Facility Engagement Management System (FEMS) For incorporated Physician Societies
HEALTH AUTHORITIES HEALTH AUTHORITIES The Facility Engagement Initiative The Facility Engagement Initiative (FEI) is a provincial initiative created (FEI) is a provincial initiative created to strengthen collaboration between to strengthen collaboration between physicians and health authorities physicians and health authorities Success Story Physicians met monthly with health authorities 1 Terrace physicians are improving to discuss projects and challenges their relationship with Northern Health Authority They worked on aligning physician priorities 2 with the health authority’s strategic plan Monthly meetings helped visualize how the physician projects fit into the strategic plan for the The outcome was increased collaboration to 3 improve patient care Northern Health Region
FEMS FEMS . . Facility Engagement Facility Engagement Management System (FEMS) Management System (FEMS) is a web-based system to track and is a web-based system to track and report how funds have been spent report how funds have been spent FEMS and Engagement Activities 1 Terrace physicians qualified for FEI and created a 1 FEMS helps process claims and Physician Society to access funding 2 assist with the management of funds for Engagement Activities (EAs) Physicians used FEMS to track funds spent on 3 2 engagement activities and were paid for attending meetings EAs include meetings, 4 working groups, conferences, Terrace physicians’ priorities were shared with events, committees, etc. 3 5 health authorities in monthly meetings
Incorporated Physician Society PHYSICIAN SOCIETY PHYSICIAN SOCIETY Larger medical staff associations $ (MSAs) are required to establish a physician society , which is a non-profit incorporated structure. This legal structure allows MSAs to: All non-profit societies in British Columbia are 1 Hold Facility Engagement (FE) funds required to hold an annual general meeting (AGM) to provide an update on the work done and present year-end financial statements. Hire staff for the purpose of If AGM is held between If AGM is held between Oct 1 2 Jul 1 and Sept 30, and Dec 31, the year-end administering the FEI at your site the year-end financial financial statements ending statements ending March 31 with Q1 financial March 31 are statements ending June 30 Provide liability protection for the 3 presented. are presented. physician society executives
BOARD of DIRECTORS BOARD of DIRECTORS $ Governance Work Governance Work refers to engagement activities refers to engagement activities performed by physicians acting performed by physicians acting as the Board of Directors as the Board of Directors of incorporated physician societies of incorporated physician societies If a physician is working as a Board Director, the Canadian Revenue Agency (CRA) considers the physician to be an 1 employee of the society. Thus, governance work is subject to deductions at source, such as income tax and CPP. T4s will be issued by the physician society following 2 each calendar year end for inclusion in the physician’s personal tax return. Executives who perform governance work will submit 3 5 claims for their time and expenses in FEMS and receive their payment via cheque or email transfer (EFT).
Governance Structure BOARD of DIRECTORS BOARD of DIRECTORS MEMBERS of the MEMBERS of the $ $ PHYSICIAN SOCIETY PHYSICIAN SOCIETY All physicians (who are members of the medical staff All physicians (who are members of the medical staff If a physician is working as a Board Director, CRA If a physician is working as a Board Director, CRA association) will automatically become voting association) will automatically become voting considers the physician to be an employee of the considers the physician to be an employee of the members of the Physician Society and all other members of the Physician Society and all other society. Thus, governance work is subject to society. Thus, governance work is subject to medical staff may become nonvoting members. medical staff may become nonvoting members. deductions at source , such as income tax and CPP. deductions at source , such as income tax and CPP. will claim for Governance Work in attending meetings will submit Members of FEMS and receive their payment claims for their time and Directors via cheque or email transfer the Physician expenses in FEMS and receive because of required deductions: (see next slide) Society their payment via VersaPay. 5 income taxes and CPP.
BOARD of DIRECTORS BOARD of DIRECTORS $ The majority of the Directors The minority of will always claim the Directors for governance work in FEMS and receive their payment will have the option to claim via cheque or email transfer. either for governance work or operational work in FEMS. The majority of the Directors will always claim Governance work typically includes the following: • Preparing for and attending meetings of the for governance work in FEMS board, its committees (e.g., working group), and and receive their payment the society’s annual and special meetings via cheque or email transfer. • Reviewing, approving and monitoring the society’s budget • Establishing policies and procedures, evaluating and approving initiatives, and ensuring the society complies with the society’s constitution and bylaws, applicable laws, and regulations
Physicians and Allied Health Professionals Executives - Approve engagement activity and associated budget - Manage portfolio of engagement activities Administrator Engagement Activity Lead - Generally, not a physician or - A participant who is running the engagement activity allied health professional - Manages assigned engagement activity budget - Creates sub-activities (if desired) - Administers engagement activities - Assigns members to this engagement activity - Assigns members to this engagement activity Participant - Submits a supplier claim - A member who has been assigned to an engagement activity - Registers a member - Submits claims - Views claims - Creates a new engagement activity Member - Anyone involved in the facility engagement initiative Physician Society - Register as a member with the facilities where they work Support
Train Physicians https://fems.facilityengagement.ca Who can register? • Physicians • Allied health professionals who are part of the PS
Train Physicians Choose based on your college sub-class
Train Physicians VersaPay is the Canadian equivalent to PayPal Sign up at https://secure.versapay.com Direct Deposit (via VersaPay) is set as default for all new FEMS users. Only the administrator can change the method of payment if a physician requests it.
Train Physicians VersaPay https://secure.versapay.com 1 Add personal information requested and submit. NOTE: Use the same personal email address 2 for FEMS and VersaPay. You must add your bank account to the VersaPay account. Click on Add Bank Account under the Quick Links menu.
How to create an Engagement Activity and Sub-Activities
Defined by the EA lead or Scenario EA approved by executive according to the needs the administrator or executive of their engagement activity Planning Health $100,000 MSA Funds MSA Funds Authority/MSA Workshop $ Evaluation $ 300,000 $30,000 Logistics and attendees $70,000 Working Group Workshop Meetings Overall PS Allocation $100,000 $500,000 $ 100,000 May meeting June meeting $25,000 $25,000 Internal Operating July meeting Aug meeting Expenses $25,000 $25,000 $ 100,000
Notifications • New Users: New members who have registered for FEMS but are not yet assigned to any engagement activities. • Pending Review Claims: Claims that require review and approval. • Payment Problems: Claims that have not been paid due to an error (e.g., a physician has not yet confirmed their VersaPay bank details). Contact FEMS Support if additional information is required. • Unclaimed Funds: Claims that have not been paid in 30 days from initiation of the payment request. Contact FEMS Support if additional information is required.
NOTE: Move the toggle to YES if this activity is governance based. Executives who perform governance work will submit claims against this Engagement Activity and receive their payment via cheque or EFT. Step 1: name and description of the engagement activity
Step 2: specify budget
Step 3: add Roles Click on Add to choose a Lead and Participant(s)
Choose from the dropdown menu a Lead and Participant(s) Click on Submit Activity for Approval
IMPORTANT*: Executives need to pass a motion if they want the administrator to approve engagement activities The administrator*/executive can: • Approve Activity • Decline Activity • Hold Activity
How to create a Sub-Activity
The Engagement Activity must be in Active Status Click here to Create a Sub-activity
Click on Submit The Sub-Activity does NOT need any approval and will be in Active Status
The Sub-Activity is in Active Status To add funds to the Sub-activity, click on Budget
2 Add Amount 1 Click on Edit Budget 3 Click Submit
Add Participant(s) The Sub-Activity is listed here
Click on Add Selected
This is the Engagement Activity must be in Active Status This is the Sub-Activity just created in Active Status
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