Patient and Family Advisory Council Charter

The Virginia Cancer Specialists’ Patient and Family Advisory Council (PFAC) strives to ensure that Virginia Cancer Specialists deliver high-quality, patient and family-centered care. The PFAC was formed in recognition of the fact that patients and their families are essential resources to Virginia Cancer Specialists. By partnering with them, Virginia Cancer Specialists aim to enhance processes, procedures, and care delivery, thereby fulfilling their stated mission.

Vision

Meeting and exceeding the needs of our patients is our primary goal. We recognize that each patient is an individual with unique needs. Our staff is dedicated to the fight against cancer and providing A New Way of Caring.

Purpose:

Actively participate both in and out of meetings to achieve the mission of PFAC
Work effectively with other council members, as well as Virginia Cancer Specialists’ staff, patients, and families to ensure a patient and family centered care experience
Facilitate change to support the achievement and continued improvement of patient and family centered care
Provide constructive feedback from a patient and family prospective
Respectfully listen to diverse opinions
Adhere to the Confidentiality Agreement
Review materials provided prior to the meetings so that each member is prepared to ask questions, contribute ideas, and provide input
Decision-making will normally be by consensus. If consensus is not reached, decisions will be made by a majority vote of all members. All members are expected to support meeting decisions once meeting is adjourned
Be willing to serve on PFAC for two years or longer, as determined by Co-Chairs
Adhere to Site’s Code of Conduct

Patient and Family Advisory Council Membership Application

Apply Here: PFAC Form

Advance a new face of health care at Virginia Cancer Specialists by providing access to patient and family perspectives that will ensure the delivery of high-quality, patient and family centered care.

PFAC Meetings/Frequency:

Meetings will occur at least quarterly
Site’s staff and/or Chair(s) are points of contact concerning attendance
Patient & Family Advisors (PFA) are expected to attend a minimum of 3 meetings annually
In addition to the PFAC committee meetings, PFAs are expected to participate in sub-committee activities as needed

Membership Selection:

The PFAC will be composed of Members that conform with the PFAC Committee slate as approve and amended from time-to-time by site’s Quality Committee
A patient and/or family member of Virginia Cancer Specialists may be nominated by his/her provider, a site staff member, or by self-nomination
Each PFA nominee must have an interest in health care
Each PFA nominee must fill out an application
On an annual basis, the Chair(s) will gather nominations received over the previous year and make recommendations to the full committee on new members. The Chair(s) will take into account the nominees’ qualifications and recommendations.
Following a positive vote by the PFAC, the nominees will be notified that they have been selected to serve on the VCS PFAC
When a PFA nominee is approved, he/she will be introduced to the PFAC and oriented to prior to work and current focus

Removal:

A PFA may be removed from the PFAC by unanimous agreement of the Virginia Cancer Specialists’ Committee and Co-Chairs if any of the following occur:
- The PFA no longer has a relationship with Virginia Cancer Specialists
- The PFA has continuous and frequent absences from council meetings without prior notice
- Violation of the VCS Code of Conduct or the Confidentiality Agreement
- A PFA may resign at any time by submitting a Letter of Resignation from the Committee to the Committee Chair
A PFA may resign at any time by submitting a Letter of Resignation from the Committee to the Committee Chair

Confidentiality

PFAC members must not discuss any Virginia Cancer Specialists business, personal, or confidential information revealed during a council meeting outside their role as a patient or family advisor. Council members must adhere to all applicable HIPAA standards and guidelines. Confidential information includes, but is not limited to: a patient’s name, contact information, date of birth, diagnosis, treatment and current medical status, as well as information about the patient and his/her families social history and overall experience with Virginia Cancer Specialists. If an advisor violates these guidelines, membership status may be revoked.

Amendment

This Charter may be amended at any regular meeting of the PFAC by an affirmative vote of two-thirds of the member present and voting, provided that the amendment has been submitted in writing at the previous regular meeting. Any desired changes/amendments to the PFAC Charter must be voted on affirmatively by the Virginia Cancer Specialists Quality Committee to be adopted.