THE MISSION OF MEDiC MEDiC exists to educate University of Wisconsin health professional students and to improve the health of the underserved in the Madison area. The MEDiC organization was established in 1990 by first and second year medical students at the University of Wisconsin. Student members work with volunteer faculty physicians and staff to accomplish two objectives: 1. To provide primary health care services and education to underserved individuals and families in the Madison area at seven clinics: the Grace Episcopal Drop-in Shelter Clinic, the Salvation Army Homeless Shelter Clinic, the Madison Dental Initiative Clinic, the South Side MEDiC Clinic, the Michele Tracy Preventative Health Clinic, the Safe Haven Psychiatry Clinic, and the MEDiC Center for Families Pediatric Clinic. 2. To provide outreach to the community through the Reach Out and Read Project, free sports physicals for uninsured high school students, and Health Talks organized by students in the nursing program. MEDiC BY-LAWS Article 1 NAME The name of this organization will be MEDiC Student Run Free Clinics. acronym for Medical Information Center. MEDiC is an Article 2 MEDiC CLINICS COUNCIL STRUCTURE Section 1. Membership - Voting Council membership will be composed of approximately 40 voting members, including: Administration : President (1), Vice President of Finance (1), Vice President of Development (1), Public Relations Coordinator (1), Fundraising Coordinator (1), Data Project Coordinator (1) Operations : Clinics: Center for Families Clinic Coordinator (1), Grace Clinic Coordinators (2), Madison Dental Initiative Clinic Coordinators (2), Michelle Tracy Preventative Health Clinic Coordinators (2), Safe Haven Clinic Coordinator (1), Salvation Army Clinic Coordinators (2), Southside Clinic Coordinators (2), Salvation Army Intake Coordinator (1), Southside Intake Coordinators (2), Physical Therapy Clinic Coordinators (4) Schedulers : Physician/Resident Scheduler (1), Medical and Physician Assistant Student Scheduler (1), Nursing Student Scheduler (1)
Management : Referrals Coordinators (3), Drug and Supply Coordinators (4) Outreach : CORE Coordinators (Community Outreach, Resources and Education) (2), Nursing Patient Education Lead (1), Nursing Administrative Lead (1), Physician Assistant Student Coordinator (2), Physical Therapy Coordinator (1), and Pharmacy Student Coordinator (1) All Council members must be registered University of Wisconsin students. Council membership and council positions will be determined by the outgoing council. All interested Med-1s, Extended Program Med-2s, Pharm-1 and Pharm-2 students, and first year nursing students may apply. Each outgoing council will determine the criteria for selection; however, experience with MEDiC, meeting attendance, and other commitments shall be considered. The Administrative team (President, Vice President of Finance and Vice President of Development) should consist of medical students due to scheduling. All applicants will be interviewed, and positions will be offered to selected candidates. The newly chosen council can fill any remaining open positions or create positions by a majority vote of council members. Nursing, Physician Assistant, Physical Therapy, and Pharmacy Student Representatives will be chosen by their respective outgoing council members. Membership - Non-voting All clinic Medical Directors shall be invited and encouraged to attend meetings and events. MEDiC will maintain a faculty advisor as well as a clinical advisor. Section 2. Terms of Membership Each student shall serve a one-year term beginning in the spring for medical, pharmacy, nursing and PT students, and beginning in summer for PA students. The outgoing council will determine the exact date of this turnover. The turnover process shall consist of inviting prospective students to meetings and events beginning in November. Updated job descriptions will be distributed at that time to all first year medical students and second year students in the extended program, in addition to the nursing and pharmacy programs. Prospective council members will be encouraged to shadow individuals in his or her positions of interest in December and early January. Applications will be distributed immediately prior to winter break and applicants will be interviewed in January. The outgoing council shall determine the content of the application. Experience, attendance at meetings, other commitments, and initiative will be considered. Each applicant will be chosen by a majority vote of the interviewing committee, after consultation with the outgoing council member in the specific position being considered.
New council members will shadow the outgoing council member during the month of February. New council members will assume full responsibility for their job duties in March, but the outgoing council member will shadow the new council member until the end of March. Outgoing council members will attend all meetings through the end of March. As of April 1 st, outgoing council members complete their term of service, and are no longer voting members of the council. All outgoing council members are welcome to continue attending meetings if they choose. The past President and Vice Presidents should be available at meetings through the end of the academic year as needed. The nursing, pharmacy, PT, and PA students shall be selected by their respective student organizations. PT and PA students may be selected on a different timeline that works best for their programs based on dates of the academic year. Faculty and Clinical advisors and Medical Directors will be ongoing commitments that continue until they cease to be mutually beneficial. Section 3. Duties of Council Student Members The council as a group is responsible for the continued success of MEDiC clinics and initiatives. Each member is expected to attend meetings, carry out the specific duties found in his or her job description, and communicate with all council members. Failure to fulfill responsibilities can result in dismissal from the council. Any concerns that might lead to dismissal will be shared in sufficient time for the council member to re-mediate any necessary behaviors. Job descriptions shall be reviewed and updated annually. PRESIDENT: Coordinates and runs MEDiC Council meetings. Schedules date, time, and room for Council meetings as needed each semester. Posts meeting information on the student event calendar. Works with Student Clinic Coordinators to make class announcements regarding meetings and seminars as necessary. Serves as a liaison between MEDiC council and other health profession students participating in clinic activities (i.e. nursing, pharmacy, physical therapy, and physician assistant programs). Serves as a liaison between MEDiC and other medical student groups to facilitate open communication and coordination of events. Maintains contact with student organization advisors of the medical school and university. Communicates regularly with the MEDiC faculty and clinical advisors. Registers MEDiC at the beginning of the fall semester Maintains good relations with other Free Clinics in Wisconsin and around the nation.
Responsible for following-up with student volunteers who missed clinic shifts as mandated by MEDiC attendance policy. VICE PRESIDENT of FINANCE (VPF): Works closely with the President and Vice President of Development in conducting meetings, documenting minutes and attendance. Posts meeting minutes on the website. Conducts meetings in the absence of the President. Coordinates the summer and fall new volunteer orientations. Communicates with granting institutions in collaboration with the MEDiC Advisor and the VPD. Works closely with Fundraising Coordinator to write grant applications and reports. Submits annual request for travel monies each Spring to MSA. Cooperates with MEDiC Council members and Faculty and Clinical advisors to make purchases with grant monies received by MEDiC. All purchases must follow guidelines stated in the MEDiC by-laws and UW Foundation requirements, and must have advisor approval. Keeps records of all purchases made by MEDiC and coordinates reimbursement for purchases. Submits complete financial reports quarterly to MEDiC Clinics Council members and yearly financial audits to appropriate parties (as identified by the Council, UW Foundation, and MEDiC advisor. Keeps up-to-date records of all grant monies received for special projects. VICE PRESIDENT of DEVELOPMENT (VPD): Works closely with the President and Vice President of Finance as part of the Administrative leadership team. Holds primary responsibility for MEDiC development and sustainability. Works with the Administrative leadership team on major Council initiatives and identifies opportunities for and leads organizational development-related projects. Responsible for safeguarding institutional memory: updates and manages electronic and paper documentation for policy, procedure, innovations, initiatives, etc., including what worked or did not work and why. Manages MEDiC Documentation and e-mail communication Works with the MEDiC Advisor on grant tracking and reporting requirements. Coordinates Operations Committee, which consists of clinic coordinators, PT coordinators, Drug and Supply coordinators, and referrals coordinators Oversees the Council transition process including transition documentation and compiles information throughout the year regarding all Council positions. Assists in the assembly of the Annual Report.
Responsible for the revision and printing of the MEDiC Manual at the beginning of the summer and academic year PUBLIC RELATIONS COORDINATOR (1): Seeks out suitable media coverage through work with the Medical Alumni Association, the Wisconsin Medical Society, Madison Times, La Communidad, and other organizations to report MEDiC activities to the public. Maintains records or scrapbook of MEDiC media and print coverage for future use. Communicates all proposed public communications regarding MEDiC to the MEDiC faculty advisor prior to any public distribution of information. Oversees thank you cards that are sent to professional volunteers. Organizes the recognition of student and professional volunteers. Assists the Vice President of Development in maintaining the MEDiC website, social media presence and other outreach methods. Responsible for the design and content and distribution of the semi-annual MEDiC newsletter. Coordinates the annual MEDiC appreciation banquet. FUNDRAISING COORDINATOR (1): Works closely with the Vice President of Finance to write grant applications and reports. Collaborates with other council members to organize fundraising activities, including but not limited to: t-shirt and pizza sales during Orientations, Bucky s Race for Rehab 5k, Movin for MEDiC 5k, Turkey Bowl Flag Football Tournament, etc. Aids in organization of orientation and other large MEDiC wide events. DATA PROJECT COORDINATOR (1): Oversees maintenance and upgrades to MEDiC s electronic medical record, the Patient Encounter Document (PED). Standard functionality includes both the software and hardware components of the PED. Manages upgrades that are determined by Council Administration and on-going requests from other council members by prioritizing a work-order that goes to the UW SMPH IT department. Oversees PED training and HIPPA compliance for students and professional volunteers. Responsible for compiling all data and reviewing data collection materials, suggest updates to improve data pool and/or compliance in data gathering. Generates reports from the PED and analyzes data for the MEDiC annual report and upon request. Responsible for providing data project updates to the council.
Works with the Public Relations Coordinator to design data graphics for the MEDiC newsletter. REFERRALS COORDINATOR (3): Maintains working relationships with current referral providers. Works with clinic coordinators and medical directors to record number of referrals given and used and reports this data to Data Project Coordinator. Updates and develops referrals policies, informs all council members of updates. Is responsible for training clinic coordinators to complete the referrals paperwork and addressing any compliance issues. Follows up on referrals as appropriate with the patient, clinic coordinator, referral provider, and/or MEDiC advisors. STUDENT SCHEDULER (1): Produces and distributes scheduling forms to medical and physician assistant students. Coordinates with President and Student Clinic Coordinators to have class announcements made in regard to volunteer recruitment meetings. Is responsible for ensuring that students are only scheduled during times they identify as being available. Finalizes and communicates clinic volunteer schedules to students. CLINICIAN SCHEDULER (1): Recruits and coordinates the scheduling of volunteer physicians, advance practice providers and residents for MEDiC clinics. Communicates physician schedules to the medical directors and clinic coordinators. Notifies faculty medical directors when last minute cancellations occur or when assistance is needed in scheduling a physician for a certain day. Communicates general physician scheduling problems to MEDiC Council. Works to maintain a large base of physician volunteers. Coordinates the recruitment of new volunteer physicians from the community. Consults with MEDiC clinical and faculty advisors to assure that physician recruitment methods are optimally effective and that all eligible physicians are contacted. Maintains good relations and effective communication with the Resident Directors of all programs from which residents are recruited. STUDENT CLINIC COORDINATORS (12): Supply a brief orientation list that outlines student and physician roles and responsibilities at each clinic.
Communicate clinic activities, issues (supplies, volunteer attendance, etc) and volunteer feedback to MEDIC Council and the Operations Committee. Facilitate any changes that need to be made at the clinics. Update and distribute volunteer feedback forms. Communicate drug and medical supply needs at clinic to the Drug and Supply coordinators. Communicate non-medical supply needs at clinic to CORE coordinators. Send reminder e-mails to scheduled student(s) several days before clinic. Contact scheduled students in the event of clinic cancellation. Help facilitate finding replacements when scheduled students cannot make their clinic date and are unable to find a substitute. Participate in publicity activities related to the clinics. Meet regularly with Medical directors and administration of the clinic and/or clinic site and serve as a contact between these individuals and the MEDIC Council. Review clinic evaluations and make recommendations to improve clinic operations. Additional responsibilities as specific to clinic site. INTAKE COORDINATORS (3): Works closely with Southside and Salvation Army clinic coordinators to run weekly clinics. Supply a brief orientation list that outlines student roles and responsibilities as an intake volunteer at each clinic. Schedules regular intake volunteers, most of which should be proficient in Spanish. Supervises the Intake team, who interact with, take information from, and triage patients for clinic. In charge of opening clinic, setting up rooms, and cleaning up clinic. Keeps charts up-to-date and organized. DRUG AND SUPPLY COORDINATORS (4): Ensure adequate, timely, and appropriate distribution of medication and supplies at each clinic. Evaluate requests for stock medications and discuss these with the Medical Directors as to necessity, safety, availability, and cost. Maintain a stock of drugs and supplies (including medications, vials, bottles, and labels), and ensure that they are available for distribution to clinics as necessary. Dispose of unnecessary and expired medications in a suitable and timely manner. Work closely with pharmacy student representatives who will work at clinics and help with drug inventories. With input from the Medical Directors and clinic coordinators, develop a MEDiC drug and supply policy and update this policy as needed.
Meet with clinic medical directors and clinic coordinators to establish a MEDiC clinic formulary of drugs and supplies, designed to accommodate the needs of each individual clinic. Create and update an inventory list of drugs and supplies to make sure supply cabinets are adequately stocked. Maintain a list of drug sample stock numbers distributed to patients. Ensure that MEDiC drug cabinets, including all clinic cabinets, are neatly stocked and clearly labeled. Ensure that all prescription medications are secure within locked cabinets (including medications designated for disposal). Organizes and evaluates Medication Therapy Management clinics COMMUNITY RESOURCES COORDINATOR - Sports Physicals (1): Works with the PR coordinator and the Referrals Coordinators to establish links between MEDiC and other health and social service programs in the community so that MEDiC may refer patients to appropriate resources. Attends community meetings on issues relevant to MEDiC and health care for the underserved. Serves as a liaison between MEDiC and campus and community groups. Works with the UW SMPH Community Service Programs Director to ensure optimal effectiveness of all community relations and outreach efforts, and reduce the possibility of multiple demands on our community partners. Organizes student involvement with Sports Physicals in the summer. Works with the Department of Sports Medicine setting up arrangements, including reserving the space and organizing an appropriate number of volunteer health professions students. Coordinates seminars on various topics of healthcare for the uninsured and homeless, including how students provide health care to children and adults in the MEDiC Clinics (history taking, physical exams, vital signs and measurements, and common problems seen). Works closely with other student organizations such as AMA, MSA, etc. to schedule such seminars. Produces and distributes fliers, postings and e-mail announcements for these events. Contacts possible speakers in a timely fashion, provides scheduling flexibility to accommodate the schedules of desired speakers. Works with the PR Coordinator to send thank you notes out to all speakers. Coordinates ordering and stocking of supplies and patient resources for MEDiC clinics, facilitating donations when possible. COMMUNITY RESOURCES COORDINATOR - REACH OUT AND READ COORDINATOR (1):
Helps organize training sessions for MEDiC Council members, MEDiC volunteers, ROR readers and involved doctors. Maintains book supply at clinics, for both book readers use and books to be given to children. Keeps data regarding the number of books distributed at each clinic. Writes grant reports as needed and explores sources of funding Works with the UW SMPH Community Service Program Director to ensure that MEDiC s ROR program is in line with National ROR standards, and to ensure that all available ROR materials are obtained from the National ROR office. Communicates activities, issues (supplies, volunteer attendance) and feedback from volunteer students to MEDiC Council. Coordinates seminars on various topics of healthcare for the uninsured and homeless, including how students provide health care to children and adults in the MEDiC Clinics (history taking, physical exams, vital signs and measurements, and common problems seen).works closely with other student organizations such as AMA, MSA, etc to schedule such seminars. Produces and distributes fliers/postings/email announcements for these events. Contacts possible speakers in a timely fashion, provides scheduling flexibility to accommodate the schedules of desired speakers. Works with the PR Coordinator to send thank you notes out to all speakers. Coordinates ordering and stocking of supplies and patient resources for MEDiC clinics, facilitating donations when possible. NURSING ADMINISTRATIVE LEAD (1): Function as the point of contact between the School of Nursing faculty and MEDiC. Respond to nursing questions and inquiries. Promote nursing student volunteer involvement in MEDiC clinics. Plan and coordinate flu shot clinic. Implement new nursing initiatives as needed. NURSING PATIENT EDUCTION LEAD (1): Organizes and facilitates Health Talks, which are informal educational events to high risk women at local homeless shelters specific to nursing student volunteers Schedules volunteers for Health Talks Maintains partnerships with staff at Salvation Army women s shelter, ARC Dayton, ARC Emil, and ARC Paterson locations in Madison. Communicates with MEDiC Council about nursing program initiatives. NURSING SCHEDULER (1):
Produces and distributes scheduling forms to nursing students. Organizes and schedules all nursing students for each semester, flu shot clinics, etc. Coordinates with President and Student Clinic Coordinators to have class announcements made in regard to volunteer recruitment meetings. Is responsible for ensuring that students are only scheduled during times they identify as being available. Finalizes and posts student volunteer clinic schedules. Serve as e-mail contact for nursing students to answer questions. PHYSICIAN ASSISTANT STUDENT COORDINATOR (2): Recruit PA students for volunteering at clinical sites and MEDiC-sponsored events. Coordinate with the student scheduler to assign clinic slots to PA volunteers. Track PA student involvement. Assist with MEDiC fundraising activities. Communicate number of PA volunteers to the clinic coordinators on a regular basis. PHARMACY STUDENT COORDINATOR (1): Actively recruit pharmacy volunteers for the Salvation Army (1) and Southside (2) clinics and schedule all pharmacy student volunteers. Actively recruit pharmacy student volunteers (1) and pharmacist volunteers (1) for monthly MTM clinics. Recruit weekly Southside pharmacy intern volunteers. Send email reminders to all pharmacy volunteers a few days prior to when they volunteer. Communicate number of pharmacy volunteers to the clinic coordinators on a regular basis. Act as a liaison between Wisconsin Society of Pharmacy Students (WSPS) and other healthcare professional disciplines. Assist the MEDiC council and clinics wherever there is a need for pharmacy student help and expertise. Assist the Drug and Supply Coordinators in organizing and maintaining the MEDiC drug supply. LEAD PHYSICAL THERAPY COORDINATOR (1): Is the main liaison between medical school, faculty and students. Assists in organizing the summer orientation that incoming PT1 students attend. Responsible for scheduling PT student volunteers for MEDiC clinics and ensures slots are filled.
Keeps a list of all other MEDIC officers and PT students' contact information for communication purposes, and is available during summer months for communication and planning. Arranges dates and times of monthly PT clinic coordinator meetings and leads these meetings. PHYSICAL THERAPY CLINIC COORDINATORS (4): Supervise Physical Therapy Clinic Referral days located at Southside, Salvation Army, and Michelle Tracy. Responsible for orienting PT volunteers to clinic. Communicates with other clinic coordinators to ensure clinic runs smoothly and efficiently. Section 4. Meetings During the regular semester, the council shall meet every other week unless otherwise determined by a majority vote. The meetings will be posted on the calendar and e-mail reminders will be sent to all council members. Agenda suggestions will be included with this email, and all council members should notify the President or Vice Presidents prior to the meeting if they cannot attend or if they have an agenda item. The President shall preside over all meetings. Minutes will be taken and posted in accordance with UW policy. Failure to attend three meetings without prior approval may result in dismissal from the council (pending further investigation). This position would then be made available to any interested Med-I or Med-II (extended program). Applicants would be interviewed and selected by majority vote by a committee consisting of the President, Vice President and any other concerned council members. Section 5. Voting Any decision concerning activities of MEDiC including promotion, coordination, clinical or administrative operation of the clinics, noon seminars, and supply purchases over $50.00 must be voted on by a quorum of 15 members. A majority is required for passage. The Clinical Advisor prior to purchase should approve all clinical expenditures of more than $50.00. The Clinical Advisor and Medical Directors should be consulted since they may be aware of sources of medical equipment, drugs, and supplies that may be obtained at reduced or no cost. Article 3 DISSOLUTION Section 1. Means of Dissolution
The Council shall not be dissolved, except with the consent of not less than three-fifths (3/5) of the voting members. Section 2. After Dissolution 1. In the event of dissolution as provided above, all debts shall be fully paid, and the remaining funds will be devoted to such local charitable organization or organizations as the voting members shall decide. The President, working in conjunction with all advisors, is responsible for carrying out these tasks. 2. Notice of dissolution shall be given within seven (7) days of the dissolution to the members and relevant authorities. Article 4 AMENDMENTS Amendments to these guidelines may be proposed by any individual or group of council members and will become effective if accepted by a majority vote of the current council. Guidelines shall be reviewed and adopted annually and kept on file in accordance with UW policy.