BY-LAWS

PREAMBLE

The Association of General Practitioners of Jamaica (AGPJ), established to support and promote excellence in general practice and primary care, adopts the following by-laws, inspired by best practices adapted to the Jamaican context.


ARTICLE I: NAME AND OBJECTIVES

Section 1: Name

The name of the organization is the Association of General Practitioners of Jamaica (AGPJ).

Section 2: Objectives

The AGPJ is committed to:

1. Promoting excellence in general practice/family medicine.

2. Supporting high standards in education, training, and practice.

3. Offering guidance, accreditation, and CPD opportunities to general practitioners.

4. Advocating for the role of general practitioners in Jamaica’s health system.

5. Encouraging research and the dissemination of knowledge in primary care.

6. Engaging in partnerships that strengthen the delivery of family medicine.


ARTICLE II: MEMBERSHIP

Section 1: Categories of Membership

- Fellows

- Members

- Associates

- Honorary Members

- Retired Members

Section 2: Rights and Responsibilities

Only Members and Fellows in good standing may vote and hold office. Members must comply with ethical standards and pay annual dues as prescribed.

Section 3: Termination or Suspension of Membership

Membership may be suspended for non-payment of dues or serious professional misconduct, upon Council decision.


ARTICLE III: GOVERNANCE STRUCTURE

Section 1: Governing Body

The AGPJ shall be governed by a Board of Directors:

Comprising the Legal Representative (s) (i.e., the individual registered with the Companies Office of Jamaica) namely:

Company Director 1

Company Director 2

Company Director 3

Company Director 4

Company Secretary

, and the Executive Officers, which include elected Officers and Floor Members.

Section 2: Composition of Executive

- President

- Vice President

- Secretary

- Treasurer

- Immediate Past President

- 3 to 7 Floor Members

Section 3: Term and Elections

Officers of the Executive serve for two (2) years, eligible for re-election once. Elections shall be held biennially at the Annual General Meeting (AGM).

It is advisable that the Board (Directors) (Legal Representative) of the Association, be reviewed biennially, once an election is held and a new executive is chosen.

Section 4: Roles and Responsibilities

- President: Provides leadership, represents the AGPJ, and presides at meetings.

- Vice President: Supports the President and assumes duties in their absence.

- Secretary: Maintains records, minutes, and official correspondence.

- Treasurer: Manages financial matters and reporting.

- Council Members: Contribute to governance, committees, and strategic planning.


ARTICLE IV: MEETINGS

Section 1: Annual General Meeting

The AGM shall be held each year to elect officers and Council members, receive reports, and approve financials.

Section 2: Council Meetings or Executive meetings

Council shall meet quarterly or more frequently as required.

Section 3: Quorum

- General Meeting: 10 voting members

- Council: Simple majority


ARTICLE V: COMMITTEES

Standing Committees:

1. Education & Continuing Medical Education (CME)

2. Membership & Fellowship

3. Practice Accreditation & Quality Standards

4. Finance & Fundraising

5. Policy & Advocacy

Ad hoc committees may be created as needed.


ARTICLE VI: PRACTICE ACCREDITATION

AGPJ shall operate a voluntary practice accreditation program to support quality benchmarks and continuous improvement. Only AGPJ members may apply. Accreditation is valid for 3 years.


ARTICLE VII: PROFESSIONAL STANDARDS AND ETHICS

All members must uphold high standards of ethical behavior. AGPJ reserves the right to investigate and sanction breaches.

Section 1: Ethical Conduct of Office Bearers

- Office seekers must disclose conflicts of interest.

- Conflict includes holding executive roles in similar organizations.

- Conflict of Interest Declaration Form must be submitted before election.

- Conflicts arising during term must be disclosed to Council.

- Failure to disclose may result in removal from office.


ARTICLE VIII: FINANCE

Section 1: Financial Year

The fiscal year is January 1 to December 31.

Section 2: Financial Oversight

- Annual budget approval and AGM reporting.

- External audit annually.

Section 3: Support Staff

- AGPJ may employ staff for administration.

- Staff remunerated per Council-approved contracts.

- PAYE, NIS, and health insurance shall be applied per Jamaican law.

Section 4: Reimbursement

- Reimbursement for Board/Executive advances upon valid receipt submission.

Section 5: Investments and Property

- Council may invest surplus funds securely.

- AGPJ may purchase or lease property with member approval.

Section 6: Receipts and Fund Management

- All income deposited to AGPJ bank accounts.

- Treasurer shall maintain financial records.

Section 7: Charitable Donations

- AGPJ may make charitable donations subject to Council approval.

Section 8: Loans to Members and Staff

- Short-term loans may be granted with written agreements and Council approval.


ARTICLE IX: AMENDMENTS TO BY-LAWS

Amendments require:

- 21-day notice to members

- Two-thirds approval by members present at a General Meeting


ARTICLE X: DISSOLUTION

Upon dissolution, AGPJ assets shall be transferred to a registered non-profit in Jamaica with similar objectives, as determined by the Council.

ARTICLE I-A – NAME AND OBJECTIVES

The name of the organization shall be Association of General Practitioners of Jamaica (AGPJ).

Section 1: Name

The name of the organization is the Association of General Practitioners of Jamaica (AGPJ).

Section 2: Objectives

The AGPJ is committed to:

1. Promoting excellence in general practice/family medicine.

2. Supporting high standards in education, training, and practice.

3. Offering guidance, accreditation, and CPD/CME opportunities to general practitioners.

4. Advocating for the role of general practitioners in Jamaica’s health system.

5. Encouraging research and the dissemination of knowledge in primary care.

6. Engaging in partnerships that strengthen the delivery of family medicine


ARTICLE II-B – PHILOSOPHY & PURPOSE

  1. To promote excellence in general practice across Jamaica.
  2. To uphold high ethical and professional standards among general practitioners.
  3. To advocate for public policies that benefit Jamaica’s primary healthcare system.
  4. To encourage continuous professional development and quality improvement.


ARTICLE III-C – IDENTITY

Section 1. Principal Office

Official address located at 19a Windsor Avenue in Kingston, Jamaica.

Section 2. Insignia

AGPJ will establish a logo and branding guidelines (please contact office for information and use).


ARTICLE IV-D – MEMBERSHIP

Section 1. Eligibility for Membership

Membership in the Association of General Practitioners of Jamaica (AGPJ) is open to all registered and licensed members of the medical profession in Jamaica. All members must subscribe to the objectives of the Association and abide by its Constitution, By-Laws, and Code of Ethics.


Section 2. Categories of Membership

Membership shall be divided into the following categories:

(a) Full Membership

Available to all doctors whose major professional activity is General Practice and has been so for at least three years post-registration. Full members have full voting rights and are eligible to hold office.

(b) Associate Membership

Open to members of the medical profession who do not yet qualify for Full Membership, including physicians in early practice or those working in allied roles. Associate members may attend meetings and participate in AGPJ activities but do not have voting rights or eligibility for office.

(c) Emeritus Membership

Available to members who have reached the point of normal retirement and/or are no longer in active practice and who request continuing membership. Emeritus members are recognized for their long-standing contribution.

(d) Honorary Membership

Conferred by the Board of Directors and approved by the Association on individuals who have made exceptional contributions to General Practice or the objectives of AGPJ. Honorary members are exempt from voting and office-holding.

(e) Affiliate Membership

Available to health professionals allied to medicine (e.g., nurses, pharmacists, physiotherapists), granted upon direct application and approval by the Board. Affiliate members may participate in relevant educational and professional activities but do not vote or hold office.

(f) Fellow

A special designation awarded to a physician member who has distinguished themselves by their contribution to AGPJ, as determined by the Board. Fellows may be recognized at the Annual General Meeting or other official events. After being awarded Fellowship in the AGPJ, members may become eligible for additional benefits and recognitions, which may include special invitations, discounts, ceremonial honors, and opportunities to serve in advisory roles, subject to approval by the Board.

(g) Student Members

There are two student categories:

  1. Interns, Residents, Senior House Officers (SHOs): May join for up to 4 years.
  2. Medical Students: Must demonstrate current enrollment in a recognized medical program.

Student members do not have voting rights or eligibility to hold office.


Section 3. Membership Fees

Full Membership

  1. Registration Fee: J$5,000
  2. Renewal Fee (Annual): J$5,000

Associate Membership

  1. Registration Fee: 100% of standard
  2. Renewal Fee: 100% of standard

Emeritus and Honorary Members

  1. Registration Fee: 50% discount
  2. Renewal Fee: 50% discount

Student Members (Interns, Residents, SHOs)

  1. Registration Fee: 50% discount
  2. Renewal Fee: 50% discount
  3. 4-year maximum membership term

Student Members (Medical Students)

  1. Registration Fee: Free
  2. Renewal Fee: Free
  3. Must reapply annually with proof of student status

Affiliate Members

  1. Registration Fee: 50% discount
  2. Renewal Fee: 50% discount
  3. Must apply directly to the AGPJ Secretariat

Specialists & Consultants

  1. Registration Fee: 50% discount
  2. Renewal Fee: 50% discount

Optional Contributions

  1. Annual Children’s Home Fund Donation: J$1,000

Rights and Responsibilities

Only Members and Fellows in good standing may vote and hold office. Members must comply with ethical standards and pay annual dues as prescribed.

Termination or Suspension of Membership

Membership may be suspended for non-payment of dues or serious professional misconduct, upon Council decision.


Section 4. Member Benefits

All active members in good standing are entitled to:

  1. AGPJ Membership Certificate (M.A.G.P.J.C.)
  2. AGPJ Identification Card (upon request)
  3. Monthly email reminders of AGPJ CME seminars and workshops
  4. Discounted rates for AGPJ Conferences and Special Events
  5. Access to Online On-Demand CME Activities
  6. Voting privileges and eligibility to serve on committees (for Full Members only)

Tiered Membership Benefits

4.1 The AGPJ tiered membership structure:

  1. Basic: General access to AGPJ communications and select resources.
  2. Full: Includes access to CPD/CME events, practice support materials, and advisory services.
  3. Premium: Includes all Full benefits plus priority accreditation processing, exclusive event invitations, and member discounts.


MEMBERSHIP IN AGPJ


Section 1: AGPJ Practice Accreditation as a Prestige and Professional Benchmark

1.1 Only registered AGPJ members shall be eligible to apply for AGPJ Practice Accreditation.

1.2 Reduced application fees may be offered as an incentive to AGPJ members.

1.3 Accredited practices shall be promoted on the AGPJ website and social media platforms.

1.4 Accreditation shall be marketed as a symbol of quality assurance, professional standards, and patient trust.


Section 2: Tiered Membership Benefits

2.1 The AGPJ shall establish and promote a tiered membership structure:

  1. Basic: General access to AGPJ communications and select resources.
  2. Full: Includes access to CPD events, practice support materials, and advisory services.
  3. Premium: Includes all Full benefits plus priority accreditation processing, exclusive event invitations, and member discounts.

Section 3: CME and Professional Development Bundles

3.1 Members shall be offered complimentary or discounted access to select CME events.

3.2 Priority access will be given to AGPJ members for webinars and members-only on-demand CME sessions.

3.3 Each member may be assigned a personalized CPD Dashboard to monitor their CME progress.

3.4 CME credit application support will be offered to member-organizers at no additional cost.


Section 4: Business and Clinical Tools for Members

4.1 Members shall have access to downloadable templates including:

  1. Patient consent forms
  2. Triage protocols
  3. Clinical audit forms
  4. 4.2 Policy toolkits will be developed to support infection control, human resources, and financial management.
  5. 4.3 Legal and financial consultation webinars shall be offered periodically.

Section 5: Recognition and Visibility

5.1 The AGPJ shall highlight exemplary members via a “GP Spotlight” feature in newsletters or blogs.

5.2 Outstanding contributions or long-standing service shall be recognized through certificates or awards.

5.3 AGPJ-accredited practices will be publicly promoted through AGPJ digital platforms.


Section 6: Partner Discounts and Collaborations

6.1 The AGPJ shall engage with laboratories, pharmacies, CME vendors, and insurance providers to negotiate exclusive member discounts.

6.2 Agreements may be sought with providers of medical equipment, indemnity insurance, or electronic medical record (EMR) systems.

6.3 Preferential hotel or venue rates for conferences or retreats shall be pursued.


Section 7: Support for Younger Doctors and New General Practitioners

7.1 A discounted membership rate shall be offered to:

  1. Medical doctors in training
  2. Medical doctors within five (5) years of graduation
  3. 7.2 A mentorship program shall be established to pair early-career GPs with experienced practitioners.
  4. 7.3 The AGPJ shall host a Career Center with job listings, professional development resources, and interview preparation tips.

Section 8: Community and Networking Opportunities

8.1 Regular regional meetings and informal networking events ("GP mingles") shall be organized.

8.2 The AGPJ shall maintain moderated online forums, including WhatsApp or discussion groups, to facilitate member engagement and knowledge-sharing.


Section 9: Advocacy and Member Representation

9.1 The AGPJ shall advocate for the interests of its members by participating in health policy consultations, regulatory reform discussions, and national health campaigns.

9.2 Members shall receive timely updates on health ministry directives, legislative changes, and public health advisories relevant to general practice.


Section 10. Termination and Reinstatement

Membership may be terminated due to:

  1. Non-payment of dues after two (2) notices
  2. Misconduct or breach of the Code of Ethics, following disciplinary review
  3. Written resignation submitted to the Secretariat

A terminated member may apply for reinstatement upon payment of outstanding fees and approval by the Board.



ARTICLE V-E – GOVERNANCE

Section 1. Board of Directors

The Board comprises President, Vice‑President, Secretary, Treasurer, and up to four Directors.

Section 2. Terms

Each Board member serves a two‑year term, with a maximum of two consecutive terms in the same office.

Section 3. Elections

Held annually in November via vote of Active Members.


ARTICLE VI -F– MEETINGS

Section 1. Annual General Meeting (AGM)

Held in December to adopt annual reports, elect officers, and conduct other business.

Section 2. Special Meetings

Can be convened by the Board or upon written request by at least 10% of Active Members.

Section 3. Notice & Quorum

Members must receive at least 14 days’ notice. Quorum is 25% of Active membership.


ARTICLE VII-G – COMMITTEES

Standing committees may include:

  1. Education & CME: Organizes training and continuing medical education.
  2. Ethics & Practice Standards: Ensures compliance with care guidelines (e.g., patient rights, record‑keeping, quality assurance)
  3. Public Policy & Advocacy: Engages in health‑care policy and resource allocation.
  4. Membership & Nominations: Manages member recruitment, dues, and election procedures.

Ad hoc committees may be formed by the Board as required.


ARTICLE VIII-H – FINANCE

  1. The fiscal year shall be January 1–December 31.
  2. The Treasurer will present annual financial statements at the AGM.
  3. All expenditures require Board approval.
  4. A qualified accounting professional must conduct an annual audit or review.


ARTICLE IX -I – ETHICS & DISCIPLINE

Members must abide by the AGPJ Code of Ethics, aligned with regional standards.

The Ethics & Discipline Committee handles complaints, investigations, hearings, and can recommend disciplinary actions including censure, suspension, or expulsion.


ARTICLE X -J – AMENDMENTS

These by‑laws may be amended as follows:

  1. Any Active Member may submit a proposed amendment in writing at least 60 days before an AGM.
  2. The Board shall distribute notice and proposed amendments at least 30 days prior.
  3. Amendments require a two‑thirds vote of Active Members present or by proxy.


ARTICLE XI -K – DISSOLUTION

Upon dissolution, remaining assets shall be donated to a non‑profit healthcare or medical education organization within Jamaica as determined by the Board.

ARTICLE XII – PRACTICE ACCREDITATION PROGRAM

Section 1. Purpose of Accreditation

The AGPJ Practice Accreditation Program is a voluntary quality assurance initiative designed to support general practice and family medicine facilities in Jamaica that seek recognition for delivering high-quality, patient-centered care. Accreditation is granted to practices that meet defined professional, infrastructural, and procedural standards as established by AGPJ.

Section 2. Guiding Definition

Quality general practice/family medicine refers to:

“The best health outcomes that are possible, given available resources, and that are consistent with patient values and preferences.”

Section 3. Applicability

AGPJ Accreditation is primarily intended for practices in jurisdictions where formal national standards do not yet exist or are still developing. It provides a benchmark to evaluate current practice standards, recognize achievements, and suggest areas for improvement.

Section 4. Expression of Interest

Any general practice or family medicine practice based in Jamaica may express an interest in being assessed for AGPJ Accreditation. Practices must initiate contact via email to the AGPJ Secretariat at:

📧agpjamaica@gmail.com

Section 5. Accreditation Process Overview

The process includes:

  1. Submission of a Preliminary Questionnaire (Appendix 1)
  2. Initial evaluation by the AGPJ Secretariat
  3. Review of supporting documents and practice profile
  4. On-site or virtual assessment visit by the AGPJ Accreditation Team
  5. Formal written report and outcome notification within two weeks
  6. Issuance of AGPJ Accreditation Certificate (valid for a defined term)

Section 6. Assessment Criteria

Practices will be evaluated under the following headings:

A. Practitioners

  1. All doctors must be registered with the Medical Council of Jamaica
  2. Participation in Continuing Professional Development (CPD)
  3. Valid CPR certification within the past 3 years
  4. Allied health staff must be credentialed and in ongoing CPD
  5. Administrative staff should be trained appropriately

B. Patients

  1. Respect for cultural, social, and religious values
  2. Non-discriminatory policies
  3. Documented complaints and feedback management
  4. Privacy assurance and informed consent protocols

C. Provider Activity

  1. Use of national/local health data for planning care
  2. Flexible appointment scheduling and triage systems
  3. Clear patient communication (leaflets, contact methods)
  4. Safe and reliable follow-up systems
  5. Comprehensive patient health records and documentation

D. Premises

  1. Accessible and identifiable locations
  2. Adequate consulting rooms, waiting areas, and toilets
  3. Required medical and emergency equipment (Annex A)
  4. Doctor’s bag contents (Annex B)
  5. Infection control, sterilization, and waste management policies

Section 7. Accreditation Assessment Team

  1. The team will include at least two qualified assessors
  2. To ensure impartiality, assessors will not be from the same parish as the practice being assessed
  3. A contextual briefing will be provided by a Chapter President or designee but they will not be part of the assessment team

Section 8. Cost of Accreditation

Fees will be assessed on a case-by-case basis depending on practice location, resources required, and the cost to field the accreditation team. Practices should contact the Secretariat for specific guidance.

Section 9. Application Form

Practices seeking accreditation must complete the AGPJ Practice Accreditation Application Form (Appendix 1). The form captures:

  1. Practitioner qualifications
  2. Patient safety and dignity policies
  3. Infrastructure and equipment
  4. Documentation standards
  5. Infection control and privacy procedures

The completed form, with scanned supporting documents, should be submitted to:

📧agpjamaica@gmail.com


Appendices

  1. Annex A – Practice Equipment Checklist
  2. Annex B – Doctor’s Bag Recommended Contents
  3. Appendix 1 – Accreditation Application Form(to be linked/uploaded on AGPJ’s official website or available upon request)


ARTICLE XIII – FUNDRAISING AND CHARITABLE DONATIONS

Section 1. Purpose

The Association of General Practitioners of Jamaica (AGPJ) shall engage in fundraising activities and accept charitable donations in order to support outreach programs for:

  1. Members of the Association who are experiencing hardship
  2. Local organizations, institutions, or individuals in need, particularly those aligned with the health and wellbeing of the Jamaican public
  3. Projects that promote the objectives and values of the AGPJ

Section 2. Fund Management

All proceeds from fundraising efforts, donations, and designated contributions shall be deposited into a separate and dedicated account titled:

AGPJ Charitable and Outreach Fund

This account shall be distinct from the AGPJ’s operational account and shall be managed by the Treasurer with oversight from the Board of Directors.

Section 3. Disbursement of Charitable Funds

Charitable disbursements shall be made:

  1. Upon written application and review by a standing Charity and Outreach Committee, which shall be appointed by the Board
  2. In accordance with AGPJ's mission, objectives, and ethical practices
  3. With the approval of the Board of Directors and proper documentation

The Committee may prioritize emergency assistance, medical relief, scholarships, or institutional support where warranted.

Section 4. Transparency and Reporting

An annual financial report of the Charitable and Outreach Fund shall be presented at the Annual General Meeting, detailing:

  1. Funds raised
  2. Sources of donation
  3. Disbursements made
  4. Projects supported

All fundraising activities must be lawful, ethical, and transparent, and must not conflict with the AGPJ’s integrity or independence.


ARTICLE XIV – USE OF ASSOCIATION FUNDS

Section 1. Purpose of Funds

Funds collected by the Association—whether through membership fees, event registrations, sponsorships, collaborations with organizations for CME activities, or grants—shall be used solely to further the objectives and operations of the Association as outlined in these By-Laws and Constitution. These include, but are not limited to:

  1. Organizing continuing medical education (CME) activities
  2. Hosting conferences, seminars, and meetings
  3. Facilitating accreditation, membership engagement, and outreach
  4. Maintaining administrative and operational functions
  5. Supporting public health advocacy and policy development

Section 2. Financial Oversight

  1. All funds shall be held in official AGPJ bank accounts and managed under the authority of the Board
  2. The Treasurer shall ensure proper accounting practices and submit quarterly and annual financial reports to the Board
  3. All expenditures over a specified threshold shall require prior Board approval

Section 3. Financial Review

The Association’s accounts shall be reviewed or audited annually by an independent party appointed by the Board, and the financial report shall be presented to members at the AGM.