Commissioned Corps of the U.S. Public Health Service

Physician Professional Advisory Committee

2015

Physician Professional Advisory Committee Meeting

Meeting Minutes Tuesday February 17th 2015

Very Respectfully Submitted by LCDR JP Ahluwalia and LCDR Kenneth Luna on 2/22/15

Voting Member Attendance

  • LCDR Brewinski-Isaacs, Margaret 
  • CDR Cohen, Sylvie 
  • CAPT Iskander, John (ABSENT) 
  • CDR Luckhaupt (LCDR de Derio as proxy) 
  • CDR Osborn, Mark (ABSENT) 
  • CDR Su, John (ABSENT - EXCUSED) 
  • CDR Alicea, Edgardo 
  • LCDR Idowu, Rachel (ABSENT) 
  • CDR Olson, Christine (ABSENT) 
  • CDR Taylor, Gerald (ABSENT) 
  • CDR Terranella, Andrew 
  • CAPT Thomas, Dana 
  • CAPT Thompson, Betsy 
  • LCDR Ahluwalia, JP 
  • CDR Bishop, Rachel 
  • CAPT Hu, Dale (ABSENT) 
  • CDR Magill, Shelly 
  • CDR Piercefield, Emily 
  • CDR Propst, Tobe (ABSENT) 
  • CDR Wrobleski, Tanya

Anyone interested in viewing the recorded meeting please feel free to email LCDR Kenneth Luna at Kenneth.r.luna@uscg.mil and he will be sure to send you the link.

Tips on using the new Adobe Connect platform

The Link is:  https://collaboration.fda.gov/ppac2015/

It is highly recommended to use Google Chrome.  You must have Adobe Flash Player v10.1 or later.  If you have a microphone you can use it on the Adobe Connect platform but remember to mute the microphone when others are speaking.  The phone dial in is always available as well.  If you want to present, you will need to download Adobe Connect Add On and if you have any question please feel free to contact the CAPT Barzilay at bwk9@cdc.gov.

At the top left of the screen, one can see the webcast of the person presenting so that we may all see people who are speaking.  If anyone on a sub-committee wants to use this Adobe Connect Platform for their own meetings, please contact CAPT Barzilay (bwk9@cdc.gov) or CAPT Thomas (wii6@cdc.gov) for more information. 

Attendee List:  This is not the sole way that we will be taking attendance.  To have your attendance counted please email ppac.meeting@gmail.com and please state in the subject line your name/rank/agency/meeting date.  There will still be an oral roll call for voting members. 

Attendance is obviously important for voting members and if you are aspiring to be a future voting member 50% attendance of the previous year’s meetings is one of the requirements.

Chat: There are several options here.  One is the "everyone" tab which the entire group can see.  You may also select an individual who is in attendance and start a private chat with them.

Screen Share:  Located in the middle of the screen and allows the host or presenter to share a document like a power point presentation. 

Agenda:  This is a common note section.  It explains what we will be discussing during the meetings.

Note:  Located at the top right hand corner.  This allows the host to post notes for everyone to see as the discussion is ongoing.   Of note, The Chairman will be sending an invitation through the distribution list that you will be able to load onto your outlook calendars.

PPAC file share: Located at the bottom right hand corner.  This is an excellent place for the leadership team to make various files available for those who may be interested.  Rather than pushing files on the listserve, the PPAC Leadership team felt that this would be a more efficient way to make information available.  If you would like something posted, please send the file and explanation to the CAPT Barzilay (bwk9@cdc.gov). 

At the top of the screen, there button for a microphone and an icon of a person.  If you click the icon you can do things like raising your hand, “applause” and other options. 

We can also do live polling as well.  Of note, when you vote, the host can see how individuals voted so it is not completely confidential.

CPO Report

CAPT Goldman was unable to join us today.  He has no comments other than to welcome everyone to the PPAC’s new year. 

Approval of previous meetings minutes:

There are no minutes available from last month’s meetings at this time.  Of note if anyone wants anything added to minutes, or needs to edit anything now or in the future please email LCDR Kenneth Luna (Kenneth.r.luna@USCG.mil) and LCDR JP Ahluwalia (Jaspal.s.ahluwalia@uscg.mil) and we will be sure to make the additions/changes.  Anyone speaking should send their written comments to the above email addresses or to the general ppac.meeting@gmail.com address for inclusion in the next set of minutes.

Chair Announcements:

Expect an email from the Chair at least once per month. These emails will be explaining what the subcommittees are doing.  In our recent update we noted that we knew have a completely new leadership team.  Also, CAPT Goldman has requested a review of the 2015 medical category bench marks for those eligible for promotion in 2016.  Our PAC, as with the other PACs, plays a critical role in shaping the bench marks for each category.

The Chair would like to open the future agenda to the membership to ensure all of our voices are head. The Chair stressed that the voting members are in essence the non-voting member’s voice into the PPAC.  Therefore feel free to contact them if you have any ideas that need to be discussed and taken for action.

The Chair wants to make the PPAC an excellent resource for mentorship, especially relating to agency-specific issues with promotions. 

The Chair plans on doing “cross walks” whereby our PPAC, especially the leadership, will be looking to other PACs in an effort to glean ways that we may run our PAC better especially in the area of helping members to get promoted.

Readiness:  This is a huge issue.  USPHS has become very strict about ensuring a maximum number of people available for readiness.  Last year several members failed to promote because they were not deemed Basic Ready in both January and March of 2014.  DCCPR has established a Readiness Coordinator. Every quarter the Readiness Coordinator will send out the readiness number to the PAC chairs.

At present for our PAC, we have 803 Medical Officers of which 101 were not ready (86.5% fully ready) which is the second lowest of the 12 categories.  Of the 101 “not ready” members, the most common reason was not having an updated APFT score in Direct Access. 

5 Minute Update

The PPAC leadership teams encourages any members, especially junior officers, to submit ideas to the Chair regarding future 5 minute updates (on any aspect of being a USPHS officer).

CAPT Dana Thomas did a presentation on the Ebola response.  To see the slides please refer to the PPAC Share file on the PPAC Adobe Connect.

Subcommittee Reports

Awards and Recognition SC:  We are in awards time right now.  JOAG and HOAG have been sending out requests for nominees recently.  PPAC award nominations are due April 1st.  These are several awards available.  They are:  The PPAC clinical physician of the year, the RAMD Boris Lushniak leadership award, the PPAC Jr. Physician of the year award, and the Research Physician of the year award.   Any questions concerning these awards may be directed to the SC Co-Chair who is CDR Mark Osborn at mark.w.osborn@uscg.mil.

HOAG:  The Dr. Carlos Finlay award is available for everyone including Civil Service workers except current voting members of the HOAG. Nominations are due March 5th

Benefits SC: The SC posted the new and revised fact sheets a few months ago.  They will start revisions for the 2015 fact sheet in a few months.  The SC Chair is asking for volunteers to join her SC.

Billet SC:  Inactive for over a year.

Communications SC:  Nothing to report.

Compensation SC: Nothing to report.

Mental Health SC:  The SC is working on education about Ebola, concerning occupational health issues related to safety and the true risk of Ebola infection from contact. The group is working on approval through the appropriate leadership channels to share this information.

Mentoring and Career Development SC:  The PPAC Chair will need to step down as he is currently the SC Co-Chair.  CDR Olson is also a current Co-Chair of the SC and is looking for a new SC Co-Chair.   Potential volunteers should hold the rank of CDR and above.  If anyone is interested please feel free to contact CAPT Barzilay (bwk9@cdc.gov) or CDR Olson for more info.

Outreach SC:  Nothing to report

Promotion Guidelines SC: The SC had a chance to discuss the direction of the guidelines to include the benchmarks.   This is a work in progress.  The SC is working on a new CV cover sheet for the next promotion cycle.  They also need new members on their committees.  CDR Sylvie Cohen and LCDR Evelyn Rodriquez have volunteered to assist the CV cover sheet effort.

Readiness SC:  The SC is working on updating the APFT guidelines.  A POM is being processed.   Standby for upcoming information which will be sent out as soon possible.

Recruitment SC:   CAPT Goldman sent out invitations to medical schools last month, and the SC is following up with the schools. We have received several nominations already. Deadline is Fri. March 6. Thanks to all who are assisting with this effort.

Retention SC:  Nothing to report

Retirement SC:  Nothing to report

Smoking cessation: Nothing to report

Training SC:  Nothing to report

Uniform SC: Nothing to report

Visibility SC: CDR Rachel Bishop is one of the new SC Co-Chairs.  The SC is working on creating opportunities for PHS Officers to work with other agencies like the DoD in an effort to maintain clinical competency.  They are working on increasing physician attendance at the annual COA meetings.  They are also working on a new mission statement. 

Workgroup Reports

AMSUS WG:  Nothing to report.

COA Category Day WG:  We are just a few months away from the May COA conference.  The agenda looks excellent as it covers topic like Ebola response and the unaccompanied minors mission. The CPO and RADM Lushniak will be presenting as well.  There will be an acupuncture presentation as well as a Rakie massage presentation.

JOAG Liaison Report:  Deadline for the application for JOAG awards and call for voting members (O-4 and below) has been extended to February 20th 2015 and March 6th 2015 respectfully.  Nominations are available to anyone who is not going to pin on CDR (O-5) in the current promotion year (July 1st).  These awards include the JOAG Excellence Award and the JOAG Jr. Officer awards.  

COA Liaison Report: Nothing to report.

OBC Liaison: Nothing to report.

Bi-monthly forum meetings:  Next month, and during the ensuing odd numbered months (March, May, July, September and November), there will be forum meetings with voting member attendance not being required.  The leadership encourages voting members to take charge of the forums and arrange speakers.  There are only 5 forum months and, with 20 voting members, it should not be too much of a burden. 

The business meetings will take place during the even months.  The Chair will be sending out announcements soon.

New Business/Chair’s Final Comments:  The Chair recognized the group that has organized and created the PPAC newsletter.  The newsletter has been excellent with very positive feedback from within the PPAC.  CDR Wrobleski is a Co-Chair of this WG, and she will be soliciting articles in the near future.  They are in need of new articles and new pictures.  The pictures do not have to be associated with articles.  The pictures can be of medical officers in action. 

The Leadership is actively working at updating the PPAC website.  DCCPR is requiring that all the PAC websites be moved onto a central server so as to bring them into compliance with USPHS policy.  We have volunteered to be the next PAC to move over.  LCDR Kenneth Luna is going to be assisting CDR Mark Morgan who is the current webmaster in moving our website over.  The Chair would like to see a bulletin board for the PAC so that job announcements can be posted there.  For now, the PPAC file share of the Adobe Connect Room will have updated announcement to include job postings. We all can log into the PPAC Adobe Connect Room at anytime to see the latest postings. 

Comments from the call:

CAPT Esan Simon: Noted that the Surgeon General has been traveling around the US visiting USPHS officers.  He also noted that HOSA (Health Occupations Students of America) is a mentorship program for High School students around the US with chapters in just about every state.  Florida HOSA is having their early conference soon and they are always in need of judges and or presenters for their conferences.  Just about every State has these competitions.  Another example is LCDR Ken Luna is on the Board of Trustees for HOSA in Oregon and volunteered last year to present and judge the competition.  He plans on doing the same this year.  Many different ways to stay involved in your community.

Download Word Document

-------------------------------End of April 2015 Minutes-----------------------

Physician Professional Advisory Committee Meeting

Meeting Minutes Thursday April 16th 2015

Very Respectfully Submitted by LCDR JP Ahluwalia and LCDR Kenneth Luna on 5/15/16

Voting Member Attendance

                  LCDR Brewinski-Isaacs, Margaret

                  CDR    Cohen, Sylvie

                 CAPT    Iskander, John (ABSENT)

                  CDR    Luckhaupt (LCDR de Derio as proxy)

                  CDR    Osborn, Mark

                  CDR    Su, John (ABSENT - EXCUSED)

                  CDR    Alicea, Edgardo

                  LCDR    Idowu, Rachel (ABSENT)

                  CDR    Olson, Christine (ABSENT)

                  CDR    Taylor, Gerald

                  CDR    Terranella, Andrew

                  CAPT    Thomas, Dana

                  CAPT    Thompson, Betsy

                   LCDR Ahluwalia, JP

                  CDR    Bishop, Rachel

                  CAPT  Hu, Dale

                 CDR    Magill, Shelly

                 CDR    Piercefield, Emily

                CDR    Propst, Tobe (ABSENT)

                CDR  Wrobleski, Tanya

 

OLD Business

Tips on using the new Adobe Connect platform

The Link is: https://collaboration.fda.gov/ppac2015/

It is highly recommended to use Google Chrome. You must have Adobe Flash Player v10.1 or later. If you have a microphone you can use it on the Adobe Connect platform but remember to mute the microphone when others are speaking. The phone dial in is always available as well. If you want to present, you will need to download Adobe Connect Add On and if you have any question please feel free to contact the CAPT Barzilay at bwk9@cdc.gov.

At the top left of the screen, one can see the webcast of the person presenting so that we may all see people who are speaking. If anyone on a sub-committee wants to use this Adobe Connect Platform for their own meetings, please contact CAPT Barzilay (bwk9@cdc.gov) or CAPT Thomas (wii6@cdc.gov) for more information.

Attendee List: This is not the sole way that we will be taking attendance. To have your attendance counted please email ppac.meeting@gmail.com and please state in the subject line your name/rank/agency/meeting date. There will still be an oral roll call for voting members.

Attendance is obviously important for voting members and if you are aspiring to be a future voting member 50% attendance of the previous year’s meetings is one of the requirements.

Chat: There are several options here. One is the "everyone" tab which the entire group can see. You may also select an individual who is in attendance and start a private chat with them.

Screen Share: Located in the middle of the screen and allows the host or presenter to share a document like a power point presentation.

Agenda: This is a common note section. It explains what we will be discussing during the meetings.

Note: Located at the top right hand corner. This allows the host to post notes for everyone to see as the discussion is ongoing.  Of note, The Chairman will be sending an invitation through the distribution list that you will be able to load onto your outlook calendars.

PPAC file share: Located at the bottom right hand corner. This is an excellent place for the leadership team to make various files available for those who may be interested. Rather than pushing files on the listserv, the PPAC Leadership team felt that this would be a more efficient way to make information available. If you would like something posted, please send the file and explanation to the CAPT Barzilay (bwk9@cdc.gov).

At the top of the screen, there button for a microphone and an icon of a person. If you click the icon you can do things like raising your hand, “applause” and other options.

We can also do live polling as well. Of note, when you vote, the host can see how individuals voted so it is not completely confidential.

The PPAC leadership teams encourage any members, especially junior officers, to submit ideas to the Chair regarding future 5 minute updates (on any aspect of being a USPHS officer).

Approval of previous meetings minutes:

February minutes have been approved. Of note if anyone wants anything added to minutes, or needs to edit anything now or in the future please email LCDR Kenneth Luna (Kenneth.r.luna@USCG.mil) and LCDR JP Ahluwalia (Jaspal.s.ahluwalia@uscg.mil) and we will be sure to make the additions/changes.

Anyone speaking should send their written comments to the above email addresses or to the general ppac.meeting@gmail.com address for inclusion in the next set of minutes.

 

New Business

 

CPO Report

COF Symposium is fast approaching. An excellent program is being planned for this year’s Category Day. Please attend if possible.

We are in promotion season. There are two promotion boards for MOs. One from LCDR to CDR and one for CDR to CAPT. One will take place in April while the other will occur in May.

The emphasis on readiness is increasing. Across the USPHS we are at 92%. For the medical Category we are around 87.45%. Everyone in the Medical Category needs to pay attention to readiness as this is a basic element of being a USPHS Officer. The top 2 elements that Medical Officers tend to be missing is BLS certification on file, Up to date medical exam and an up to date APFT.

CAPT Beck of RedDOG wants us to strive for 100% readiness. Remember that there are exemptions and waivers that are available if medically necessary.

REDOG wanted to stress that President’s Challenge will be sunset on July 1st of this year. At present about 1/5 of our Medical Officers rely on the President’s challenge and these people are strongly advised to take an APFT prior to July 1st 2015. Of note there will also be a new APFT rolling out in Jan of 2016. All of the options on the old APFT will be available and in addition there will be some new exercises available.

Leave records are a mess. Many Officers are not recording leave properly. This is a serious issue and every USPHS Officer is responsible for ensuring that their leave is documented properly.

CAPT Goldman is asking that the appropriate committee carryout another career retention survey, which may be conducted as an exit survey for those separating or retiring.

The recruitment program has changed a great deal over the years in an effort to improve the quality of Officers brought on. It has been challenging to match Officers with positions opening. Historically Agency Liaison

Officers have been the primary means by which Agencies recruit. Typically the Liaison Officers will email the CPOs who in turn will often send emails out to the members of the category. A great deal of discussion during the meeting occurred on this topic. CAPT Thomas suggested the formation of a Billet Awareness SC. The PAC Chairs and CPOs will meet at the up the coming at the COF Symposium.

CAPT Iskander noted: Officers who have input into position postings should also ensure that the PD is written in such a way that PHS officers are eligible to apply.

Chair Announcements:

Several updates: PPAC Chairs Group, this is a committee of all the PAC Chairs that meeting periodically to discuss key issues concerning DCCPR. In the April Meeting, there was an update from the division of system integration. Here are the highlights:

  • Direct Access is undergoing some significant changes. It is recommended that all Uniformed Officers review the slides which will be available on the new PPAC website. For now here is the summary of the what is moving to DA:
    • Position History
    • Disciplinary Actions
    • Pay and Personnel Orders
    • Leave
    • Ready Reserve

 

  • What stays in our current system (CCMIS):
  • COERs
  • Promotions
  • eOPF

 

Other Key points:

 

  • If anyone has a civilian supervisor, the civilian supervisor will need to have access to DA.
  • Starting in January of 2016, our pay will be paid on the 1st and the 15 of the month as occurs in the USCG and DOD.

 When we switch over DA, our billets will be changed to “positions”.

 CCMIS is not going away however COLTs is. Leave will be documented on DA.

 

CCMIS Updates from the PAC Chairs meeting: A migration is occurring from the Legacy system onto the HHS servers. This is a slow process and is happening on volunteer basis but a mandate is in effect that dictates that eventually of the sites will have to migrate. If anyone has any suggestions on what should be on our website, please contact LCDR Luna at kenneth.r.luna@uscg.mil. The website may be found at:

 

https://dcp.psc.gov/osg/physician/

There are now two new awards available for PHS Officers. One is called the Ebola Campaign Medical and other is Expeditionary Attachment and will be automatically awarded to those who were involved in the recent deployments to Africa to combat Ebola. CAPT Beck wanted to pass that ribbons will be ready in 6 to 9 months.

For those who are on the Tier 1 and Tier 2 response teams, you may qualify for the National Emergency Prepardness Award which will be organized through DCCPR.

 

5 Minute Update

CAPT Tappero did a presentation on Global Health Security. The Slides will be posted on the PPAC website and are available upon request.

The MMU is being decommissioned in Liberia. PHS will remain in the region

Subcommittee Reports

CAPT Thomas requested that each SC submit to the chairs an outline about their committee in order to drum up more interest in people joining one of our numerous SC. She presented a PowerPoint presentation as an example. The goal is for the SC chairs to present these slides at a future PPAC meeting. They only have to be just a few slides. The highlights of the presentation should include points like:

  • Mission of the SC
  • List of Current Members
  • Requirements in order to be on the SC

 Awards and Recognition SC: They met about one prior to the April PPAC meeting. They were deliberating over the awards and should be out shortly.

 HOAG: The Dr. Carlos Finlay award is available for everyone including Civil Service workers except current voting members of the HOAG. Nominations are due March 5th.

 Benefits SC: Nothing to Report

 Billet SC: Inactive for over a year.

 Communications SC: Nothing to report.

 Compensation SC: Nothing to report.

 Membership SC: Sample slidedeck displaying Membership Subcommittee’s role, objectives, members, etc is available on the PPAC website. Nothing new to report.

 Mental Health SC: Three items. 1) We must remember that Officers may experience stress knowing that they may be called for an emergency response. The SC is recommending establishing ways to mitigate such a stress response. 2) The SC is suggesting a new survey to assess Officer’s concerns in regard to access to mental health care on behalf of Officers and their families. If anyone is interesting in working this project please consider contacting LCDR Singh (tangeneare.d.singh.mil@mail.mil) 3) If anyone wants to join the SC please consider contacting LCDR Singh.

 Mentoring and Career Development SC: The M&CD SC has a new co-chair. CAPT Rebecca Sunenshine. They will be striving to develop an online system to help match mentors and mentees. They are looking for CDRs, CAPTs  and seasoned LCDRs to serve as mentors. One does not have to be on SC to serve as mentor. In particular IHS, BOP, FDA and TRICARE are in great need of mentors.

 Outreach SC: Nothing to report

 Promotion Guidelines SC: Nothing to Report.

Readiness SC: Nothing to Report

Recruitment SC:  They are having some obstacles with completing outreach. The medical student awards strike team which started in 2012 has received nominations from 68 medical schools of which 57 are worthy of school level awards in 2015. There are still several schools that need officers to present the awards. The officers can be from other categories as well.

Retention SC: Working on surveys

Retirement SC: Nothing to report

Smoking cessation: Nothing to report

Training SC: Nothing to report

Uniform SC: Nothing to report

Visibility SC: Nothing to report

Workgroup Reports

AMSUS WG: Next meeting will be in San Antonio Dec 1st-4th, 2015. There is plenty of time to present. Please contact LCDR Ahluwalia if you want to present. In 2015 and 2016 the meeting will be in Washington D.C.

COA Category Day WG: More than 70 physicians have registered to attend and 12 speakers from a wide array of areas will be sharing their experience. This promises to be an outstanding conference. The key note Speaker is from the local area to give us ideas on how to succeed in the civilian sector and yet practice Public Health.

JOAG Liaison Report: Nothing to report.  

COA Liaison Report: COA has become involved in a coalition of anti-tobacco organizations.

OBC Liaison: Nothing to report.

Click here to download a word file of these minutes

 

            

 

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