April 2025

The monthly E-News shares provincial program information and updates about the Facility Engagement program. This information will interest Medical Staff Association (MSA) support teams, but please feel free to forward the newsletter to your MSA executives as well. 

REMINDER: MSA Administrator Contracts - New Process

As part of our ongoing commitment to enhancing financial transparency within Facility Engagement, we kindly request a copy of all Physician Society administrator contracts for the upcoming fiscal year. 

Please ensure these contracts are sent to Facility Engagement ASAP. This request pertains specifically to Physician Societies, as current FESC administrator contracts are on file. 

If you need to create new contracts, we encourage you to contact your Engagement Partner for guidance before finalizing and submitting them. 

Should you have any questions, please don't hesitate to contact us at engagement@doctorsofbc.ca.

Thank you for your cooperation as we work together to maintain exceptional standards!

Reminder: Financial Year-End Dates and Deadlines

**Important Dates and Actions for Fiscal Year Reporting**  

**ACTION: April 30, 2025**  
As we move into the new fiscal year, please ensure that the following documents are submitted by Wednesday, April 30th:  

• Physician societies are required to provide their latest society filings to the BC registrar along with their current directors' insurance.  
• All MSAs should submit any updates related to workplace harassment and bullying, privacy, and conflict of interest policies that took place during the 2024-25 fiscal year.  

**ACTION: May 30, 2025**  
Don’t forget! The deadline for physician societies to submit their year-end financial statements for the 2024-25 fiscal year is Friday, May 30th. For gated funding requests to be processed, timely submissions are essential.  

Should you have any questions, please do not hesitate to contact engagement@doctorsofbc.ca.

Thank you for your attention and cooperation!

2024-25 Annual Review

Thank you to everyone who submitted their Annual Review (AR) reports for 2024/25 and those who are still finalizing them. Your efforts are greatly appreciated.

In the coming months, the FE team will conduct a qualitative analysis to identify themes on impacts, strengths, challenges, and opportunities associated with local FE activities. Completing the annual report is essential, as it provides FE with the necessary information to demonstrate financial accountability for our funding and inform program planning. This process helps us demonstrate the impact of your work and ensures transparency and trust with our members and partners.

We encourage all participants to share their feedback on the AR process through this survey. Your input is invaluable and will help us improve next year's process.

The FE team will continue supporting post-AR planning and activities with MSAs and use AR data findings to inform program resources.

If you have any questions, please feel free to reach out to the team at engagement@doctorsofbc.ca.

SEAT Submission Deadline

The SEAT database continues to grow and now includes over 3,100 Facility Engagement activities, which you can review for ideas, information, and activities to leverage at your MSA. 

A friendly reminder that Tuesday, April 15th, is the next SEAT submission deadline for Quarters 3 and 4. Please update your SEAT-designated engagement activities in FEMS with any significant milestones over the last six months by the deadline.

Please also review your non-SEAT designated activities in FEMS and move the SEAT toggle to YES if the activity builds engagement and communication with medical staff colleagues and/or your hospital or health authority when editing the Engagement Activity. Select the ‘N/A’ option from the Activities tab to check which activities are not SEAT-designated.

If you have any questions, please get in touch with seatsupport@doctorsofbc.ca.

Facility Engagement Provincial Evaluation 2022-24 Final Report & Key Findings

 The two-year provincial evaluation of the Facility Engagement (FE) Initiative is complete. Thanks to the hard work and collective efforts of physicians, MSAs, and health authorities across BC, we are pleased to report that FE is making positive progress toward meeting its intended goals. The final evaluation report is available on the FE website here, and a presentation recording of key findings is accessible here.

Highlights from the key findings and opportunities of the provincial evaluation of FE conducted by Ference & Company show that:

• • FE funding strengthened the capacity and capabilities of MSAs.
  • Almost all (93%) MSA members participating in FE reported increased physician-to-physician engagement. 
  • Regional engagement has increased since the 2021 evaluation. 
  • Local leaders are viewed more positively, with medical leaders receiving higher ratings overall when compared to operational leaders. 
  • Almost all (90%) of MSA members who participated in FE activities agreed that the activities strengthened MSA and HA engagement. 
  • FE-funded projects continue to address dimensions of quality care, particularly regarding engagement and collaboration. 
  • FE projects and activities positively influence patient care both directly and indirectly. 

Over the coming months, FE will develop a program Action Plan and MSA/health authority learnings, opportunities, and resources to address report recommendations and help support the great work around the province.

Should you have any questions, please do not hesitate to contact engagement@doctorsofbc.ca.

FEMS Tip of the Month

This month, we shift our focus toward facilitating a seamless transition into the 2025-26 fiscal year and ensuring a smooth conclusion for the 2024-25 year at the end of April.

1. We are pleased to announce that all MSAs have received their 2025-26 budget allocations in FEMS! We want to encourage you to start entering both new and returning engagement activities and to assign budgets accordingly.
2. April is our accrual month, allowing us to keep the budgets from the recently concluded fiscal year open. This is a fantastic opportunity to capture any claims not submitted before the March 31st deadline. During this critical period, please pay close attention to each claim's date and engagement activity. It’s essential to allocate these correctly to the relevant fiscal budget. For instance, claims from before March 31st should reflect dates and activities from the 2024-25 fiscal year, whereas activities from April 1 onward should pertain to the 2025-26 fiscal year.
3. Please note that on April 30th at midnight, all engagement activities for 2024-25 will automatically close in FEMS. Any claims that are not entered and approved and occurred before March 31st will need to be submitted under the 2025-26 activities and budget.
4. Finally, the accrual period presents an excellent opportunity to review any claims currently in the payment queue, initiated payment, payment problem, or information required status. Ensuring these claims are completed before April 30th will help guarantee their payments are accurately reflected in the correct fiscal year.

If you have any questions or seek further clarification, please feel free to email us at femssupport@doctorsofbc.ca. We’re here to assist you!

Knowledge-Sharing Highlights

Are you interested in methods to characterize and evaluate physician engagement initiatives at your site using established health care quality optimization frameworks?  

Check out this case study from BC Cancer’s Medical Staff Engagement Society (MSES), which maps FE projects against the society’s strategic priorities and three engagement frameworks. 

For other practical tools to assess the impact of FE activities on engagement, check out the FE Planning and Evaluation Toolkit.

Should you have any questions, please do not hesitate to reach out to engagement@doctorsofbc.ca.

CME Event for Interior Health

Kelowna General Hospital MSA warmly invites all passionate medical professionals, learners, and trainees within Interior Health to their engaging CME session on the Care of Emergency/Trauma Patients. This informative gathering will occur on Friday, May 23rd, from 12:30 to 5 PM. For further details and registration links, please get in touch with their CME administrator, Liechen Naude, or scan the QR code below. 

PM Helpdesk Lunch and Learn Library

We’re excited that the FE provincial office and PM Helpdesk Consultant Erica Kjekstad have developed a comprehensive library document featuring all MSA Lunch and Learn sessions from 2022 through 2025. The links are on the provincial webinars tab on the FE website.

Should you have any inquiries, please don’t hesitate to contact engagement@doctorsofbc.ca.