Approved HSR Projects

Now That Your Project Is Approved: Key Information and Next Steps

We’re excited to support your work in improving our health system! Expand the headings below to learn more about what comes next after your project has been approved.

Project Approval 

Once your project has been approved you will receive an email confirmation from the Specialist Services Committee Liaison (SSCL) that includes:

• Your HSR Project ID
• Funding timeline, including the funding’s effective start and end dates
• Approved funding amount, broken down by quarter
• Contract number
• Cost centre information
• Funding adjustment dates, if applicable

We recommend saving a copy of this for your records.

Physician Invoicing

Invoice template.  Use the invoice to record the information needed to issue payment to each of the participating physicians.

• Include multiple physicians and meetings in a single invoice if applicable.
• Return completed invoices in Excel format (not PDF). GST numbers must be included on the invoice for physicians who charge GST for non-clinical work. Not all physicians charge GST.

Invoicing deadlines. 

• Physician engagement activity April 2026 through February 2027: Submit invoices monthly no later than the 9^th of the month for physician engagement activity undertaken in the previous month.
• Physician engagement activity March 1-31, 2027: Submit invoices no later than April 2, 2027.

Funding adjustment date.  HSR funding has been allocated on a quarterly basis according to the budget submitted with the initial application.  If no invoices are submitted by the Adjustment Date for any given quarter, the funding will be considered unspent.  The approved funding amount will be reduced by the amount unspent in the previous quarter. 

Click here to download the Health System Redesign invoice template. *Island Health login required* Please note: This template is only for approved projects with an assigned HSR ID for the current fiscal year. Invoices for unapproved projects will not be processed or paid.

Funding Adjustment Dates

Funding adjustment date.  HSR funding has been allocated on a quarterly basis according to the budget submitted with the initial application.  If no invoices are submitted by the Adjustment Date for any given quarter, the funding will be considered unspent. 

The approved funding amount will be reduced by the amount unspent in the previous quarter.
 

Fiscal Year 2026/2027 Quarter	Funding adjustment date (Invoices due)
Q1            Apr 1 – Jun 30	Monday, July 6, 2026
Q2           Jul 1 – Sep 30	Monday, October 5, 2026
Q3           Oct 1 – Dec 31	Wednesday, January 6, 2027
Q4           Jan 1 – Mar 31	Friday, April 2, 2027 (fiscal year end)

Is there ongoing support for implementation after funding is approved?

Part of the approval process includes ensuring that adequate resources are in place to provide the necessary administrative and project management support required to meet the anticipated project outcomes.

There is no project management support available through HSR. It is the Project Leads responsibility to ensure invoices are submitted before quarterly deadlines and project deliverables are met.

If you experience delays and are not able to fully utilize funding, reach out early to Julia.Porter@islandhealth.ca to discuss next steps.

What reporting requirements come with HSR funding?

Island Health is required under the funding agreement with Doctors of BC to collect evaluations from all physicians paid through this funding and to submit brief final reports summarizing the activities supported by the funding.

As your project approaches its end date, the Project Lead will receive a separate communication with more details, including:

• A survey link to complete the Final Report. This report must be submitted annually, even if the project is continuing into the next fiscal year as part of a phased plan.
• An email containing the Physician Evaluation survey link from Doctors of BC. Please forward this link and instructions to all physician participants so they can complete the survey anonymously. The survey results are shared with Island Health only in aggregate form.

Multi-Year Projects: HSR Returning Project Application Process

We recognize that some larger improvement initiatives can take time and may span more than one fiscal year. To support teams in maintaining momentum and ensuring continued alignment with system priorities, we’ve refreshed and simplified the process for returning projects that require funding in the upcoming year.

To ensure funding can continue, reach out to Julia.Porter@islandhealth.ca early in Q4 (January through March) to submit a request for continued funding.

The steps below outline how to submit your continuation request smoothly and keep your important work moving forward.

Returning Project Application Process:

1. Request “HSR Returning Project Application Form”
2. Confirm information is accurate; Make updates and changes as needed.
3. Complete the “Aim Statement” and provide an update on “Physician Engagement Activities planned”
4. Use the provided Budget Template to break down planned activities and determine requested budget. HSR funding is limited, and projects without a concrete engagement plan may not be eligible to continue.
5. Return completed application with a brief email update on how HSR funding has been supporting the work.

While we do our best to support ongoing HSR work, continued funding isn’t guaranteed from year to year. When reviewing returning projects, priority will be given to initiatives that remain closely aligned with Island Health’s organizational and strategic priorities, have a clear and achievable physician engagement plan, and have demonstrated strong use of HSR funds in previous years.

HSR Returning Project Application Process Please note: This simplified process only applies to previously approved projects that are requesting funding for the next fiscal year. For new projects, please refer to the FAQ – Applying for Funding which can be found on the Health System Redesign page of the Medical Staff Website.

Do you have a question that isn’t answered in the sections above or do you want to learn more about how to navigate external funding resources? Email Julia.Porter@islandhealth.ca

	Click here to download the Health System Redesign invoice template. *Island Health login required* Please note: This template is only for approved projects with an assigned HSR ID for the current fiscal year. Invoices for unapproved projects will not be processed or paid.
	HSR Returning Project Application Process Please note: This simplified process only applies to previously approved projects that are requesting funding for the next fiscal year.
	Thinking about a redesign project or initiative? Let’s talk! Fill out the Expression of Interest form or email Julia.Porter@islandhealth.ca to get started.
	Funding Available to Support Medical Staff Engagement in Quality Improvement Medical staff can access funding through several initiatives aimed at supporting their involvement in quality improvement activities. Coming soon: a new tool to help you navigate what funding opportunity is right for your project. Explore External Funding Opportunities: [Click here] to learn more about available programs. Visit the Medical Staff Quality and Improvement – Improvement Initiatives page [Click here] for details on external funding accessible through Island Health.
	Click here to return to the Health System Redesign main page on the Medical Staff Website