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Uniformed Services Academy
of Family Physicians
2014-2015
Board of Directors
Orientation Manual
BOARD ORIENTATION MANUAL
Table of Contents
CHAPTER 1
USAFP Vision/Mission Statements and Goals and Objectives . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
CHAPTER 2
USAFP Bylaws . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
CHAPTER 3
USAFP Policy Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Board of Directors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Committees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Constitution/Bylaws and Strategic Charter Committee . . . . . . . . . . . . . . . . . . . . . . .15
Clinical Investigation Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Disease Prevention and Health Promotion Committee . . . . . . . . . . . . . . . . . . . . . . . 16
Education Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Executive Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Practice Management Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Medical Informatics Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18
Membership and Member Services Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Nominating Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Operational Medicine Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Annual Meeting Program Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Resident and Student Affairs Committee. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Special Constituencies Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Website Committee . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
USAFP Awards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24
Travel Funding Policies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Financial Reserve Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
Balanced Budget Policy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
CHAPTER 4
2013 Board of Directors Meeting Minutes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
CHAPTER 5
USAFP Strategic Plan . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55
CHAPTER 6
AAFP State Chapter Dues . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
AAFP State Chapter Membership Statistics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
CHAPTER 7
Tri-Service Family Medicine Residency Programs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
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BOARD ORIENTATION MANUAL
CHAPTER 1
USAFP Vision and Mission Statement
VISION
The USAFP will be the premier professional home that provides services to
enhance the experience of current and future Uniformed Family Physicians.
MISSION
The mission of the USAFP is to support and develop Uniformed Family
Physicians as we advance health through education, scholarship, readiness,
advocacy, and leadership.
GOALS
Goal 1: Membership. Sustain membership and enhance membership services.
Goal 2: Operational. Enhance Uniformed Family Physicians’ and service
members’ capabilities to excel in all operational environments.
Goal 3: Educational. Provide quality education for our members: anytime,
anywhere.
Goal 4: Scholarship. Promote and facilitate scholarship.
Goal 5: Leadership. Develop leaders and mentors.
Goal 6: Advocacy. Advocate for the interests of the Uniformed Family Physician,
our patients, and an improved healthcare system.
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BOARD ORIENTATION MANUAL
CHAPTER 2
USAFP Bylaws
USAFP Bylaws
CHAPTER I: Election of Members
SECTION 1.
The members of this chapter of
the AAFP shall include the following: (1)
active members, (2) resident members,
(3) student members, (4) supporting
members, (5) inactive members, and (6)
state adjunct members. To hold
membership in the USAFP, the individual
must be of high moral and professional
character.
SECTION 2.
ACTIVE MEMBERS -- The
following shall be eligible for membership
in this organization provided they meet
the qualifications and conditions set forth
in the Bylaws of the American Academy
of Family Physicians: Family Physician
members of the Uniformed Services
serving on active duty and former
members of the Uniformed Services who
currently work within a military facility.
Election to active membership
shall be for a maximum period of three
(3) years, at the expiration of which the
member shall be eligible for re-election
by the Board of Directors. No member
shall be re-elected to membership who
has not earned a minimum of one
hundred fifty (150) credits of
postgraduate study acceptable to the
Board of Directors within the preceding
three (3) year period.
Any member failing re-election
to membership may be reinstated by the
Board of Directors provided he/she has
fulfilled the requirements set forth in this
section and has paid any delinquent and
current dues. Active members who are
dropped because they failed to meet the
postgraduate studies requirement may
be placed in the affiliate membership
category.
Active members shall be entitled
to vote in chapter affairs, may hold office
in accordance with chapter bylaws, may
be a member of a chapter committee and
may have the privilege of the floor at the
Annual Business Meeting.
SECTION 3.
SUPPORTING MEMBERS Physicians in specialties other than
family medicine must meet criteria
established by the AAFP Board of
Directors. Criteria are based on activities
that support and enhance the family
medicine specialty.
SECTION 4.
RESIDENT MEMBERS -Physicians in training in an ACGMEapproved Uniformed Services family
medicine residency may be elected to
resident membership in the same
manner as provided for the election of
active members. In addition, graduates
of approved residencies that extend their
training immediately upon completion of
the family medicine residencies and who
serve full time in extended structured
supervised programs of at least one (1)
year in duration shall be considered
family medicine residents and may be
elected as resident members. Election to
such membership shall be for the
duration of one's residency or extended
training.
Upon completion of residency
training, and upon verification of eligibility
for Active membership, Resident
members automatically shall be
transferred to Active membership.
Resident members shall be
entitled to vote in chapter affairs, may
hold office in accordance with chapter
bylaws, may be a member of a chapter
committee and may have the privilege of
the floor at the Annual Business Meeting.
SECTION 5.
illness, accident, or infirmity or who are
totally retired from the practice of
medicine with less than twenty (20) years
continued membership in the USAFP
may be elected to inactive membership
by a majority vote of the Board of
Directors. However, no person may hold
inactive membership who does not hold a
current medical license when such
license has been revoked as a result of
disciplinary action.
Election to inactive membership
shall be for a maximum of one (1) year
unless the member is totally retired.
Totally retired members need not be reelected annually. Inactive members shall
not be required to meet postgraduate
requirements.
Inactive members may not have
the right to vote, hold office, or be a
member of a chapter committee, but shall
have the privilege of the floor at the
Annual Business Meeting.
Active and resident members
who interrupt their practice or residency
training due to extenuating
circumstances may be elected to inactive
membership.
SECTION 6.
STUDENT MEMBERS -Students enrolled in the Uniformed
Services University of Health Sciences or
the Health Professions Scholarship
Program may be elected to student
membership. Election to student
membership shall terminate upon
graduation from medical school.
Student members elected to the
Board of Directors shall have full voting
privileges on the Board. Otherwise,
student members shall not be entitled to
vote, hold office, or be a member of a
chapter committee, but may have the
privilege of the floor at the Annual
Business Meeting.
INACTIVE MEMBERS -Members incapacitated by reason of
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BOARD ORIENTATION MANUAL
USAFP Bylaws continued
SECTION 7.
STATE CHAPTER ADJUNCT
MEMBERS - The Uniformed Services
Chapter recognizes the benefit to certain
individuals to be offered the category of
Adjunct Membership. Active members in
good standing of a constituent AAFP
chapter who are separated or retired
from the uniformed services, or who
serve in the guard or reserve may apply
for membership as Adjunct Members.
Residents who are enrolled in full-time
out service or civilian-deferred residency
training as well as students who are
enrolled in the Health Professions
Scholarship Program and are members
in good standing of a constituent AAFP
chapter and prefer to maintain that
membership as their primary affiliation
may apply for membership as Resident
Adjunct Members and Student Adjunct
Members respectively.
State Chapter Adjunct members
shall not be entitled to vote, hold office,
or be a member of a chapter committee,
but shall have the privilege of the floor at
the Annual Business Meeting.
SECTION 8.
Any member who changes
his/her occupation or status in such a
manner as to render him/her ineligible for
membership in this chapter may resign or
be stricken from the roll of the USAFP by
action of the Board of Directors. Under
unusual circumstances and on an
individual basis, the Board of Directors by
a two-thirds (2/3) vote may waive the
payment of dues and may make
exceptions to the foregoing membership
rules and requirements.
SECTION 9.
AGREEMENT -- Acceptance of
membership in the USAFP shall
constitute an agreement by such member
to comply with the Bylaws and to
recognize the Board of Directors as the
sole and only judge of the right to be or
remain a member subject to the right of
appeal to the AAFP.
All rights, title, and interest--both
legal and equitable--of a member in and
to property of this organization shall
cease in the event of any of the following:
(a) the expulsion of such member, (b) the
striking of his/her name from the roll of
members, or (c) his/her death or
resignation.
CHAPTER II: Dues and Admission
Fee
SECTION 1.
Dues for active members shall
be fixed by a two-thirds majority vote of
the Board of Directors , They are due and
payable upon election to membership
and payable in advance on the first day
of each subsequent year so long as the
member shall remain a member in good
standing.
SECTION 2.
An admission fee specified by
the AAFP shall be paid by all new active
members, said fee to be forwarded
together with the first year's dues to the
Executive Vice President of the American
Academy of Family Physicians
accompanied by the candidate's
membership application. The total sum
shall be refunded in the event his/her
application is not approved.
SECTION 3.
The Board of Directors shall fix
the dues of members of other categories.
These members may be required to pay
such dues to the American Academy of
Family Physicians as may be prescribed
by Bylaws of that organization.
SECTION 4.
Special assessments may be
applied equally to all members by a twothirds (2/3) majority vote of the members
of the Board of Directors, provided that
no assessment shall be in excess of
twenty-five dollars ($25.00) annually.
SECTION 5.
Any member whose dues or
assessments are unpaid by July 31 shall
be considered delinquent and ineligible
to vote or to hold office. Such members
shall be so notified by the AAFP by
certified mail (or such other manner as
member's duty station permits) to the
member's address of record. Unless
payment is received within thirty (30)
days thereafter, the member's name will
be stricken from the membership roll. If a
member thus stricken from the roll shall
pay the amount due prior to the end of
the ensuing calendar year, the Board of
Directors may, at its discretion, reinstate
said member.
If at the end of the ensuing
calendar year the amount due remains
unpaid, the member whose name has
been stricken from the roll may apply for
reinstatement provided he/she has paid
all delinquent and current dues and
meets all other requirements for
membership. Members declared by the
Department of Defense to be missing in
action (MIA) or a prisoner of war (POW)
or otherwise detained by a foreign power
in performance of duty shall not be
stricken from the membership roll under
the provision of this section but shall be
continued as a member in good standing
throughout any such period. All dues
and assessments shall be waived for the
member for the duration of such period of
time.
CHAPTER III: Election of Officers and
Directors
SECTION 1.
Each year the members shall
elect a President-Elect, Vice President
and one member from each uniformed
service to serve on the Board of
Directors, except the Public Health
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BOARD ORIENTATION MANUAL
USAFP Bylaws continued
Service (PHS) who shall elect a PHS
Director two of each three (3) years.
These Directors shall be elected to serve
for a term of three (3) years. One
resident member from each military
service, plus one student member, shall
be elected each year to serve on the
Board of Directors for a term of one (1)
year.
Triennially, the Board of
Directors shall appoint a SecretaryTreasurer for a three (3) year term. To
promote Public Health Service (PHS)
representation on the executive
committee, uniformed PHS members will
preferentially be considered for this
position. If no acceptable candidate is
identified, a member of another
uniformed service will be appointed. No
Secretary-Treasurer who has previously
served a full three (3) year term shall be
eligible for re-appointment to this position
unless at least one (1) year has elapsed
since the expiration of the previous term.
In the event that the Secretary-Treasurer
is unable to fulfill his/her term of office,
the Board of Directors shall appoint a
replacement for the unexpired term.
At least one hundred (100) days
prior to the annual meeting, the
Nominating Committee shall prepare a
slate of candidates for each elective
office and each impending vacancy on
the Board of Directors and distribute such
slate of candidates to all voting members
of this organization. The Nominating
Committee shall include at least two (2)
candidates for each elected office
whenever willing candidates exist.
Balloting shall be by mail or by electronic
means as available to insure widest
possible contact with the voting
membership. Winners shall be notified at
least forty-five (45) days prior to the
annual meeting.
The Public Health Service shall
have two members on the Board of
Directors, while each military service
shall have three members on the Board
of Directors. The candidate for each
impending vacancy on the Board of
Directors who receives the greatest
number of votes for that service-specific
vacancy shall be declared elected.
Each military family medicine
residency program is entitled to cast two
votes for residents nominated from their
own branch of service for Resident
Director on the USAFP Board of
Directors. The chief resident(s) of each
program is responsible for querying the
residents of his or her program to
determine who will receive the programs
two votes. Each residency must vote for
two candidates for the ballot to be valid
and only one of these votes may go to a
resident from their program if one is
nominated. Programs may not cast only
one vote and programs may not cast two
votes for the same nominee, regardless
of program of origin.
Each year a student member of
the Board of Directors will be elected
from among the student members of the
USAFP, with the student receiving the
largest number of ballots declared the
winner. Since the overwhelming majority
of student members are students at the
Uniformed Services University (USUHS),
an election will be held at USUHS prior to
the annual meeting with the winner being
invited to the annual meeting. The
nomination process and the election will
be supervised by the Family Medicine
Interest Group at USUHS under the
direction of their faculty advisor.
Each of the three uniformed
services except the Public Health Service
shall have a member who is President,
President-Elect, or Vice President, with
each service being represented in each
of these offices once every three years
by simple rotation.
The Nominating Committee
shall receive and solicit nominations of
candidates and insure their eligibility and
willingness to serve; thereafter, it shall
prepare a slate of candidates for the
offices of President-Elect and Vice
President with such candidates to be
members of the two services that are not
represented by the incoming President.
If a tie occurs among two or
more candidates receiving the greatest
number of votes for any office or vacancy
on the Board of Directors, those tying
shall be candidates on a runoff ballot at
the time of the annual meeting. All
voting members present at the annual
meeting shall be entitled to vote on a
runoff ballot and the candidate receiving
the greatest number of votes cast shall
be declared elected.
SECTION 2.
The Board of Directors may
appoint an Executive Director who may
but need not be a member of this
organization, for a term and stipend, if
any, to be determined by the Board.
SECTION 3.
At the first meeting of the Board
of Directors immediately following the
annual meeting, the Board shall appoint
alternates and delegates to the Congress
of Delegates of the American Academy
of Family Physicians when an opening
exists.
CHAPTER IV: Duties and Terms of
Officers
SECTION 1.
The President shall preside at
all meetings of the organization and the
Board of Directors and shall be a nonvoting member of all standing
committees. His/her term of office
begins upon his/her installation at the
annual meeting and expires when his/her
successor is installed. In the event of the
death or resignation of the President
during his/her term of office or if he/she
shall for any reason be unable or
unqualified to serve, the Vice President
shall succeed to the office of the
President for the unexpired portion of the
President's term. In the event of the
death, resignation or incapacity of both
the President and the Vice President, the
Board of Directors shall elect a President
for the unexpired portion of the term.
Once elected to the office of President,
the member is not eligible for any other
elected office.
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BOARD ORIENTATION MANUAL
USAFP Bylaws continued
SECTION 2.
SECTION 4.
SECTION 7.
The Vice President shall be a
member of the Board of Directors and
shall preside at meetings of the
organization and the Board of Directors
in the absence of the President. His/her
term of office begins upon his/her
installation at the annual meeting
following his/her election and expires
when his/her successor is installed. In
the event of the death, resignation or
incapacity of the Vice President, the
Board of Directors shall elect a Vice
President for the unexpired portion of
the term.
The Secretary-Treasurer shall
be the custodian of all the funds of the
organization and shall furnish bond, the
premium for which shall be paid by the
organization in such amount as the
Board may require. He/she shall perform
such other duties as the title of the office
ordinarily connotes, including giving
notices of and keeping a record of all
meetings, enrolling and maintaining the
records of members and acting as the
custodian of all the official documents of
the organization.
The Immediate Past President
shall become an ex-officio member of the
Board of Directors for a period of one (1)
year following his/her term as President,
such term to begin at the conclusion of
his/her term of office and ending at the
conclusion of the next succeeding annual
meeting.
SECTION 3.
The President-Elect shall be a
member of the Board of Directors and
shall preside at meetings of the
organization in the absence of the
President and Vice President. He/she
shall succeed to the office of President at
the expiration of the President's term as
provided in Section 1. In the event of the
death, resignation or removal from office
of the President-Elect, the Board of
Directors shall nominate two candidates
for that office who are members of the
same uniformed service as the former
President-Elect. An election to succeed
the President-Elect shall take place by
mail or by electronic means as available
to insure widest possible contact with the
voting membership and shall be
announced at least forty five (45) days
prior to the annual meeting. In the event
that election cannot occur during the
annual vote, the election of the
President-Elect’s successor shall take
place by vote on these candidates as the
first order of business at the ensuing
annual meeting. All voting members
present at the annual meeting shall be
entitled to vote, and the candidate
receiving the greatest number of votes
cast shall be declared elected.
CHAPTER V: Board of Directors
SECTION 1.
SECTION 5.
The Executive Director shall
perform such duties of the SecretaryTreasurer as may be assigned by the
Board of Directors and such other duties
as the Board of Directors may prescribe.
He/she shall be bonded in an amount
fixed by the Board of Directors, the
premium thereon to be paid by the
organization.
SECTION 6.
Directors shall be elected to a
three (3) year term of office which begins
upon their installation at the annual
meeting and expires when their
successor is installed. Resident and
student representatives shall serve terms
of one (1) year which begins upon their
installation at the annual meeting and
expires when their successors are
installed.
Vacancies on the Board of
Directors shall be filled by a majority vote
of the remaining members of the Board
for the unexpired term of the vacancy.
No Director who has served a full three
(3) year term shall be eligible for
nomination to the Board unless at least
one (1) year has elapsed since the
expiration of his/her previous term.
However, a Director who serves a term of
office of less than three (3) years may be
nominated to succeed himself/herself for
a full three (3) year term.
The Board of Directors shall
meet once annually and such other times
and places as the President may
determine.
SECTION 2.
A majority of the Board shall
constitute a quorum for the transaction of
any business and unless provided
otherwise in the Bylaws all matters shall
be decided by a majority vote of the
Directors present and voting.
SECTION 3.
There shall be an Executive
Committee of five (5) members
composed of the President, the Vice
President, the Secretary-Treasurer, the
President-Elect, and the Immediate Past
President. Each of the three military
services shall have at least one member
on the Executive Committee. The
Executive Committee, by a majority vote
of its members, shall have full authority to
act for and on behalf of the Board of
Directors whenever business of the
organization demands prompt action in
the interim between meetings of the
Board or when it is impractical or
impossible to convene the Board of
Directors. The Executive Committee
may, in time of war or national
emergency as declared by the United
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BOARD ORIENTATION MANUAL
USAFP Bylaws continued
States Government, extend the term of
all officers until such times as annual
meetings resume.
SECTION 4.
The Board of Directors shall
appoint and dissolve committees
according to the best interest of the
membership.
CHAPTER VI: Annual and Special
Meetings
for the transaction of business and
unless otherwise provided in these
Bylaws all matters shall be determined by
a majority vote of those members present
and voting.
SECTION 5.
The Board of Directors may
adopt such rules of procedure for the
transaction of business at the annual or
special meetings of this organization, as
it deems desirable unless otherwise
provided in these Bylaws.
SECTION 1.
CHAPTER VII: Ethics
A meeting of the members of
this organization shall be held annually
except in times of war or national
emergency as declared by the
government of the United States or in the
judgment of the Board of Directors or its
Executive Committee such a meeting
would be impractical.
SECTION 1.
The Principles of Medical Ethics
of the American Medical Association, as
they now or hereafter may provide, shall
be the principles of ethics of this
organization and shall be and hereby are
made a part of these Bylaws.
SECTION 2.
Special meetings may be called
by the Board of Directors or by the
President. Special meetings shall be
called by the Secretary-Treasurer upon
written request of 25 percent of the active
members at a place determined by the
Board of Directors.
SECTION 3.
Notice of annual or special
meetings shall be given by the SecretaryTreasurer to all members at least sixty
(60) days prior to the date of such
meeting, either by letter mailed to the
member's address as it appears on the
secretary's records or by publication in
the official publication, if any, of the
organization.
SECTION 4.
Those active members of this
chapter present at any regular or special
meetings shall constitute a quorum
SECTION 2.
If any member is believed in
good faith to have violated the Principles
of Medical Ethics or the Bylaws of this
organization or of the American Academy
of Family Physicians or to be otherwise
guilty of conduct justifying censure,
suspension, or expulsion from this
organization, any member may prefer
charges against him/her in the form and
manner hereinafter specified.
Such charges must be in writing and
signed by the accuser or accusers and
must state the alleged conduct with
reasonable particularity.
Such charges must be filed with
the Secretary-Treasurer; and at the first
meeting of the Board held after the filing
of said charges, the Secretary must
present said charges to the Board. The
Board shall then or at any adjournment of
said meeting but not more than thirty (30)
days thereafter, consider the charges
and shall either dismiss them or shall
proceed as hereinafter set forth.
If the Board fails to dismiss said
charges, it shall within thirty(30) days
thereafter forward a copy of the charges
to the accused by registered United
States mail addressed to the last known
address of the accused. The Board shall
also fix a time and place for hearing said
charges and notify the accused by the
same mailing as the serving of the
charges. The time set for said hearing
shall be not less than fifteen (15) days or
more than six months after serving of
charges.
The accused may answer in
writing. Failure to answer shall not be an
admission of guilt or a waiver of the
accused's right to a hearing.
The Board shall, having given to
the accuser and the accused reasonable
opportunity to be heard, including oral
arguments and the filing and
consideration of any written briefs, shall
conclude the hearing and render a
decision within thirty (30) day thereafter.
A simple majority of the members of the
Board present and voting shall constitute
the decision of the Board, which may
exonerate, censure, suspend or expel
the accused member. The decision of
the Board shall be expressed in a
resolution containing no opinion and
signed by only the President and the
Secretary. Any member of the Board
not present for the entire hearing shall
not be entitled to vote.
Censure shall mean a
reprimand by the President administered
to the accused in the presence of the
said Board. No member shall be
suspended for more than one (1) year
and at the expiration of the period of
suspension shall be reinstated to
membership upon his/her application and
the payment of any dues or assessments
accrued during the period of suspension.
Any elected or appointed officer or
Director who is censured, suspended, or
expelled by this organization shall
immediately vacate his/her post. Any
resulting vacancy shall be filled in
accordance with these Bylaws for
8
OARD ORIENTATION MANUAL
USAFP Bylaws continued
Members who are unable to complete
their terms of office. If the member
appeals the Board's decision to the
AAFP, he/she will retain their position
with voting privileges held in abeyance
until the appeal process is completed or
their term expires, whichever is sooner.
Any member who has been
censured, suspended, or expelled may
appeal such action to the American
Academy of Family Physicians pursuant
to the Bylaws of said corporation.
CHAPTER VIII: Miscellaneous
can be considered by the Board of
Directors, it must be published as a
proposed change in the USAFP
Newsletter a minimum of sixty (60) days
prior to the Board's vote.
SECTION 4.
In the absence of any provision
in the Bylaws, all meetings of this
organization and of the Board of
Directors shall be governed by the
parliamentary rules and usages
contained in the most current edition of
Robert’s Rules of Order.
SECTION 1.
SECTION 5.
INSPECTION OF RECORDS -The minutes of the proceedings of the
Board of Directors, the membership
books, and books of account shall be
open to inspection upon the written
demand of any member at any
reasonable time, for any purpose
reasonably related to the member's
interest as a member, and shall be
produced at any time when requested by
the demand of ten percent (10%) of the
members at any regular or special
meeting of the members. Such
inspection may be made by agent or
attorney and shall include the right to
make extracts thereof. Demand of
inspection, other than at a meeting of the
members, shall be in writing to the
President or Secretary.
FINANCIAL RESERVE: The
Board shall ensure the maintenance of a
financial reserve fund, to be guided by
the USAFP Financial Reserve Policy,
with the primary purpose to serve as a
protective buffer against unexpected
expenses that may threaten the mission
and solvency of the USAFP.
REVISED 1/9/2013
SECTION 2.
As used in these Bylaws, the
term "uniformed services" shall mean the
Air Force, Army, Navy, and Public Health
Service. When used in these Bylaws, the
terms "he", "she", "him", "his”, and "her"
represent both the masculine and
feminine genders.
SECTION 3.
These Bylaws may only be
amended by a majority vote of the Board
of Directors. Before a Bylaws change
9
BOARD ORIENTATION MANUAL
CHAPTER 3
USAFP Bylaws
USAFP Policy Manual
BOARD OF DIRECTORS MEETINGS
The USAFP Board of Directors meets three (3) times a year: twice during the USAFP Annual Meeting
(before and after) and usually during September or October during the AAFP Annual Meeting or as designated
by the President.
AGENDA ITEM FORMAT & REPORTS
The Headquarters Office notifies Board members and Committee Chairs of deadlines for reports and
agenda item request forms.
The Headquarters Office will distribute the agenda for Board meetings to all Officers, Board members,
Committee Chairs, Consultants and newly elected Board members (when applicable). Recipients should read
the agenda and mark any items of concern or questions regarding any reports.
BOARD ORIENTATION MANUAL
The Headquarters Office sends new Board members a “Board Orientation Manual” which will include
the Policy Manual, Bylaws, Board minutes from the previous year, the Strategic Charter and a “Calendar of
Events.” This manual will be mailed after the new Officer or Board Member is notified of his or her election.
New Officers and Board Members are encouraged to review the manual in detail.
MINUTES
Timing:
The Headquarters Office distributes the minutes to all Board members for review. Board members
send corrections to the Headquarters Office within 30 days of receipt. The Headquarters Office distributes
corrected minutes to Board members at the next Board of Directors meeting. The Headquarters Office
maintains an accepted final copy of the minutes.
Items included in minutes:
Minutes are an official record of the Association and may be used as evidence of the proceedings
including any content that a Board member asks to have reflected in the minutes at the time of the discussion.
Introductory information should include day, date, time, location, attendance and type of meeting. Also,
the presiding officer, the presence of a quorum, the recorder of the minutes, and adjournment time are to be
noted.
The minutes should detail what action was taken regarding previous minutes and a summary statement
about the Treasurer's report.
All motions should be clearly noted in the minutes. Board members should use the standardized form
for submitting motions, as this will assure accuracy of recording. The action taken on each motion must be
included. Discussion regarding these actions should not be included.
Any points of order should be noted. Dissenting votes are recorded only if requested by the dissenter.
10
BOD RESPONSIBILITIES
Board members will receive and should review the meeting agenda and supporting documents in advance.
Active participation from all board members is encouraged.
The board member is responsible for outreach to the general membership during the year and not just
before the meetings. Membership concerns, suggestions or problems should be forwarded to the USAFP
headquarters as appropriate for action (the Executive Committee is in regular contact and can act on timesensitive issues) or inclusion on upcoming board agenda.
Outreach by board members includes visiting or contacting members in a variety of settings: training
programs, hospitals, small clinics. The president may specify regions inclusive of all services. These
initiatives put the responsibility of communication with the board, both internally and with the general
membership.
Board members will be assigned as a liaison to a committee chair. The liaison is a resource and
conduit between the board and the committee. Examples of liaison services include explanations of board
priorities, budget constraints and general procedures. If the committee chair is unable to attend a board
meeting, the liaison will provide the report of the committee. The committee chair is responsible for
submissions to the USAFP newsletter, but the liaison may be asked to assume this obligation.
The work of the committees forms the backbone of the organization. It is expected that the board liaison
will work with the chair to keep the committee on track throughout the year. It is the responsibility of both these
individuals to assure that the committees are productive. Communication between liaison and chair should be
on a regular basis (preferably monthly).
USAFP board members are expected to attend each board meeting during their three-year tenure. It is
recognized that service requirements may preclude this, but if repeated absences are anticipated, the board
member should consider relinquishing their seat.
RULES FOR BOARD OF DIRECTORS MEETINGS
DESCRIPTION
Rule 1
The rules contained in the current edition of Robert's Rules of Order shall govern the business
meeting in all cases to which they are applicable unless they are inconsistent with the Bylaws of
the USAFP or these standing rules.
Rule 2
A member desiring to address the meeting shall raise his/her hand and await recognition by the
chair before addressing the meeting.
Rule 3
Business interrupted by a recess of the business meeting shall be resumed at the point where it
was interrupted when the Board reconvenes.
Rule 5
No voting member may enter or leave the room during a vote.
Rule 6
A two-thirds majority vote of all members present and voting shall be required to suspend any
standing rules.
Rule 7
Agenda items will be recorded on the standardized form by their originator in advance of the
meeting if possible.
Rule 8
Voting members of the Board include seated Officers and Directors only.
11
Roles and Responsibilities of Delegates and Alternate Delegates
to the AAFP Congress of Delegates
1.
The Delegates and Alternate Delegates to the AAFP Congress of Delegates are comprised of
elected chapter officers. The immediate past-president and the preceding past president fill the two
delegate posts. The current president will serve as the senior alternate delegate and the presidentelect will serve as the junior alternate delegate.
2.
In the event that any delegate cannot complete their term, the Executive Committee will name a
replacement.
3.
At BOD meetings and at other venues (e.g. seminars, business meetings) during the Annual Meeting,
issues which may be best served by exposure and discussion at the national level (AAFP Congress of
Delegates) shall be identified and groomed in the period between the end of the Annual Meeting and up
to 60 days before the AAFP Congress of Delegates.
4.
Such resolutions can be assigned “champions” culled from the Executive Committee, Board of
Directors and standing committees of the chapter as designated by the President. This “ad hoc” group
will lead the working of the issues and writing of the resolutions. Resolutions must be sent to the
Congress 30 days before the meeting through the USAFP Executive Director.
5.
Prior to the Congress a large packet of reports and resolutions will be sent to you. Read in advance
and pay attention to particularly controversial resolutions that will be debated on the floor. You may
want to call some USAFP officers to get their opinions on what our membership thinks about the issues
but we resolved some time ago that the delegates should vote the way they want. (You were elected
because the membership trusted your opinions.) The resolutions can be looked at by the USAFP
Board of Directors by going to the AAFP website. The delegate should check with the USAFP Board of
Directors by e-mail to see if any particular points need to be made.
6.
At the Congress, consider attending the delegate orientation but things are pretty straightforward and
parliamentary in nature.
a.
Attend all the official sessions of the congress.
b.
Split up attendance at the reference committees between the members of the USAFP
delegation. Be prepared to offer testimony (speak your opinion) on any resolution but
particularly those that impact the military family physician, either good or bad.
c.
On the floor of the congress, resolutions coming out of the reference committees are again
debated and brought to a vote. This is another place where you may want to express an
opinion important to the military, however the delegates get annoyed with people who talk too
much and slow the work of the congress – be direct, brief and relevant with any statements at
the congress. (The USAFP has a reputation for being prudent, wise and engaged – not
annoying or immaterial.)
7.
After the Congress, write an after action report for the newsletter describing the major events and
issues dealt with by the congress.
12
RESIDENT BOARD MEMBER RESPONSIBILITIES
Contact all family medicine residency programs early in the year to make yourself known (talk to the
chief residents in each program).
Attend the AAFP National Congress of Family Practice Residents and Student Members meeting in
July/August (Kansas City) -- attend the meetings and all caucuses in uniform. The three Resident Board
members are responsible for designating one of the three to serve as the voting delegate for the Uniformed
Services Chapter seat at the conference. Submit a written report to the Board of Directors following the
meeting.
Attend the mid-year board meeting held in conjunction with the AAFP Scientific Assembly in the fall.
Represent any views or interests expressed by the residents in your branch of the service.
Attend the board meetings at the USAFP Annual Meeting in the spring. Represent any views or
interests expressed by the residents in your branch of the service.
Incoming Resident Board members (newly elected) are funded to attend both the pre- and postconference Board meetings associated with the USAFP Annual Meeting including the days between meetings.
They are also funded to the mid-year Board meeting in the same fashion as all other Directors and Officers.
STUDENT BOARD MEMBER RESPONSIBILITIES
Contact medical students early in the year to make yourself known.
Attend AAFP National Conference of Student Members meeting in August in Kansas City. Attend the
meetings and caucuses in uniform. Sit as the voting delegate for the Uniformed Services Chapter.
Attend the mid-year board meeting held in conjunction with the AAFP Scientific Assembly in the fall.
Represent any views or interests expressed by the students.
Attend the post-conference board meeting at the USAFP Annual Meeting in the spring. Represent any
views or interests expressed by the students.
COMMITTEE CHAIR RESPONSIBILITIES
USAFP members who are Chairs of USAFP Committees are encouraged to provide reports of their
Committee’s activities or a related topic for publication in the newsletter. This may be delegated by the chair.
Each committee chair has a liaison on the Board of Directors The liaison will be able to present items
to the Board in those circumstances where the chair is unable to attend. Communication between liaison and
chair should be on a regular basis and especially prior to the twice-announced Board of Directors meetings.
The committee chair should utilize the Board Liaison as a resource and conduit to the Board. Explanations of
Board priorities, budget and procedures are examples. Both the chair and liaison should work to keep the
committee on track throughout the year.
It is desirable for the committee chair to attend both the annual meeting and mid-year Board of
Directors meeting; but since USAFP funds does not your travel to these meetings, we acknowledge that
money and time constraints often make this impossible. Committee Chairs who feel it is imperative that they
attend a Board meeting should petition the President for funding approval.
A committee membership roster will be able to track those individuals who need to be rotated or
replaced. Please send your comments to the Headquarters office prior to the annual meeting. If you do not
13
wish to continue to serve as committee chair for the next year, inform the office of this so the incoming
president can have time to seek out suitable candidates. Your input on this will be most helpful.
Committee chairpersons who anticipate exceeding the approved budget's limit for their committee will
submit a written request form to the Treasurer prior to commencing any committee activity that will exceed the
committee's allocated funds.
The Treasurer will consult with the Executive Committee and Headquarters Office to determine the
feasibility of extended funding. The decision will be based on current budgetary limitations and the priority of
committee goals. The Executive Committee will either approve or deny the requested funds and the Treasurer
will notify the chairperson of the decision within 30 days of the date of request.
The committee chairperson will send a copy of the Extended Funding Request Form to the Treasurer
and Headquarters Office. This form will be distributed to the Executive Committee from the Headquarters
Office.
COMMITTEE STRUCTURE POLICY
DESCRIPTION
1.
Membership:
a.
b.
c.
Committee members will be selected by the chair from a qualified
applicant pool solicited at the Annual Meeting.
Members will be appointed to an annual term and may be reappointed by the chair excluding
the Clinical Investigations Committee (see committee description).
The Executive Committee, Nominating Committee and the Annual Meeting Program Committee
members and their tenure are determined by chapter bylaws.
2. Chairs:
a.
b.
c.
Committee chairs will be appointed by the President and approved by the Board of Directors.
Chairs will be appointed to an annual term and may be reappointed by the President.
In general, nominees for chair positions should be experienced members of their respective
committees.
3. Make-up:
a.
b.
Committee size shall be based on the committee's tasks and functions as determined by the
chair.
Committee composition should reflect the composition of the entire USAFP membership.
4. Board Liaisons:
Specific members of the Board of Directors will be assigned by the President to serve as Board liaisons
to each committee. Board liaisons are responsible for regular communication and support of the
committee chairs to ensure committee chairs remain productive and functional. The liaisons also report
on the activities of their assigned committee at Board meetings when the committee chair is unable to
attend.
14
CONSTITUTION/BYLAWS AND STRATEGIC CHARTER COMMITTEE
DEFINITION
Standing committee
Responsibility:
Assure that Bylaws remain current and reflect the objectives of the organization.
Specific Functions:
1.
2.
3.
4.
Review Bylaws for consistency with Board policy.
Submit recommendations to the Board via written report.
Make proposed Bylaws changes available for publication.
Review chapter Bylaws every year for compliance with the AAFP Bylaws.
CLINICAL INVESTIGATION COMMITTEE
DEFINITION
1.
2.
Promote scholarly activities, in general, and in particular original research among Academy members.
Help educate USAFP membership in areas of research and scholarly activity.
Responsibility: Committee work is limited to the specific purpose established by Bylaws and/or the Board.
Membership:
a.
Committee members will be selected by the chair from a qualified applicant pool.
b.
Members will be appointed to a three year term and may be reappointed by the chair.
c.
Committee tenure will be limited to four consecutive terms.
Duties of the committee members vary according to the task of the committee. General duties include:
communicating with the chair, completing tasks assigned by the chair, and attending the committee meetings
at the annual meeting in the spring and the Judges Workshop in the fall. If a committee member is unable to
fulfill his/her committee obligation, the chair should be notified at once. If a committee member resigns from
the committee, the chair should be notified immediately.
Specific Functions:
Annual Research Forum:
This forum is held during the Annual Meeting and is open to all members of the Academy. Blinded
abstracts are submitted to the chair, c/o USAFP Headquarters. The abstracts are mailed to the chair and
judges for scoring. Typically there will be eight judges for the competition -- (2) Air Force, (2) Army, (2)
Navy/PHS, and (2) civilians. A judges’ session to review grading criteria and to promote judging consistency is
held twice a year. These sessions typically occur at the Judges Workshop in the fall to review guidelines for
reviewing abstracts and interpreting hypotheses, methodology, results, and analysis when funding is available.
Additionally, the judges meet the day prior to the Annual Meeting. The chair and the judges are in constant
contact over the year through mailings and phone conversations. Abstracts are accepted in three categories:
case report and literature review, clinical investigation, and poster. There are separate resident and staff
subcategories.
Research Seminar:
A seminar is held annually during the Annual Meeting. Different material has been presented during
each seminar. Past topics include: (1) developing a research question, (2) writing a protocol, (3) case report
design, (4) guidelines to oral, written and visual presentations, (5) clinical investigation and educational
15
research design, and (6) basic statistics in medical research, to name a few. Faculty have been both military
and civilian; practice-based clinician and university-based researchers. Materials from past workshops are
posted on the research page of the USAFP website.
DISEASE PREVENTION AND HEALTH PROMOTION COMMITTEE
DEFINITION
The Disease Prevention and Health Promotion Committee (DPHP) is charged with actively increasing
interest in preventive health and encouraging increased quantity and quality of scientific activities that
emphasize this important area of family practice.
Responsibility: Tasked with the development or significant enhancement of creative, innovative, and
effective patient education, clinical prevention, and health promotion activities.
Specific Functions:
1.
2.
3.
4.
5.
6.
Active implementation throughout the uniformed services of the Put Prevention Into Practice (PPIP)
program to enhance the capability of providers to deliver clinical preventive services.
Exploration of “best practice” models incorporating the features of disease prevention/health promotion
that would benefit greatly the implementation of such models throughout military family practice.
Maintain liaison with key DPHP groups as the Office for Prevention and Health Serves Assessment
(OPHSA), Center for Health Promotion and Preventive Medicine (CHPPM) and Navy Environmental
Health Center (not an exclusive list).
Devise programs and strategies with the long-term goal of transforming military family practice into an
acknowledged leader in the area of disease prevention/health promotion.
Communicate to the general membership via newsletter articles.
Support of Tar Wars Program at military sites where applicable.
EDUCATION COMMITTEE
DEFINITION
The Education Committee is composed of two subcommittees: continuing medical education (CME)
and graduate medical education (GME). Together they focus on educational issues from residency through
the remainder of a member’s career.
The CME subcommittee promotes quality programs within the USAFP and serves as the conduit to the
AAFP for CME approval of education programs sponsored by USAFP members in their community. USAFP
members may report their CME hours through this committee or directly to the AAFP.
The GME subcommittee promotes the development of curriculum and foster communication among the
military training programs. It is not intended to duplicate the Resident committee, but rather to address
educational issues and development.
Responsibility: To promote affordable and accessible, quality Continuing Medical Education to the
members of the USAFP.
Specific Functions:
1.
2.
3.
4.
Reports to the membership in the USAFP Newsletter.
Educates members about CME requirements.
Assists the Annual Meeting Program Chair(s) in conducting CME programs as appropriate.
Serve as a clearinghouse for training program resources and assist in sharing common needs and
concepts.
16
EXECUTIVE COMMITTEE
DEFINITION
The Executive Committee shall act for the Board whenever business demands prompt action.
Responsibility:
The Executive Committee, by a majority vote of its members, shall have full authority to act for and on
behalf of the Board of Directors whenever business demands prompt action in the interim between meetings of
the Board or when it is impractical or impossible to convene the Board of Directors.
General Functions:
Chair:
As per USAFP Bylaws, the chair of the Executive Committee is the current USAFP President.
Membership: As per USAFP Bylaws, the Executive Committee includes the President, Vice President,
Secretary/Treasurer, President-Elect, and the Immediate Past President.
PRACTICE MANAGEMENT COMMITTEE
DEFINITION
This committee is charged to monitor and evaluate the provision of health care services to military
beneficiaries by members, to include Family Practice representation on hospital staffs, and monitor changes in
health care delivery as it impacts on the specialty and our patients.
Responsibility: To promote the delivery of quality health care and full credentials for military health care
providers within the limits of their training.
Primary Purpose: Acts to represent the membership in monitoring the delivery of health care services, both
service specific and at national levels, as they impact on the welfare of the patient beneficiary population and
the profession.
Specific Functions:
1.
2.
3.
4.
5.
6.
7.
To monitor credentialing problems by members at their military hospitals.
To remain abreast of national policy decisions that might impact on the provision of health care services
to military members and their families by family physicians.
To encourage activities by society members to enhance their capabilities to provide quality health care
to their patients (e.g. flexible sigmoidoscopy training, fellowship training, certificates of added
qualification, etc.)
To promote the specialty of Family Practice among the services and its unique roles in peacetime,
wartime, and contingency health care delivery, including promoting the broad application of the military
unique curricula for all residency training programs.
To broaden the interest among all military services for increased numbers of Family Physicians as a
cornerstone of their primary care system.
To constantly review activities in support of the membership and act in accordance with the guidance of
the President and Board of Directors.
To present recommendations and findings on an annual basis to the membership and keep them
informed through the newsletter of committee activities at least twice annually.
17
CLINICAL INFORMATICS COMMITTEE
DEFINITION
The Information Technologies Sub-committee is charged to assist in the training and advising members of the
USAFP to use the IT tools available to them at present and to encourage involvement in development of
emerging products in the DoD.
Responsibility:
The committee will seek to provide a forum for discussion and guidance for the Academy in areas related to
Medical Informatics, from our position as clinicians. This will be achieved through various vehicles including a
listserv, an active and up to date series of resource pages at the USAFP website, and a listing of committee
members outlining their areas of interest and expertise for reference of Academy members who seek
assistance with various IT related projects. The committee will also support educational opportunities at the
local, regional, and national levels of the DoD. Military operational aspects of mobile computing are a focal
point of the group, and will be a unique offering to the medical community at large, not simply within the DoD
alone. Other roles will certainly emerge as the field continues to mature in the years ahead.
Specific Functions:
1. Maintain the IT Committee Web Area in the USAFP site:
a. Post web links to military specific IT projects and homepages as references for others seeking
details and POC’s for these projects
b. Post how-to’s and tutorials via a collection of links and presentations available at the web site
for downloading
c. Maintain and update the PDA web site as a resource for members
2. USAFP Newsletter involvement
a. Provide newsletter information describing and explaining the differences in several emerging IT
solutions (ICDB, Provider GUI, healthEForces, MEDBASE, BMIST, aCPGs, among others)
b. Publish articles in the newsletter addressing clinically or operationally relevant aspects of IT.
3. IT Committee projects
a. Assist in creating and publicizing committees or interest group ListServ’s similar to those on the
AAFP web site, if interest exists to do so
b. Support CD-ROM and/or Wireless LAN versions of lecture presentations of the Annual Meeting
by providing technical expertise and labor to set up, create, and maintain
c. Collaborate with TATRC (Army’s Telemedicine and Advanced Technology Research Center) to
re-energize an orphaned database that is a repository of IT assets in the Military Healthcare
System
d. Establish a formal relationship with the newly created AAFP Center for Health Information
Technology
e. Develop a survey of military residencies to determine which skills are desired or needed by
residents and staff that will assist clinical care and teaching
f. Assist in developing IT solutions for USAFP members as time and expertise allow
MEMBERSHIP AND MEMBER SERVICES COMMITTEE
DEFINITION
The purpose of the USAFP is to serve the membership. The MMSC will monitor this service and establish
projects to serve the membership as needed.
18
Responsibility:
Monitor the recruitment and retention of members, conduct an annual needs assessment, promote and
publicize member programs and benefits. Ensure programs encompass the concerns and needs of the
general membership as well as special groups.
Specific Functions:
1.
2.
3.
4.
5.
6.
7.
Foster communication among the membership and investigate means for continued improvement.
Inform the membership of the activities of the MMSC via reports in the USAFP newsletter.
Work with the Education Committee in implementing USAFP/AAFP policies re: member CME
requirements.
Serve as ombudsman for member concerns.
Coordinate avenues to increase membership and marketing of benefits within and outside the USAFP.
Perform other tasks as directed by the USAFP Officers and Board of Directors.
Develop and conduct member surveys as needed. The primary purpose is a needs assessment but
the survey may be modified to include other items at the direction of the Board. Unless otherwise
specified, the survey should be completed and report available by the initial Board meeting of the
Annual Meeting.
NOMINATING COMMITTEE
DEFINITION
The Nominating Committee nominates members for approval by the Board of Directors for various
positions and chapter representative activities.
Responsibility: To select qualified and interested members to be considered for elected and appointed
positions within the organization.
General Functions:
Chair: The committee chair is the current sitting President. The chair assumes responsibility for reporting the
activities of the committee to the Board of Directors at the semi-annual meetings.
Membership: Committee members include the immediate Past President, the President-Elect, and the Public
Health Services member of the Board of Directors on an as-needed basis whenever a candidate from the
Public Health Services is needed for the ballot. If any of these three individuals is unavailable, the Committee
Chair will appoint a replacement from the same service.
Specific Functions:
1.
2
3.
4.
5.
Prepare a slate of nominees for elected positions in the Uniformed Services Chapter.
Ensure that the USAFP Ballot is prepared and sent in accordance with USAFP Bylaws.
Inform individuals of election results in accordance with the USAFP Bylaws.
Communicate with the membership via the newsletter announcing the opportunities to run for USAFP
offices and to inform the membership of opportunities for AAFP Committee and Commission
involvement.
Prepare a formal agenda item for each Board meeting (when appropriate) to identify potential nominees
for AAFP Commissions and for chapter representatives to various conferences including the AAFP
Annual Leadership Forum and the AAFP NCSC Conference.
19
OPERATIONAL MEDICINE COMMITTEE
DEFINITION
The Operational Medicine Committee exists to support and enable USAFP members to successfully
respond to ever-changing wartime, peacetime and contingency operational/readiness requirements through
scholarly activities, information sharing and leadership.
Responsibility:
To strengthen the Operation Medicine roles of the Uniformed Family Physician by enhancing the
operational knowledge, capabilities and leadership abilities of all USAFP members.
General Functions:
The chair assumes the responsibility to formulate and template strategies that:
• Maximize the operational resources of the uniformed family physician.
• Maximize the operational abilities of the uniformed family physician.
• Cultivate leaders in operational medicine.
• Advocate for increased uniformed family physician influence and involvement in operation activities.
The chair assumes the responsibility to report activities of the committee to:
• The Board Liaison through monthly informal communications.
• The President via quarterly communications and as needed.
• The USAFP Executive Director as needed.
The chair assumes the responsibility to:
• Publish committee reports for the newsletter.
• Contact committee members on, at least, a bi-monthly basis.
• Coordinate the efforts of the committee members.
• Liaison with the other USAFP committees.
• Facilitate the Committee Interest Meeting for the Operational Medicine Committee at the USAFP
Annual Meeting.
The committee members assume the responsibility to;
• Actively participate in the committee activities.
• Complete duties as designated by the chair.
• Initiate activities that facilitate the USAFP’s Strategic Plan.
• Attend meetings at the USAFP Annual Meeting.
• Maintain regular communication with the chair throughout the year.
• Share their expertise and experiences via presentations, publications and materials produced by
the committee for USAFP members.
Specific Functions:
1.
2.
3.
4.
5.
6.
Publish an article on an “operational medicine topic “ in the quarterly newsletter.
Maintain an up-to-date “reading list” on operational and readiness issues and publish the list once
annually in the newsletter.
Maintain an “operational medicine consultant/POC list” and publish the list once annually in the
newsletter.
Publish an “annual monograph” on an operational/readiness topic.
Maintain a compilation of needs statements for potential medical/clinical research of operational
importance.
Maintain an operational medicine “website’ with referenced resources and operational information.
20
7.
Seek speakers to conduct lectures, presentations, briefings and workshops at the USAFP Annual
Annual Meeting as coordinated with the Program Chair.
Provide resources, guidance and assistance in general membership education, military unique
residency curriculums and activities, offer professional development sessions and career counseling
pertaining to operational opportunities.
Publish, maintain and update an operational medicine field handbook.
Conduct activities and provide resources to cultivate future leaders.
8.
9.
10.
ANNUAL MEETING PROGRAM COMMITTEE
DEFINITION
The Annual Meeting Program Committee facilitates the planning of the Annual Meetings, both short
term and long term.
Responsibility: To provide guidance concerning the overall goals and objectives of the meeting including
program cost and quality improvement of the meeting in both short and long term time frames.
General Functions:
Chair:
The chair(s) is(are) the member(s) in charge of the next Annual Meeting (Program Chair(s)).The
chair(s) assumes responsibility for reporting the activities of the committee to the Board of Directors at the
semi-annual meetings and to maintain close communication with the President and Board Liaison on issues
germane to their mandate.
Membership: The past, present and incoming Program Chairs, Secretary/Treasurer and the Executive Director.
Specific Functions:
1.
2.
3.
4.
5.
Establishes goals and objectives for future meeting planning including scope and depth of the
meeting.
Develop Long Range (3-5 years) Goals and Objectives Plan to be reviewed and updated annually.
Improve member attendance at the meeting, and provide services leading up to and during the
meeting.
Prepare an “After Action Report” for presentation at the mid-year Board of Directors meeting.
The Program Chair(s) is responsible for a column in the USAFP newsletter twice a year.
Fiscal Responsibility: The Executive Director and Secretary/Treasurer as well as past and present
Program Chairs are to provide input concerning the fiscal planning of the meeting and the financial goals of the
meeting for both short and long term.
RESIDENT AND STUDENT AFFAIRS COMMITTEE
DEFINITION
Established to study and address special problems, needs and concerns of students and residents in
relationship to military family medicine.
Responsibility: The work of the committee is limited to the specific purpose established by the Bylaws
and/or the Board.
21
Duties of the committee members vary according to the task of the committee. General duties include:
communicating with the chair, completing tasks assigned by the chair, and attending the committee meetings
at the annual meeting in the spring. If a committee member is unable to fulfill his or her committee obligation,
the chair should be notified. If a committee member resigns from the committee, the chair should be notified.
Specific Functions:
Promoting Family Medicine
1.
2.
3.
4.
The committee is to work along with the Membership and Member Services Committee to encourage
Uniformed Services University of the Health Sciences (USUHS) and HPSP medical graduates to enter
the field of family medicine and join the membership of the USAFP.
Serve as liaison between the Family Medicine Interest Group of the USUHS and Family Medicine Interest
Groups of various universities who have students in the HPSP Scholarship Program to facilitate their
participation in the USAFP.
Act as a clearinghouse to collect concerns of military family medicine residents and present them to the
Board of Directors.
Prepare a column for the USAFP newsletter. Authorship of the column is variable.
SPECIAL CONSTUENCIES COMMITTEE
DEFINITION
This committee was established to ensure cultural competence in regard to serving and educating patients
and members; to promote enfranchisement of patients and physicians in special populations; to foster
leadership and mentoring opportunities among special populations; to promote inclusivity within the USAFP by
increasing representation of special population views and interests; and to address issues of current and
emerging special populations.
Responsibility: The work of the committee is limited to the specific purpose established by the Bylaws
and/or the Board.
Specific Functions:
1. Encourage members of special constituencies to join the USAFP and to participate in USAFP activities
2. Defined committee priority areas
a. New Physician Priorities
1. Foster Academy interest and participation by new physician members.
2. Help develop New Physician Guide for Involvement in the USAFP (welcome letter/booklet)
3. Help develop a Welcome to the USAFP Annual Meeting – A Guide for First-Time Attendees
(booklet)
b. Women’s Priorities
1. Ensure focus on women's health issues in Annual Meeting topics and in newsletter articles.
2. Promote the development of women in leadership positions
3. Ensure focus is placed on the unique issues of women in the workplace
c. Minority Priorities
1. Ensure focus on minority health issues in Annual Meeting topics and in newsletter articles
2. Promote the recruitment and retention of minority USAFP members
3. Promote increased minority and underserved representation in uniformed family medicine
activities
4. Provide articles for the USAFP newsletter. Authorship of the column is variable.
22
WEBSITE COMMITTEE
DEFINITION
The Website Committee was established to plan, develop, and implement a new USAFP website.
Responsibility: The work of the committee is limited to the specific purpose established by the Bylaws
and/or the Board.
General Functions:
1.
2.
3.
4.
Develop new website options
Explore companies to develop a new website format
Assign updating responsibilities to appropriate members
Continual monitoring of website content
23
USAFP AWARDS
Michael J. Scotti, MD Family Physician of the Year Award
Objective:
To recognize a Uniformed Service Family Physician who exemplifies the tradition of the family doctor
and the contributions made by family physicians to the continuing health of the people in the Uniformed
Services.
Eligibility Criteria: (These correspond to the AAFP FP of the Year criteria).
1.
2.
3.
4.
5.
Provides his/her community with compassionate, comprehensive, and caring medical service on a
continuing basis.
Directly and effectively involved in community affairs and activities that enhance the quality of life of
his/her home area.
Provides a credible role model as a healer and human being to his/her community and as a
professional in the science and art of medicine to colleagues, other health professionals, and
especially, to young physicians in training and to medical students.
Must be in good standing in his/her medical community.
Must be a member of the USAFP.
Selection Process:
1.
2.
3.
4.
5.
6.
7.
8.
Nominations will be solicited in the spring/summer editions of the newsletter.
Copies of each nominating packet will be sent to each member of the Executive Committee. Members
will select their three top nominees.
Results will be tabulated.
Copies of each nominating packet for the three selected finalists will then be forwarded to the Board of
Directors.
Each member of the Board of Directors will rate the three finalists.
The results will be tabulated with the ratings of the current President reserved for use as a tiebreaker if
needed.
Once the balloting is completed, the winner will be notified prior to the Annual Meeting. Ensure the
winner will attend the meeting if possible.
USAFP Headquarters office assists in the application process to enter the selectee into the AAFP
Family Physician of the Year competition.
The Nomination Packet must include:
1.
2.
3.
A nominating letter explaining why this person should be selected written by the nominator.
CV of the nominated person.
Other supporting documents - limit of 3 additional letters of recommendation.
Items to be considered in the selection process in addition to meeting the basic eligibility criteria include
contributions to the community both military and civilian, participation in chapter and other organized medical
activities, teaching, scholarly activities, etc.
The USAFP Family Physician of the Year selectee will:
1.
2.
3.
4.
Receive round trip airfare, 2 days per diem, 1 night hotel, and waiver of the registration fee to the
Annual Meeting.
Be recognized and receive a plaque at the Annual Meeting.
Be the USAFP nominee to the AAFP Family Physician of the Year competition the following year.
Be recognized in the USAFP newsletter edition following the Annual Meeting.
24
Operational Medicine Award
DESCRIPTION:
Objective: To recognize a Uniformed Service Family Physician that has exhibited outstanding achievement
in the provision, promotion or research in operational medical care.
Eligibility Criteria:
1. Demonstrated substantial contributions, dedication, initiative, leadership and/or resourcefulness in
providing patient care in any operational environment.
2. Outstanding service, devotion, dedication or compassion while performing his or her duties in any
operational environment.
3. Concepts, procedures or methods developed by the nominee which resulted in significant reduction in
morbidity or mortality, workload required for mission accomplishment, financial expenditures or material
utilization.
4. Involvement in continuing education as a researcher, participant, organizer or sponsor which directly and
materially improves operational medicine.
5. Humanitarian or military community involvement that substantially improves the health and readiness of the
service member, their families or the supported population.
6. Any other substantial contribution directly related to operational medicine no described above.
7. Must be in good standing in his/her medical community.
8. Must be a member of the USAFP.
Selection Process:
1.
2.
3.
4.
5.
6.
7.
Nominations will be solicited in the spring/summer editions of the newsletter.
Copies of each nominating packet will be sent to each member of the Executive Committee. Members
will select their three top nominees.
Results will be tabulated.
Copies of each nominating packet for the three selected finalists will then be forwarded to the Board of
Directors.
Each member of the Board of Directors will rate the three finalists.
The results will be tabulated with the ratings of the current President reserved for use as a tiebreaker if
needed.
Once the balloting is completed, the winner will be notified prior to the Annual Meeting. Ensure the
winner will attend the meeting if possible.
The Nomination Packet must include:
1.
2.
3.
Completion of Nomination Form and a nominating letter explaining why this person should be selected
written by the nominator.
CV of the nominated person.
Other supporting documents - limit of 3 additional letters of recommendation.
The USAFP Operational Medicine Award selectee will:
1.
2.
3.
Receive round trip airfare, 2 days per diem, 1 night hotel, and waiver of the registration fee to the
Annual Meeting.
Be recognized and receive a plaque at the Annual Meeting.
Be recognized in the USAFP newsletter edition following the Annual Meeting.
25
President's Award
DESCRIPTION
Selected by the USAFP President, this Award is designed to recognize individuals whose exemplary
dedication and exceptional efforts has advanced the mission and vision of the USAFP along with providing
past or present guidance to the President.
Award of Merit
DESCRIPTION
Determined by the USAFP Board of Directors, this Award recognizes individuals whose long term effort and
significant contribution of time, energy and commitment to the USAFP has resulted in distinguishing
themselves and the USAFP.
Lifetime Achievement Award
DESCRIPTION
Determined by the USAFP Board of Directors, this Award is for persons of distinction who have rendered
outstanding service to the USAFP and recognizes long term dedication, exemplary leadership and exceptional
individual effort towards the advancement of the USAFP and the USAFP membership.
TRAVEL FUNDING
DESCRIPTION
This policy identifies USAFP funding provided to individuals for travel incurred from society activities.
Executive Committee/Finance Committee Meeting:
The Executive Committee, current Program Chair, immediate past Program Chair, incoming Program
Chair, and Newsletter Editor are funded to this meeting to include: travel*, up to 3 hotel nights, up to 3 days per
diem ($25 day).
Mid Year Board Meeting:
All Board Members, Officers, AAFP Delegates and Alternate Delegates, Newsletter Editor and current
Program Chair are funded to this meeting to include: travel*, up to 2 hotel nights, up to 2 days per diem
($25/day). The President may authorize the funding of a Committee Chair to attend the mid year Board
meeting if the President determines that the Committee’s work requires action by the Board at the mid-year
meeting.
AAFP Annual Meeting:
The Delegates and Alternate Delegates are funded to the AAFP Congress to include: travel*, up to 4
hotel nights, up to 4 days per diem ($25/day). The current Program Chair is funded to this meeting to include:
travel*, up to 3 hotel nights, up to 3 days per diem ($25/day).
26
Annual Board Meeting:
Pre Conference
All Board Members, Officers, incoming Resident Board Members, current Program Chair, incoming
Program Chair, AAFP Delegates and Alternate Delegates, and Newsletter Editor are funded to this meeting to
include: travel*, up to 2 hotel nights, up to 2 days per diem ($25/day). Annual Meeting related fees are not
reimbursable.
Post Conference
All Board Members, Officers, current Program Chair, incoming Program Chair, AAFP Delegates and
Alternate Delegates are funded to this meeting to include: travel*, 1 hotel night, 1 day per diem ($25/day). An
exception is incoming resident members, who are funded for travel*, 6 nights hotel, and 6 days per diem
($25/day) pending attendance at the Pre-conference and Post-conference board meetings. Annual Meeting
related fees are not reimbursable.
USAFP Annual Meeting:
Complimentary accommodations will be provided for current Program Chair, Incoming Program Chair
and President. Complimentary registration will be provided to the Program Chair and the Incoming Chair.
AAFP Leadership Conference (ALF):
The President, President-Elect, a new upcoming leader, an additional representative and two staff are
funded to this meeting, to include: travel*, 3 hotel nights, 4 days per diem ($25/day), and the meeting
registration fee.
AAFP Women, Minority, and New Physician Conference (NCSC):
The USAFP Board of Directors selects annually, with recommendations from the Nominating
Committee, three USAFP members to serve as representatives to the AAFP Annual Conference on Women,
Minority and New Physicians. The representatives selected are funded to this meeting to include travel: up to
four nights hotel, up to four days per diem and the meeting registration fee. Representatives are expected to
provide the Board of Directors with a written report of the meeting.
NCFPR/NCSM Meetings:
Each USAFP Resident Director (3) is funded to this meeting to include travel*, 1/2 lodging rate for 4
nights, registration fee, and up to 4 days per diem ($25/day). Workshops are not funded.
Annual Meeting Site Visit:
Two site visits are authorized: shortly after selection of the site and approximately 1/2 year in advance
of the Annual Meeting. The incoming Program Chair is funded to visit the conference site with staff to include:
travel*: 2 nights hotel, up to 2 days per diem ($25/day).
Miscellaneous Funding Information:
1.
2.
Expense forms with receipts must be submitted to the Executive Director at the Headquarters Office for
reimbursement. Any expenses that exceed $50.00 must be accompanied by supporting documentation
(i.e. receipts) in order to be eligible for reimbursements.
Committee Chairpersons and Consultants may attend meetings without USAFP Funding. Additional
funding will be at the discretion of the Executive Committee.
Travel Funding Specifics:
27
The USAFP reimburses travel as follows:
1.
2.
3.
Economy airfare only unless the President approves full coach.
If driving, reimbursement is at the prevailing government rate per mile up to the cost of roundtrip
economy airfare.
Roundtrip train fare not to exceed roundtrip economy airfare.
Airfare Reimbursement:
In order to control USAFP travel expenses, the policy states that airline reimbursement is limited to
Economy airfare. Please don't wait to make reservations and get the tickets. The cost difference in most
instances is significant.
Depending on your status (leave or permissive TDY), tickets may be obtained well in advance of
orders. (This applies if USAFP pays for the ticket. If local hospital or central funding is involved, the airline
ticket is issued after orders.) Check with your service for specific policy.
Many members are concerned that duty may prevent their attending at the last minute and they will be
stuck with a useless ticket. Others don't like to have the charges on their credit card so far in advance.
Three Options for Ticket Purchase:
1.
2.
3.
Purchase the ticket and file for reimbursement at the conclusion of the meeting.
Purchase the ticket and submit an expense report. The Headquarters office will reimburse you in
advance of the meeting.
Make the reservation. Within 24 hours call the USAFP office with airline phone number and reservation
confirmation number. They will then contact the airline and authorize the fare be charged to the
USAFP. The staff is not available on weekends or holidays so during these times no one is able to
meet the 24-hour requirement.
28
USAFP EXPENSE REPORT FORM
Name:_____________________________________________________________________________
Address: ___________________________________________________________________________
City, State, Zip: _____________________________________________________________________
Pay to the Order of (if different from above): ______________________________________________
Reason or meeting attended: ___________________________________________________________
Dates of Expense: ___________________________________________________________________
The USAFP will pay economy airfare or .56 per mile if driving (up to the cost of economy airfare), hotel (room
and tax) and $25.00 per day per diem. Other reasonable expenses incurred will also be reimbursed under
miscellaneous (subject to approval).
Please include receipts for reimbursement.
Meeting Registration:
(If Applicable)
$________________
Airfare/Auto:
$________________
Hotel:
$________________
Per diem:
$________________
* Miscellaneous
$ ________________
* (Please explain): __________________________________________________________________________
__________________________________________________________________________________________
Total:
$
Office Use Only
Account # ______________
Uniformed Services Academy of Family Physicians
1503 Santa Rosa Road, Suite 207
Richmond, Virginia 23229
(804) 968 - 4436
(804) 968 - 4418 FAX
Check #: _______________
Amount Paid: ___________
Date Paid: _____________
PLEASE NOTE: THIS VOUCHER MUST BE RETURNED NO LATER THAN DECEMBER 1, 2014
29
Uniformed Services Academy of Family Physicians
Financial Reserve Policy
Purpose
The primary purpose of the financial reserve is to serve as a buffer for uncertainty in the funding of the
activities of the USAFP. It is intended to provide a safety net in the rare event of an unforeseen circumstance
that threatens the mission and solvency of the organization. The reserve will help provide time for the
organization’s leadership to adjust policies, procedures, and budgeting to address the new circumstance.
A secondary purpose for the reserve may be to provide funding for a major one-time purchase or to subsidize
the cost of a time-limited new Special Project. Use of the reserves for this secondary purpose should not
diminish the ability of the reserve to accomplish its primary purpose.
To be assured that the USAFP has sufficient reserves for its primary purpose, a minimum amount will be
established and designated as the “Required Reserve” amount.
Calculation of Required Reserve Levels
The Required Reserve funds will be calculated as the sum of the following:
1. Funds to cover six (6) months of budgeted operational expenses, excluding the Annual Meeting
2. Funds to cover the budgeted Annual Meeting expenses
3. Funds for any budgeted capital expenditures
4. Funds to cover one year of payments on any financial borrowings
5. Funds to cover future costs of previously Board-approved Special Projects (see below for definition).
An assessment and recalculation of the Required Reserve level and funding (if needed) will be performed
annually as part of the annual budgeting process, as well as any time it becomes necessary to release
Required Reserves.
Authorization of release of Required Reserves
The Required Reserves may be used to address any unforeseen and unbudgeted contingency that threatens
the ability of the organization to meet its financial obligations. Approval of the use of the Required Reserves
should be by a majority of the Board of Directors. However, if circumstances require a more immediate
response, approval may be given by the Executive Committee with timely notification to the Board of Directors.
Actual Reserves greater than Required Reserve
If the actual Reserves amount exceeds the calculated Required Reserve, the additional funds may be used,
upon approval of the Board of Directors, for new Special Projects (in contrast to previously approved and
ongoing Special projects, whose costs are now calculated in the Required Reserve). Special Projects are
defined as:
1. Non-operational
2. Time-limited (no greater than three years)
Replacement of Reserves
When the actual Reserves are less than the calculated Required Reserves, budgeting must provide for a
strategy to meet the Required Reserve amount in a time and manner as determined by the Board of Directors
while preserving the core mission activities of the organization.
Management of Required Reserve
It is important that this reserve asset be of sufficient liquidity to meet short-term operational costs when
needed. Thus, 25 percent of the required reserve should be placed in an investment vehicle that can be
liquidated in less than 60 days.
Policy Review
The Financial Reserve Policy is to be reviewed annually by the USAFP Board of Directors at the fall Board
meeting.
30
Uniformed Services Academy of Family Physicians
Balanced Budget Policy
To: USAFP Board of Directors
16 Sep 11
From: Mark Comnick
Subject: Balanced Budget Policy
Discussion:
1. The USAFP is financially sound and currently retains a cash reserve in excess of minimum
requirements set forth by the Financial Reserve Policy.
2. The Academy’s favorable financial position in large part exists due to annual meeting success, 2008
dues increase, and placement of cash holdings in fiscally conservative accounts.
3. It is the inherent obligation of the Academy’s elected leadership to execute the strategic objectives of
the USAFP in a fiscally responsible fashion.
4. In recent years, income streams from alternative sources (other than annual meeting and dues) have
withered. As such, the USAFP has projected deficit budgets for 2011 and 2012.
5. Although the USAFP’s reserve can easily absorb proposed deficit for 2012 (and deficit for 2011, which
did not materialize), prior debate regarding annual spending highlight the need to consider a balanced
budget policy.
6. In conjunction with Financial Reserve Policy Bylaws, a Balance Budget Policy would ensure continued
organizational financial viability and contingency capacity.
Recommendations:
1. The USAFP Board of Directors should consider approval of a Balance Budget Policy.
2. Understanding that projected budgets are conservative estimates with some inherent variability, this
policy should allow the Board of Directors to approve a deficit of up to 5% of the annual expenses.
3. At times, USAFP strategic priorities/projects or other circumstances will necessarily and appropriately
require use of cash reserves which will result in a fiscal year deficit budget greater than 5%. Approval
of an annual budget deficit in excess of 5% should require approval by two-thirds majority of the voting
board members. However, any projected budgeted loss should not reduce actual reserve levels below
the required amounts as established by Financial Reserve Policy (unless additional criteria met-see
paragraph 4).
4. Cash reserves should continue to be maintained IAW established USAFP Financial Reserve Policy. In
extreme or unusual circumstances, utilization of Required Reserve funds may be authorized with threefourths majority Board approval. However, if the USAFP’s actual Reserves are less than the Required
Reserve, then the Academy’s subsequent fiscal year budget will be established so that net expenses
do not exceed projected income. Furthermore, a long term budget strategy must be implemented to
recover Required Reserve IAW Financial Reserve Policy.
5. As is required with Financial Reserve Policy, Balance Budget Policy should be “reviewed and accepted”
annually at the midyear board meeting with presentation of the budget.
31
BOARD ORIENTATION MANUAL
CHAPTER 4
USAFP Bylaws
2013 Board of Directors Meeting Minutes
Uniformed Services Academy of Family Physicians
Board of Directors Meeting
Sheraton Hotel at Crown Center
Kansas City, MO
27 April 2013
MINUTES
MEMBERS PRESENT:
Mike Place, MD Pam Williams, MD, Leslie Knight, MD, Deb
Manning, MD, Tim Mott, MD, Rob Oh, MD, Mark Flynn, MD,
Christopher Paulson, MD, Doug Maurer, DO, Mike Oshiki, MD,
Bruce Yee, DO, Caitlyn Rerucha, MD, Brooke Sciuto, MD, Joseph
Perez, MD (participated via phone)
MEMBERS NOT PRESENT:
Maureen Padden, MD, Trent Janda, DO, John Hallgren, MD,
Steve Kewish, MD, Edgardo Alicea, MD, Marc Childress, MD
COMMITTEE CHAIRS PRESENT:
Anthony Beutler, MD, Heidi Gaddey, MD, Katie Crowder, MD, Luis
Otero, MD, Stacy Fletcher, MD
CONSULTANTS:
Mark Reeves, MD, Jeff Quinlan, MD Michelle Milner, MD
(participated via phone)
STAFF:
Terrence J. Schulte, Executive Director, Mary Lindsay White,
Associate Executive Director, Kristie Duncan, Comptroller
2013-2014 INCOMING BOARD:
James Ellzy, MD, Laurel Neff, DO, Chris Jonas, DO, Michelle
Lynch, MD, Haroon Samar, MD, Sarah Avila, MD
I.
Meeting Called to Order
II.
Introduction of both incoming
and outgoing Officers and Board
members and review of logistics
for this Board of Directors
Dr. Place called the meeting to order
at 0900.
The Board introduced themselves
and Dr. Place reviewed the logistics
of the meeting.
NONE
NONE
32
Meeting
III.
Approval of Minutes from the 19
October 2012 USAFP Board of
Directors meeting held in
Philadelphia, PA (NOTE:
Minutes were e-mailed on 31
October 2012)
A motion was made and seconded
to approve the minutes as
amended from the 19 October 2012
Board meeting.
APPROVED
IV.
(FYI) USAFP Mission and Vision
Statements
Dr. Place referred the Board to
Exhibit A.
NONE
V.
Committee Reports
A. Nominating
Dr. Place referred the Board to
Exhibit B.
NONE
1.
Congratulations
to those elected
to USAFP
Officer and
Director
positions
B. Finance Committee
1.
Review of the
2012 USAFP
Audit
Dr. Perez referred the Board to
Exhibit C and noted the net income
from the two previous Annual
Meetings.
APPROVED
A motion was made and seconded
to approve the 2012 audit.
C. Annual Meeting Program
1.
Report on
cancellation of
the 2013
USAFP Annual
Meeting
scheduled 2126 March 2013
at the Walt
Disney Dolphin
Hotel and
avoidance of
any cancellation
penalties
D. Resident and Student Affairs
Dr. Place noted that the USAFP was
very fortunate to have been able to
cancel the meeting with no penalty.
NONE
Dr. Manning noted that most of the
activities of the Committee surround
the Annual Meeting and that the
Committee will continue to submit
magazine articles.
E. Membership & Member
Services
1.
(FYI)
Dr. Ellzy referred the Board to Exhibit
NONE
33
Membership
Overview from
the AAFP
2.
3.
(FYI) AAFP
Membership
Recap
2013 All
Member Survey
D and noted the USAFP won the
award for highest percent increase in
active members and highest percent
retention of new physicians. He also
noted that the USAFP outpaced the
AAFP on active members and the
variation in student membership was
discussed.
Dr. Ellzy referred the Board to Exhibit
E.
Dr. Ellzy requested that each
Committee submit 2-3 questions for
the survey and the Executive
Committee submissions with a
deadline of May 15th.
NONE
Presidential Charge
to create survey.
F. Special Constituencies
No report.
Send questions to
Committee Chairs
from 2011 survey.
NONE
G. Constitution, Bylaws and
Strategic Charter – Dr. Keck
No report.
NONE
H. Clinical Investigations
1.
Report on
Judges
Workshop held
2-4 November
2012 in Salt
Lake City, UT.
2.
Report on stats
for the 2013
USAFP Annual
Meeting
Research
Competition
3.
(FYI) Final
Grant Reports
from Drs.
McLeary and
Ledford
I. Education
1.
STFM
Residency
Faculty
Development
Resources
2.
Faculty
Development
Distance
Fellowship
Dr. Beutler referred the Board to
Exhibit F and noted the two options
for research presentations and that
15 people took advantage of the
video option.
Dr. Beutler referred the Board to
Exhibit G and noted the winners for
the 2013 competition. (See Appendix
A)
NONE
Send plaques to the
winners.
Publish abstracts in
the spring magazine.
Dr. Beutler referred the Board to
Exhibit H and referred the Board to
Dr. Ledford’s report that was
distributed. (See Appendix B)
Dr. Maurer referred the Board to
Exhibit I and noted that it is an on-line
faculty development curriculum for
100 people at $4,200 per year.
Dr. Maurer referred the Board to
Exhibit J and noted the specific
options in the included presentation.
Discussion ensued on the semantics
of the options.
APPROVED
A motion was made and seconded
to table the discussion until the
34
later discussion of the 2013-2014
USAFP Board.
Dr. Jeffrey Cain, AAFP President, joined the USAFP Board to install the 2013-2014 USAFP
Board of Directors.
J. Health Promotion and
Disease Prevention
Dr. Paulson reported on behalf of the
Committee and noted that Dr. May
would like to see the AAFP’s AIM
program as a focus of the
Committee. Dr. Manning reported
that the MHS is embarking on a large
Preventive Medicine campaign titled
the “Healthy Base Initiative”..
Presidential charge to
Drs. Reeves and
Manning to provide
resources to the
Committee.
Drs. Manning and Reeves
recommended a family physician
(potentially Dr. May) for the MHS
representative to the Military Health
System Population Health Work
which is a good opportunity for
Family Medicine/Family Physician to
lead, shape health promotions across
the MHS.
Dr. Paulson recommended polling
the USAFP members for Best
Practices.
K. Operational Medicine
L. Clinical Informatics
M. Practice Management
N. Web Site
VI.
Other Business and Reports
A. Report on activities taking
place during the AAFP
Annual Leadership Forum
and National Conference of
Special Constituencies
Dr. Oshiki reported on behalf of the
Operational Medicine Committee.
(See Appendix C)
No report.
Dr. Place referred the Board to the
distributed report. (See Appendix D)
Mrs. White noted that Web Success
Agency in Palm Beach, FL was
selected as the web designer and
that content is currently being
submitted.
NONE
Presidential charge to
the Committees to
submit needs for the
website.
Drs. Fletcher and Otero reported on
the activities of NCSC and noted the
interesting process of resolutions.
Dr. Williams asked the Board for
recommendations for 2014 NCSC
attendees.
IMG
Ana Solis, MD (Pendleton)
Merlene Horan, MD (White House)
Jean Mathurin, MD (Pensacola)
New Physician
35
Stacey Fletcher, MD (Offutt)
Michael Braun, DO (Madigan)
Janet West, MD (Pensacola)
Shannon Broderson, MD (AF ??)
Woman
Beth Leonard, MD (Camp Lejeune)
Francesca Cimino, MD (Madigan)
Brooke Sciuto, MD (Travis)
Michelle Szczepanik, MD (Ft.
Gordon)
Michelle Val, MD (Ft. Sill)
Mandy Cuda, MD (Madigan)
Jamie Riesberg, MD (Ft. Carson)
Kristen Koenig, MD (Ft. Campbell)
Julie Hundertmark, MD (Ft. Benning)
Kristina Burgers, MD (Ft. Sill)
GLBT/Minority
Maria DeArman, MD (CG Boston)
Taiwona Elliott, DO (Ft. Bragg)
Luis Otero, MD (Travis)
Julie Hundertmark, MD (Ft. Benning)
Adam Sasso, MD (Ft. Leonard
Wood)
Jackie Naylor-King, MD (Madigan)
B. Report from USAFP
members serving on AAFP
Commissions
1.
Leslie Knight,
MD –
Commission on
Quality and
Practice
2.
James Ellzy,
MD Commission on
Health of the
Public
Dr. Knight reported that the
Committee reviews policy on behalf
of the AAFP and other medical
organizations including most recently
policy on GI, Kidney, Diabetes,
Diabetic Supplies and OB/Diagnostic
imaging.
Dr. Ellzy reported that the
Commission worked on preparations
for NCSC and ALF. He also noted
that there is a proposed AAFP
bylaws change
“RECOMMENDATION: That the
American Academy of Family
Physicians (AAFP) bylaws be
amended so that members who do
not transfer their membership within
six months of relocating shall, upon
verification of eligibility of
membership, be automatically
relocated to the chapter where they
practice or reside. If membership
eligibility cannot be verified in the
36
3.
Aaron Saguil,
MD, MPH and
Dean
Seehusen, MD,
MPH –
Commission on
Continuing
Professional
Development
new chapter where the member
practices or resides, then the
member shall be notified that after 30
days their membership will be
canceled.” He also reported that the
Committee discussed the dues
waiver reduction for new physicians.
Drs. Saguil and Seehusen were not
present.
NONE
C. Recess
VII.
Meeting of the 2013-2014
USAFP Board of Directors
A. Discussion relative to “next
step” issues concerning the
future of the USAFP Annual
Meeting
1.
Update/reports
from Service
Consultants
regarding their
understanding
of the potential
for funding
availability in
the future and
also their
understanding
of what other
medical service
associations are
considering/
doing
Dr. Williams called the meeting to
order at 1145.
Dr. Williams provided the Board with
the tasks for the afternoon in terms of
small group discussions, a SOAR
analysis and open discussion. She
asked Mr. Schulte to provide
background on the planning of an
Annual Meeting including time
frames.
Dr. Milner reported on the fiscal
climate in the Air Force noting that
Faculty Development continues to be
funded because it is not considered a
conference and is required for
residency faculty. She noted that
packages approved without repeated
questions are those that can draw a
direct line for deployment medicine
and readiness requirements. Dr.
Milner indicated that ACGME
requirements, Board certification,
CME and retention are not
justifications for funding.
NONE
NONE
Dr. Quinlan noted that a resort
location is not a viable option for
Navy approval and emphasized that
meetings can get approved and then
disapproved. He has seen funding
directly related to operational
requirements pending orders on
specific deployment. He also
reported that the meeting has to be
less than $3,000 per person or $600
per day with a $20,000 per event
limit. A meeting over the $20,000
37
limit requires under Secretary of the
Navy approval and most have been
denied. Dr. Quinlan has submitted
an application for the AAFP meeting
and will know about approval in the
next month.
Dr. Reeves stated the challenges are
defining mission critical and
accounting for the scale of cost. Big
picture, must demonstrate value and
accountability to the service(s). He
also noted that like the Navy, the
Army can grant approval and then
have it disapproved. He has seen
success
in smaller scale conferences, such as
the program directors workshop
approved last month and few other
recent examples. Examples of
"mission
critical criteria" include requirements
for program accreditation (presenting
research for example) or individual
certification (invited speaker, course
director, etc), training re: current
operational imperatives in a deployed
(TBI, pre-hospital care, area specific
medical threats, lessons learned, etc)
and garrison environment (PCMH,
performance triad,
health information technology, etc),
general alignment with strategic
objectives in the quadruple aim, Army
Medicine Campaign2020, etc.
Tailoring the agenda to training and
interaction that requires face-face
and/or hands-on involvement is
another key element.
Dr. Perez provided the PHS/CG
perspective and noted that the
USAFP Annual Meeting is a required
training. He noted the challenges are
that they need a formal curriculum
and measureable outcomes or a
testing mechanism to show
measureable outcomes
B. Open discussion and specific
Dr. Beutler asked if having in a
government facility would help the
approval process and the general
response was yes, it could be helpful
but not a guarantee.
How does USAFP show value in
38
next steps
membership?
SOAR Process
Strengths
• Community/Quad-service
• Networking
• People
• Education
• Leadership
• Mentorship
• Cost Effective/Value
• Research/Scholarship
• Professional Development
• Facilitates Organizational
Community Management
• Administrative Staff
• Financial Standing
Opportunities
• Increased participation on nonassembly activities
• Creating an environment that
promotes innovation in value
for members
• “Super” website/IT solutions
• Define our relevance
• Focus on committee activities
• Help members with
recertification, maintain
licensure, etc.
• Evolve magazine to publish
research, CME,
• Modify meeting curriculum that
fits operational, mission critical,
PCMH requirements
• Increased exposure at national
and state levels
• Creative ways to provide
mentorship, leadership and
career mapping
• Additional financial streams
• AAFP advocacy
• Lead innovation for the AAFP
Aspire
• Networking/interactive
discussion groups
• Leadership
• Exceptional magazine, website,
app to distribute materials
• Role models of the military
officer and family physician
39
•
•
•
•
•
•
•
Premier professional home for
our members
Maintaining the military
uniqueness
Focus smaller meetings on the
requirements (mission critical)
Provide irrefutable evidence
that demonstrates our value to
the military leaders to defeat
pre-conceived notions
Communication hub for
members
General officer
sponsor/advocacy
Continued existence
Results
• Retention of members/military
retention
• Achieve justification of funding
• Website hits
• National AAFP leadership metrics
• Demonstrate leadership impact in
operational environment
• Maintain high levels of
scholarship in member
publications, presentations
• Young membership
• New members coming to
meetings
• Job satisfaction
• Defining mission critical set and
what does it look like
Where do we go next?
• High value placed on a face to
face meeting
Do we have an Annual Meeting?
• Yes
If yes, what needs to be preserved?
• Research, faculty development
– ACGME requirement
• Operational readiness – with
measures to show the success
– yearly certifications (ATLS,
BCLS, etc.)
• Specific volume of CME - 25
credits
• MOC SAMs
• Flag Officer interactions
APPROVED
If we can do one thing? Board
40
recommended including content on all
listed below.
• Readiness
• Research/Scholarship
• CME
How much financial risk would the
Board be willing to take? Discussion
ensued with varied levels of financial
risk.
A motion was made and seconded
to distribute a short survey to the
membership on the likely hood that
they would attend an Annual
Meeting if no funding was available.
This information is to be used to
help inform the Executive
Committee’s decision on whether or
not to have a meeting not utilizing
more than 15% ($125,000) of USAFP
financial reserves to fund the
meeting.
C. Consideration of releasing
USAFP member e-mail
addresses to other state
chapters
D. Listing of 2013-2014
Committee Chairs and Board
Liaisons
E. 2013-2014 USAFP Board
Listing
F. (FYI) 2013-2014 Magazine
Submission Dates
Mr. Schulte suggested defining the
specifics of the meeting (i.e.
registration fee, possible locations,
number of CME hours, etc.) before
sending the survey and reminded the
Board of the potential financial risk
relative to hotel and meeting facility
contracts should attendance not reach
expectations.
Dr. Williams asked the Board’s
feedback on the release of member
e-mail addresses. The Board
recommended not to release the
addresses and for the USAFP staff to
send an all member e-mail providing
the link on the AAFP site of all
chapter’s meeting dates and
locations.
Mrs. White referred the Board to
Exhibit K and noted that liaisons are
needed from the Directors for the
Membership and Member Services
Committee and the Clinical
Investigations Committee,
Mrs. White referred the Board to
Exhibit L and asked for any changes
to the information.
Summer 2013 – 20 July
Fall 2013 – 20 September
Winter 2014 – 15 December (mails in
Staff to send e-mail
to members
providing the link to
the AAFP’s Chapter
Meeting site.
Laurel Neff, DO –
Member and
Membership
Services
Christopher Jonas,
DO - CIC
NONE
NONE
41
VIII.
Determination of the time and
place for the next USAFP Board
of Directors meeting
IX.
Adjournment
January 2014)
Dr. Williams noted that the AAFP
Congress of Delegates is scheduled
22-25 September 2013 in San Diego,
CA and the next Board meeting is
scheduled for Friday, 27 September
2013 in San Diego, California.
Dr. Williams adjourned the meeting at
1504.
NONE
NONE
Uniformed Services Academy of Family Physicians
Board of Directors Meeting
27 September 2013
Sheraton Marina Hotel & Tower
San Diego, California
MINUTES
MEMBERS PRESENT:
Mark Flynn, MD, Pam Williams, MD, Mike Place, MD, James
Ellzy, MD, Rob Oh, MD, Doug Maurer, DO, Trent Janda,
DO, Edgardo Alicea, MD, Michelle Lynch, MD, Haroon
Samar, MD, Sarah Avilla, MD, Joey Perez, MD, John
Hallgren, MD, Christopher Paulson, MD, Deb Manning, MD,
Mike Oshiki, MD, Laurel Neff, DO, Steve Kewish, MD
COMMITTEE CHAIRS PRESENT:
Katie Crowder, MD, Heidi Gaddey, MD, Kevin Kelly, MD,
Mark Stackle, MD, Janet West, MD, Anthony Beutler, MD
CONSULTANTS PRESENT:
Jeff Quinlan, MD
STAFF PRESENT:
Terrence J. Schulte, Executive Director, Mary Lindsay White,
Associate Executive Director, Kristie Duncan, Comptroller
I.
Meeting called to order at 0800 hours
Pamela Williams, MD, USAFP
President called the meeting to
order at 0800 hours.
II.
Approval of Minutes of USAFP Board
of Directors Meeting held 27 April 2013
in Kansas City, MO
III.
F.Y.I. USAFP Mission and Vision
A motion was made and
seconded to approve the
minutes from the April Board
meeting.
Dr. Williams referred the Board
APPROVED
NONE
42
Statements
VI.
to Exhibit A.
Committee Reports
A. Executive/Finance Committee
1.
Report on meeting
held Thursday, 26
September at the
Sheraton San Diego
Dr. Williams reported on the
meeting and reminded the
Board of a motion that was
approved at the April meeting to
allocate up to $125,000 for 2014
Annual Meeting related
expenses.
a.
Report/discussions
regarding funding
concerns relative to
attendance at future
USAFP Annual
Meetings
2.
Report on USAFP
finances and
presentation of
proposed budget for
fiscal year 2014 –
Dr. Perez,
Secretary/Treasurer
NONE
NONE
Dr. Perez referred the Board to
(see Appendix A) the minutes
from the Exec/Finance meeting
held 26 September 2013. The
Board reviewed the budget with
Dr. Perez pointing out several
line items. Dr. Perez noted that
the 2013 budget called for a
$72,729 deficit. However, he
noted for 2013 an increase in
budgeted dues income and
some expenses that were not
incurred due to the cancellation
of the Annual Meeting, that the
USAFP is anticipating a net
income in the area of $17,670.
Dr. Perez indicated that the
2014 budget as presented calls
for a $72,370 deficit. Dr.
Williams noted some of the line
items related to the Annual
Meeting to include a reduced
registration fee of $250.00. Dr.
Perez noted that the 2014
budget is in line with the
Balanced Budget Policy and the
Cash Reserve Policy.
APPROVED
Dr. Williams tabled the item until
43
the end of the meeting to ensure
that if there are additional fiscal
items that they be included in
the budget.
A motion was made and
seconded to accept the 2014
USAFP budget.
B. USAFP Annual Meeting
1.
Report on
finalization of
cancellation of the
USAFP 2013 Annual
Meeting
2.
Report on Plans and
Programming for the
2014 USAFP Annual
Meeting Scheduled
13-17 March at the
DoubleTree in
Crystal City, VA
Drs. Stackle and Kelly reported
that “it would have been a great
meeting!” Dr. Perez
commended the Program Chairs
and the staff on executing a
strong contract that did not
cause the USAFP to incur any
cancellation penalties.
Drs. Gaddey and Crowder
reported on the highlights of the
meeting, noting the theme of
Learn and Lead. Dr. Gaddey
noted that the Welcome
Reception, Prayer Breakfast and
5K run/walk have been
eliminated from the schedule
and the Installation Luncheon,
All Attendee Party, Resident &
Student Reception and
Committee Reception will be
included on the program.
NONE
NONE
Dr. Quinlan offered to the Board
to conduct an ALSO Instructor
or Provider Course in a separate
space that would not impact the
USAFP financially in any way.
Discussion ensued on the
Service Specific sessions and
whether or not they should be
included on the program.
Dr. Quinlan noted that the Navy
requires a 120 day time frame to
submit paperwork for funding.
He also noted the specifics of
the Navy funding policies.
Dr. Flynn reported that Janet
44
C. Clinical Investigation
Committee — Dr. Beutler,
Chair, Dr. Jonas, Board Liaison
West, MD and Michael
Mercado, MD will be the 2015
Program Chairs.
Dr. Beutler reported that the
Judges Workshop will be held in
Baltimore 7-9 November and
that they anticipate 100
submissions for the 2014
USAFP Annual Meeting. He
noted the plan for the 2013
Annual Meeting included the
“Rise with Research” sessions
to give more an opportunity to
present research and that they
hope to offer spots for research
to be presented that are outside
the actual research competition.
He stated that the goal in
“accepting” additional research
would be to enhance funding
options for residents.
Dr. Beutler reported that Jacki
Resnick will retire as a
Research Judge at the 2014
USAFP Annual Meeting. He
asked the Board for civilian
judge recommendations to
replace Ms. Resnick.
He also reported that 3 research
submissions from last year have
been published.
D. Constitution, Bylaws &
Strategic Charter Committee
— Dr. Keck, Chair, Dr.
Hallgren, Board Liaison
E. Education Committee
Maurer, Chair
1.
— Dr.
See Appendix B for full report.
No report.
Dr. Maurer referred the Board to
Exhibit B and noted the specific
activities of the committee to
include the inclusion of materials
that will be available on the new
USAFP website.
NONE
(Carryover from 27
April 2013 Board
Meeting)
45
a. Funding for a
“distance” faculty
development
fellowship
Dr. Maurer reported that many
programs have not been able to
send faculty to regional
fellowships and therefore, he
has created a “distance” faculty
development curriculum.
Dr. Maurer’s proposal is to train
1-3 “distance” fellows beginning
in 1 July 2014 – 30 June 2015
with the requirement to complete
a variety of projects with no
degree at the end but a
certificate of completion. The
fellow would present at the
spring 2015 USAFP Annual
Meeting and his request would
include a fiscal note of $2,000
per fellow (total of $6,000) to
travel to the USAFP Annual
Meeting. Dr. Maurer suggested
that the fellow develop a
presentation to be submitted for
approval at the USAFP Annual
APPROVED
Meeting.
Discussion ensued regarding
whose responsibility it is to
ensure faculty development. Dr.
Manning challenged the Board
to determine if there is a true
need for this service that
benefits a very small number of
physicians.
A motion was made and
seconded for the USAFP to
endorse and support the
distance learning fellowship
without any funding
associated.
Dr. Beutler recommended
putting funding behind the
motion to show that the USAFP
has a stronger endorsement of
this initiative.
b. STFM teaching
program website
Dr. Maurer reported that STFM
would offer the USAFP on-line
faculty development resources
46
for a fee of $6,800 which
includes access to the teaching
physician website and up to 100
users annually. He noted that
the resources would greatly
assist the residency requirement
for faculty development. Dr.
Maurer volunteered to control
the access.
Discussion ensued as to
whether or not this is the
responsibility of the USAFP or a
program specific issue as to
where they get their faculty
development resources.
APPROVED
A motion was made and
seconded to task Dr. Maurer
with poling the residency
program directors to
determine potential use and
report back to the Executive
Committee if there is a
warranted need and if so, the
Executive Committee would
move forward with procuring
the service for one year with a
re-evaluation at the end of the
year before agreeing to a
subsequent year.
F. Nominating Committee —
Drs. Place, Williams and Flynn
1.
Report on potential
nominees for
USAFP Officer and
Director Candidates
Dr. Williams requested proposed
candidates from the Board and
referred the Board to the
previously submitted names
from the Executive/Finance
Committee. The following
Officer and Director candidates
were recommended.
President-Elect – Army
Rob Oh, MD
Doug Maurer, DO
Telita Crosland, MD
Mike Oshiki, MD
Dean Seehusen, MD
47
Vice President – Air Force
Chris Paulson, MD
Rich Sumrall, MD
Chris Jonas, DO
Army Director
Mimi Raleigh, MD
Mark Stackle, MD
Shane Larson, MD
Dana Nguyen, MD
Kevin Kelly, MD
John Edwards, MD
Matt Fandre, MD
Amanda Cuda, MD
Shawn Alderman, MD
Air Force Director
Katie Hoy, MD
Jennifer Chang, MD
Scott Wiltz, MD
TJ Croaker, MD
Rich Sumrall, MD
Luis Otero, MD
Navy Director
Leo Carney, DO
Rowenna Papson, MD
John Blair, MD
Rob Lennan, MD
Eric Sweitzer, MD
Shari Gentry, MD
Brian Smoley, MD
Adam Saperstein, MD
Gray Dawson, MD
Leah Soley, MD
CG/PHS Director
Ryan Sheffield, MD
Maria deArman, MD
Estan Palacios, MD
Paul Heidershi, MD
Rochelle Nolte, DO
Jeff Salvan-Harman, MD
G. Practice Management
Committee — Dr. Duque,
Chair, Dr. Kewish, Board
Dr. Kewish reported on behalf of
Dr. Duque and noted that she
requests authors for magazine
48
Liaison
H. Disease Prevention and Health
Promotion Committee — Dr.
May, Chair, Dr. Paulson, Board
Liaison
I. Membership and Member
Services Committee — Dr.
Carney, Chairs, Dr. Neff, Board
Liaison
1.
Report on 2013 All
Member Survey
articles and that she is planning
the workshops for the Annual
Meeting. He noted that
according to the survey report
one focus could be on
credentialing.
Dr. Paulson reported on behalf
of Dr. May and noted that he
would like to generate more
interest in committee
membership. He recommended
that local HEDIS champions
participate in committee
activities.
No report.
Dr. Williams referred the Board
to the all member survey results
in Exhibit C and noted that it is
good data to utilize to develop
future initiatives for the Board
and the Committees. She asked
the Board for feedback on
potential projects that each
glean from the responses.
•
The lack of knowledge
that InfoPOEMs and
Audio Digest are
available as membership
services.
•
New members did
respond.
•
Page 14 – resident and
students what they get
from residency programs.
Dr. Beutler recommended looking
at other ways to poll the
membership to enhance the
number of responses. Dr. Oshiki
recommended breaking the survey
down into sections to decrease the
time commitment for completion.
Presidential
Charge
Dr. Williams tasked the Directors
with getting ideas from Committee
49
Chairs on how to evolve this
process to make it more efficient.
2.
(FYI) Member Count
by Chapter and
Type
J. Clinical Informatics Committee
— Dr. Barnes, Chair, Dr.
Janda, Board Liaison
K. Resident and Student Affairs
Committee – Dr. Vitrikas,
Chair, Dr. Ledford, Co-Chair,
Dr. Manning, Board Liaison
L. Special Constituencies
Committee – Drs. Otero and
Fletcher, Co-Chairs, Dr. Alicea,
Board Liaison
M. Operational Medicine
Committee – Dr. Alderman,
Chair, Dr. Dawson, Co-Chair,
Dr. Campbell, Op Med Web
Page, Dr. Oshiki, Board Liaison
Dr. Quinlan recommended utilizing
an app that allows a text to appear
on smart phones to facilitate a
membership survey.
Dr. Williams referred the Board
to Exhibit D as an FYI and noted
that the USAFP and AAFP
membership has grown in the
last few years.
See attached report. (Appendix
C)
Dr. Manning reported that the
Chairs are working on the
USAFP Annual Meeting resident
and student workshop offerings
as well as soliciting HPSP
student participation in the
Annual Meeting.
Dr. Manning asked for more
clarification from the
Executive/Finance committee
minutes regarding the funds
discussed to provide to
residency programs to help with
student interest at residency
programs. Dr. Williams
provided the background for the
USAFP to provide money to
each program to buy “swag”,
pizza, etc. Dr. Williams charged
Dr. Manning with discussing the
idea with the Committee Chairs
and for a process to be
developed so that the USAFP
staff was not overly burdened.
No report.
Dr. Oshiki summarized a report
submitted by Dr. Alderman (see
Appendix D).
NONE
Presidential
charge to
contact
Resident and
Student
Affairs
Committee
to get
feedback on
idea from
Finance
Committee
for USAFP
funds to
support
student
interest.
NONE
50
N. Website Committee – Drs.
Carney and Janda, Co-Chairs,
Dr. Janda, Board Liaison
Dr. Janda and Mrs. White
presented screen shots of the
USAFP website progress. Dr.
Ellzy asked Dr. Beutler to
explain the additional
functionality required by the CIC
Committee.
Presidential
Charge
Dr. Williams charged Dr. Oh with
developing a structure for updating
the website content and who holds
that responsibility to be presented
at the spring Board of Directors
meeting.
Dr. Place recommended that the
committees are apprised of their
role in updating the website.
Dr. Quinlan recommended a
Specialty Leader/Consultants
Corner on the home page by
service with a blogging capability.
O. Other
V. New Business/Reports
A.
Report on activities of the
AAFP Congress
of Delegates Meetings held 2325 September 2013 at the San
Diego Marriott Marquis and
Marina Hotel (NOTE: Drs.
Williams and Flynn served as
AAFP Delegates)
NONE
Dr. Williams reported on the
elections at the AAFP and noted
that installed as AAFP President
was Reid Blackwelder, MD from
Tennessee and his goals are to
lead the AAFP through the
implementation of the ACA,
specifically what the AAFP needs
to do to advocate for AAFP
members and their patients. She
also noted that Dr. Blackwelder is
focused on physician wellness.
NONE
Dr. Flynn noted that the same sex
marriage issue was again
discussed and was upheld to
support.
Dr. Williams noted the other issues
discussed included:
Gun violence
Energy/Sugar drinks
Meaningful Use
51
Aging physicians – keeping
workforce vibrant
EHR’s
Contraceptions (IUD’s and the
adolescent population)
Streamlining of requirements
Sports Medicine – reciprocity of
licensures if you travel with a
sports team
B. Report from those USAFP
members
serving on AAFP Commissions
1. James Ellzy, MD –
Commission on
Membership and Member
Services
Dr. Ellzy reported that the
current positions for Special
Constituencies at the AAFP
Congress are due to sunset in
2015 and a task force has been
developed to determine if there
is still a need and noted that
there had been discussion on
the differences between special
constituencies and special
interest groups.
He noted that the AAFP has a
Distinguished Service Award
and recommended that the
USAFP nominate a member for
this award.
2. Aaron Saguil, MD and
Dean Seehusen, MD –
Commission on Continuing
Professional Development
C. Consideration of nomination for
USAFP members interested in
serving on AAFP Commissions
and the American Board of
Family Medicine’s Board of
Directors (nominations due 15
October 2013)
Dr. Williams tasked Dr. Place
with vetting some nominees.
Drs. Saguil and Seehusen are
not present to report. Dr.
Williams noted that Dr.
Seehusen was nominated to
serve as Chair of his
Commission but was not
selected.
Dr. Williams apprised the Board
of the issue that the Texas
chapter raised to proportionately
have delegates based on
chapter size. In regard to that
comment, she noted that the
USAFP should have 1-2
Commission slots available at
the AAFP level.
Presidential
Charge
NONE
She asked the Board for
52
interested nominees to include:
Joey Perez, MD – Heath of the
Public, Membership and
Member Services and Finance
Jeff Quinlan, MD – Education
and
Professional Development
Janet West, MD – Education
D. Consideration of request from
Adam Saperstein, MD for
USAFP to host the Family
Medicine Mentorship Program
on the new website
Doug Maurer, DO – Education,
Continuing Professional
Development, Health of the
Public
Dr. Williams referred the Board
to Exhibit E and reviewed Dr.
Saperstein’s request. She noted
that if the Board approves the
integration, a fiscal note will be
associated with the integration.
Discussion ensued about the
positive aspects of the program.
E. Future Meetings of Interest
F. Other
A motion was made and
seconded to charge the
Special Constituencies
Committee with vetting the
proposal and reporting back
to the Executive Committee
the logistics and fiscal note
associated with integrating
the mentorship service.
AAFP Annual Leadership Forum
and National Conference of
Special Constituencies – May 13, 2014 – Kansas City, MO
Dr. Williams noted that the
names reflected from the spring
meeting minutes will be the
basis to solicit attendees to
NCSC and ALF.
Dr. Williams requested the
Board to submit nominees for
the Family Physician of the Year
Award and the Operational
Medicine Award.
APPROVED
NONE
NONE
53
VI. Miscellaneous
A. Determination of time and
place for the next meeting of
the USAFP Board of Directors
Meeting
VII.
Adjournment
Dr. Place asked the Board for
feedback on having a Town Hall
Meeting in conjunction with the
Annual Meeting. Discussion
ensued on the pros and cons of
having the Town Hall forum. It
was suggested that an audience
response type system be used
to facilitate feedback versus
having a Town Hall Meeting. Dr.
Manning recommended having
a “town hall” type forum at the
Committee Reception.
Dr. Williams noted that the next
NONE
meeting of the USAFP Board of
Directors will be held Thursday,
13 March at the DoubleTree
Hotel in Crystal City, VA
Dr. Williams adjourned the
NONE
meeting at 1330. hours.
54
BOARD ORIENTATION MANUAL
CHAPTER 5
USAFP Bylaws
USAFP Strategic Plan 2012
Uniformed Services Academy of Family Physicians
STRATEGIC PLANNING REPORT (BRIEF VERSION)
2011 - 2014
VISION
The USAFP will be the premier professional home that provides services to enhance the
experience of current and future Uniformed Family Physicians.
MISSION
The mission of the USAFP is to support and develop Uniformed Family Physicians as we
advance health through education, scholarship, readiness, advocacy, and leadership.
GOALS
Goal 1: Membership. Sustain membership and enhance membership services.
Goal 2: Operational. Enhance Uniformed Family Physicians’ and service members’ capabilities
to excel in all operational environments.
Goal 3: Educational. Provide quality education for our members: anytime, anywhere.
Goal 4: Scholarship. Promote and facilitate scholarship.
Goal 5: Leadership. Develop leaders and mentors.
Goal 6: Advocacy. Advocate for the interests of the Uniformed Family Physician, our patients,
and an improved healthcare system.
55
STRATEGIC DIRECTIONS (OBJECTIVES)
Membership
Goal 1: Membership. Sustain membership and enhance membership services.
A.
B.
C.
D.
Obtain/maintain 90% of eligible Active Duty as members.
Obtain/maintain 100% of residents as members.
Increase medical student membership.
Identify and examine strategies to address the top four items identified on the membership
services survey.
E. Maintain 90% satisfaction in annual meeting feedback.
Goal Champion: Membership and Member Services, Clinical Informatics and Practice
Management Committees, Resident & Student Affairs
Operational
Goal 2: Operational. Enhance Uniformed Family Physicians’ and service members’ capabilities
to excel in all operational environments.
A. Provide operationally relevant educational sessions annually to membership.
B. Facilitate military medicine rotations for residents and students.
C. Develop Operational Medicine invisible college and FAQ’s on USAFP website
Goal Champion: Operational Medicine Committee
Education
Goal 3: Education. Provide quality education for our members: anytime, anywhere.
A. Provide high quality, evidence-based Annual Meetings.
B. Provide and expand “e-learning” opportunities (e.g., virtual, electronic, multi-media) for
members worldwide.
C. Provide medical educator support for membership.
Goal Champion: Education, Clinical Informatics, Health Promotion and Disease Prevention
and Practice Management Committees
Scholarship
Goal 4: Scholarship. Promote and facilitate scholarship.
A. Sustain the premier research competition.
B. Create a showcase highlighting scholarly activity by members.
D. Maintain robust faculty development for local research mentors.
E. Create tools to facilitate patient-centered research in and across military clinics.
Goal Champion: Clinical Investigations Committee
56
Leadership
Goal 5: Leadership. Develop leaders and mentors.
A. Increase the leadership presence of first tour Uniformed Family Physicians on the USAFP
Board of Directors and Committees.
B. Assess the need for and develop up-to-date junior and senior leadership educational
opportunities.
C. Develop educational opportunities for training physicians in PCMH team leadership.
D. Foster mentoring opportunities both virtually and at annual meeting.
Goal Champion: Practice Management, Resident and Student, Special Constituencies
Committees and Senior Service Directors on USAFP BOD:
Advocacy
Goal 6: Advocacy. Advocate for the interests of the Uniformed Family Physician, our patients,
and an improved healthcare system.
A. Have a member of the Executive Committee or Past Presidents of USAFP seek
opportunities to meet with influential leaders within the MHS annually.
B. Encourage and support USAFP members’ participation in AAFP.
C. Bring at least one resolution to the floor of the Congress of Delegates annually.
D. Recognize five or more remarkable Uniformed Family Physicians per year for their
achievements.
E. Annually/biannually ascertain the top four interests of the Uniformed Family Physicians.
Goal Champion: Executive Committee and the USAFP Board of Directors
57
CHAPTER 6
BOARD ORIENTATION MANUAL
USAFP Bylaws
USAFP Membership
2014 AAFP State Chapter Dues (FYI)
58
BOARD ORIENTATION MANUAL
USAFP Membership
2014 AAFP State Chapter Dues (FYI) continued
59
BOARD ORIENTATION MANUAL
USAFP Membership
AAFP State Chapter Membership Statistics
60
BOARD ORIENTATION MANUAL
USAFP Membership
AAFP State Chapter Membership Statistics continued
61
CHAPTER 7
BOARD ORIENTATION MANUAL
Tri-Service Family Medicine Residency Programs
US Air Force Residency Programs
US Army Residency Programs
Family Medicine Residency, Nellis AFB (ACC)
Department of Family Medicine, Ft. Bragg
99 MDOS/SGOF
4700 Las Vegas Blvd North
Nellis AFB NV 89191
Womack Army Medical Center
Ft Bragg, NC 28310
Program Director: MAJ Mark Stackle, MD
Phone: (910) 907-8007 DSN: 337-8007
www.wamc.amedd.army.mil/dme/GME/res/FamilyMe
d/Pages/default.aspx
Program Director: Paul Crawford, MD
DSN: 348-2978/COMM: 702-653-2978
FAX: DSN: 348-3622/COMM: 702-653-3622
www.nellis.af.mil/units/nellisfmr/index.asp
Family Medicine Residency, Ft. Belvoir
Eglin Family Medicine Residency, Headquarters Air
Armament Center (AFMC)
96 MDG/SGOL
307 Boatner Road, Ste 114
Eglin AFB , FL 32542-1282
Program Director: Christopher Paulson, Lt. Col
Phone: (850) 883-8288 DSN: 875-8288
www.eglinfmr.org/
St. Louis University School of Medicine Family
Medicine Residency ( Belleville)
180 S. 3rd Street, Suite 400
Belleville, IL 62220-1952
(375th MDG, Scott AFB, IL
Program Director: LtCol Kirsten Vitrikas, MD
Phone: (618) 256-4287 ext 4426
DSN 576-4287 ext 4426
Fax: (618) 222-4792
medschool.slu.edu/fpp/
Family Medicine Residency, Offutt AFB
55th MDG
2501 Capehart Road, Ste 1M00
Offutt AFB, NE 68113-2160
Program Director: LtCol John Hallgren, MD
Phone: (402) 294-9270
DSN: 271-9270
app1.unmc.edu/familymed/fmr/
Family Medicine Residency, Travis AFB
60th Med Group
SGOL
101 Bodin Circle, Dept FP
David Grant Medical Center
Travis AFB, CA 94535-1800
NCC-Dewitt ACH
9501 Farrell Road, Suite GC 11
Ft Belvoir, VA 22060-5901
Program Director: LTC Dean Seehusen, MD
Phone: 703-805-0146 DSN: 655-0146
Fax: 703-805-0049
www.dewitt.wramc.amedd.army.mil/residency/
default.aspx
Department of Family Medicine, Tripler
HSHK-FM
Tripler Army Medical Center
Tripler AMC, HI 96859-5000
Program Director: LTC Jeremy D. Johnson, MD
Phone: (808) 433-3313 DSN: (315) 433-3313 CONUS
www.tamc.amedd.army.mil/offices/
FamilyMedicine13/department/fmrp.htm
Department of Family Medicine , Ft. Lewis
MCHJ-FP
Madigan Army Medical Center
Ft Lewis, WA 98431
Program Director: John Edwards, MD
Phone: (253) 968-1340/1335 DSN: 782-1340/1335
www.mamc.amedd.army.mil/famprac/
residency_program.htm
Family Medicine Residency, Ft. Benning
Martin Army Community Hospital
Ft Benning, GA 31905
Program Director: LTC John W. Faught, MD
Phone: 706-544-1556, Fax: 706-544-3234
www.martin.amedd.army.mil/meddepts/fp/fmr/
index.htm
Program Director: LtCol Pamela Williams, MD
Phone: (707) 423-5349 DSN: 799-5349
fpnetwork.ucdavis.edu/travis/intro.htm
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BOARD ORIENTATION MANUAL
Tri-Service Family Medicine Residency Programs continued
Department of Family and Community
Medicine, Ft. Gordon
Dwight D. Eisenhower Army Medical Center
Ft Gordon, GA 30905
Program Director: MAJ Matt Fargo, MD
Phone: (706) 787-9358 DSN: 773-9358
Fax: 787-9356
www.ddeamc.amedd.army.mil/GME/
InterResPrograms/FamilyMedicine/default.aspx
Department of Family & Community
Medicine, Ft. Hood
Carl R. Darnall Army Medical Center
Fort Hood, TX 76544
Program Director: MAJ Kevin M. Kelly, MD
Phone: (254) 288-8234/8274 DSN:738-8234/8623
Fax: (254) 286-7196 DSN:566-7196
www.crdamc.amedd.army.mil/FMRP/
US Navy Residency Programs
Jacksonville Family Medicine Residency Program
Naval Hospital
Department of Family Medicine
2080 Child Street
Jacksonville, FL 32214
Program Director: CDR James Keck, MD
Phone: (904)542-7762
Fax: (904)542-7836
www.med.navy.mil/sites/nhjax/JFMRP/Pages/default.aspx
Camp Lejeune Family Medicine Residency
Naval Hospital
Family Medicine Residency
100 Brewster Blvd
Camp Lejeune, NC 28547
Program Director: Phyllis MacGilvray, MD
Phone: (910)450-3138 DSN: 750-3138
Fax: (910)450-4649
www.med.navy.mil/sites/nhcl/Staff/Pages/
NHCLResidencyOpportunities.aspx
Puget Sound Family Medicine Residency
Family Medicine Department
Boone Road
Bremerton, WA 98312
Program Director: CDR Erik Schweitzer, MD
Phone: (360) 475-4339 DSN:494-4339
depts.washington.edu/fammed/network/applicants/
programs/psfm
Family Medicine Residency, Camp Pendleton
Box 555191
Department of Family Practice
Camp Pendleton, CA 92055
Program Director: CAPT Mark Flynn, MD
Phone: (760) 725-0406 DSN: 365-1398
Family Medicine Residency, Pensacola
Naval Hospital Pensacola
6000 West Highway 98
Pensacola, FL 32512-0003
Associate Program Director: Kelly Latimer, MD
Phone: (850) 505-6491 DSN: 534-6491
Fax: (850) 505-6501
www.med.navy.mil/sites/pcola/Departments/
FamilyMedicineResidency/Pages/default.aspx
63