Penalties for failure to comply with continuing education requirements may be assessed after notice and hearing as required by law. Penalties may include imposition of additional continuing education contact hours, probation of license, suspension of license, or revocation of license.
[Source: Added at 14 Ok Reg, eff 9-10-97 (emergency); Added at 15 Ok reg 1026, eff 5-26-98]
435:20-9-3. Continuing education categories
A minimum of ten (10) contact hours must be acquired from Category A. Physical therapists and physical therapist assistants working less than 250 hours per year may request permission to earn all contact hours from Category B.
(1) Category A - formal educational opportunities
(A) Pre-approval not required for guaranteed credit:
(i) Continuing education that is offered or approved by the APTA and/or its components, or has been approved by other U.S. physical therapy licensing bodies which also require continuing education;
(ii) Full time course work after being accepted into a bachelor's, master's or doctoral physical therapy program;
(iii) APTA specialty certifications (receiving certificate will be equivalent to one CEU).
(B) Pre-approval required for guaranteed credit: Workshops or seminars not approved as outlined in 435:20-9-3(1)(A)(i) or those conducted by other agencies such a JCAHO, the American Arthritis Foundation, the American Medical Association, American Academy of Orthopedic Surgeons, etc., or workshops in other states not requiring continuing education. To receive approval for CEU's the licensee must provide the following materials regarding the program for which credit is sought:
(i) A program agenda showing a breakdown of time spent in instruction periods, break time, meals, etc. or, in the case of film or tape presentation, duration, title, and a brief summary of presentation;
(ii) A statement of the program's goals and objectives sufficient to provide information for evaluation of relevancy and practical application to the field of physical therapy;
(iii) Documentation of instructor background/expertise;
(iv) locations of the program, include the location city, state, and zip, name and phone number of contact person.
(2) Category B - other. It is recommended that continuing education in this category be pre-approved. Pre approval is required for guaranteed credit except for courses offered or approved by the APTA and/or its components. An Application for Approval of Continuing Physical Therapy Education form must be submitted to and approved by the Board. The following information will be included with the form: abstract/summary; goals and objectives sufficient to provide information for evaluation of relevancy and practical application to the field of physical therapy; speaker qualifications (relevant to the field of physical therapy); method of certifying attendance; contact hours, copy of published material (if applicable). Individual participants are responsible for maintaining these records.
(A) Study groups - A series of meetings designed for intense study in a physical therapy related topic. A minimum of four participants and four hours of participation are required for continuing education eligibility. Those seeking approval for a group study project shall submit a full description including an outline of the topics and subtopics, bibliographical citations or copies of the printed materials, a time and place of study, the methods to be used, the number of hours of credit sought, and any other information relevant to the evaluation of the proposed projects. A fifty (50) minute instructional period will equal one contact hour.
(B) Self instruction - This may include but not be limited to activities such as reading professional literature, correspondence courses, video programs and listening to audio programs relating to physical therapy practice. Video and audio programs - 50 minutes of running time equals one contact hour. One professional article or each chapter in a book will equal one contact hour. Limit two (2) contact hours per compliance period with the exception of those licensees approved by the Board to earn all continuing education hours in Category B as provided in 435:20-9-3..
(C) In-service training - An educational presentation pertaining to enhancement of physical therapy skills in evaluation, assessment or treatment of patients, provided by a practice setting. Job required training sessions such a HIV, safety, CPR, etc. will not qualify. One fifty (50) minute instructional period equals one contact hour.
(D) Subject matter meetings - Special and non-routine educational opportunities such as guest lectures and special conferences held within an institution. One fifty (50) minute instructional period equals one contact hour.
(E) Academic course work - Receiving "pass" in a pass/fail course or at least a "C" in a course that will enhance your professional practice. Courses may be audited provided there is a certified record of attendance. Each credit hour equals three contact hours.
(F) Presentation of program - A licensee who presents an original continuing education program targeted towards peers and other health care professionals may receive continuing education credit. No credit shall be given for repeated presentations. Reiteration of information obtained from attendance at a continuing education program will not qualify. One fifty (50) minute instructional period equals two contact hours.
(G) Publication - Writing for professional publication may be awarded continuing education credit. Actual number of contact hours accredited will be determined by the Committee.
(i) Each published paper and/or chapter may receive a maximum of fifteen (15) contact hours.
(ii) Each published abstract and/or book review may receive a maximum of ten (10) contact hours.
(iii) Each published case study/report may receive a maximum of ten (10) contact hours.
(H) Activities not accepted - Learning opportunities not listed above may be considered for continuing education credit, but will require preapproval. However, the following are some examples of activities that will not be accepted:
(i) Regularly scheduled education opportunities provided within an institution, such as rounds.
(ii) Staff meetings.
(iii) Meetings, workshops or seminars held by personnel with less medical training than registered physical therapists or physical therapist assistants.
(iv) Publications for the lay public.
(v) Presentations to lay groups and non-professionals.
(vi) Teaching personnel, students or staff within one's job requirement.
(vii) Non-educational meetings, entertainment or recreational activities at professional meetings.
(viii) APTA, chapter or section offices or committee appointment.
(ix) All employment responsibilities, such as in-service type meetings, shall be excluded. This will include job required training sessions such as HIV, safety, CPR, etc.
[Source: Added at 14 Ok Reg, eff 9-10-97 (emergency); Added at 15 Ok Reg 1026, eff 5-26-98; Amended at 16 Ok Reg 390, eff 10-6-98 (emergency); Amended at 16 Ok Reg 1230, eff 5-14-99; Amended at 16 OK Reg, eff 8-25-99 (emergency)]
435:20-9-4. Guidelines for the audit process
(a) The Physical Therapy Committee shall determine the number of licensees whose continuing education shall be audited. Selection shall be random and notice of audit sent at least sixty (60) days of the licensure renewal deadline.
(b) Those being audited have thirty (30) calendar days from the date of the letter of notification to submit proof of continuing education to the Board.
(c) The Physical Therapy Committee or its appointed sub-committee shall review the documentation of each individual for compliance with established continuing education standards.
(d) Those found to be in compliance shall be notified.
(e) Those found not to be in compliance shall be notified, by certified mail, within (5) working days following the determination of non-compliance. They will be given specific information concerning areas of deficiency, what further information is needed to bring them into compliance, given opportunity to submit additional documentation and/or appear in person at the next Physical Therapy Committee meeting.
(f) A summarized report shall be submitted to the Physical Therapy Committee listing the names of those audited who are in compliance with continuing education requirements. Those not in compliance shall be listed with notation of deficiencies found and/or recommendations.
[Source: Added at 14 Ok Reg, eff 9-10-97 (emergency); Added at 15 Ok Reg, eff 5-26-98]
CEU RUMORS ABOUND: FACT or MYTH?
by Carla Hinkle, PTA and Vince Lepak, PT
As PT Committee members, we have received many questions regarding CEUs and the audit process. Here are a few of the common myths we've run across and the facts to clarify:
MYTH: "I don't have any CEUs, but I don't need to worry. They'll never get around to checking me."
FACT: While the audit will involve 30% of the PTs and 30% of the PTAs in Oklahoma, EVERYONE will be required to list their courses on the reverse side of their licensure renewal form and sign that the information is true before receiving their renewal card.
MYTH: "I only work part-time [or I'm retired] so this doesn't apply to me."
FACT: The CEU requirements apply to ALL Oklahoma licensed PTs and PTAs. A person working less than 250 hours per year may request permission to earn all contact hours from Category B. The typical request that we grant is a documented medical necessity. Staying home to raise children is not an acceptable request.
MYTH: "I go to every hospital in-service and I've had my CPR training this year. I'm done."
FACT: 435:20-9-3(2)H Activities NOT accepted:
(i) Regularly scheduled education opportunities provided within an institution, such as rounds.
(ii) Staff meetings.
(iii) Meetings, workshops or seminars held by personnel with less medical training than registered PTs or PTAs.
(iv) Publications for the lay public.
(v) Presentations to lay groups and non-professions.
(vi) Teaching personnel, students or staff within one's job requirement.
(vii) Noneducational meetings, entertainment or recreational activities at professional meetings.
(viii) APTA, chapter or section offices or committee appointment.
(ix) All employment responsibilities, such as in-service type meetings, shall be excluded. This will include job required training sessions such as HIV, safety, CPR, etc.
MYTH: "Everyone licensed in Oklahoma must have 2 CEU before their license can be renewed."
FACT: If you were issued your license in Oklahoma after February 1, 1999 you are not required to show proof of your CEUs until the year 2002 for your licensure renewal. If licensed in Oklahoma before February 1, 1999 you are required to show proof of obtaining 2 CEUs (20 contact hours) before your license renewal in January 2000.
MYTH: "There are no courses offered in my area that are reasonable."
FACT: Many of the universities, colleges, local area hospitals, and OPTA offer courses at reasonable costs.
MYTH: "It's just the first time, they're not serious."
FACT: 435:20-9-2(g) Penalties for failure to comply with continuing education requirements may be assessed after notice and hearing as required by law. Penalties may include imposition of additional continuing education contact hours, probation of license, suspension of license, or revocation of license.
MYTH: "I don't know what I need to send in for preapproval."
FACT: Every person who is licensed in Oklahoma received a copy of the law and the rules and regulations with their 1998 licensure renewal application. It is a white pamphlet with a blue edge on the left. Under the rules and regulations, you will find what supportive documentation is necessary for the committee to review your request properly. If you need another copy of the Practice Act, you can request a copy from the Oklahoma State Medical Licensure Board and Supervision at P.O. Box 18256, Oklahoma City, Oklahoma, 73154 or (405) 848-6841. [See center insert for continuing education rules]
MYTH: "I earned 4 CEUs from category A this year so I am set until 2004."
FACT: CEU credits are not transferable from review period to review period.
MYTH: "I teach CEU courses so I have all the units I need."
FACT: Not all teaching efforts count as CEUs and even those that do are Category B. A licensee who presents an original continuing education program targeted towards peers and other health care professionals may receive CEU credit. There is no credit for repeated presentations. It is recommended that any Category B CEU be pre-approved for guaranteed credit.
SUMMIT '99
By Linda Resnick MED., PT
Seventy-eight individuals gathered in September to consider issues concerning public protection and to provide direction to the leadership of the Federation of State Boards of Physical Therapy (FBSPT) over the next three to five years.
The Federation protects the public by promoting safe and competent physical therapy practice. Its members are the various Boards (53) that license and supervise the practice of physical therapy. Summit participants were physical therapists, Board administrators, physical therapist assistants and public members of the Boards.
After achieving many previous goals in its first 10 years, it was time to revisit the mission and the organizational structure of FBSPT. Vince Lepak and I represented Oklahoma and participated in an intense, but great, 3-day process. Some of the resulting recommendations and priorities are highlighted below:
* New vision and mission statements affirming a proactive role by the FBSPT were developed.
* Focus continues on examinations, entry, competency, reentry, foreign-educated, etc.
* Continuing Competence/Quality Assurance.
Providing models for testing or peer review or training to verify practitioners'
competence
* Promote standardization of laws governing practice, i.e., Model Practice Act, etc.
* Improving the National Data Base to ensure availability of disciplinary information; to facilitate the reciprocity licensing process; to deal with telehealth, etc.
* A number of governance changes to broaden participation and improve efficiency of operations.
* A number of educational and electronic strategies to continue and improve communication and to increase knowledge of the (FBSPT) and its functions.
The Summit group was a "think tank" and its recommendations advisory; the decision-making body of the Federation is its Delegate Assembly. Vince Lepak will be Oklahoma's Delegate this April. If you have opinions or wish to know more about some of these areas, please talk with Vince. It was an honor and a pleasure to "future-think" with such a wonderful and impressive peer group.
