Annual Conference

Hybrid Event November 13-18, 2022

Join us for the VAFCC's Annual Conference, an asynchronous hybrid event with in-person content offered November 13-15 at the Westin Richmond and virtual content offered November 16-18. The premier educational and networking meeting for Virginia’s free and charitable clinics, their safety net partners, and healthcare advocates.
 

Schedule

Sunday, November 13

3:00-4:00pm Pre-Conference Clinic Tours (Optional)
Kick off the conference by visit one of two area free and charitable clinics for a tour of their facilities. 

6:00-8:00pm Conference Registration Opens/Exhibits
Our exhibitors this year include a variety of industry supporters and vendors. Be sure to stop by their exhibits both in-person and online via our event website.  

6:45-7:15pm Do the Hustle! Discussion Disco
Let's reconnect with some groovy networking in a relaxed yet structured environment. Participants will meet new and old colleagues while we enjoy some classic tunes in the funky twist on speed networking!  

7:30-8:30pm Welcome Reception
A convening of free and charitable clinics, their safety net partners, and healthcare advocates for an evening of socialization, we'll spotlight the tremendous role Virginia’s clinics have played in not only the individual lives of underserved Virginians but also the overall health of the Commonwealth.   

8:30-9:30pm S'more Social
Continue the conversations and enjoy some hot beverages & sweet treats around lit fire pits in the courtyard.

 

Monday, November 14

7:30-8:30am Breakfast

8:00-5:00pm Conference Lounge Opens/Exhibits
New this year, enjoy dedicated space to relax featuring comfy furniture, calming lighting, and mood music!

8:45-10:15am Breakout One

• Value-Based Care
• Behavioral Health

10:15-10:45am Break

10:45 12:15pm Breakout Two

• Human Resources
• Medicaid 

12:15-1:30pm Lunch

1:30-3:00pm Breakout Three

• ABCs of an Inclusive Workplace: Active Bystander Cultures with Jacquie Johnson, Virginia Center for Inclusive Communities
• Empathy Mapping for New Patient Recruitment with Sarah Milston, The Spark Mill

3:00-3:30pm Break

3:30-4:30pm General Session

 

Tuesday, November 15

7:30:745am: Breakfast

8:00-11:00am: Exhibits

9:00-10:30am: Closing Plenary on Thriving Through the Great Resignation: Finding Success in Turbulent Times with Dr. Holly A Sullenger, Dr. Holly Speaks, LLC
“The Great Resignation.” We all know the phrase; it has greatly impacted many different businesses and industries. How is an organization to survive this phenomenon? Innovative recruiting and retention strategies, coupled with an approach that continually energizes and engages employees, will help organizations form and maintain functional and successful teams. This interactive seminar will help participants find creative and innovative ways to thrive in spite of “The Great Resignation.” Participants will create an action plan as a takeaway. Bring your ideas and your questions! We'll be sure to cover:

• The Stats – What does this mean to my organization?
• The Reasons – Why can’t I find and/or keep great people?
• Innovative recruiting strategies for success in today’s fickle market
• Creative retention tactics for long-term growth
• Unique ways to engage and energize your team

 

10:30-11:00am: Conference Wrap-Up & Raffle

11:30-3:00pm: Mental Health & Resilience Workshop (Previous Registration Required)
Acknowledging the role and recognizing the heavy burden placed on our member clinics’ serving at the frontline of COVID for the last two years, the VAFCC is pleased to offer mental health training to support and sustain the wellbeing and resiliency of clinic staff. Space is limited for his three-hour, deep-dive session and interested participants will need to register separately as space is limited. 

11:30-1:30pm: Business Meeting (Members-Only)
Annual meeting of the membership providing the opportunity to bring members together to share knowledge, make decisions, and to advance our work.

1:30-3:00pm Board Meeting (Members-Only)

 

Wednesday, November 16

9:00-10:00am: The Role of the Board in Today's Fundraising Climate (Development Track) with Victoria Deitz, The Curtis Group

• Today more than ever nonprofit boards are expected to raise significant amounts of money. The Curtis Group’s extensive work with nonprofits has provided us the opportunity to interact with a wide variety of nonprofit boards of different sizes and levels of experience. This presentation will bring that experience to the table and help participants better understand:
  • How successful nonprofit boards operate
  • The key traits to look for in potential board members
  • The board’s role in major gift fundraising
  • How to orient the board and prepare them for their role in fundraising
  • The importance of board leadership and why it is essential to successful fundraising

12:00-1:00pm: Medical Spanish Crash Course (Clinical Care Track) with Dr. Tamara Rios, The Maven Project

• Learn to communicate with your Spanish speaking patients in a correct and efficient manner in this session which includes simple straight forward grammar explanations and medical terminology along with cultural nuances that arise in the medical setting with your Latino patients. Key tips and phrases are provided, which will teach you introductions, greetings, leave-takings and general phrases; present medical terminology and cognates in Spanish; provide you with the KEY POWER VERBS allowing you to ask pertinent questions and give instructions; improve rapport and engagement with Latino patients; and promote preventive care. This approach is highly suitable for those with limited time who would like to build rapport and trust with their Latino patients in an efficient manner in Spanish. 

3:00-4:00pm: Leveraging Data for Free & Charitable Clinic Governance & Management (Operations Track) with Tom Morley, Snowflake LLC

• Do you know how well your clinic is performing? Many clinics don’t, at least not beneath the surface. They may know how many patients they’re seeing and keep up with their budgets, but they can’t talk about things like service outcomes, patient satisfaction, cost per patient, clinical protocol utilization, infrastructure efficiency, and other key indicators of clinic health. When they don’t track and monitor these kinds of data, boards and Executive Directors can’t always recognize needs, challenges, and opportunities that will make their clinics better, make informed decisions, and take effective actions that will ensure clinic sustainability and high levels of high performance, and do more for the communities they serve.

 

Thursday, November 17

9:00-10:00am: Creative Cultivation & Stewardship (Development Track) with Victoria Deitz, The Curtis Group

• After the challenges of the last several years, we are all having to function under a new fundraising normal. This new normal still relies on the same successful fundraising cycle of cultivation, solicitation, and stewardship, BUT, now more than ever it before depends on creativity and the ability to combine virtual and in-person approaches.

12:00-1:00pm: Speak My Culture (Clinical Care Track) with Dr. Tamara Rios, The Maven Project

• In this presentation, the instructor will highlight tips and strategies to better equip you in providing culturally appropriate and sensitive care to your Latino patients. This will allow you to better understand the challenges facing the Latino patient community and to obtain ideas, tools, and strategies to better prepare you in offering culturally appropriate and sensitive care to your Latinos patients. This approach is highly suitable for those with limited time who would like to build rapport and trust with their Latino patients in an efficient manner as you'll receive tips and strategies to better equip you in providing culturally appropriate and sensitive care. 

3:00-4:00pm: (Operations Track)

 

Friday, November 18

9:00-10:00am: Making the Successful Ask (Development Track) with Victoria Deitz, The Curtis Group

• Can you ask for a major gift via phone or over a video chat? YES – if done thoughtfully! The fundraising rules have changed since 2020, and we are here to help. Attendees will receive practical tips and participate in an interactive discussion that will help them conquer their fears surrounding virtual asks, so you can confidently approach prospects and successfully close a gift. We will share key points such as:
  • How do I make an ask during these days of virtual fundraising?
  • How do I plan for an ask?
  • What logistics do I need to be aware of?
  • What do I actually say when making the ask?
  • How do I close the gift?
  • What do I do if the ask doesn’t go according to plan?
  • How do I keep them engaged after they give?

12:00-1:00pm: Another Way to Save a Life - Identifying & Addressing Intimate Partner Violence in a Primary Care Setting (Clinical Care Track) with Dr. Brigid McCaw, The Maven Project

• Domestic violence (DV) is common affecting 1 in 4 women and 1 in 10 men. The role of medical professionals in recognizing DV and linking patients to resources can be lifesaving. Learn about the health impact, how to ask about and address domestic violence in a caring, effective, and efficient manner. This session will provide you with practical information and resources to help your patients.

3:00-4:00pm: Preparing & Navigating Succession for Staff Leaders and Board Members (Operations Track) with Laurie Price, Clarity Transitions

• This session will provide an interactive overview of executive and board succession and transition, identify key decisions and policies you can set in preparation, and provide you with tools to help prepare. Attendees will be able to to prepare for an emergency leadership transition, supported by a decision template that each participant can bring back to their own organization; understand the key decisions and preparation for nonprofit staff leader succession, supported by tools to inventory organizational information and prioritize communication; comprehend the search when an Executive Director leaves; and identify key elements of pipeline and succession for members of the Board of Directors.
   

 

REGISTRATION

Conference registration is available through October 31. All registrations must be paid in full and in advance. Scholarships are available for members in good standing (application available in the VAFCC Member Center). Refunds will be issued through October 17, 2022, with a $15 service charge. After that date, no refunds will be issued. 

Member Organization Registration (includes 1 attendee at in-person & unlimited clinic personnel access to virtual):

• $375: Early Bird Member Oranization Registration (available through October 1)
  • $175 for any additional in-person attendees
• $450: Standard Member Oranization Registration (available after October 1)
  • $175 for any additional in-person attendees

**Must be logged in to access reduced member pricing

Non-Member Organization Registration (includes 1 attendee at in-person & unlimited personnel access to virtual):

• $475: Early Bird Non-Member Oranization Registration (available through October 1)
  • $175 for any additional in-person attendees
• $550: Standard Non-Member Oranization Registration (available after October 1)
  • $175 for any additional in-person attendees 

 

COVID Safety & Crowd Release:
By submitting this registration, I affirm I have read and agree to the following terms:

• You acknowledge that there is a risk of exposure to COVID-19 that could result in illness, disability or death and agree to release and hold harmless VAFCC, its employees, officers, and vendors from and against all claims of damages and liability resulting from exposure to COVID-19 at this event.
• Attendees at any in-person VAFCC event are required to provide proof of fully vaccinated status (including boosters) against COVID-19, or proof of a negative COVID test administered within 72 hours of the event. Documentation may either be emailed to charris@vafreeclinics.org or shown upon check-in. Photo image, paper documentation, or VA Health Dept.-issued QR code are acceptable. Your VA vaccination record is available at the Virginia COVID-19 vaccination portal.

Click here to learn more about the VAFCC’s COVID Policy.

Additionally, you consent to be photographed, filmed, and/or otherwise recorded. Your registration constitutes your consent to such photography, filming, and/or recording and to any use, in all media in perpetuity, of your appearance, voice, and name for any purpose whatsoever in connection with any VAFCC events.
 

Accommodations

The event will be held at the Westin Richmond located at6631 West Broad Street. A n innovative and personalized hotel that offers holistic and thoughtful amenities not often seen in modern hotels, the Westin is located conveniently near I64 between Downtown Richmond and Short Pump.

Our rate is $149 per night plus taxes and includes parking as well as Wi-Fi in both guest rooms and meeting spaces. The room reservation deadline is October 31, 2022, and all attendees need to secure their own hotel reservations by calling 1-888-236-2427 and referencing the VAFCC block. You can also go online:

 

Conference Sponsors

                      
    
                          
                  

 

Conference Exhibitors

                 

           
                     
                  

          
 

Conference Supporters

Interested in becoming a sponsor? Please contact Rebecca Butler at 804.340.3434 or email rbutler@vafreeclinics.org to discuss both virtual and in-person opportunities.

 

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View Details From 2021:

Monday, November 8

8:00-8:45am:  The Path Ahead: Advancing Health Equity & the Future of Healthcare Post COVID with Virginia Secretary of Health & Human Resources, Dr. Dan Carey, and National Association of Free & Charitable Clinics CEO, Nicole Lamoureux

• The COVID-19 pandemic has illuminated existing inequities in communities across the country and brought the health equity conversation to the forefront. We now have a unique opportunity to change how we address social and health inequities and promote access in the future. During this session, Dr. Dan Carey and Nicole Lamoureux will discuss the lasting impact of the pandemic on our healthcare system as well as ways we can develop solutions that will create a more equitable path forward.

9:00-10:00am: Changes & Resources in Behavioral Health (Hybrid Track) with Heather Norton, DBHDS; Lisa Jobe-Shields, DBHDS; Alyssa Ward, DMAS

• The COVID-19 pandemic has left a lasting impact on so much including legal and programmatic changes to behavioral health services. Free clinic attendees of this session will learn about new regulations and evolving resources available to their patients including Virginia's plan for transforming Crisis Services in Virginia through implementation of the MARCUS Alert, Project BRAVO, 988 and crisis services that align with best practice..

 
12:00-1:00pm: Medicaid & Medications (M&Ms): The Not So Sweet Truth (Hybrid Track) with Donney John & Se-A Han, NOVA ScriptsCentral

• As free clinics have transitioned to hybrid models accepting Medicaid patients, they now face a unique challenge, navigating the Medicaid pharmacy formulary. This session will help attendees understand the basics of a pharmacy formulary and how to navigate it in order to improve medication access for their patients.

 
1:30-3:30pm: Annual Meeting of the Membership (VAFCC Members Only)
 
4:00-5:00pm: Medicaid Expanded, Now What? Tips on How to Make Dental Work (Hybrid Track) with Dr. Christina Byerson, CAHN

• A comprehensive dental benefit went into effect on July 1 for expanded adult Medicaid. This session will take a deep dive into the nuts and bolts of setting up an effective and efficient dental services. Participants will gain information on how to integrate Medicaid into your dental office, define the roles of each team member (from your front office to your dental assistants), material on pre-authorizations, review expanded dental coverage, best practices to increase your revenue, and many other topics for a smooth transition.  

Tuesday, November 9

 

8:00-8:45am: Post-Election Analysis with Dr. Quentin Kidd Dean, College of Social Sciences; Academic Director of the Judy Ford Wason Center for Public Policy with Christopher Newport University
This November's election will determine several key positions in Virginia including Governor, Lieutenant Governor, Attorney General, and seats in Virginia's House of Delegates. Dr. Quentin Kidd will provide attendees with a review and analysis of the election results. 

 

9:00-10:00am: Telehealth Beyond the Pandemic: Access and Equity (Telehealth Track) with Kathy Wibberly, Mid-Atlantic Telehealth Resource Center

• Many clinics and providers ventured into telehealth out of necessity as a result of the pandemic.  For many, telehealth served as a powerful tool for reducing exposure, extending the workforce, increasing access and decreasing isolation for some of the most marginalized populations.  For some, however, telehealth only served to punctuate the social determinants of health that contribute to health inequities; these include things like access to broadband, access to telehealth-capable devices and digital literacy.  This session will look at how we can take this powerful tool and integrate it within our in-person clinics and practices as we (albeit slowly) move beyond the pandemic.  We will also look at free and low-cost resources as well as creative solutions for addressing some of the contributors to telehealth inequity. 

 
12:00-1:00pm: Introduction to Lackey Virtual Clinic (Telehealth Track) with Larry Trumbore & Jill Cottel, Lackey Clinic

• The COVID-19 pandemic has been a catalyst for change especially around telehealth. The silver lining is two-fold for Lackey Clinic and their patients. On the patient side, virtual visits circumvented many of the issues patients had previously that limit medical treatment including transportation, time off from work, childcare, language barriers, risk of exposure, wait time to receive care, and inconvenience. On the clinic side, Lackey benefited from reduced cancellation and no-shows, enhancement in appointment length, efficiency of care delivery, patient accessibility, and reduced exposure. Join to learn more about Lackey’s vision to leverage telehealth and other technologies to increase access to care, coverage, and capacity.

 
1:30-3:00pm: Board Meeting (Board Members Only)
 
4:00-5:00pm: Telehealth in the Free and Charitable Clinic Sector (Telehealth Track) with Mara Servaites, Virginia Telehealth Network

• Telehealth came bursting onto the healthcare landscape with the onset of the COVID-19 pandemic in early 2020 forcing all health care providers to adjust and modify services.  Eighteen months later, the free and charitable clinic sector is determining how to fit telehealth into their regular service offerings for the long-term.  This session will focus on regulatory and law changes during the pandemic that can impact telehealth services provided by the sector.  An overview of innovative telehealth programs and service lines from free and charitable clinics throughout the country will also be provided.

Wednesday, November 10

 

9:00-10:00am: Building Fundraising Capacity: Working Smarter & Not Harder (Development Track) with Victoria Dietz, The Curtis Group

• How should you be using your time today, so you can raise more dollars tomorrow? Or to use that old cliché, how do we work smarter and not harder? In this session, attendees will learn how fundraisers can manage their time, set realistic goals and focus on building meaningful donor relationships. Content will center on using data effectively, tracking and reporting activity, accountability, appointment setting, and time management. This interactive session will explore these topics and share practical and applicable tips that will improve your donor cultivation, solicitation and stewardship metrics, and ultimately increase your dollars raised.

 
12:00-1:00pm: Outreach to Underserved Populations: Tapping Community Health Workers (Outreach Track) with Karen Legato, Health Brigade

• Safety net clinics are often searching for ways to reach the underserved populations in their area who may or may not know about their services.  The Community Health Worker service model originated in other parts of the world and has been growing in pockets throughout the US, including here in Virginia.  It may be the model that will work best for reaching those who you know need your service, but somehow have not made it through your doors.  This session will explore techniques for reaching into underserved populations by tapping into Community Health Workers who are connected to those communities.  CHW’s come with a variety of experience, backgrounds, diverse culture, language, gender identities, and most importantly the credibility to reach underserved communities because they are part of those same communities.  The session content will include networking to recruit CHW’s, crafting a job description, training, partnerships with those already using CHW’s and equitable compensation. 

 
4:00-5:00pm: Inclusive Recruitment & Retention Strategies (Inclusive & Equitable Care Track) with Jacquie Johnson, Virginia Center for Inclusive Communities

• Creating an inclusive workplace culture goes beyond having a non-discrimination policy and one or two employees who reflect different identities. In this workshop, participants consider how to cultivate workplace climates that support recruitment and retention of employees from all backgrounds to feel welcomed and to thrive.

Thursday, November 11

 

9:00-10:00am: Real Conversation with Major Donors (Development Track) with Abby Weber, The Curtis Group

• Wondering what you could and should be doing today to prepare for a stronger major gift program tomorrow? Even during times of uncertainty, the fundraising cycle works – cultivation, solicitation, and stewardship – but what does this cycle look like in practice? How do you interact with major donors at each phase? This interactive session will show you the proven steps to have meaningful conversations and build stronger relationships with your donors by keeping them engaged and properly setting expectations.

 
12:00-1:00pm: Marketing Isn’t About Money: Improving Customer Services & the Patient Experience (Outreach Track) with Jeff Stern, Sinclair Health Center

• In early 2020 Sinclair Health Clinic was experiencing some of the lowest active patient numbers in its 30+ year history. As the Clinic worked to remain open during the pandemic, it shifted its marketing focus. In the 18 months that followed, Sinclair registered more new patients than it had since it began keeping digital records. Spending money wasn’t how it found new patients. Jeff Stern, Director of Community Outreach with Sinclair Health Clinic, discusses his marketing strategy and shares thoughts and concepts to help your organization find new patients. 

 
4:00-5:00pm: Creating a Sense of Belonging (Inclusive & Equitable Care Track) with Jacquie Johnson, Virginia Center for Inclusive Communities

• We all want to belong. Having a sense of belonging helps us feel socially connected and makes each of us better able to reach our full potential. But what does that look like in the workplace? Belonging is a key component of our D&I initiatives and helps employees feel valued, noticed, and cared for. Participants will engage in reflective and interactive exercises that will help them to understand ways to build belonging and create an inclusive workplace climate at their organizations.

Friday, November 12

 

9:00-10:00am: Leaving a Legacy: Building Out a Planned Giving Program (Development Track) with Victoria Dietz, The Curtis Group

• More than ever, nonprofits must be building their planned giving programs to establish robust and diverse future income streams. During this session, we’ll cover the results from Giving USA 2021 and other key sector reports including Leaving a Legacy: A New Look at Planned Giving Donors, a special report published by the Giving USA Foundation, key trends, motivations and information that will help nonprofits work more effectively with prospective planned giving donors, the characteristics of nonprofits that inspire planned gifts and how to create and promote those aspects of your organization, policies and procedures that should be in place, how to effectively market a planned giving goal, red flags during the solicitation process, and effective planned giving stewardship. Attendees will also receive practical and applicable tips that will improve planned giving cultivation, solicitation and stewardship, and ultimately increase overall fundraising capacity.

 
12:00-1:00pm: Peer Learning & Networking (Outreach Track) with Joanne Jones, Bradley Free Clinic

• An opportunity for clinics to connect on the important topic of acquiring new, unisured patients, this networking session is a chance for individuals to engage each other in sharing lessons learned, practical advice and recommendations as well as have questions answered. To kick things off, Joanne Jones with Bradley Free Clinic will discuss patient outreach activites that have had significant results for her clinic, however participants should com prepared to participate in the conversation. 

4:00-5:00pm: Creating an Upstander Culture (Inclusive & Equitable Care Track) with Jacquie Johnson, Virginia Center for Inclusive Communities

• As demographics in the workplace become more diverse, more organizations are considering how an upstander culture can help employees from different backgrounds work effectively together. In this workshop, participants will explore the concept and best practices of an upstander culture to eliminate bias and prejudice in the workplace. Attendees will leave with increased knowledge about the skills and an action plan to speak up and speak out.

 

Conference Sponsors

  

        
   
                          


             

      

                                 

                                  

             

 

Conference Exhibitors

                  

                         

                              
                   
                    
 

Conference Supporters