march 2013 - vafcc newsletter
DESCRIPTION
Monthly newsletter for the free clinic staff and volunteers in VirginiaTRANSCRIPT
VAFCC 2013 Conferences
MARCH 2013
News from VAFCC VAFCC Staff
Linda D. Wilkinson, MPA
CEO
Judy Griffin
Director of Resource
Development
Rob Bradley, LCSW
Director of Membership
Support
Linda Pretlow
Business Manager
Melanie Hofe
Administrative Assistant
Inside this issue:
State Funds 2
Definition
Change
4
Fundraising
Tips
5
VA Healthcare
Innovators
7
SUPER HEROES 8
VA Risk 2 10-12
E H R Update 13
Community
Platform Site
14
ED Conference - March 14-17
Fredericksburg - Hospitality House
You can still register...but time is running out!
Registration closes Friday, March 8, 2013.
ROOMS: Our host hotel is completely booked,
but rooms are available at the Homewood Suites (5 minutes away).
Call 540-786-9700 to make a reservation. Tell them you are with
VAFCC. Rate is $109/night
COST: $150/person CLICK HERE to register
Limited scholarships of $100 are available...contact Linda Wilkinson
Annual Conference - November 17-19
Roanoke - Hotel Roanoke
We are excited to hold another joint conference
with the Virginia Rural Health Association. The
Conference Planning Committee has already
started planning a first class event! Thanks to
the members of the VAFCC serving on this
committee:
~Diane Kelly, Roanoke Valley Mental Health Care Collaborative
~Carla Santos, Bradley Free Clinic
~April Taylor, Orange County Free Clinic
~Helen Ferguson, Rescue Mission Ministries
~Kathryn Sims Cross, Charlottesville Free Clinic
Registration for the conference will be available by late July. A
dedicated webpage for the Hotel Roanoke will be set up for room
reservations. To help you budget attending, please note that the
combined cost of rooms & conference registration will be close to
2012.
Page 2 News from VAFCC
Anticipated State Funds Reports & Distribution
Based on our current contract with the Virginia Department of Health, we anticipate the
following deadlines for funding reports for FY2012-2013 and quarterly disbursements:
Please note that report deadlines and disbursement schedules are subject to change depending
on VDH. VAFCC cannot release quarterly funding to clinics that have not paid their previous quar-
ter’s Management Fees or satisfactorily completed the required VDH report. Reports should be
typed and emailed to [email protected]. Contact VAFCC staff if you have questions
about reports.
Effective July 1, 2014, the Board of Directors has approved the following modification
to the State Funds Funding Formula: “… The allocation methodology shall not permit
disbursement of State Funds to any member whose disbursement would represent more
than 50% of their annual operating budget for the clinic.”
It is the hope of the VAFCC that member clinics will create and foster diverse, sustaina-
ble funding to support on-going costs at the clinics. VAFCC is committed to providing
support and technical assistance to member clinics in the area of resource development.
• For information or questions about resource development, please contact Judy Griffin,
Director of Resource Development, [email protected].
• For information about State Funds distributions, please contact Linda
Wilkinson at [email protected] or phone 804-340-3434.
Date Due Approximate Disbursement
3-15-13 Management Fees due from Second Quarter FY2012-13
4-12-13 Third Quarter FY2012-13 report due to VAFCC
5-24-13 Third Quarter FY2012-13 sent to clinics
6-15-13 Management Fees due from Third Quarter FY2012-13
6-10-13 11 month report for VDH due to VAFCC for FY2012-13
7-15-13 Annual report for FY2012-13 for VDH due to VAFCC
7-25-13 Final Fourth Quarter FY2012-13 sent to clinics
8-15-13 Management Fees due from Fourth Quarter FY2012-13
Page 3
How to accurately and simply complete the
quarterly reports for VAFCC and VDH
Friday, March 29, 2013
9am-10am
Conference #1-877-484-2089, code 8043403435#
No RSVP required
REPORTS - State Funds & COPN
Medicaid Tool Available for Free Clinics
On the January 18 Road to Reform webinar, Community Health Solutions (Dr. Steve Horan) introduced a concept for a Medicaid revenue tool to assist clinics with a cost-benefit analysis for accepting Medicaid payments. The tool is now posted in the Road to Reform Community (see 2013 Medicaid Revenue Tool in the Knowledge & Tools space).
To access the tool upon login, click this link: http://vafc.communifire.com/spaces/7/knowledge-and-tools/wiki/view/97/2013-medicaid-revenue-tool.
Community Health Solutions can assist if you have any questions or suggestions related to the tool:
Dr. Stephen Horan, Community Health Solutions
Phone 804.673.0166 or [email protected]
VAFCC and the VHCF are pleased to continue the Road to Reform initiative for the
benefit of member clinics.
State Funds Reporting - Teleconference
Because there are so many member clinics reporting on
state funds and COPN distributions, it is very helpful to
VAFCC staff if reports are typed so we can read the
information, but also the data can be cut and pasted into
final documents submitted to VDH. This will also minimize
errors in transcribing numbers. Thank you for typing all
responses on reports.
Page 4 News from VAFCC
Recommended Definition Change
The VAFCC Board of Directors is eager to receive clinic Executive Director candidate and community leader nominations to the Board. Please contact Linda Wilkinson at VAFCC and/or Cathy Lewis, Board Development Chair, for information about board terms, responsibilities, and qualifications needed. Linda can be reached at VAFCC, phone 804-340-3434 or [email protected] and Cathy can be reached at [email protected].
Nominations for the Board of Directors
At the January 25, 2013 meeting of the Board of Directors, the Board voted unanimously to
present the following Definition of a Free Clinic to the members for consideration at the Execu-
tive Director Conference on March 14, 2013, 3:30p.m.:
Free and charitable clinics are safety-net health care organizations that utilize a volunteer/
staff model to provide a range of medical, dental, pharmacy, vision and/or behavioral health
services to economically disadvantaged individuals. Such clinics are 501(c)(3) tax-exempt or-
ganizations, or operate as a program component or affiliate of a 501(c)(3) organization.
Entities that otherwise meet the above definition, but charge a nominal/sliding fee to patients,
may still be considered free or charitable clinics provided essential services are delivered re-
gardless of the patient's ability to pay. Free or charitable clinics restrict eligibility for their ser-
vices to individuals who are uninsured, underinsured and/or have limited or no access to pri-
mary, specialty or prescription health care. (Adopted by the NAFCC in 2011)
The VAFCC current definition of a Free Clinic is: Free clinics are volunteer-based, safety net
health care organizations that provide a range of medical, dental, pharmacy, and/or behavior-
al health services to economically disadvantaged individuals who are predominately unin-
sured.
Free clinics are 501(c)(3) tax-exempt organizations, or operate as a program component or
affiliate of a 501(c)(3) organization. Entities that otherwise meet the above definition, but charge a nominal fee to patients, may still be considered free clinics provided essential ser-vices are delivered regardless of the patient's ability to pay. (Adopted 4/2011)
The VAFCC Board of Directors is proposing this change to better reflect the change in current,
and possibly future, members, and to recognize the evolution of the health care delivery sys-
tem in our communities. A change in the Definition of Clinic must be approved by a 2/3 ma-
jority vote of voting members per the Bylaws, Article XI. This proposed definition change will
be presented at the March 14, 2013 Executive Director Conference.
Page 5
Citizens of the Year!
Golden Bethune-Hill and Charlie Hill,
co-founders of the Community Free Clinic
of Newport News, are the Daily Press
Citizens of the Year. Congratulations to
both of them! Click here to read the full
story.
1. Stage a Board Member Thank-a-Thon
2. Never Apply for a Grant Without Contacting the Foundation First
3. Make Specific and Direct Asks for Money
4. Map Donations to Impact
5 Make Your Donation Button Shine
6. Create and Tap Your Social Network
7. Pursue In-Kind Donations, Contributed Media, and Technical
Expertise
8. Apply for a Google Grant
9. Create a Winning Budget
10. Understand the Social Capital Market
Read the entire article here!
Top 10 Fundraising Tips
Estelle Avner, of the Bradley Free Clinic wants to begin
a discussion with other clinics about Patients’
Responsibilities. Please visit the Road to Reform
Support Community to read her thoughts and
join the conversation.
Page 6 News from VAFCC
Group Health Insurance...Are You In?
VAFCC is actively working on offering our member clinics an opportunity to form a group, specifically for the purpose of obtaining affordable health care insur-ance for clinic staff. We need to first get an idea of the interest level of the member clinics. If you are interested in possibly participating, please contact Linda Pretlow at [email protected].
Please respond no later than Monday, March 11th.
More details will be provided at our ED Conference in
Fredericksburg. Thank you.
AMA Foundation Healthy Communities
The AMA Foundation Announces
2013-14 Healthy Communities/Healthy America Grant Funds for diabetes
management & education
for free clinics.
Letter of Inquiry is due by
March 15, 2013
Click on their logo for information.
Flu Vaccine 2013 - 2014
The Virginia Department of Health has
agreed to provide FREE flu
vaccine to VAFCC member clinics for
2013-14. A form to place your order
will be emailed out to every clinic in
early March. Please note that the
deadline to return this form is
April 5, 2013, end of business day.
After that, requests will no longer be
accepted.
Please review the VA Poverty Law Center’s Medicaid Expansion Policy webinar slides on the online Road to Reform Support Community (see page 14 for login instructions)
2013 Virginia Healthcare Innovators Awards
Presented by Virginia Healthcare Innovators Council, Inc. Sponsored by Virginia Chamber of Commerce
CALL FOR NOMINATIONS
The 2013 Virginia Healthcare Innovators Awards honor Virginia providers and organizations/entities that have developed innovative ways to improve quality and/or efficiency. The Virginia Cham-ber of Commerce will once again host the awards event at its Virginia Health Care Conference on June 6, 2013.
We're pleased to announce that enhancements have been made to this year's program. Finalists will be featured in a printed booklet distributed at the awards event. All non-winning finalists will also re-ceive a certificate plaque memorializing their achievement in their category. As in the past, winners will be presented with an award during the event program.
Nominations are now underway, and until March 22, 2013, will be accepted via an online form, which can be found at www.virginiahealthcareinnovators.org. Please consider nominating organizations/entities that you feel have developed breakthrough products, processes or services with the potential to revolutionize healthcare in Virginia. We permit self-nominations and repeat prior nominations, even of previous winners. Prior nominees are eligible, however, only if the innovation has demonstrated success/significant external validation since January 1, 2012 (e.g., improved patient outcomes, cost savings, improved access to care, successful clinical trial, regulatory approval, obtained funding, etc.).
Leadership, demonstrated through excellence in innovation, will be judged in each of the following categories:
• Patient Care
• Medical Product or Device
• Health Information Technology
• Employee Health
A panel of judges, comprising representatives of the member organizations and other healthcare pro-fessionals, will review the nominations and select the winners.
We invite you to be a part of this exciting way to recognize Virginia organizations/entities that dedicate themselves to improving quality and enhancing the efficiency of healthcare delivery to the Common-wealth's citizens.
For more information, please visit www.virginiahealthcareinnovators.org
Page 7
Come and reveal your true “Superhero” identity at the VAFCC After Dinner ED’s Social – Thursday, March 14, 2013. Please join other superheroes in fighting for the uninsured by day and painting the town by night. Guaranteed to be a FUN evening. Be sure to bring & wear your costume for this event!
By Wikipedia Definition: “A superhero (sometimes rendered super-hero or super hero) is a type of stock character possessing "extraordinary or superhuman powers" and dedicated to protecting the public.
By most definitions, characters do not strictly require actual super-human powers to be deemed superheroes, although terms such as costumed crime fighters or masked vigilantes are sometimes used to refer to those such as Batman and Green Arrow without such powers who share other common superhero traits.”
Normally, superheroes use their powers to counter day-to-day crime while also combating threats against humanity by supervillains, their criminal counterparts. Come and share some of your very own secret superpowers in fighting healthcare with the other fellow supporting cast of characters.
Please bring your wrapped gift valued at $20 for our crazy gift exchange.
Your Partners in Fighting Healthcare,
Vicki McClelland & Donna DeJarnette P.S. All ED’s and their guests are invited to this event!
Calling all Superheroes!
Page 8 News from VAFCC
Page 9
Teresa Gardner
Celebrating 20 Years!
Helen Scott, Executive Director of Healing Hands Health Center
was invited to be a guest at the National Prayer Breakfast.
Click here to read the entire story of her experience.
Trip to Washington D.C. for National
Prayer Breakfast
Show Your Love With a Cupcake
Donated cupcakes delivered for Valentine’s Day is
a growing fundraiser for the Healing Hands Health
Center in Bristol. Their volunteers make it
happen.
Read more!
VAFCC 20th Anniversary Gala
Tuesday, September 24, 2013
The Westin Richmond at West Broad and I-64
This black tie event will be a celebration of the
VAFCC as the oldest free clinic association in the
country. Mark your calendars now and plan to join
us for this very special evening.
Page 10
Page 10 News from VAFCC
VAFCC Risk Management Teleconference with
Don Lemond, Director of Risk Management,
Virginia Dept. of the Treasury
Risk Management/Malpractice in Medicaid Billing
NOTES – Q&A prepared by Linda Wilkinson
Wednesday, February 27, 2013, 9am
Question?
Would a free clinic that enrolls in Virginia Medicaid and accepts payment for certain covered services from DMAS/MCOs continue to qualify for cov-
erage under Va. Code 2.2-1839 as an entity engaged in the “delivery of health care services without charge?” Answer
Yes, as long as the charges to the patient are “either free or reasonable/minimal fee is charged
to cover administrative cost.” (§2.2-1839) Reasonable fees should be determined by individual clinic; “double digit” fees may receive scrutiny, but typical Medicaid co-payments or co-insurance
would not preclude coverage under VaRisk or VaRisk2.
Question?
Would a free clinic that establishes a wholly-owned subsidiary that enrolls in Virginia Medicaid
and accepts payment for certain covered services from DMAS continue to qualify for coverage under Va. Code 2.2-1839 as an entity engaged in the “delivery of health care services without charge?”
Answer
Yes, see Question above
Question?
Are all volunteer providers covered under VaRisk?
Answer
All volunteer licensed health providers (e.g. physicians, NPs, RNs, LCSWs, LPCs, etc.) are covered
for liability under the Division of Risk Management program (Virginia Code §54.1-106) at no cost.
Medical malpractice insurance is provided to registered volunteer providers regardless if the clinic
itself covered through the Division of Risk Management. Paid providers can be insured, for a fee,
under VARisk2 (Virginia Code §2.2-1839). The VaRisk2 plan provides coverage for tort liability,
errors and omissions, and medical malpractice.
Question?
Are the benefits the same under VaRisk for volunteers as they are under VaRisk2 for paid
providers?
Answer
~No, the free liability coverage for volunteer health care practitioners working in/for a free clinic
includes only malpractice (see www.trs.virginia.gov/Drm/clinic_volunteers.aspx for more
information).
~VaRisk2 for paid providers includes tort liability, errors & omissions, and medical
malpractice (for more information about VaRisk2 see www.trs.virginia.gov/Drm/clinics.aspx)
CONTINUED ON NEXT PAGE...
Page 11
TELECONFERENCE Q&A Continued:
Question?
Are volunteer providers who treat free clinic patients covered under VaRisk (Virginia
Code §54.1-106)?
Answer
~Yes, if they are REGISTERED with the Department of Treasury/Division of Risk Management. According to the Dept. of Treasury, “coverage is NOT effective (for volunteers) unless the clinic at which the volunteer serves has registered him or her with the Division of Risk Management.” To register volunteer providers (including
retired physicians), follow the instructions for Civitas: http://www.trs.virginia.gov/Drm/civitas.aspx (You will need license # for provider)
~If volunteer providers treating patients at their offices are not registered with DRM,
their private/commercial malpractice would have to cover them for any/all malpractice
claims. This could adversely impact volunteers not only from a cost perspective, but
also their willingness to voluntarily treat patients. Free Clinics should evaluate the ben-
efits of registering ALL volunteer providers with their legal counsel and board of direc-
tors and volunteer providers.
Question?
How do you register a hospital with the Division of Risk Management (DRM)?
Answer
DRM will accept a written agreement between the hospital and free clinic for In-patient
and Out-Patient services provided by volunteer physicians. Lackey and Gloucester-
Mathews will share their agreements with VAFCC for distribution.
Question?
How long are providers covered by the Division of Risk Management if they are regis-
tered by a free clinic?
Answer
Indefinitely; they receive lifetime coverage for incidents occurring while they are
providing services for the clinic. Coverage is provided on an Occurrence Basis. The
provider’s license must be current while working for a free clinic.
Question?
Will the Medicaid Managed Care Organizations (MCOs) accept VaRisk and/or VaRisk2?
Answer
Uncertain at this time other than a response from Anthem (below). VAFCC will verify
with MCOs and report back to members. Linda Wilkinson has contacted the Virginia
Association of health Plans. According to Anthem’s Corporate Credentialing, the CSBs
use VaRisk & VaRisk2 for malpractice coverage. A certificate of coverage needs to be
attached to Medicaid Provider Application. VAFCC will report back to members as soon
as definitive information is available from other MCOs.
Question?
Is a wellness program covered by DRM under either VaRisk or VaRisk2?
Answer
Yes, it would be covered under the VaRisk2 program covering the clinic.
PLEASE GO TO THE NEXT PAGE FOR ADDITIONAL RESOURCES
ON RISK MANAGEMENT.
Page 12
Resources for Risk Management
Page 12 News from VAFCC
Resources:
Department of the Treasury, Division of Risk Management
http://www.trs.virginia.gov/Drm/ P.O. Box 1879
Richmond, VA 23218-1879
DON Lemond, Director
Phone 804-225-2142 or 804-225-4620
VaRisk for Volunteer Health Care Providers, §54.1-106 http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+54.1-106
VaRisk2 for Paid Health Care Providers, §2.2-1839
http://lis.virginia.gov/cgi-bin/legp604.exe?000+cod+2.2-1839
Page 13
E H R Update from Rob Bradley
Let me take this opportunity to provide a quick over-
view of the VAFCC Electronic Health Record initiative.
As a result of the EHR proposal evaluation, three ven-
dors, of six that submitted proposals, met the
requirements: SuccessEHS, AllScripts and NextGEN.
The three vendors have been providing several online
demos for clinical and administrative staff to become
familiar with the various products, with the hope that
one of the three will meet your individual clinic needs.
On Friday March 15, 2013 from 8:45am to 10am at the Executive Director’s Conference
the Electronic Health Record Task Force will provide the membership with a detailed over-
view of the EHR selection process, funding updates and key next steps.
The Task Force (comprised of Dave Baldwin, Karen Dulaney, Kay Bradley, and Rob Marino)
has worked extremely hard to get the VAFCC to this point and now respectfully asks that
those clinics interested in implementing an Electronic Health Record to please review
and sign the Letter of Intent and complete the clinic profile emailed on February
27th by March 21, 2013. This will allow the VAFCC to know how many clinics are possibly
interested in each of the three health records’ systems and will help VAFCC negotiate the
best possible price and terms with selected vendors. If you know that you are not interest-
ed in participating in this initiative, please let me know as soon as possible. Thank you for
your support with this matter.
Remaining EHR Demos - please encourage Clinical staff to participate in one demo per
vendor – please contact Rob Bradley at VAFCC with EHR questions (phone 804-340-3434
• Option 5 NextGEN EHR (this is the 5th demo for NextGen)
• When: Monday, March 11, 2013 - 12:00-2:00pm
• Meeting Number: 577 621 319
• Call-in toll-free number: 1-855-818-9814
• Meeting Password: vafc_ehr55
To join this meeting
1. Go to https://nextgen.webex.com/nextgen/j.php?J=577621319&PW=NNzc0MTUyNDJi
2. If requested, enter your name and email address
3. If a password is required, enter the meeting password: vafc_ehr55
• SuccessEHS EHR Demo Dates (choose from one of these dates)
March 12th @10am EST
March 13th @ Noon EST
Each of these overview sessions will last about an hour in duration with questions fol-
lowing each presentation. SuccessEHS can also accommodate individual demonstra-
tions with each group as needed. Please have each member organization email me to
register for each session: [email protected] or call 1-888-879-7302 ext. 1325.
Page 14
Page 14 News from VAFCC
Quick Start Guide for the Road to Reform Support Community
Page 15
Mailing Address:
P.O. Box 35720
N. Chesterfield, VA
23235
Location:
711 Moorefield Park Dr.
Suite C
N. Chesterfield, VA
23236
Phone: 804-340-3434
Fax: 804-340-3435
Virginia Association
of Free and
Charitable Clinics
Jeannie Nelson
Northern Neck Free
Health Clinic
Sean Riley
McKesson Medical
Erika Viccellio
Charlottesville Free
Clinic
Laura D. Windsor
Troutman Sanders LLP
Pat Young
Community Works
Chair
Colin Drozdowski
Anthem Blue Cross
& Blue Shield
Vice-Chair
Margaret Hersh
Augusta Regional Free
Clinic
Secretary
Darryl J. Pirok, DDS
Treasurer
M. Caroline Martin
Members
A. Michelle Brauns, MS,
APR
Free Clinic of the New
River Valley
Bill Gayne
UVA Health System
Cathy Lewis, MPH
Board
Committees
Audit
Board
Development
Finance
State Funds/
Accreditation/
Membership
Visioning
VAFCC Board of Directors
We’re on the web
www.vafreeclinics.org
www.facebook.com/vafreeclinics
The mission of the VAFCC
is to support, strengthen,
and advocate for Free
Clinics as they deliver
quality health care to
Virginia’s low-income,
uninsured and
underinsured residents.
Need the NEW VAFCC Logo?
Please contact Judy Griffin at 804-340-3434 or [email protected] if you need either our 20th Anniversary Logo or our standard logo. She can email them to you in various formats, depending on your needs.