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Engagement and Consultation Policy

As an association representing Victoria’s family physicians, we receive many requests to engage with our members and board of directors. These requests vary widely. The Victoria Division’s board is committed to reviewing each request independently, utilizing this engagement and consultation policy to guide all reviews.

Priority Consultation

Priority is given to requests that are in line with the VDFP’s strategic priorities, as defined by our members and board of directors:

  • Fostering physician engagement and professional fulfillment
  • Influencing decisions that impact patients and primary care providers
  • Partnering to facilitate an effective and sustainable health system
  • Improving access to excellent primary care

Operating Procedures

The following operational guidelines have been created to assist external entities to work effectively with the VDFP.

Members and external stakeholders are encouraged to contact the Division for more information:

Web: www.divisionsbc.ca/victoria
Email: victoria@divisionsbc.ca
Phone: 1-877-790-8492
Fax: 778-265-0298

 

1. If you are requesting circulation of a primary care research opportunity for our membership, we require that your research project is:
  • Formally approved by a university research ethics board, and
  • Free of pharmaceutical/industry funding

We will review your proposal for incorporation of project information into one of our member communication mechanisms (News Flash, Facebook page, web site). We require a minimum notice of two weeks.

2. If you are an external stakeholder requesting to circulate your information to our membership:

You are encouraged to contact the office as early as possible. We will review your proposal for incorporation into one of our member communication mechanisms (News Flash, Facebook page, web site). We require a minimum notice of two weeks. No industry/pharmaceutical funded events will be distributed.

3. If you are an external stakeholder planning an event or soliciting representation for a committee and request VDFP support or participation:

Please contact the VDFP office at your earliest convenience. In order to respectfully review your proposal and mobilize our resources to assist you, please submit your proposal  two months in advance of your event or request for representation. Although we will try to respond to requests with shorter timelines, we cannot guarantee a full review. No industry/pharmaceutical funded requests will be distributed or supported. 

4. If you are an external stakeholder seeking a family physician or member’s perspective:

Victoria family physicians and family medicine residents are encouraged to serve and/or volunteer in any capacity that may enhance the climate of primary care in Victoria. We must explicitly note, however, that in this informal capacity these individuals do not represent the view of the VDFP or in any way endorse a particular position on behalf of the Division. If you require additional clarification, please contact our office at your convenience.

5. If you are an external stakeholder requesting official VDFP endorsement of an item (e.g., policy, communication document, position, position paper, etc.):

In order for the VDFP to respectfully consider your information we require a minimum of 30 days from receipt of request. Please note a board motion will likely be required for a formal endorsement and the timing of board meetings may extend this time frame. The board of directors convenes once per month.

6. If you are an external stakeholder requesting VDFP feedback on an item (e.g., policy, position, discussion paper, etc.):

In order for the VDFP to properly consider your information, consult internally and provide feedback, we may require a minimum of 30 days from receipt to process your request. Although we will try to respond to requests with shorter timelines, we cannot guarantee a full review.

 

What to include in your request?

Please send a very brief summary of your request that covers the following information. Information should be submitted to the Executive Director by mail, fax or e-mail

Research request

Representative or endorsement request

  1. Your organization/institution with confirmation of ethics approval.
  2. Confirmation that the project is free of pharmaceutical/industry funding.
  3. Contact information that clearly indicates the main person to contact.
  4. The context of the request (i.e., how does the project align with VDFP strategic priorities), including a brief description, and please indicate the specific request of the VDFP.
  5. Mode of research (e.g., survey, focus group).
  6. Expected time commitment.
  7. Any applicable financial considerations.
  1. Your organization/institution.
  2. Contact information that clearly indicates the main person to contact.
  3. The specific request of the VDFP.
  4. The context of the request (i.e., how does the project align with VDFP strategic priorities), including a brief description.
  5. Required time frame and/or target date.
  6. Meeting responsibilities and number of meetings, if applicable.
  7. Any applicable financial considerations.

Disclaimer

While the VDFP is committed to educating and informing our membership about events/opportunities in primary care, we cannot guarantee access to our membership. Each request will be reviewed independently, in a timely fashion.

Contact Us

Toll-free: 1-877-790-8492
Fax: 778-265-0298

Alisa Harrison
Executive Director
victoria@divisionsbc.ca

Catriona Park
Operations Director
cpark@divisionsbc.ca


Nicole Dehoop
Operations Coordinator
ndehoop@divisionsbc.ca
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