We realize that every question is not addressed in this list and those below may need further clarification. Please do not hesitate to contact our offices for more information. We are happy to assist you to make your experience as enjoyable and beneficial as possible.

Do I have to complete the chart reviews, post-tests and Quality Improvement exercise?

Yes, by attending the workshop you are accepting the obligation to complete each of the required elements. We realize you have many demands on your time but our success depends on you! Our ability to continue to offer programs such as Frontline: Diabetes and Frontline: Better Bones depends on your participation in the research component of the programs.

Who sees the results of my tests/charts?

The qualified research assistants / researchers who input your data into the database. Individual/specific residency program results are not shared.

I didn’t find my residency program listed on the regsitration drop-down list. Why?

If you are an AOA resident, these residency programs are not listed. Simply select AOA. For all others, please contact our offices if you are unable to find your residency program.

I am an AOA resident, may I participate?

Yes, when registering, please select the AOA option when identifying your residency program.

I am a New Physician, may I participate?

Yes, Family Medicine New Physicians (individuals having graduated from a Family Medicine Residency two years or less at the time of the scheduled workshop) who are not in a faculty position at the time of the workshop are welcome to attend. Please select the New Physician option when identifying yourself during registration. When asked for residency information, please select the program where you completed your residency.

I am a Family Medicine Residency Faculty member, may I participate?

Yes, you are welcome and encouraged to attend the workshop designated for Family Medicine Faculty. Please note that when registering, many of the registration questions will not seem applicable to Faculty. However, please answer each question asked.

The only workshop location/date I wanted is closed, what can I do?

Call our offices. We are happy to check on availability for you. Slots opened due to cancellations are given to the first caller requesting the seat in the workshop.

What happens if I No-Show?

You will not be eligible to participate in future workshops and your program director and coordinator will be notified.

May I bring my family/guest?

Yes, your family/guest is welcome to attend the opening reception on Wednesday evening. All other activites are for registered participants only, including breakfasts, lunch and refreshment break services. Any expenses related to your guest(s) are your responsibility. Airfare is not reimbursed for guests.

How is reimbursement handled?

Once onsite you will be provided with an expense voucher. You will be asked to record your expenses, to attach copies of all receipts, and to mail all items to the address indicated on the voucher within 10 days from the completion of the workshop. We regret we cannot accept vouchers onsite.

What if I submit my voucher later than 10 days from the completion of the worksho? Willl I still be reimbursed?

Yes, however your voucher will lose priority and will be reconciled after the more timely vouchers have been completed.

Can I request airfare reimbursement prior to the workshop?

Unfortunately, we are unable to reimburse you until you have participated in the workshop.

When is the $100 meal reimbursement valid?

Participants are eligible for a maximum reimursement of $100 total. Receipts must be attached. Receipts from any days other than the Wednesday, Thursday and/or Friday of the workshop are not eligible for reimbursement.

I didn’t use the maximum amount of the travel reimbursement. May I apply this to meals or vice versa?

Unfortunately, this is not possible.

May I stay longer at the hotel than Wednesday night and Thursday night?

Yes, at your expense. The workshop pays for room and tax at the hotel for Wednesday and Thursday night only. If you wish to extend your stay prior to or after the workshop, we will make that request for you. We cannot guarantee availability or rate for extended stays.

I tried to change my reservation at the hotel and I can’t, what do I do?

Call our offices. As the hotel has a contract with AFMRD, they require that we make the changes for you.

I called the hotel and they said I don’t have a reservation, why not?

The hotels typically do not assign participant’s names to the group reservation until approximately one month to two weeks prior to the workshop. Until that time, all reservations are held under AFMRD. To confirm your reservation, call our event coordinator (contact information listed on your acceptance email).

I haven’t received my confirmation number from the hotel, what do I do?

Confirmation numbers are typically mailed out to workshop participants directly from the hotel one month to two weeks prior to the workshop. If you are within this time frame and have not yet seen your confirmation number, please call your event coordinator (contact information listed on your acceptance email).

Will the program pay for an additional night in the hotel/more than $600 in travel reimbursement?

Limited exceptions may be considered in the case of extremely rural areas, Hawaii and Alaska only. Please contact your event coordinator (contact information listed on your acceptance email).

When do I make my transportation arrangements?

You are free to make your transportation arrangments immediately following receipt of the acceptance email indicating you have been registered into the workshop and your spot is reserved. Please make airfare arrangements a minimum of 21-days prior to the workshop when registering for a workshop that is more than 21 days in the future.

I can’t find a flight that departs at a time that allows me to attend all of day 3, may I leave early?

Unfortunately, your full participation is required and early departures are not permitted. We will be happy to switch your registration to a workshop location that will work for you.

I would like to make an extended layover in another city before I reach my workshop location, will the workshop still pay for my airfare?

The workshop will pay for a portion of your airfare. Please contact your event coordinator (contact information listed on your acceptance email) for more details.

Are rental cars reimbursed?

No, rental cars are not reimbursed.

If I drive my personal car to the workshop, will I be reimbursed for gasoline?

Participants who drive personal cars will be reimbursed for mileage at the prevailing IRS reimbursement rate. Gasoline will not be reimbursed.

Will I receive a reminder of the workshop closer to the actual date?

Yes, approximately one month prior to the workshop you will receive a reminder email from your event coordinator.

Please note that exceptions to these policies are rare and are made only in writing. AFMRD staff does not give verbal approval for any deviation from these requirements.