AAPM Status and Activities - 2016

• Melissa C. Martin, M.S., FAAPM, FACR, FACMP • President-Elect AAPM - 2016

• Therapy Physics Inc. • Gardena, CA 90248 • Melissa@TherapyPhysics.com

AAPM Perspectives from the National Level

• AAPM: Who are we and what do we do? Finances Breakdown of Membership The AAPM Board The AAPM Board Selection Process Initiatives Summary & Discussion

AAPM Perspectives from the National Level

• Definitions and Clarifications: – “AAPM” = AAPM National Organization – “Chapter” = Any (or all) AAPM local chapters (N = 21)

• All 21 AAPM chapters are stand-alone

corporations and are unique business entities, distinct from AAPM national

8542 Members (as of 1/13/2016)

Board of Directors - 50 12 Board Members at Large, 21 Chapter Elected, 5 Officers, 12 Non Voting

Committees by Council

Committees by Type

Executive Director

Executive Committee

Admin (49) Board (14)

Education(35) Professional (28)

Science (132)

Councils (4) Committees (41)

Subcommittees (72) Working Groups (57)

Task Groups (66) Other (18)

AAPM Staff (27)

2015 Income from Operations (est.)

2014 Estimated Income (from the Board of Directors Orientation)

2015 Operating Expenses (est.)

2014 Estimated Expenses (from the Board of Directors Orientation)

Reserves 1992 thru 2014

The Value of AAPM Membership Dues: $ 421 Journals: Medical Physics: JACMP: Meetings: Spring Clinical: Summer School: Annual: RSNA: NCRP: ICRU: Virtual Library: Physics Today: Total: $ 421

Benefits* $ 458 – 1454 $ - $ 650 $ 115 $ 675 $ 900 $ 1,000 (+) $ 250 (+) $ 200 $ 35 $ 4,283 – 5,279

* Benefits: Defined as incremental cost to non-Members

0.2% 2.7% 3.1%

7.4%

3.0%

1.8%

5.9%

6.8%

69.0%

AAPM Membership (2016-01-13)

HonoraryInt. AffiliateJuniorStudentResidentAssociateCorrespondingEmeritusFull

43.5%

35.1%

1.8% 0.0%

19.6%

AAPM Members by Highest Degree

DoctorateMastersBachelorsAssociatesUndisclosed

AAPM Membership (all categories)

0

500

1000

1500

2000

2500

UndisclosedFemaleMale

16.1%

62.4%

2.0%

1.5% 2.0%

1.7%

0.1%

14.2%

Primary Specialty as Reported by Members

Diagnostic

Therapy

Nuclear Medicine

Magnetic Resonance

Rad Safety/HealthPhysicsEngineering

Ultrasound

Undisclosed

AAPM Perspectives from the National Level

AAPM: Who are we and what do we do? Finances Breakdown of Membership

• The AAPM Board The AAPM Board Selection Process Initiatives Summary & Discussion

All Members of the Board (45) and defined Guests (5)

AAPM Board Members

• Officers – Therapy: 2 Imaging: 3

• Board Member-at-Large – Therapy: 8 Imaging: 3 Safety: 1

• Chapter-elected – Therapy: 15.5 Imaging: 5.5

• 21 of 38 voting BOD members (55%) are not elected by (all) AAPM members

• 21 of 33 of (non-EXCOM) BOD members (64%) are not elected by (all) AAPM members

Observations on the AAPM Board

Board Member Voting (2015)

0102030405060708090

100

All VotesF2F Votes

• 4 Board Members voted in < 50% of F2F votes.

• 2 BMAL • 2 Chap-elected

• Chair abstains from most votes (noted as abstaining in F2F)

It is not a Member-at-large v. Chapter-elected Member issue!

Recent Changes in Board Operations Board Proxies

• Traditionally, Board Members have been able to appoint a proxy (sub) if not able to attend a Board meeting, allowed per Rule 1.5.3

• As part of the Governance Assessment effort (more on this later), it was determined that Members of non-profit Boards are not allowed to have proxies

• Starting in October 2015, proxies are not allowed.

Discovered by Ad Hoc Committee on Governance Assessment activities

Recent Changes in Board Operations Board e-Votes

• The Board has voted using an online, e-voting system for several years.

• However, in 2012, Washington, D.C. enacted laws requiring votes only to be taken in forums allowing open, real-time, discussion.

• AAPM no longer allows e-votes that do not include an open, real-time, discussion.

Discovered by Ad Hoc Committee on Governance Assessment activities

AAPM Perspectives from the National Level

AAPM: Who are we and what do we do? Finances Breakdown of Membership

The AAPM Board • The AAPM Board Selection Process Initiatives Summary & Discussion

J Boone

M Martin

N = 15 members 8 ran for president 5 were president J White & J Seibert

G Ibbott

D Frey N = 13 members 3 were president 6 others were EX or CC

Committee-Years (~commitment)

Board Member Nominations • Chapter-elected Members

– Must be elected by chapter, but process not defined by AAPM National Governance (By-Laws Article 1, Section 3)

• Members-at-Large – Selected by Nominating Committee, must be at least 2

individuals per seat (4 elected/year) (By-Laws Article 1, Section 3)

– Nominations from Members (2) can also be made Officer nominations must have served on the Board in order to be elected as officers.

AAPM Perspectives from the National Level

AAPM: Who are we and what do we do? Finances Breakdown of Membership

The AAPM Board The AAPM Board Selection Process • Initiatives Summary & Discussion

Ad Hoc Committees • Ad Hoc Committee on TG100 Implementation

(completed, 2015) – Created education program (approved by Board) – Suggested modifications to TG100 to extend roll-out of process – Moved to Administrative Council WG in 2016 – Preparing Certificate Course for 2016 Annual Meeting

• Ad Hoc Committee on Nominating (completed, 2015) – Charged to make recommendations on Officer and Board Member-at-Large

nomination process – Determined that it could only address BMAL and constitution of Nominating

Committee – Board voted to re-structure Nominating Committee. Rules Committee

working on new Rules for final Board approval. • Ad Hoc Committee on MedPhys Match Program

(continuing) – Successful Match held in 2015 and 2016 – Further work on finances and corporate structure (LLC)

Ad Hoc Committees • Ad Hoc Committee on Corporate Relations (completed, 2015)

– Submitted report at July, 2015 Board Meeting – Recommended new staff person for Corporate Relations – Additional recommendations in report

• Ad Hoc Committee on Unifying Publications Strategy (continuing - almost final)

– Developing RFP for single journal editorial and publication platform – Evaluation of 3 finalists in January, 2016 – Recommendation and Selection for Board Approval (Wiley) in March, 2016

• Ad Hoc Committee on AAPM Reports Integration (continuing) – Better structure for AAPM Reports

• Keywords, sorting • More consistent availability

• Ad Hoc Committee on Medical Physics 3.0 (continuing) – Initiated in late 2015 – Working with Medical Physics Leadership Academy – Working with 2016 AAPM Summer School

MP-RAP / Match Program

MP-RAP Match Program - 2015

Match Statistics: 2015 & 2016 Applicants

Participation 2015 2016 Applicants Registered for the Match 402 331 Applicants Who Withdrew or Did Not Submit Ranks

122 122

Applicants Participating in the Match 280 209

Match Results Applicants Matched 108 (39%) 106 (51%) Participating Applicants Not Matched 172 (61%) 103 (49%)

Match Statistics: 2015 & 2016 Programs

Participation 2015 2016 Institutions Participating in the Match 77 74 Programs Participating in the Match 86 77 Positions Offered in the Match 112 111

Match Results Programs Filled in the Match 82 (95%) 106 (95%) Programs Remaining Unfilled 4 (5%) 5 (5%)

AAPM Presidential Initiatives

Presidential Initiatives (on-going)

• Certificate Programs

• Annual Meeting SAMs

Council Initiatives • Administrative Council

– SAMs for Proffered Science Sessions – Restructuring of AAPM Publishing – Medical Physicist licensure – bills pending in MA and PA – Working to maintain good relationships between AAPM

and CRCPD • Education Council

– Non-member Virtual Library Subscriptions – MP Training Center - Rwanda

Council Initiatives • Professional Council

– Medical Physics Practice Guidelines – Medical Physics Leadership Academy – Monitors economic reimbursement – Fostering relationships with accreditation bodies

• Science Council – Technology Assessment – Annual Meeting Mentorships – Junior Member Travel Grants

Medical Physicist Assistants • What is an MPA?

– QMP-track vs non-QMP track – Imaging vs Therapy – Training, Education, Level of task allowed

• How will MPAs affect employment?

– Displacement of new QMP-track individuals? – Lessen level of experience for MP Residents? – Fewer number of QMPs required per institution?

MPAs are not new!

Courtesy of John Bayouth

Medical Physicist Assistants Economics • Diagnostic Imaging:

– If a consultant group is using MPAs for data gathering, etc., would reduce costs and allow more aggressive bidding.

– For an in-house group, reduces costs of medical physics services.

• Radiation Oncology: – Reduces costs to department by allowing replacement of QMPs

with less costly personnel (both PhD and CMD?) – Will eventually change reimbursement rates when QMP efforts are

reduced in CMS personnel resource factors.

AAPM Governance • Is the AAPM Board of Directors an Effective Board?

– Formulate key policies and strategic goals – Authorize major transactions or other actions – Oversee matters critical to the health of the organization – Evaluate and help manage risk – Steward the resources of the organization for the long run – Mentor volunteers and staff by providing resources,

advice, and introductions to help facilitate operations. • Should be focused on Strategic rather than

Operational issues.

Governance Assessment

• Ad Hoc Committee formed in August, 2015 – Representation from chapters (2), Board (4), EXCOM (2),

Councils (2) • Timeline Sept, 2015: Leadership Survey (60/61) Oct, 2015: Follow-up Interviews (29/30) Oct-Nov, 2015: Member Survey (33/40) January, 2016: Report to Strategic Planning – March, 2016: Report to Board

Governance Assessment • Timeline (cont.)

– Mar – Nov, 2016: Develop new Governance Documents (By-Laws, Rules, …)

– Dec, 2016: Board Review – Jan – Jul, 2017: Discussions with Chapters – July, 2017: Annual Business Meeting – August, 2017: Membership Vote – September, 2017: ???

2.0 2.2

1.9 2.2

1.8

2.8

2.4

0.0

0.5

1.0

1.5

2.0

2.5

3.0

3.5

4.0

Vision,Mission &Strategy

BoardStructure &

Composition

Resource &Revenue

Development

FiduciaryOversight

Governance& Leadership

ExecutiveCommittee

GovernanceStructure

AAPM Survey 1 Summary

Survey of AAPM Board Members

1.7

2.4 2.5

1.0

1.5

2.0

2.5

3.0

3.5

4.0

Governance &Leadership - Board

Governance &Leadership - Councils

Overall Governance &Leadership Structure

AAPM Survey 2 Section Averages

Survey of Council Members not included in Survey #1

AAPM HQ Relocation Benefits – Members

• Position AAPM to better execute its mission

• Ability to host meetings in-house or locally – 7 hotels within 2-block radius – Many restaurants and shops within walking distance – Convenient access to DCA airport, Amtrak train service,

and Metro subway system

• Diversify the AAPM investment portfolio – Investment Advisory Committee supports this change in

our portfolio of investment instruments

1631 Prince Street- built 1990

SPC Mtg Jan 2016 Large Conf Room

Opening of new AAPM HQ Jan 2016

Open House: June 9, 2016 5:00 - 7:30 PM

AAPM Perspectives from the National Level

Feedback from Members & Discussion

Melissa@TherapyPhysics.com 310-612-8127 - cell phone