March 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 by April 1, 2025. This request pertains specifically to Physician Societies, as we already have current FESC administrator contracts on file. 

If you need to create new contracts, we encourage you to reach out to 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: Facility Engagement (FE) Quality Improvement (QI) Training for FE Project Administrators

Facility Engagement (FE) is excited to be collaborating with the provincial SSC Physician Quality Improvement (PQI) team to offer FE project administrators complimentary access to PQI Level 1 training via the online Institute for Healthcare Improvement (IHI) Open School platform.

See the February E-News for more information, and note all modules need to be completed by April 15, 2025. 

If you are interested in accessing this complimentary training, click here.

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

Financial Year-End Dates and Deadlines

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

**ACTION: March 31, 2025**  
Mark your calendars! Monday, March 31st, at 4 PM, is the final opportunity for MSAs to request a funding gate for the 2024-25 fiscal year. 

**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.  
• Additionally, claims for the previous fiscal year can be entered into FEMS between April 1st and April 30th. Kindly ensure all claims and expenses tied to the 2024-25 budget are entered before midnight on April 30th.  

**ACTION: May 1, 2025**  
Please note that engagement activities from the previous fiscal year will conclude, and eligible claims from the 2024-25 fiscal year will contribute to the new 2025-26 fiscal year budget.  

**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 reach out to engagement@doctorsofbc.ca.

Thank you for your attention and cooperation!

Virtual Knowledge-Sharing Sessions

Facility Engagement has created several virtual knowledge-sharing learning sessions for FE physicians, MSA administrators, and HA partners.

• Upcoming - Friday, March 14 at 12 PM: Communications – Part 2: Creating Your Strategic Communications Plan with Nicole Adams, Director of Communication, Doctors of BC & the Civility Matters Initiative.  

Please share the full FE learning series registration page with your MSAs and health authority partners. The series covers topics such as physician leadership, communications, recruitment and retention, and more.

All sessions are UBC CPD accredited for physicians.

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

FEMS Tip of the Month

This month, we are excited to focus on best practices for a successful fiscal year-end!

1. As we embark on March, it’s a great time to collaborate with your MSA executives in planning budgets and activities for the upcoming 2025-26 fiscal year. For a thorough overview of the process, I highly recommend watching our recent Budget Workshop recording and utilizing the accompanying budget template.
2. Begin entering your approved 2025-26 activities into FEMS, but kindly hold off on adding any budgets until after April 1st. Take a moment to review the 2024-25 activities in FEMS: identify which have been completed and can be closed, and assess which may require additional budget allocations to cover claims in March and April. Remember, it’s important to add budgets for these activities within March—adding budget after April 1st could lead to an imbalanced budget for the next fiscal year.
3. To ensure that we conclude this fiscal year smoothly, please encourage your MSA members to submit as many claims as possible into FEMS before March 31st. 
4. As we mentioned, April marks the accrual period, where claims for both the previous and new fiscal years can be entered into FEMS. It’s crucial during this time to ensure that the activity date on each claim is accurately aligned with the appropriate budget. For any claims related to the 2024-25 fiscal year, which ends on March 31st, please ensure the activity date is March 31st or earlier. Conversely, for claims to be attributed to the new fiscal year starting on April 1st, kindly enter April 1st or later dates.

If you have any questions or need further clarification, please don’t hesitate to reach out to femssupport@doctorsofbc.ca.

Let’s make this year-end smooth and positive!

Knowledge-Sharing Highlights

Are you looking for engagement activities that are easy on time and light on budget? Check out the summary, recording, and resources from the Quick Wins workshop held on January 9^th 2025.

In case you missed it, the recording, slides, and summary from the FE knowledge-sharing session on Partnerships for Physician Leadership is available here.

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

March Lunch and Learn

All MSA administrators are invited to join for the next Lunch and Learn on Tuesday, March 11th, 12-1 pm:

• Learning Topic – Planning your 2025-26 budget.

The link is here – We hope to see you then!

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

PM Helpdesk Lunch and Learn Library

We’re excited to share that the FE provincial office, alongside the PM Helpdesk Consultant, Erica Kjekstad, has developed a comprehensive library document featuring all MSA Lunch and Learn sessions from 2022 through 2025. You can access the links via the provincial webinars tab on the FE website.

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