Attendance Policy:
In order to be reimbursed for travel expenses, participants agree to make plans for arrival prior to the workshop opening session (Thursday, 7:00am) and departure after the conclusion of the workshop (Friday, 12:00 NOON). Participants agree to attend all elements of the workshop as outlined on the agenda (the opening reception, Wednesday, 7:00pm is optional) and to refrain from making alternate plans during scheduled workshop hours.

When at all possible, participants who are 3rd year residents at the time of registration are encouraged to register for workshops that will occur prior to January.

Cancellations less than 30 days from the workshop are strongly discouraged. Remember that when you register and are accepted, space is being reserved for you and others are being turned down. In the event the participant is unable to attend the workshop due to an emergency, it is his / her responsibility to notify the Association of Family Medicine Residency Directors (AFMRD) no later than 72 hours prior to the meeting. Participants who do not adhere to these requirements will not be eligible for reimbursement. Early departures are not permitted in any circumstance.

Research Component Policy:
Prior to attending the workshop, participants of the program are required to conduct a chart review of five (5) self-selected patients with osteoporosis. The chart review will include several indicators of osteoporosis management. Completed chart review forms must be entered online at betterbones.afmrd.org by logging in with your email address and password no later than two weeks prior to the workshop date you have chosen to attend.

Click here to download the Chart Review form

In addition, participants will be asked to complete the interactive web exercise Quality Improvement and Beyond: Achieving Excellence in Health Care before arrival at the workshop at betterbones.afmrd.org by logging in with your email address and password.

At six months following the workshop or by May 31st for graduating 3rd year residents, participants will be contacted via email to complete online a second chart review of five (5) self-selected patients with osteoporosis and an online post/post-test.

Upon completion of the six month chart review, six month post/post-test and the Quality Improvement module, participants will be given access to a condensed slide set of the workshop curriculum.

Guest Policy:
Spouses / significant others are invited and encouraged to attend the welcome reception. All other scheduled activities are reserved for registered participants only. Guest expenses are not reimbursable, including room service. 

Expense Policy:
Participants of the program will be reimbursed for travel and meal expenses incurred in relation to attendance at the workshop. The amount of travel reimbursement shall be limited to a maximum of $600.00 to be spent in any combination of 21-day advance purchase airfare, rail fare and/or ground transportation, excluding rental cars. Airport parking for the three workshop days is reimbursable. Amounts over $600.00 will not be reimbursed and are at the participant's expense. All receipts must be attached. Reimbursement will be made for the amount of receipts only. Travel expenses will not be reimbursed for participants who do not attend the workshop in its entirety. Early departures are not permitted.

Meal reimbursement shall be limited to a maximum of $100.00 total, to be spent at the participant's discretion over the three workshop days. Amounts over $100.00 will not be reimbursed and are at the participant's expense. Reimbursement will be made for the amount of receipts only.

Hotel room and tax will be paid in advance by AFMRD at the selected hotel only and is limited to the evening of the reception (Wednesday) and the evening of the second day of activities (Thursday) for a maximum of two nights. Overnight stays prior to Wednesday and/or after Thursday are at the participant's expense. Participants who register for extended stays (check-in prior to Wednesday and/or check-out after Friday) and who fail to arrive/depart on the specified date without notifying AFMRD a minimum of 72 hours in advance are responsible for all no-show/cancellation charges. No guarantee will be made for the availability or rate of the room during your extended stay. Hotel parking charges (if applicable) will be paid in advance for the actual dates (Wednesday through Friday) of the program only. Incidental charges, personal items and entertainment will be at the expense of the participant and will not be reimbursed.

No exceptions to this policy will be honored unless provided in writing by AFMRD.

Receipts for all reimbursed items must be attached to the expense voucher. Vouchers should be sent to the AFMRD within 10 working days after the close of the program to be considered for reimbursement.

Reimbursement Policy:
For further clarification, the following is a list of just a few items NOT reimbursable:
- Rental cars
- Gasoline
- Airport parking for non-workshop days
- Airline change fees
- Excess/overweight baggage fees
- Entertainment (including in-room movies, video games, fitness center fees)
- Phone calls, surcharges, internet access
- Tours, sightseeing
- Other items not allowed as indicated by the participant policy form

I have approval from my Program Director to attend this workshop and have read and accept the policies listed above. I agree to hold harmless AFMRD, its officers, agents, employees and members from any and all demands, claims, damages to persons or property, losses and liabilities arising out of the use of or caused by the hotel, any and all transportation providers and/or the participant or their guest's negligence or willful misconduct or misuse of any related facilities or services.

Before registering online, please review our Participant and Reimbursement Policy. By clicking "I Accept" you are affirming approval from your Program Director to attend this workshop and that you have read and accept the policies listed.