GUIDELINES – COLLABORATION FOR CME ACTIVITIES

CERTIFICATION/COLLABORATING/ORGANIZING OF CONTINUINING MEDICAL EDUCATION ACTIVITIES/MEETINGS

The function of the Caribbean College of Family Physicians – Regional (CCFP-Regional) when it accredits and seeks Continuing Medical Education (CME) on behalf of a pharmaceutical company or other organization is to ensure the quality, independence, and integrity of the educational content provided to healthcare professionals across the Caribbean region.

Accreditation

CCFP-Regional acts as an accrediting body that evaluates and approves CME activities offered by pharmaceutical companies or other organizations. The College establishes standards and criteria that all CME activities must meet to ensure adherence to best practices, scientific rigor, and educational effectiveness. This process includes review of the educational content, programme format, faculty qualifications, and instructional methodologies employed in the CME activity.

Quality Assurance

By accrediting CME activities, CCFP-Regional ensures that healthcare professionals receive educational content that is accurate, current, evidence-based, and relevant to clinical practice. The College verifies that educational material is scientifically sound and free from commercial or promotional bias from the pharmaceutical company or other organizing body.

Independence

CCFP-Regional plays a critical role in maintaining the independence and integrity of the CME process. Accredited activities must be designed to meet the educational needs of healthcare professionals and not to promote specific products, services, or commercial interests. This independence is essential for preserving professional trust and safeguarding the credibility of CME programmes.

Oversight

CCFP-Regional may monitor and evaluate the implementation of accredited CME activities to ensure compliance with established standards. Oversight may include participant feedback, programme evaluation, assessment of learning outcomes, and identification of opportunities for quality improvement.

By accrediting and collaborating on CME activities, CCFP-Regional promotes continuous professional development while ensuring that educational content meets high standards of quality, independence, and scientific integrity throughout the Caribbean region.

ACCREDITATION AUTHORITY

The Caribbean College of Family Physicians – Regional (CCFP-Regional) operates within a regional CME governance framework aligned with the MCJ-NCCME / CCFP-NCCME system and is approved to collaborate or co-organize medical meetings with local, regional, and international pharmaceutical and non-pharmaceutical organizations requiring CME accreditation.

Applications for accreditation or certification of CME meetings may be obtained through the CCFP-Regional Secretariat. For information on collaboration or co-organization, organizations are advised to contact the Secretariat.

REQUIRED DOCUMENTATION

(To be submitted at least eight (8) weeks prior to the scheduled CME activity)

Late submissions may result in delays in approval of CME credits or additional administrative costs.

Completed Online CME Application Form
The designated online application link must be used for completion and submission.
Detailed Programme Agenda
The agenda must include:
- Session titles
- Session times and duration
- Names and affiliations of presenters
- Total educational hours

Non-educational segments such as prayers, greetings, sponsor remarks, promotional segments, Q&A sessions, and breaks must be excluded from credit calculations.

Speaker Biographies
Biographical information must include qualifications, professional affiliations, and relevant experience. Presenters must be qualified subject-matter experts.
Learning Objectives
Clearly defined and measurable learning objectives that outline what participants are expected to learn and how the content will enhance clinical practice.
Presentation Summaries or Slides
Slide decks or presentation outlines must demonstrate that content is evidence-based, scientific, and non-promotional.
Disclosure of Conflicts of Interest (COI)
Signed disclosure statements must be submitted by all presenters and organizers, declaring any financial or commercial relationships.

Assessment Method
Indicate how learning outcomes will be assessed (e.g. post-tests, evaluations, feedback forms).

IMPORTANT NOTES

Opening or closing remarks are only creditable if delivered as a formal educational presentation aligned with the programme theme and submitted as part of the CME application.

Learning Objectives: Must clearly state what participants will learn and how it applies to medical practice.

Faculty Qualifications: Presenters must be appropriately qualified and demonstrate expertise in the subject matter.

Educational Methods: Programmes should employ best practices in adult learning, including didactic teaching, case discussions, interactive components, and practical application where appropriate.

Evidence-Based Content: Content must be grounded in current medical research and clinical evidence.

MEDICAL COUNCIL OF JAMAICA (MCJ) APPLICATION FEES

A two-tiered fee structure is applied by the Medical Council of Jamaica:

Duration of CME Event	MCJ Application Fee
≤ 4 Hours (Half-Day)	J$7,500.00
Full Day (> 4 Hours)	J$15,000.00

PRE-SUBMISSION CONSULTATION

Prior to submission, contact must be made with, and discussions held with, the President or the President’s Nominee. These discussions must address:

An outline of each presenter’s presentation, including objectives and scope

The rationale for the proposed meeting

Review of the programme agenda

CME ACCREDITATION FEE STRUCTURE AND ADMINISTRATIVE SERVICES

Organizations applying for Continuing Medical Education (CME) accreditation are required to remit accreditation fees in accordance with the category of applicant organization as outlined below.

A. Non-Affiliate / Pharmaceutical Organizations/Other organization not aligned to medical practice or teaching

Fee: US$489.00 per CME Activity Day

The fee includes the following administrative services:

Review and processing of CME accreditation application in accordance with Medical Council of Jamaica (MCJ-NCCME)/CCFP-NCCME standards and submission and approval for credit.
Coordination of communication between accrediting bodies regarding submitted application
One (1) complimentary electronic email/WhatsApp broadcast promoting the approved CME activity to the organization’s professional mailing database/Contact list.
Preparation, electronic distribution, and emailing of CME certificates to participants attending virtual and/or face-to-face activities.
Administrative coordination related to attendance verification and certificate processing.

Mandatory Submission Requirement
The organizing body shall submit the finalized attendance register in Microsoft Excel format, including:

Participant Full Name
Valid Email Address

Certificates will only be issued upon receipt of a complete and verified attendance list.

B. Affiliate Medical / Registered Academic Organizations/Medical Organization/Medical Practice

Administrative Fee: US$389.00 per CME Activity Day

The administrative fee includes:

Review and processing of CME accreditation application and submission to accrediting organization.
Co-ordination of communication with the Accrediting body regarding approval of CME Credits
One (1) complimentary email/WhatsApp broadcast promoting the approved CME activity.
Preparation and electronic distribution of CME certificates.
Administrative coordination of certification services.

Mandatory Submission Requirement
A finalized attendance register must be submitted in Microsoft Excel format, including:

Participant Full Name
Valid Email Address

General Administrative Conditions

Accreditation fees apply per approved CME activity day.
Accreditation approval is subject to full compliance with MCJ-NCCME accreditation requirements.
Certificate issuance timelines commence following:
- Confirmation of payment;
- Receipt of confirmation of approved credit from MCJ-NCCME and/or CCFP-NCCME and
- Receipt of finalized attendance records.
Incomplete or improperly formatted attendee lists may delay certificate issuance.

ON DEMAND CME ACTIVITIES

Virtual or Zoom-based CME activities are acceptable but must be structured similarly to face-to-face sessions, including interactivity, accurate time documentation, and an approved agenda.

On Demand Continuing Medical Education (CME) offerings after events have been hosted live, clarifications and guidelines:

Approval and CME Credits: Each CME event typically needs to be approved based on the specific content and presenters involved. Example: If you initially applied for sessions involving three speakers and received credits for that event, altering the format or number of speakers can impact the CME accreditation.
New Application Requirements: If you’re proposing to offer the recorded event with a different format (e.g., using only one speaker from each of the two events or combining two speakers from separate events), it’s likely you will need to submit a new application for accreditation. This is especially true if the educational content or the context of the sessions changes significantly.
Using a Single Speaker: If you decide to use only one speaker from the previously approved CME sessions, you also need to consider whether this speaker can adequately cover the educational objectives established for the original event. If the content remains consistent and does not deviate significantly, you may not need a new application.
On-Demand Considerations: Offering an on-demand session usually requires that the material adheres to the same standards as live presentations. If you modify the speaker lineup or the educational format, this could necessitate a revision of the CME application.
Consult the Accrediting Body: Given the complexities and the potential implications for accreditation, it is prudent to consult directly with us for CME credits.

Conclusion

In summary, it is likely that changing the speaker lineup or format may require a new application. To ensure compliance with CME accreditation standards and to provide the best possible educational experience, consult with the CCFP Secretariat for specific requirements and guidance. Recommendation: If you are offering a previously approved event on demand, it is recommended that the event be offered as it was offered at the initial event, otherwise a new application is necessary based on any proposed changes, from the initial event.

CREDIT ALLOCATION

Presenters receive twice the number of hours allocated to their presentation.

Attendees receive CME credits based on actual educational time attended.

CME hours do not include prayers, greetings, breaks, Q&A sessions, promotional segments, or sponsor presentations.

Provide the following documentation at least 8 weeks before the scheduled CME event (late submission will cause delay in approval of CME Credits):

Complete the Online CME Application Form
- Link will provide for completion and submission of the online application.
Detailed Program Agenda
- Include session times, speakers, titles, and total hours (excluding non-educational segments such as prayers, greetings, sponsor presentations, Q&A, breaks, etc.)
Speaker Biographies
- Include qualifications and affiliations for each presenter. Speakers should be qualified subject-matter experts.
Learning Objectives
- Clear, measurable goals that define what participants will learn and how the content improves clinical practice.
Presentation Summaries or Slides
- Slide decks or outlines to demonstrate evidence-based, non-promotional educational content.
Disclosure of Conflicts of Interest
- Signed statements from each presenter and organizer confirming disclosure of any financial or commercial affiliations.
Assessment Method
- Indicate how learning will be assessed (e.g., post-tests, feedback forms).

Contact must be made with/discussions held with the College’s President or Nominee advising him/her of proposed meeting to: – review of the meeting agenda, rational for meeting, and outline of the presenter(s) presentation which highlights the objective of the presentation. We encourage that applicants applying to host meetings to try to avoid clashes with another meeting. It is important that you call the secretariat to ascertain if your proposed meeting date is clear.

Important Notes

Accurate Learning Objectives: These should be clearly outlined what participants will learn and how it contributes to their medical practice.
Faculty Qualifications: Ensure that instructors are appropriately qualified in the subject matter and can demonstrate expertise.
Educational Methods: The program should employ best practices in adult learning, such as interactive activities, didactic sessions, case studies, and opportunities for practical application as relevant.
Evidence-based Content: Programs must use the latest medical research and clinical evidence, where applicable.
Online CME Activities: Zoom or virtual webinars are acceptable but must be structured similarly to face-to-face CME sessions, including interactivity and proper time documentation. The agenda must also be approved by the accredited organizer as with the face-to-face methodology
Credit Allocation: Presenters receive twice the number of hours allocated for their presentation. Attendees receive hours based on actual educational time in attendance at the event.
CME hours do not include opening/closing remarks (unless it is in a presentation format, in line with the theme of the event, and presented by one of the presenters whose information is submitted when making the request). NOTE: prayer, greetings, Q&A sessions, promotional segments, or breaks- not counted for credits.

Submission to Medical Council of Jamaica and or CCFP-NCCME

We will review all documentation and, upon compliance, submit the application to the MCJ’s Education Subcommittee and or CCFP-NCCME Sub-committee at least four (4) weeks in advance of the event.

Respond to Council Queries (If Any)

The MCJ or CCFP may request:

Providing further details about the educational program.
Clarifying the content or assessment methods.
Clarifying the intended audience
Clarifying the qualifications of the presenter
Updating the program to better align with council requirements.

Prompt responses are required from the co-organizer to avoid delays in approval.

Presentation should be of practical relevance and benefits to the Physicians, and not overtly biased to the Pharmaceutical products etc.

After discussion/review with College’s President/Nominee:

The Secretariat will include the relevant Medical Council of Jamaica fee (i.e. J$7,500 per day) in our invoice to the pharmaceutical company.

Pharmaceutical/other organization must submit applications via the CCFP online portal to the Secretariat in a timely manner prior to the event. A minimum timeframe of eight (8) weeks is required (but flexibility may be exercised depending on the exigencies of the situation). Applications submitted less that the minimum time-frame prior to a proposed event, may attract an additional administrative cost (US$50).

Pharmaceutica/other organization must prepare meeting agenda and submit together with application (using the link on this website – below). Invitation and presenter(s) bio data/CV and the meeting outline must be submitted online or via email. For Pharmaceutical organizations, no products or drug should be displayed on the Agenda.

Invitations should display the name or logo of the College as well as the pharmaceutical/other organization requesting credits for the event or meeting.

Invitation(s) should not have the name of any drug displayed thereon and if possible should carry the logo of the college and the Pharmaceutical/organization, where applicable.

It is recommended that an approved agenda be printed and handed out at the event (if physical meeting)/circulated electronically (for webinars).

A log of attendees with contact details and pre & post-test scores must be submitted to the Secretariat (if applicable)

CME Certificates are to be designed in conjunction with the organizing Association and should not have the name of any drug displayed thereon.

Certificates will not be issued without confirmation from the Secretariat that Credits have been confirmed by Medical Council of Jamaica/Caribbean College of Family Physicians (MCJ-NCCME/CCFP-NCCME).

Post-Event Obligations

Following MCJ and or CCFP approval and successful execution of the event:

A brief post-event report or survey results is required for quality assurance.

CME Certificates of Attendance/Participation

Accredited Organizer will issue certificates to all verified attendees, detailing approved CME hours and copy of the agenda on the reverse of the certificates

Record Keeping

The non-accredited organizer must submit an attendance register and participant evaluations and agenda used for event within 7 days after the event.

Presentation should be of practical relevance and benefits to the Physicians, and not overtly biased to the Pharmaceutical products etc.

It is recommended that Pre-test and post-tests are set by each Presenter and should be administered at the start and end of the meeting. Attendees are required to complete the pre and post-tests to receive certificates of attendance. For virtual events, it is recommended that attendees are in attendance at least for 85% of the webinar, to receive the full credit, otherwise the hours are prorated, based on logged-on time of the attendee.

It is recommended that an Executive of the College or their nominee be invited to attend the meeting to either, welcome, give opening remarks, moderate or give vote of thanks, if possible. Please indicate at the time of discussion of the meeting with the college’s president/nominee how/if he/she will facilitate at the event.

Timing of events/meetings should avoid clashes with events of Council Members on the Medical Association of Jamaica Annual Calendar (if events are being hosted from Jamaica).

Advisory of Approved CME hours will be sent by email to the pharmaceutical company/organization’s representative requesting the certification of the meeting. If we are required to email certificates on your behalf and you require a report /confirmation that certificates were emailed, please indicate when requesting meeting accreditation/collaboration, by sending a follow-up email to your online application.

Validity of Approved CME Credits

Approved Continuing Medical Education (CME) credits shall remain valid for a period of twelve (12) months from the official date of accreditation approval.

The accredited CME activity must be conducted within this twelve-month validity period.

Where a CME activity is not held within twelve (12) months of the approval date:

The previously approved CME credits shall automatically expire; and
The organizer shall be required to submit a new CME accreditation application for review and approval prior to hosting the activity.

This requirement applies equally to:

Live face-to-face CME activities
Virtual CME activities
Hybrid CME activities
On-Demand or Recorded CME sessions

For On-Demand educational activities, CME credits may only be awarded during the approved twelve-month accreditation period. Continued offering of the activity beyond this period requires re-application and re-approval of CME credits.

The accredited organization is responsible for ensuring compliance with all validity timelines established under Medical Council of Jamaica (MCJ-NCCME) accreditation standards.

NOTE: PLEASE NOTE THAT THE COLLEGE WILL PROMOTE/ADVERTISE THE MEETING BEING CERTIFIED FOR PHARMACEUTICAL AND/OR OTHER COMPANIES, BY ONE (1) COMPLIMENTARY EMAIL UP TO 500 PERSONS. ANY ADDITIONAL PROMOTION WILL BE AT AN ADDITIONAL COST TO THE PHARMACEUTICAL OR OTHER COMPANY, AND THE REQUEST MUST BE MADE AT THE TIME OF APPLYING FOR ACCREDITATION.

Certificate Distribution and Compliance

Emailing of CME Certificates

For compliance, verification, and audit purposes, all Continuing Medical Education (CME) certificates shall be issued and electronically distributed directly by the Secretariat of the accredited organizing body.

CME certificates will not be distributed by sponsors, third-party organizers, or external entities.

The centralized emailing of certificates by the Secretariat ensures:

Verification of participant attendance
Accuracy of CME credit allocation
Maintenance of official certification records
Compliance with Medical Council of Jamaica (MCJ-NCCME) accreditation standards
Proper audit trail and documentation control

Certificates shall be emailed only after confirmation of:

Verified attendance, and
Completion of all administrative requirements established by the accrediting organization.

NOTE: FOR COLLABORATIONS/PARTNERING, PLEASE CONTACT THE SECRETARIAT FOR RATES AND CHARGES

DEFINITIONS: AFFILIATES AND NON-AFFILIATES

*Affiliate and Non-Affiliate Classification

The Caribbean College of Family Physicians (CCFP) classifies organizations into Affiliates and Non-Affiliates to distinguish the nature of our collaborations:

Affiliates: These include medical organizations aligned with the practice of medicine, such as national and regional family medicine associations, healthcare institutions, and academic entities dedicated to advancing family medicine and primary care. Additionally, CCFP chapters in various countries are considered affiliates.

Non-Affiliates: These include pharmaceutical companies, healthcare product manufacturers, and other organizations that support healthcare delivery but are not directly aligned with medical practice. Organizations not related to medicine or healthcare, such as corporate sponsors, are also classified as non-affiliates.

This classification ensures transparency in our collaborations and reinforces our commitment to advancing family medicine and general practice within the Caribbean region.

CME Accreditation Review and Cost Adjustment Clause

The Caribbean College of Family Physicians (CCFP) periodically reviews and revises its Continuing Medical Education (CME) Accreditation requirements for the collaboration of CME activities. These reviews ensure compliance with evolving educational standards and best practices. Additionally, accreditation fees are subject to change based on market conditions and operational costs. CCFP reserves the right to adjust pricing as necessary and will provide timely notice of any revisions to stakeholders.

It is important that applicants read the most current CME Accreditation Guidelines each time an application is submitted to ensure compliance with the latest requirements and fee structures.

This guideline is valid for 12 months from the date of completion, after which a new and signed one must be submitted under the updated guidelines.

CONCLUSION

This collaborative framework upholds the standards of continuing medical education across the Caribbean while enabling pharmaceutical and non-accredited organizations to contribute meaningfully to professional development. Early engagement and strict adherence to timelines are strongly encouraged to ensure successful CME accreditation and delivery.

Effective February 1, 2026

Revised: January 29, 2026

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