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News from VAFC VAFC Staff


Linda D. Wilkinson, MPA Executive Director

Escape Fire - a new documentary film ESCAPE FIRE: The Fight to Rescue American Healthcare tackles one of the most pressing issues of our time: how can we save our badly broken healthcare system?

Judy Griffin Director of Resource Development

Rob Bradley, LCSW Director of Membership Support

Jennifer O’Dell Business Manager

Melanie Hofe Administrative Assistant

Inside this issue: Bylaws & Board Election


F as in FAT


Breast Cancer Program


Instructions for Reporting


American healthcare costs are rising so rapidly that they could reach $4.2 trillion annually, roughly 20% of our gross domestic product, within ten years. We spend $300 billion a year on pharmaceutical drugs––almost as much as the rest of the world combined. We pay more, yet our health outcomes are worse. About 65% of Americans are overweight and almost 75% of healthcare costs are spent on preventable diseases that are the major causes of disability and death in our society. Learn more at

Preventing 1000 8 Strokes New Economic Reality


Clinic Fundraising Events


Road to Reform Update


This film follows dramatic human stories as well as leaders fighting to transform healthcare at the highest levels of medicine, industry, government, and even the US military. ESCAPE FIRE is about finding a way out. It's about saving the health of a nation. VAFC has purchased the rights to show this film at The Homestead on Sunday, 11/4 at 4pm. It can also be rented on iTunes and viewed on your computer.

The VAFC Annual Conference

We look forward to seeing many of you at The Homestead, November 4th - 6th for workshops, presentations, networking and renewing friendships.

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News from VAFC

NAFC News Rob Bradley and I have just returned from a phenomenal conference sponsored by NAFC last week. There were numerous informative workshops and guest speakers. I was particularly impressed by NAFC CEO, Nicole Lamoreaux, and her team. They brought great energy and professionalism to the event in addition to enlightening workshops. I have posted all of the health care & EHR presentations to the Road to Reform online community platform for your review and consideration. Please take a few minutes when you have time to peruse the information on the online community platform. Dr. Julie Darnell had a particularly informative workshop on outcomes that I have posted on the community platform.

Finally, I spoke with Nicole at the conference about a group discount for Virginia clinics. My expectation would be that VAFC would negotiate a group discount for our clinics based on the percentage of clinics willing to participate. For example, if we can get 50% of our members to join NAFC, each clinic would receive a SUBSTANTIAL discount on their NAFC dues. I will provide additional information on NAFC membership as soon as it becomes available.

Thank you all for your support and for everything you do for your communities. It was noted numerous times at the NAFC conference how Virginia clinics are leading the nation in many areas relative to patient care and health care reform within the clinics.


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Bylaws and Board Election Votes Needed Any clinic not attending the Annual Conference and Meeting on November 5, 2012 at The Homestead is encouraged to vote on the proposed Bylaws changes and candidates to the Board of Directors (materials were distributed last week to Executive Directors). Members are encouraged to vote by noon on Thursday, November 1st to allow VAFC staff sufficient time to compile the votes for inclusion at the meeting on November 5th. You may vote via email to AND (Secretary of the Association). The current VAFC Bylaws, Article II, Section 13. Voting, states that each voting member (does not include Associate Members) shall be entitled to exercise one (1) vote regardless of the number of employees of such member. Each voting member shall, on or before the first meeting at which such member shall exercise its vote, designate in writing, filed with the Secretary of the Association, its authorized representative or representatives to cast its vote. However, in no event may more than one (1) vote be cast on behalf of any member by its authorized representatives. Any member entitled to vote may vote in person, through its authorized representative, or may vote by proxy executed in writing by the member or its duly authorized attorney-in-fact. For the election of directors only, such elections may be conducted by mail ballot. Any proxy or mail ballots should be filed with the Secretary of the Association before or at the time of the meeting. Reminder: Annual Meeting of the membership will be held on Monday, November 5, 2012, 1:40 p.m. in the Grand Ballroom West at The Homestead.

VAFC Staff Announcements VAFC is pleased to announce that Melanie Hofe has joined the team as a part-time Administrative Assistant. Mel is a native of Poquoson, Virginia but has lived in Chesterfield for the past ten years with her husband. She has a strong background in operations and financial management. Her “can do” attitude will help VAFC continue to serve our members with quality and distinction. Jennifer O’Dell, Business Manager, has decided to embark on a new professional adventure. She will be leaving the Association on Friday, November 2 in order to continue her professional education for a new career in tax preparation. Jennifer has served the Association and its members with professionalism for the past six years. She has been an instrumental part of many positive changes at the Association during her tenure. VAFC will miss her but wishes her well in her new endeavors. VAFC will begin a search for a new Business Manager after the Annual Conference. Anyone interested in learning more about the position, should contact Linda Wilkinson, or phone 804-340-3434.

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Kaiser Family Foundation - New 2012 Survey Read the results of a brand new 2012 survey on Medicaid spending. Learn the results state by state. Many states are now spending less on Medicaid than they did in 2011.

Click here to read the entire report.

F as in FAT! Adult obesity rate in Virginia could reach 49.7% by 2030, according to new study and healthcare costs related to obesity could climb by 23.8%. The number of obese adults, along with related disease rates and health care costs, is on course to increase dramatically in Virginia over the next 20 years, according to F as in Fat: How Obesity Threatens America's Future 2012, a report released in September by Trust for America's Health (TFAH) and the Robert Wood Johnson Foundation (RWJF). Click here to read the full report on Virginia.

70 Low Cost or FREE Web-based Tools for Non-profits

Click here for a wide variety of tools you can use. You’ll find everything from design tools to website trackers to apps to references for sizes/dimensions for your Facebook page.

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Orange County Free Clinic Offers Special Workshop

workshops to residents of Orange County who do not have the resources to meet basic health care needs. The workshop was held at the clinic’s location at 13296 James Madison Highway. Christian, who was hired at OCFC last spring by a grant from the Virginia Health Care Foundation, is a family nurse practitioner with diverse clinic experience in internal medicine, pediatrics, emergency medicine, lung transplant, family planning and primary care. For years, researchers have debated the effectiveness of breast self exams in the fight against breast cancer. While studies have shown such exams as having little or no impact on breast cancer mortality rates (Journal of the National Cancer Institute), many researchers agree that breast selfexaminations can be an appealing and inexpensive tool to empower women to take charge of their health.

Breast cancer is the second leading cause of cancer death among American women; 1 in 8 women will be diagnosed with breast cancer in her lifetime.

“It’s important to do breast self examinations, and it’s not just about finding breast cancer,” says Jude Christian, nurse practitioner at the Orange County Free Clinic (OCFC). “You need to get to know your body.” Christian led a workshop on breast health on Friday, October 12th at OCFC in recognition of Breast Cancer Awareness Month. OCFC provides primary medical care, medication assistance and patient education

Contact Dorren Brown for more information at

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News from VAFC

INSTRUCTIONS FOR COMPLETING QUARTERLY STATE FUNDS REPORTS FY2012-2013 FOR VAFC & VDH NEW effective FY2012-13 quarterly reports should contain ONLY those patients/ services/Rx that are paid for using state funds (first sentence of report). Virginia Department of Health (VDH) does NOT want to receive data on ALL patients treated by free clinics in quarterly reports – this is different from previous VAFC communications in past years. VAFC is required per our contract with VDH to report on patients supported using funds from the General Assembly. At the end of the fiscal year, we will report cumulative numbers to the Virginia Department of Health for state funds AND total (ALL) patients treated by member clinics for a comparison. For questions about deliverables required for reporting, please see your Memorandum of Agreement signed with VAFC.

To complete your quarterly reports, please follow these simple instructions and examples:

One way to calculate the number of patients served using state funds: If your total program operating expenses (cash NOT in-kind) for medical care are $100,000 and your annual state funds (SF) distribution is $50,000 for medical care, then SF pays for approx. 50% of your patients; therefore if your clinic serves 3,000 medical patients/year, SF pays for 1,500 of those patients. (NOTE: that if you use SF only for medical, you should only report those medical patients; if you use state funds for medical AND dental, please report both medical and dental, etc. NOTE: use only operating expenses for that particular service; do not include fundraising or administrative expenses)

Or, you calculate your per patient cost: $100,000 program operating medical expenses (cash NOT in-kind) divided by 3,000 patients served/year = $33.33 per patient cost then take your SF distribution of $50,000 divided by per patient cost ($33.33) = 1,500 patients paid for using state funds. (NOTE: use only cash program operating expenses (not in-kind) for that particular service (e.g. medical, dental, or mental health))

Apply same methodology for Rx (% of your Rx cash expenses compared to Medication& Pharmacy Services’ state funds)

Note that operating expenses should include ALL expenses related to the direct care of patients (i.e. programmatic expenses reported on IRS Form 990(EZ), line 18 or your program budget); you do not need to include your fundraising expenses

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Instructions continued...

Math is still the same no matter which way you calculate number of patients paid for using state funds. Keep it simple, but keep it real.

VDH is interested in how state funds are spent ONLY.

Itemization of expenses (Part III of reports) using state funds is COMPLETELY up to the clinic and how you budget your funds for health care services & medication/pharmacy but please refer to your MOA for how the VDH allows funds to be used or not.

Keep in mind that quarterly reports are cumulative per VDH requirements.

There will be a conference call on Monday, December 3, 2012, 11am to review the instructions for completing the quarterly reports. No RSVP needed. Conference call phone # is 1-877-484-2089 code 8043403435#

Quarterly reports’ data does NOT affect clinic state funds distributions; distributions are based on Annual Membership Renewal Survey data. The allocations are made for the entire FY (July 1, 2012 – June 30, 2013). State funds allocations would be affected if (1) membership in VAFC was terminated/suspended by the VAFC board or (2) if there was a significant reduction in services at the clinic (ex. Hours of services were cut by 50%).

Clinic data is submitted along with a quarterly invoice to VDH so that VAFC can “draw down” state funds from the Virginia Department of Health. It is imperative that clinics adhere to the State Funds Report dates so quarterly disbursements are not delayed. VAFC will not accept late reports per the MOA signed with each member clinic. Clinics failing to file their completed, accurate quarterly report on time will receive their disbursement the following quarter and/or membership in VAFC may be suspended/terminated by the VAFC Board of Directors.

Please feel free to contact Linda Wilkinson or Rob Bradley if you have questions about quarterly reports or disbursements (phone 804-340-3434).

Thank you for your patience and support as we improve and strengthen our reporting processes.

News from VAFC

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Congratulations •

The Free Clinic of Central Virginia was awarded a $24,000 grant by the Centra Foundation for dental equipment.

The Gloucester-Mathews Free Clinic received a $25,000 donation from the Careplex Orthopaedic Ambulatory Surgery Center.

Roanoke Valley Community Health Needs Assessment Report

Click on the picture to read the report.

Center for High Blood Pressure Initiative One of their biggest projects for 2012 is the Center’s “Prevent 1,000 Strokes” campaign. During this campaign, staff and volunteers will be visiting local businesses and providing free blood pressure screenings and stroke risk assessments for their employees. The Center provides handouts and exercise logs to use as supplemental tools to aid people in improving their personal lifestyle behaviors. By educating the community about the prevalence of strokes in central Virginia, risk factors associated with stroke and positive lifestyle modifications, the Center for High Blood Pressure, aims to create new awareness that will do just what the name of the campaign pledges…preventing 1,000 strokes this year. For more information, contact Dave Baldwin at

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Anticipated State Funds Reports & Distribution Dates 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: Date



First quarter FY2012-13 sent to clinics


Management Fees due from first quarter FY2012-13


Second quarter FY2012-13 report due to VAFC

2-22-13 3-15-13 4-12-13

Second quarter FY2012-13 sent to clinics Management Fees due from second quarter FY2012-13 Third quarter FY2012-13 report due to VAFC


Third quarter FY2012-13 sent to clinics


Management Fees due from third quarter FY2012-13


11 month report for VDH due to VAFC for FY2012-13


Annual report for FY2012-13 for VDH due to VAFC

7-25-13 8-15-13

Approximate Disbursement

Final Fourth quarter FY2012-13 sent to clinics Management Fees due from fourth quarter FY2012-13

Please note that report deadlines and disbursement schedules are subject to change depending on VDH. VAFC cannot release quarterly funding to clinics that have not paid their previous quarter’s Management Fees or completed the required VDH report. Contact VAFC staff if you have questions about reports.

Managing in the New Economic Reality Most non-profit organizations are nothing if not resourceful, and in an environment where your fortunes are largely determined by others, it takes a good deal of care and creativity to stay afloat. But the recession has stretched many non-profits to their limits and forced them to learn new coping strategies. What follows is what we at Non-profit Finance Fund (NFF) have heard about the problems non-profits have been confronted with over the past few years, and the management strategies used to address them. Click to read more‌

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News from VAFC

Great Clinic Fundraising Events...

November 15th 5 - 9pm Chesapeake Conference Center

This year's Taste of Chesapeake is shaping up to be bigger and better than ever. We have 15 wonderful restaurants participating. Entertainment will be provided by The Tiki Bar Band, and once again the Silent Auction will offer over 25 unique 4' Christmas Trees to choose from. All proceeds will go to the Clinic and Dental Center. Tickets are now on sale and available at any TowneBank, Bank of Hampton Roads, Greenbrier and Great Bridge Monarch Bank, the Clinic and at the gift shop at Chesapeake Regional Medical Clinic. Tickets are only $30 each and include all food, beverages and entertainment. Our master of ceremonies will be Craig Moeller and Vanessa Coria. To see a full list of participating restaurants follow us on Please share your events & ideas with VAFC!

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“More Money for More Good” A new book from GuideStar on non-profit fundraising. Learn ways you can improve your fundraising. Click here to learn more.

Road to Reform: Charting the Future Here's what's new in the VAFC Road to Reform Support Community at New EHR Space Recently we opened a new space within the VAFC Road to Reform Support Community. The space is called 'Workgroup on EHR Development', and all are welcome. Rob Bradley of VAFC will be the content leader, and if you visit the space today you will see:

• •

A wiki page describing the objectives and responsibilities of the EHR Taskforce A link to the Virginia Health Care Foundation resource on Utilization of EHR in a Free Clinic


A discussion topic on who is using hospital-based EHR systems.

Momentum! We also offer a gentle reminder to keep the momentum going on strategy development as we prepare for the upcoming VAFC Annual Conference. We are working on enhancements to the strategy development tools in response to your feedback from the Strategy Development Workshops. Please explore the data, tools, knowledge, and discussion available in the online support community, and do not hesitate to ask us for additional support. Quick Tip If you are working in the online support community and you click on a space and get an error message, that probably means you have not yet joined the space. To fix this, simply

• •

Click Spaces Click the Follow button next to the space you want to join.

Thanks for all you do for Virginia! Stephen Horan Community Health Solutions Phone 804.673.0166 or Email

Virginia Association of Free Clinics 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

We’re on the web

The mission of the VAFC is to support, strengthen, and advocate for Free Clinics as they deliver quality health care to Virginia’s low-income, uninsured and underinsured residents.

Shop Online? This App is For You! A lot of people avoid the hassle of the traffic and crowds by shopping online these days...especially during the holiday season. If you are one of those people...or know one of these people, please take 5 minutes to download this free app. It “lives” on your computer and whenever you shop online at thousands of sites (many that you already visit), a donation will be made to the VAFC. You don’t have to do anything but shop! It doesn’t cost you anything, the donation is made by the vendor. Sites like, REI, Best Buy, Crate & Barrel and thousands more. Click on the logo below to download the app.

VAFC Board of Directors Chair E.V. Clarke EV3 Solutions, LLC Vice-Chair Suzanne Sheridan Rockbridge Area Free Clinic

Margaret Hersh Augusta Regional Free Clinic Daniel M. Jannuzzi, MD Cross Over Health Care Ministry

Board Committees Audit Board Development Finance

Secretary Darryl J. Pirok, DDS

James A. Kohler, Jr. McKesson Medical

Treasurer M. Caroline Martin Western Tidewater Free Clinic

Cathy Lewis, MPH

Legislative & Regulatory Affairs

Jeannie Nelson Northern Neck Free Health Clinic

State Funds/ Accreditation/ Membership

Members A. Michelle Brauns, MS, APR Free Clinic of the New River Valley

Erika Viccellio Charlottesville Free Clinic


Laura D. Windsor Troutman Sanders LLP

Healthcare Services Council

Colin Drozdowski Anthem Blue Cross & Blue Shield

Pat Young Community Works

Resource Development

November 2012 VAFC Newsletter  
November 2012 VAFC Newsletter  

Monthly newsletter for free clinics in Virginia