UVA Health provider template standards encourage recurring clinical meetings to be scheduled before 9 a.m. or after 4 p.m. to optimize patient access and clinical operations. The Ambulatory Scorecard target for both Four-Hour Session Adherence and Appointment Slot Utilization is 85% at the department level. This means that departments and providers have 15% discretionary/flex time to cover meetings that may occur during clinic hours.

The purpose of this form is to request the exemption of a recurring conference or meeting that conflicts with standard clinic hours (8 a.m. – noon and 1– 5 p.m.) from metric calculations (e.g. four-hour session adherence, slot utilization).

Requests will be reviewed on a quarterly basis by the Ambulatory ACMOs. Guided by patient access needs and efficient clinical operations, please be advised that the number of exemptions approved during normal clinic hours (8 a.m. – noon and 1–5 p.m.) will be limited. We strongly encourage all meetings that can take place outside of normal clinic hours do. If you have explored all possibilities and it is not feasible to avoid normal clinic hours for a particular meeting, proceed with this form. Please ensure that all information submitted is complete and accurate.