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BYLAWS of the NEW MEXICO HEALTH
INFORMATION MANAGEMENT ASSOCIATION Article I. Name
The name of this association is the New Mexico Health Information Management Association (NMHIMA) hereafter referred to as the Association.
Article II. Purpose
The purpose of the Association is to commit to excellence in the management of health information for the benefits of patients and providers and to improve the quality of comprehensive health information services for the welfare of the public in the state of New Mexico.
Article III. Membership
Section 3.1. Composition. The membership of the association shall be divided into five(5) classes:
A. Active D. Honorary B. Associate E. Corporate C. Student
Section 3.2. Active. The active members of the Association shall be composed of the active members in good standing of AHIMA who are employed and/or reside in the state of New Mexico and who select New Mexico for their state association membership. Active members in good standing shall be entitled to all membership privileges including the right to vote, hold office, serve as a member of the executive board, committee chairman, committee member, or as a delegate to the American Health Information Management Association.
Section 3.3. Associate. The associate membership of this Association shall be composed of the associate members of AHIMA who have selected New Mexico for their state association membership in accordance with the Bylaws of the American Health Information Management Association. Associate member shall have all the privileges accorded this class of membership by the American Health Information Management Association. They shall be eligible to serve on committees and councils with voice and vote. They shall not be entitled to other voting privileges, hold office, or serve as delegates.
Section 3.4. Student. Any student formally enrolled in an AHIMA accredited or approved program, including those pending accreditation/approval, and who has selected New Mexico as their state Association, is eligible for student membership. A student may retain this class of membership until the first qualifying examination for which he/she is eligible, after which time he/she shall be transferred to active or associate membership based on the results of the examination. Student members of a Health Information Technology (HIT) program shall be entitled to attend any educational meetings of this Association at a reduced registration fee, but shall not be entitled to vote, to hold office, or to serve as a member of the Executive Board, as a Chairperson of a Committee, or serve as a delegate of the American Health Information Management Association. A student member shall be entitled to serve on committees as a member.
Section 3.5. Honorary. Any person who is an honorary member of this association as of the date of adoption of the Bylaws, and who resides in the state of New Mexico and who holds honorary membership in the American Health Information Management Association shall become an honorary member of the New Mexico Health Information Management. Association. These members shall be exempt from dues. An honorary member may hold no other class of membership in this Association. Honorary members shall be eligible for national appointment. Honorary members who were active members shall retain their active membership rights.
Section 3. 6. Corporate. Any corporation interested in the purposes of the Association is eligible for corporate membership. The corporation shall designate one representative who shall have rights and privileges of memberships, including that of serving on committees with voice and vote; however, the representative shall not be entitled to other voting privileges, hold office, or serve as a delegate.
Section 3.7. Application for Membership and Initial Dues. All applications for membership shall be in writing on the form required by AHIMA and shall be sent directly to the Executive Director of AHIMA. The total amount of initial dues and/or assessments as provided in the Bylaws of the American Health Information Management Association shall accompany such application. Application for corporate membership shall be made directly to this Associations Treasurer.
Section 3.8. Forfeiture, Resignation, Reinstatement of Membership and Expulsion. Forfeiture, resignation, expulsion, and reinstatement of membership in this Association shall be governed by the Bylaws of the American Health Information Management Association. Such changes in membership status shall be effective upon receipt by this Association of due notice of such action by the American Health Information Management Association. Any member who violates the Bylaws of this Association or the standards of professional ethics may be expelled from membership by a majority vote of the Executive Board, after a hearing in which the member has been given a copy of charges preferred against him/her accompanied with a sixty (60) day notice of the hearing and place of meeting. Notice may be made by receipt personal delivery or by registered letter, return receipt requested, mailed to such members last known address.
Section 3.9. Transfer of Membership. Transfer of membership (1) to another component state association or (2) from another component state association shall be effective upon receipt by this Association of due notice of such action by the American Health Information Management Association.
Section 3.10. General Powers. All legislative and elective powers and authority to determine policies of the Association including the power to amend and repeal these bylaws and to adopt ethical standards to govern the professional conduct of members of the Association, are vested in and reside with the active members of this Association.
Section 3.11. Cessation of Property Interest. No part of the net earnings of this Association shall inure to the benefit of any private member or individual and all rights, title and interest, both legal and equitable, of a member in and to the property of the Association, shall cease in the event of (1.) resignation or death (2) forfeiture of membership, expulsion, or transfer.
Article IV. Meetings
Section 4.1. Annual Meeting. There shall be at least one (1) meeting of the Association each year to be held in the spring. The annual meeting of this association shall be held in the spring of each year. At the Annual Meeting, annual reports shall be given and the result of the election of officers shall be announced.
a) Official Call: At the direction of the Executive Board, written notice stating the date, time and place of the annual meeting shall be provided to the membership not less than thirty days prior to the date of the meeting. b) Business Meeting: The annual meeting shall include one or more sessions for the purpose of conducting the official business of the Association.
c) Cancellation: In the event of a national emergency or other occurrence prohibiting the holding of an annual meeting, the Executive Board may cancel the Annual Meeting and prompt notice thereof shall be given to all members of the Association.
Section 4.2. Special Meetings. Special meetings of members may be called by the President or by a majority of the Executive Board and shall be called by the President upon written request by not less than fifteen percent of the active members
a) Notice of Meeting: At the direction of the President or the Executive Board written or printed notices stating the date, time, and place of the meeting shall be delivered no less than fourteen (14) days before the date of the meeting to each member entitled to vote as such meeting by causing such notice to be published in an official publication of the Association, or otherwise delivered to the members entitled to vote.
Section 4.3. Voting Rights. Active members in good standing shall be entitled to vote on each matter presented for a vote at any meeting of members. To be entitled to vote, active members must be present at the meeting and vote in person, except as expressly provided for in Article VI. Section 6.4 of these bylaws.
Section 4.4. Quorum. At any business meeting of members a quorum shall exist if at least ten percent (10%) of the active members are present.
Article V. Executive Board
Section 5.1. Composition. The four (4) officers and three (3) members elected at large from among those active members who are not officers of the Association shall constitute the Executive Board. See Section Article VI, Section 6.1. At each annual election the members shall elect one (1) member-at-large to serve a term of three years on the Executive Board.
Section 5.2. Powers and Duties. The business and affairs of the Association shall be managed by the Executive Board on behalf of its membership between annual business meetings. The Executive Board actions shall be summarized by the President and reported to the membership at the annual meeting.
Section 5.3 Qualifications: A person who has served a full term as a member-at-large of the Executive Board may not be re-elected to succeed himself. Only active members in good standing shall be eligible to serve as members of the Executive Board.
Section 5.4. Nomination and Election: Nomination for the position of member-at-large of the Executive Board shall be made by the Nominating Committee in conjunction with Article VII, Section 7.2. Expulsion: Any officer of the Executive Board who neglects the duties of his/her office may be expelled by a two-thirds vote of the remaining members of the Executive Board.
Section 5.5. Vacancies and/or Resignations: All vacancies created by death, resignation, disqualification, expulsion or election to an office of member-at-large shall be filled until the next election of such members by the affirmative vote of a majority of the remaining members of the Executive Board then in office. Any member of the Executive Board may resign at any time by giving written notice of such resignation to the Executive Board, to be effective immediately or at a later time specified therein.
Section 5.6. Regular Meetings. Regular meetings of the Executive Board shall be held at such time and place as the Board may prescribe at which any business of the association may be conducted. The Board shall meet not less than two (2) times each year.
Section 5.7. Special Meetings. Special meetings of the Executive Board may be called by the President and shall be called by the President upon the written request of any four (4) members of the Executive Board.
Section 5.8. Notice of Meetings. Written or printed notice stating the date, time, and place of the meeting shall be given at least ten (10) days prior to the meeting.
Section 5.9. Quorum and Voting. A majority of the members of the Executive Board then in office shall constitute a quorum. Acts adopted by a majority vote at a meeting at which a quorum is present shall be the acts of the Executive Board.
Section 5.10. Business Between Meetings. Any action which is required to be taken or which may be taken at a meeting of the Executive Board may be taken without a meeting if consent either, verbal or in writing, setting forth such action taken, shall be agreed to by all members of the Executive Board entitled to vote with respect hereto. Such consent shall have the same force and effect as a unanimous vote. The Executive Board at its next meeting shall ratify any business transacted in this manner
Article VI. Officers
Section 6.1. Officers. The officers of the association shall be a President, President-elect, Secretary/Treasurer (2 year term), and the Immediate Past President.
Section 6.2. Eligibility Only active members in good standing shall be eligible to hold office
Section 6.3. Nomination: Nominations shall be made by the Nominating Committee as provided in Article VII., Section 7.2.
Section 6.4. Election. Election shall be by plurality of votes cast by the active members. In case of a tie, the election shall be decided by lot, at the annual meeting. Ballots shall be provided to all active members at least thirty (30) days prior to the election to be returned within the time set forth by the Executive Board. Ballots received after the deadline will be destroyed unopened. Results of the election shall be announced at the annual business meeting and officers shall assume office on July 1. It is the responsibility of all out-going officers to forward association manuals, minutes, materials, etc., connected with their former office duties to the incoming elected officers either at the annual meeting or the joint board meeting but no later than the joint board meeting.
Section 6.5 Term and Succession.
Each officer shall hold office for the period of time stipulated below or until a successor has been elected and qualified.
President: - (2 year Term) · one term as President. · followed by one term as past President.
President-elect: (3 year Term) · one term as President -elect. · followed by one term as President. · followed by one term as past President.
Secretary: (2 year Term)
Treasurer: (2 year Term)
Immediate Past President: (1 year Term)
Section 6.6. Vacancies. All vacancies created by death, resignation, or expulsion may be filled until the next election of such members by the affirmative vote of a majority of the remaining members of the Executive Board then in office. Any officer may resign at any time by giving written notice of such resignation to the Executive Board, to be effective immediately or at a later time specified therein.
Section 6.7. Powers and Duties. The powers and duties of the officers shall be as specified in these Bylaws, the Associations Standing Rules and Regulations, the latest edition of Roberts Rules of Order, and any standing rules adopted by the Executive Board or the Association. All officers shall be responsible for transmitting their files to their successor no later than the joint board meeting of the year in which their term expires. a.) The President shall: 1. Preside at all meetings of the Executive Board and Association meetings. 2. Appoint the chairperson of all standing committees. 3. Be the delegate to AHIMA House of Delegates. 4. Attend the Leadership Conference. 5. Be an ex-officio member of all committees except the Nominating Committee. 6. May sign checks. 7. Send a list of the association officers upon their election and committee chairs upon their appointment to AHIMA CSA Liaison Representative. 8. Perform other duties as determined by the Executive Board.
The President is empowered to conduct the business affairs of its membership between Executive Board meetings. Such business transactions shall be summarized and ratified by the Executive Board. The general arrangements for the annual meeting shall be under the direction of the President.
B. The President- Elect shall: 1. Perform the duties of the President during his/her absence, disability, or inability to act. 2. Perform other duties as deemed appropriate by the Executive Board 3. Be the second delegate to AHIMAÃs House of Delegates. 4. Attend the Leadership Conference.
C. The Secretary/Treasurer shall: 1. Maintain the documented minutes of all meetings. 2. Be responsible for notification of all meetings. 3. Maintain an updated roster of membership. 4. Maintain a file of all official correspondence. 5. Present financial reports prepared by the bookkeeper at the Executive Board meetings and to the membership at the annual meeting. 6. Be the first alternate delegate to AHIMAs House of Delegates. 7. Be the first alternate to attend the Leadership Conference. 8. Perform other duties as deemed appropriate by the Executive Board.
All checks, drafts, or other orders for payment of money, notes, or other evidence of indebtedness shall be signed by the Secretary/Treasurer, Bookkeeper or the President.
Section 6.8. Bonds. All officers and agents of the association, as deemed necessary by the Executive Board, who are responsible for the receipt, custody, or disbursement of funds shall be bonded. The expense of such bonding shall be paid by the association.
Article VII. Committees
Section 7.1 Standing Committees: There shall be a sufficient number of Standing Committees to conduct the work of the Association.
a) Eligibility - Active members in good standing shall be eligible to chair committees. Active, associate, and corporate members in good standing shall be eligible to serve on committees.
b) Vacancies - Appointments to fill vacancies occurring in committees shall be by the same procedures as the original appointment, except as otherwise provided in these Bylaws.
c) Quorum A majority of the members of the committee shall constitute a quorum.
d) Reports. All committees shall report to the Executive Board in person or in writing.
e) Files. Al committee chairs shall be responsible for maintaining committee’s procedures book and updating the procedures at the direction of the Executive Board. Chairpersons will be responsible for transmitting committee files to their successors.
f) No committee shall have or exercise the authority of the Executive Board in the management of the affairs of the Association.
g) Removal: Any appointed chairman may be removed for cause by the Executive Board, providing such action is taken by majority vote of the members of the Board.
Section 7.2. Nominating Committee The President-elect shall be the chairperson of the Nominating Committee. Two Nominating Committee members will be elected by the membership to serve on the committee. The Nominating Committee shall:
1. Prepare a ballot of at least two nominees for each office to be filled. 2. Present a ballot to the Executive Board at least forty-five (45) days prior to the annual meeting. 3. Provide ballots with instructions for their use to all active members at least thirty (30) days prior to the annual meeting. 4. The officers shall be elected by majority vote. In case of a tie, the election shall be decided by lot.
The nomination of members to the American Health Information Management Association Nominating Committee shall be a function of the Executive Board.
The Executive Board shall:
1. Submit a ballot of nominees, accompanied by a summary of qualifications to the Executive Board at the March Executive Board Meeting in odd numbered years. 2. Election of the nominee shall be by majority vote of the Executive Board. 3. In case of a tie, the election shall be decided by lot. 4. The nomination shall be submitted to the Executive Director of AHIMA in the odd numbered years.
ARTICLE VIII. NATIONAL REPRESENTATION
Section 8.1 Number of Delegates. This association shall be represented in the House of Delegates of the American Health Information Association. Representation will be in accordance with the bylaws of the American Health Information Management Association.
Section 8.2 Term of Office: The term of a delegate shall be one year. Delegate shall be elected according to the procedures outlined in the "Procedures for Component State Association Officers". No delegates may serve more that two consecutive terms.
Section 8.3. Qualifications: Only active members in good standing shall be eligible to serve as delegates to the American Health Information Management Association.
Section 8.3 Nomination and Election. The President shall serve as the first delegate and President-elect shall serve as the second delegate. Secretary shall serve as the first alternate delegate. Treasurer shall serve as the second alternate delegate. Election of delegates shall be by ballot of the active members. The ballot shall indicate the membership classification of each nominee. A plurality vote shall elect. If no other nominee is able to complete the term of a delegate, the Executive Board is given the authority to appoint an Alternate Delegate.
ARTICLE IX. FINANCES
Section 9.1 Dues. This association shall receive that portion of the dues defined in the Bylaws of the American Health Information Management Association as the "State Share" for each enrolled member.
Corporate dues shall be determined by the Executive Board. Dues shall be paid directly to the Treasurer of the Association. Dues shall be paid on a calendar year basis and shall be due on January 1.
Section 9.2. Expenditure of Funds. Members of the Executive Board, Officers, Committee Chairmen, Committee Members and Delegates to the American Health Information Management Association shall serve without compensation. Nothing herein, however, shall prevent the reimbursement of reasonable expenses incurred in connection with the association's affairs.
(a) Expenses - Necessary expenses incurred by officers and committees in the service of the association may be refunded from the treasury by authorization from the President with receipt of expenditure.
Section 9.3 Fiscal Year. The fiscal year of the Association shall begin on the first day of January in each year and shall end on the thirty-first day of December of each year.
ARTICLE X. AMENDMENT OF BYLAWS
Section 10.1 Power and Voting. The power to amend or repeal bylaws or to adopt new bylaws shall be vested solely in the active members. A two-thirds vote in the affirmative at a meeting at which a quorum is present shall be sufficient to amend or repeal any bylaws or adopt any new bylaws.
Section 10.2 Submission Procedures.
(a) A proposal for the amendment or repeal of bylaws or adoption of new bylaws may be initiated by (1) Executive Board (2) the Bylaws Committee or (3) any active member. The Bylaws Committee shall review each proposed Bylaw amendment and prepare it for submission to the Executive Board with such (1) technical changes and conforming amendments to the proposal or any existing bylaw and (2) explanatory comments or recommendations as the Bylaws Committee shall deem necessary or advisable. The Executive Board shall review each proposed bylaw amendment.
(b) The Bylaw Committee shall submit the proposed bylaws amendment and supporting documents to the American Health Information Management Association for review and clearance. After such review and clearance the proposed bylaws shall be submitted to a vote of the members of this association at the next annual business meeting of members for which notice can be given as provided in Section 10.3.
Section 10.3 - Notice. Written or printed notice of a proposal for amendment or repeal of any bylaw or adoption of any new bylaw shall be distributed in written or electronic format to each member at least thirty days prior to the meeting at which the proposal is to be submitted to the vote of the members. Such notice shall conform to the format provided by AHIMA.
Section 10.4 Conformance to AHIMA Bylaws. These bylaws shall automatically conform to any provisions of the bylaws of the American health Information Association affecting state associations. Such provisions shall be binding upon this association when voted by the House of Delegates of the American Health Information Management Association and shall be presented to the membership for formal adoption as amendments.
Section 10.5 Effective Date. After due adoption by the active members as provided in Section 10.1 of these bylaws, each amendment or repeal of any bylaw or adoption of any new bylaw shall be submitted to the American Health Information Management Association for final signature and approval, and shall become effective upon receipt by this association of such final signature of approval or at such later date as may be set forth in such amendment, repeal or adoption. ARTICLE XI. AUTHORITY
The association shall be governed by Robert's Rules of Order, newly revised, latest edition.
Revised: 3/5/03 by the Membership NMHIMA Spring Meeting Revised: 4/2001 by the Membership NMHIMA Spring Meeting Revised: 11/96 by the Membership NMHIMA Fall Meeting Revised: 05/94 by the Membership NMHIMA Spring Meeting Revised: 05/24/91 by the Executive Board Revised: 05/14/84 by the Executive Board Revised: 06/05/80 Revised: 11/03/78 Revised: 05/14/77 Approved: 05/14/76 by the Membership NMMRA Spring Meeting
NEW MEXICO HEALTH INFORMATION MANAGEMENT ASSOCIATION
RULES AND REGULATIONS
I. FINANCESThe expenses of the association shall be paid from the funds of the association's treasury. All invoices shall be submitted to the President for approval of payment.
A. Contributions as approved by the Executive Board: 1. A card may be sent to members with extended illness. 2. A gift may be given to guest speakers when honorariums are not paid. 3. A remembrance donation may be given for deceased members through one of the following ways: a) F.O.R.E. or b) Charitable institution.
II. INCOME
The income of this association shall be as follows:
A. Rebate from AHIMA.
B. A registration fee for all members and/or guests may be assessed by the Executive Board for association sponsored educational meetings.
III. CORRESPONDENCE
A. Copies of all official correspondence of this association shall be submitted to the President, President-elect and Secretary.
B. For correspondence to members requesting they serve on committees, allowing names placed on the ballot, and other pertinent information which are not answered within thirty (30) days, the writer of such letters shall assume the member is not interested and therefore shall take NO for an answer. (This is necessary to expedite matters for deadlines.)
IV. GENERAL PROCEDURES
A. A roster of officers and Executive Board Members shall be included in each issue of the newsletter.
B. The procedure for election of new officers is: 1. The President - elect will serve as the Chairman of the Nominating Committee 2. The Nominating Committee Chairman will mail the ballot to the active members on or before thirty (30) days prior to the annual meeting with enclosures: a) A properly prepared ballot of active members in good standing. b) An envelope marked "ballot" addressed to the Secretary. c) A separate copy of instructions for the voter. d) The ballot must be returned with the Signature and address of the voter on the return envelope marked "Ballot". e) The ballot must be returned to the Secretary five (5) days prior to the date of the annual meeting, f) Envelopes without return names and addresses will not be counted, g) Envelopes are to be brought to the annual meeting unopened and will be opened and counted by tellers appointed by the President at the annual meeting.
C. Distribution of the state membership roster will be accomplished at the regular meeting and new additions to the roster will be published in the newsletter. The roster will contain complete addresses of members with a business telephone number listed if available.
D. All officers, chairmen and committee members will be provided copies of the procedure manual from AHIMA, copies of the state Bylaws, Rules and Regulations. All new members will receive copies of the Bylaws, Rules and Regulations.
E. The Public Relations Committee shall serve as Editor of the newsletter.
F. The program set for meetings shall be followed and times for registration, etc., must be sent with consideration for those having to travel great distances.
G. A written report from the delegate attending the AHIMA national convention shall be sent to the President within thirty (30) days. This shall be published in the newsletter.
OFFICE: PRESIDENT
The President shall become familiar with the Procedures for Component State Associations established by the American Health Information Management Association and be guided by these procedures in directing the activities of the officers and committees. The President shall preside at all meetings of the New Mexico Health Information Management Association and the Executive Board and shall be an ex officio member of all committees except the Nominating Committee.
DUTIES/RESPONSIBILITIES:
1. Appoint the chairman of the following committees:
2. Shall be the delegate to the AHIMA House of Delegates and submit a written report of the meeting of the House of Delegates to the Executive Board for presentation to the membership.
3. May cosign checks.
4. Perform other duties as the Executive Board may from time to time determine.
5. Update Master Plan for term of office and publish in the association newsletter.
6. Improve communication within the association; open Executive Board meetings to the general membership.
7. Inform the general membership and Executive Board of all activities as appropriate; provide a summary for publication in the newsletter.
8. Guide the business of the association toward NMHIMA's goals as stated in the Bylaws and manifested in the Master Plan, with the advice and consent of the Executive Board.
9. Be familiar with and perform duties as outlined in the AHIMA's Procedure for Component State Association Officers, latest revision.
10. Forward all correspondence to appropriate officers and/or committee chairmen.
11. Keep an orderly notebook of functions for forwarding to the next officer at the end of the term of office. OFFICE: PRESIDENT-ELECT
The President-elect (Vice President) shall perform the duties pertaining to the office of the President during his/her absence, disability or inability to act, and shall perform such other duties as the Executive Board may from time to time determine. The President-elect shall be the alternate delegate to the AHIMA House of Delegates.
DUTIES/RESPONSIBILITIES:
1. Perform the duties pertaining to the office of President during his/her absence.
2. Shall be the alternate delegate to the American Health Information Management Association House of Delegates and submit a written report of the meeting of the House of Delegates to the Executive Board for presentation to the membership.
3. Appoint the chairman of the Nominating Committee for the current year.
4. Perform other duties as the Executive Board may from time to time determine.
5. Be familiar with and follow AHIMA's Procedures for Component State Association Officers, latest revision.
6. Keep an orderly notebook of functions for forwarding on to the next officer at the end of the term of office.
OFFICE: SECRETARY
The Secretary shall maintain the documented minutes of all meetings and shall be responsible for notification of all meetings. The Secretary shall maintain an updated roster of membership and shall maintain a file of all official correspondence.
DUTIES/RESPONSIBILITIES:
1. Maintain the documented minutes of all meetings. Copies of minutes should be forwarded to all Executive Board Members prior to each board meeting or general meeting.
2. Shall be responsible for notification of all meetings, by working in conjunction with the Program/Education Committee.
3. Maintain an updated roster of membership.
4. Maintain a file of all official correspondence.
5. Perform other duties as the Executive Board may from time to time determine.
6. Be familiar with and follow AHIMA's Procedure for Component State Association Officers, latest revision.
7. Keep an orderly notebook of functions for forwarding on to the next officer at the end of the term of office.
OFFICE: TREASURER
The Treasurer shall be custodian of the funds of the Association, shall maintain an account of the dues received from the Executive Director of the American Health Information Management Association; shall make financial reports as requested by the President and shall render an annual report of the financial status of the organization at the annual meeting.
DUTIES/RESPONSIBILITIES:
1. Receive and disburse all state association money and keep a record of same in a bank or banks to be designated by the Executive Board.
2. Monitor income and expenditures. Submit reports on cash receipts, expenditures, and balances to the general membership at least twice a year, at the Fall and Spring meetings. Submit reports on cash receipts, expenditures and balances to the Executive Board, as requested by the President.
3. Have annual Federal income tax prepared and file at the appropriate time as indicated.
4. Provide an independent audit of financial records on an annual basis and report findings to the Executive Board and general membership.
5. Submit to the Executive Board policies and procedures to include association's financial solvency.
6. Develop procedures and insure an orderly transfer of books to the care of the newly elected Treasurer at the end of the term of office.
7. Perform such other duties as the Executive Board may from time to time determine.
8. All checks, drafts or other orders for the payment of money, notes or other evidence of indebtedness shall be signed by the Treasurer or the President.
9. All bills incurred by this association shall be submitted to the Treasurer for approval with proof of expenditures. Any amount over $500.00 requires approval (verbal) from the President and Treasurer.
10. Develop an ongoing long range financial plan in conjunction with the Master Plan developed annually by the Executive Board.
11. Forward a financial packet for all incoming Board Members to include check requisition forms and procedures and instructions for preparing budgets.
12. Be familiar with and follow AHIMA's Procedures for Component State Association Officers, latest revision.
OFFICE: EXECUTIVE BOARD
The Executive Board shall conduct the business of the Association between meetings and shall report through the President at the annual meeting.
DUTIES/RESPONSIBILITIES:
1. Select the place and date for meetings of the association.
2. Provide for bonding of the President and Treasurer.
3. Approve depository for association funds.
4. Approve committee appointments.
5. Fill vacancies in office.
6. Review the standing rules and make necessary revisions within the framework of the Bylaws with the approval of the membership.
7. Develop a Master Plan to guide the business of the association toward AHIMA's goals.
8. Review committee activities and provide direction, if necessary, to attain the goals set forth in the Master Plan for the association.
9. Perform and submit to AHIMA annual performance evaluations for all officers and committee chairmen at the close of the association year.
COMMITTEE: BYLAWS
The Bylaws Committee shall consist of at least one (1) member. With approval of the Board, the President shall appoint the Chairman, and the Chairman in turn shall appoint the committee members. The committee shall receive all proposed amendments and shall prepare and submit them to the membership. The committee shall submit all proposed revisions to AHIMA for approval prior to submitting them to the membership for approval. The chairman shall be responsible for forwarding AHIMA approved NMHIMA Bylaws to the NMHIMA President for incorporation into the NMHIMA handbook for use in the association activities.
DUTIES/RESPONSIBILITIES:
1. Receive all proposed amendments, prepare and submit them to the Executive Board for approval.
2. Submit all Executive Board approved amendments to AHIMA for approval prior to submitting them to the membership for approval.
3. Submit all AHIMA approved amendments to the membership at least thirty (30) days prior to a formal meeting.
4. Forward membership approved Bylaws to the NMHIMA President for incorporation into the NMHIMA handbook for use in association activities.
5. Review a report from the President upon return from the House of Delegates regarding changes in AHIMA Bylaws.
6. Review NMHIMA Bylaws annually for compliance with AHIMA Bylaws.
7. Perform such other duties as the Executive Board may from time to time determine.
8. Keep an orderly notebook of functions for forwarding on to the next committee chairman at the close of the annual meeting.
COMMITTEE: LEGISLATIVE
The Legislative Committee shall consist of one (1) member. With approval of the Board, the President shall appoint the chairman and the chairman in turn shall appoint the committee members. The committee shall review and recommend action on proposed legislation having impact on the health care field in general and the medical record profession in particular. The committee may establish guidelines for the release of medical information in New Mexico.
DUTIES/RESPONSIBILITIES:
1. Work in conjunction with the New Mexico Hospital Association Legislative Committees; one member of the committee shall act as a liaison to NMHA.
2. Keep the membership advised of current national and state regulations pertinent to health care.
3. Attendance at each session of the New Mexico Legislature by at least one committee member.
4. Review all proposed federal and state legislation that impacts on the health care field and the medical record profession. Route to general membership along with suggested format for responding to the proposed legislation.
5. Update and distribute list of state representatives, addresses and phone numbers. Establish contact with State Representative.
6. Promote an awareness of the membership's impact on the legislative process.
7. Establish, in conjunction with the NMHA, guidelines for release of medical information.
8. Develop position statement on confidentiality.
9. Establish liaisons with the New Mexico Bar Association and the New Mexico Legislature.
10. Arrange for guest speakers to address legal issues pertinent to the medical record practitioner; i.e., Senators, Representatives, attorneys, NMHA.
11. Keep an orderly notebook of functions for forwarding on to the next committee chairman at the close of the annual meeting. COMMITTEE: NOMINATING
The Nominating Committee shall consist of three (3) members, two (2) elected annually by the membership to serve, with the chairman appointed by the new President-elect immediately after the annual meeting. The committee shall prepare and mail to each active member in good standing, at least thirty (30) days before the annual meeting, the ballots for officers, at-large members of the Executive Board, delegates to AHIMA, and members of the next Nominating Committee, and in alternate years, nominees with summaries of qualifications for the state's nomination for the Nominating Committee of AHIMA.
DUTIES/RESPONSIBILITIES
1. Prepare and mail or post electronically to each active member in good standing, at least thirty (30) days before the annual meeting, the ballots for officers. Voting may be completed either by mail ballot or electronically on the New Mexico Geographnic CoP as determined by the Executive Board annually. The ballots shall contain nomination for the following positions:
Instructions will be forwarded with the ballots.
2. Perform other duties as the Executive Board may from time to time determine.
3. Keep an orderly notebook of functions for forwarding on to the next committee chairman at the close of the annual meeting. COMMITTEE: PROGRAM/EDUCATION
The Program/Education Committee shall consist of at least three (3) members. The President shall appoint the chairman, with the approval of the Board, and the chairman shall in turn appoint the committee members. Under the direction of the Executive Board, the committee shall prepare and arrange for the program and facilities for all meetings. The committee shall provide at least ten (10) continuing education credits annually.
DUTIES/RESPONSIBILITIES:
1. Prepare and arrange for program and facilities for all meetings; one meeting in the fall and one in the spring (NMHIMA annual meeting), at a minimum.
2. Provide at least ten (10) continuing education credits per year.
3. Coordinate financial aspects for meetings/workshops with the Treasurer for approval by the Executive Board.
4. Incorporate plans for continuing education, meetings and workshops annually for submission to the Executive Board for incorporation into the annual Master Plan.
5. Perform other duties as may be requested from time to time by the Executive Board.
6. Keep an orderly notebook of functions for forwarding on to the next committee chairman at the close of the annual meeting.
COMMITTEE: PUBLIC RELATIONS/NEWSLETTER
The Public Relations/Newsletter Committee shall consist of at least three (3) members. With approval of the Board, the President shall appoint the chairman and the chairman in turn shall appoint the members. The duties of the committee shall be publicity, public relations and recruitment. The chairman may appoint the Editor of the newsletter, and the newsletter shall be sent to the membership at least once a year.
DUTIES/RESPONSIBILITIES
1. Perform the duties of publicity, public relations and recruitment.
2. Perform the functions of editor of the newsletter, either by appointing an editor or performing the duty as a committee. The newsletter may take the form of an individual mailing or may be incorporated as an item in another publication, such as the NMHA newsletter/flyer.
3. Provide publicity of the state association and its functions through local newspapers, liaison representatives, etc.
4. Forward goals to the Executive Board for incorporation into the annual Master Plan.
5. Perform other duties as may from time to time by requested by the Executive Board.
6. Keep an orderly notebook of functions for forwarding on to the next committee chairman at the close of the annual meeting.
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