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Setting Up Sessions Within a MedEd Event

A MedEd event can be a single presentation, such as a lunch-and-learn where participants listen to a single speaker, or it can be composed of multiple individual sessions covering different subject areas. A session consists of a single class or meeting attended by one or more participants of a MedEd event. Because certain types of information are only associated with sessions, users must create at least one session for an event if they want to:

• Track speaker participation
• Associate one or more literature items with the event
• Associate materials or equipment items with the event
• Register participants for the event using their Physician Portal Web site and MedEd for Customers software

MedEd is designed to allow participants to register for individual sessions, whether at one-session or at multiple session events.

NOTE:  MedEd event participants can use the optional MedEd for Customers module to register for MedEd sessions at your Physician Portal Web site. However, participants can only register at the session level. For reasons of configuration flexibility, event-level registration must be entered manually in the Invitee Status field of the Invitee view tab.

The following procedure describes how to create a session for a MedEd event. Repeat this procedure for each required session.

To create a session for a MedEd event

1. Navigate to the MedEd screen, then the MedEd Events view.
2. In the MedEd Events list, drill down on an event.
3. Click the Sessions view tab.
4. In the Sessions list, create a new record, and complete the necessary fields.

   Some fields are described in the following table.

   Field	Comments
   CME Credit	Number of Continued Medical Education Credits (CME) that can be earned by attending the session. This field is not typically displayed on the Physician Portal Web site, but can be configured to do so as an implementation detail.
   End Date	Defaults to end date and time for the event that includes the session. However, for multiple session events, each session's end date and time can differ from the end date and time of the event. Typically, the time is the most important part of this setting. For MedEd for Customers, this field appears on the Physician Portal Web site.
   Location	Describes where the session will be held. Typically used to indicate a room name or number within a hotel, conference center, or other venue.
   Max Attendees	Indicates the maximum number of attendees for the session.
   Products	One or more products targeted for discussion during the session.
   Session Name	Name of the session within a multiple-session event. For single-session events, simply repeat the event name. For MedEd for Customers, this field appears on the Physician Portal Web site.
   Session Objective	Overall goal for the participants attending the session. For MedEd for Customers, this field appears on the Physician Portal Web site, but the field name is changed from Objective to Description.
   Speaker First Name	The application automatically supplies this value if a Speaker Last Name is selected. For MedEd for Customers, the value of this field combined with the value of the Speaker First Name and appears on the Physician Portal Web site.
   Speaker Last Name	Select the last name of the person giving a presentation during the session. For more information on managing contacts, see Creating a Contact. For MedEd for Customers, the value of this field combined with the value of the Speaker First Name and appears on the Physician Portal Web site.
   Start Date	Defaults to start date and time for the event that includes the session. However, for multiple-session events, each session's end date and time can differ from the end date and time of the event. Typically, the time is the most important part of this setting. For MedEd for Customers, this field appears on the Physician Portal Web site.
   Status	Indicates whether the session is active, canceled, completed, in progress, or inactive. For MedEd for Customers, this field appears on the Physician Portal Web site. Note: When the status is Completed, the event and its children records—such as Invitees, Sessions, Material, Activities, and Activity Plan—are locked.

To provide literature to event attendees, end users can associate literature with each session of an event. The MedEd administrator can also create an item in an activity template directing an event team member to make sure that there is adequate stock of the required literature items available. For more information about adding a literature item to the database, see Administering MedEd Literature.

To specify literature for a MedEd session

1. Navigate to the MedEd screen, then the MedEd Events view.
2. In the MedEd Events list, drill down on an event.
3. Click the Sessions view tab.
4. Drill down on the Session Name hyperlink for the session for which you want to specify literature.
5. Scroll down to the Literature list, and create a new record.

In addition to literature, each session can require certain equipment and other materials, such as flip charts, markers, projectors, and screens. You might want to create an item in an activity template directing an event team member to make sure that the required materials will be available.

To specify materials for a MedEd session

1. Navigate to the MedEd screen, then the MedEd Events view.
2. In the MedEd Events list, drill down on an event.
3. Click the Sessions view tab.
4. Drill down on the Session Name hyperlink for the session for which you want to specify materials.
5. Scroll down to the Materials list, create a new record, and complete the necessary fields.

   The new items appear in the Materials list.

For more information about adding a materials item to the drop-down list of available items, see MedEd Lists of Values. Drop-down values are normally added and maintained by an administrator.