How do you make sure your CE is documented and audit-ready for your state board?

Do you have a plan in place if your state board selects you for a CE audit? The best way to build that plan is to be aware of your state's CE accreditation requirements and standards, identify the best sources for CE that meets those requirements, and have a fool-proof system ready to go for documenting your CE. In these ways, you will be 100% ready if you are selected for a CE audit. 
 

 

 

CE standards can have many variations from state to state

 

 

 

What options are guaranteed to fulfill any state board requirements?

Of course, knowing what CE meets your state board's standards is a fundamental consideration. There are several options that meet some, many or all of your state board's requirements.

A widely accepted standard is the Registry of Approved Continuing Education (RACE) administered by the American Association of State Veterinary Boards. However, this is only one among several accepted means of CE accreditation. 

Most state boards issue their own approvals of CE, or they accept CE that is approved by another state board or state Veterinary Medical Association (VMA). In addition, there are regional VMAs that cover groups of states.

Also accepted in many states are CE courses that are:

  • delivered by accredited veterinary medical colleges,
  • approved by the American Veterinary Medical Association (AVMA), 
  • approved by AVMA recognized specialty or affiliated allied groups,
  • federal, state or local government agencies
  • and many more.

 

 

How to safeguard your documentation

Your CE provider will furnish you with a certificate showing that you have completed any given course. It's important to keep track of this documentation so that it is easy for you to retrieve when needed.

Are you willing to keep your CE documentation with a third party? What if they go out of business? What if they are hacked, or the records are otherwise lost?
 
What will you do if paper documentation is lost in a fire or natural disaster?
 
Options for maintaining your CE documentation can be as simple as using pen and paper to write down a record of the courses you've taken. You can also print out your CE certificates and keep them in a binder.
 
There are several tools available for you to help you keep track of your CE.
 
drip.vet CE Tracker
The drip.vet CE Tracker Tool provides you with the best of both worlds -- a file that you can store digitally or download and print as a hard copy. It is an easy-to-use template that allows both tracking and planning. The physical copy is accepted by most state boards.
 
Go to your state's CE Hub to download the Tracker Tool here. 

VIN CE Tracker
If you are a member of the Veterinary Information Network (VIN), you have access to their MyCE tool, in which you may track CE you've taken from VIN or other sources.

RACETrack/CE Broker
This service is offered through the AAVSB.
 

 

 

Selecting the best storage option

Your system for storing CE documentation should best fit your personal habits and work practices. If you're an email whiz or you manage all of your other files using cloud storage (i.e., Google Drive or iCloud), online storage solutions might be best for you. Then there is the old-school-but-reliable physical folder, which you can keep handy and pull out when needed, even when the internet is down or the power has failed. 

  Email Folder Cloud Folder Physical Folder
Pros Simple and easy to manage. Once the folder is set up, emails can quickly be filed there. Useful to set up and organize. Avoids stacks of hard-copy papers and can be accessed quickly. Reliable and fairly simple to safeguard or even maintain multiple copies. 
Cons Holds only emails and their attachments. Could be lost if there is a software glitch or power failure. If you're not in the habit of using cloud storage, it's easy to lose track of where you stashed a digital file. Also, vulnerable to internet outages, power failures, system hacks. Bulky and takes up physical space. Might be lost under a stack of unrelated files and papers.

In the end, it might be best to maintain a hybrid system -- one in which you keep both digital and hard-copy versions of your documentation. That way you always have a backup and have peace of mind in the knowledge that your CE documentation is safe and secure.