Bylaws & Regulations

 

 

BYLAWS                       

REGULATION

 

ARTICLE I - MEMBERSHIP

 

A.

Application for membership shall be in writing.

Application forms will be provided to all chapters by the National Office.  New member applications for National membership must be sent to the National Office for processing.  New member applications for associate members (Chapter only) must be sent to the Chapter Treasurer for processing.

B.

The National President shall have the final authority to determine the eligibility for National Membership.  The Chapter President shall have the final authority to determine eligibility for Chapter only Associates and Student membership. 

Eligibility for membership shall be consistent with the ethical standards and requirements of the National Organization.

C.

Approved applications from new members and student members shall be received by the Chapter Treasurer and sent to the First Vice President and President.

 

D.

Membership shall not be transferable from individual to individual.

A member who changes employment shall continue membership for the remainder of the year for which dues have been paid.

E.

The status of Chapter Life Member may be conferred upon individuals by the Chapter Executive Board to recognize their outstanding contributions and meritorious service to the Chapter.

The criteria used for the Chapter Life Member is ten (10) years of continuous active member of Chapter and has retired. 

The Chapter Life Member will receive automatic AAHAM state renewal membership at no charge.

The Chapter Life Member will have all VA State chapter only meetings Registration fees waived annually.

 

Section 1 - National Members

 

 

National members are those members with full membership and direct affiliation with the Healthcare Administrative Services

National members are entitled to all full member benefits and services provided by the National Organization. National members retired from health care are entitled to full National member benefits except for voting privileges.

 

Section 2 - Associate Members

 

 

Associate Membership provides for local chapter membership and a limited affiliation, with the National Organization

All local members in good standing of a chartered AAHAM Chapter automatically become Associate Members.

 Associate Members are ineligible for the benefits and services entitled to National Members i.e., cannot vote on National AAHAM matters, serving as proxy for a chapter president at any National Board meeting or in any other official capacity.

 

Section 3 – Student Membership

 

 

A Student Member shall be an individual who, at the time of applying for membership and at all times during his or her student membership period, meets the qualifications of his or her learning institution for full time student status, but in no case shall he or she carry less than the yearly equivalent of twelve (12) credits or units.

Proof of credit hours is required before the Student Member status will be granted.

Student Members are entitled to all benefits of a National and State member, with the exception of voting and professional certification (CRCE, CRCP, CRIP) and cannot be a proxy for a Chapter President at any National board meeting.

 

ARTICLE II - DUES AND FEES

 

A.

Membership dues shall be for a fiscal year beginning January 1.

The amount of National Dues shall be established by the National Board of Directors.

Associate Member Dues shall be established by the Chapter Executive Board.

The National Board of Directors shall establish Student Member dues.

The National Board of Directors shall establish National retired member’s dues.

B.

The Chapter Executive Board may impose an application fee for membership.

If the Chapter Executive Board imposes

an application fee, the fee must accompany the initial application for membership.  Any application fee imposed will be subject to annual review and possible adjustment by the Chapter Executive Board.

C.

New application for membership accompanied by the proper amount of dues and fees, received after the first day of the last quarter of the membership year shall constitute payment for the remaining portion of the membership year and for the following membership year.

 

D.

National and Chapter dues for National Members shall be paid in the National Office.  Chapter dues for Associate members only shall be received by the Chapter Treasurer.

Dues must be paid no later than thirty days after commencement of the fiscal year in order to retain a continuous membership status.

 

ARTICLE III - VOTING

 

 

Section 1 - Eligibility

 

A.

All National members in good standing shall have the right to vote on National and Local matters.

Proxy voting may not be used for issues voted upon by the general membership.

A new member shall have the right to vote on any issue during the remainder of the first year of membership as long as ballots are mailed (electronic or postal) no earlier than the beginning of the month after membership begins.

No member of the National Executive Committee or a National Chair shall be allowed to be a proxy at a National Board Meeting.

Retired members will not be allowed voting privileges unless they are appointed as a Chapter Board Member.

 Presently, issues voted on by the general membership are elections, Constitutions and Bylaw revisions and special meetings as defined elsewhere. 

 

Section 2 - Mail

 

A.

Notice of the of ballots to the membership shall be published in the official publication of the Chapter not more than ninety (90) days and not less than fifteen (15) days prior to the mailing of the ballots.

Other methods of notifying the membership of the distribution of ballots may be used if it is not feasible to use the official publication of the Chapter so long as such other methods are reasonably designed to inform the membership.

B.

Voting shall be cast only on an official ballot.

 

 

 

A system of mailing the ballots and receiving the votes shall be designated to maintain the security and secrecy of the ballots and votes.

Mail shall be defined as postal or electronic mail format.

Mail votes shall be kept for a minimum of thirty (30) days after the results are announced in case recounts are required or other questions are raised.

 

Section 3 - Majority

 

 

All matters except as otherwise specified in this Constitution and Bylaws shall require a simple majority of those voting.

Candidates or issues not attaining a majority (i.e., More than fifty (50) percent of the vote) shall be subject to a runoff.  A runoff shall be between the two candidates or issues receiving the highest number of votes and shall occur within ten (10) days.

 

 ARTICLE IV - MEETINGS

 

 

Section 1 - Annual Meetings

 

A.

The Annual Meeting is the official meeting of the Chapter’s members.  The President, other elected officers, and Board Members will provide the membership with a status report of activities.

Notice of the Annual Meeting shall be given by the President at least thirty (30) days prior to the scheduled date.  Notice shall be in writing.

B.

Results of the election of officers of the Chapter shall be announced at Annual Meetings following the election.

 

C.

Chapter Budget for the upcoming year will be presented and voted on by the membership.

 

 

Section 2 - Chapter Meetings

 

 

There shall be a minimum of three (3) meetings per year.

 

The times and meeting places shall be at the discretion of the Executive Board.  Notice of these meetings shall be in writing.

 

Section 3 - Quorum

 

A.

There shall be no quorum requirement to convene the annual meeting of the membership.

 

B.

A majority of the Executive Board shall constitute a quorum of the Executive Board

 

 

Section 4 - Special Meetings

 

 

Special meetings of the Chapter may be called either by the President, a majority of the Executive Board, or not less than one tenth (1/10) of the membership

Notice of these meetings shall be made in writing.

 

Section 5 - Meeting Place

 

 

The Executive Board will designate the site of either the annual or any special meeting.

Meeting of the organization, membership, board, or committee may be held by electronic media transmission.

The meeting place must be within the state of Virginia.  A majority of the Executive Board must approve the location before the meeting place is designated.

Voting during a Board meeting held by electronic media transmission shall follow the same format as allowed under Article III Voting by postal or electronic mail format.

 

ARTICLE V - EXECUTIVE BOARD

 

 

Section 1 - Composition of the Executive Board

 

 

The Executive Board shall consist of the immediate past president, elected officers, and four (4) appointed board members.

The four appointed board members shall reside over the Corporate Partnership Committee, the Communication Committee, the Certification Committee, and the Finance Committee.

The appointed members must be both National and VA State AAHAM members.

 

Section 2 - Officers

 

 

There shall be five (5) officers of the Chapter.  They shall be President, First Vice President, Second Vice President, Secretary and Treasurer.

 

 

Section 3 - Chairperson of the Board

 

 

The immediate past President shall serve as Chairperson of the Executive Board in an advisory capacity and will have voting rights.

 

 

ARTICLE VI - POWERS AND DUTIES OF EXECUTIVE BOARD

 

 

Section 1 - Officers/Board Members

 

 

The officers of the Chapter shall be proposed by the Nominating/Voting Committee.  The election of a President, First Vice President, Second Vice President, Secretary and Treasurer shall be determined by a majority of the votes cast for each office.

All committee chairs are responsible for the review of their policy and procedures and they are to ensure that they are updated and reviewed annually.  The review is reported back to the Executive Board.

 

National members who are associated with health care administrative services are eligible to run for office, provided they meet the respective qualifications.

Health care administrative services is defined as the involvement within the revenue cycle that includes but not limited to registration, billing and collection of health care revenue, compliance, information technology, and health information management. 

 

Board Members are appointed by the President.  They must be a National Member and working in the Health Care Industry or they must be retired or disabled from a health care administrative services position responsible for the management of patient accounts.

All Board Members must be National and VA State AAHAM members.

 

 

 

A.

President:  Shall preside at general membership meetings including the Annual Meeting and Special Meetings as defined in Article IV and at meetings of the Executive Board.  The President shall review and decide appointments to all committees and be an ex-officio member of all committees, standing and special.  The President shall be the Officer in charge of the Nominating Committee.  The President shall execute policy and provide leadership to the Chapter. 

The President shall monitor all officers and appointed board members to ensure their duties are being performed as set forth in the bylaws.  Failure of any board member to perform his/her position will be brought to the attention of the Executive Board who will consider the matter and remove from office said member if necessary, by written notice from the President.

 The President must hold an Executive or Professional Certification in good standing at the time of the election and throughout his/her term of office.

The President shall consult with the Executive Board and keep them fully informed so that the programs and activities of the Chapter may be coordinated and accomplished.  The President shall strive during his/her term of office to guide the Chapter so as to meet the objectives outlined in the Chapter’s Constitution.

The President shall be bonded as he/she is authorized to sign checks for Chapter disbursements.

The Third-party Committee, the Student Membership Committee and the Nominating Committee shall report to the Chapter President.

The President or designated proxy shall attend atleast three (3) national AAHAM board meetings per year.

The Chapter President is responsible for the submission of the Chapter Excellence/Operations Report by March 31st of each year to ensure that the VA State chapter has voting privileges at the National Board Meetings.

B.

First Vice President:  Shall perform the duties of the President in the President’s absence.  The First Vice President must hold an Executive or Professional Certification.  The First Vice president will be the Chairperson of the Membership and Chapter Development Committee and of any other committees as assigned by the President.

The Vice President must be in good standing at the time of the election and throughout his/her term of office. They must also hold an Executive or Professional Certification to hold office in case they shall perform the duties of the President.

The First Vice President is the Officer in charge of the Membership Committee and Chapter Development Committee.

The First Vice President is the Officer in charge of the Chapter Handbook and Chapter Awareness Committee.

The First Vice President shall perform such other duties as assigned by the President.

C.

Second Vice President:  Shall be the Chairperson of the Program and Education Committee and other Committees as assigned by the President.

The Second Vice President is the Officer in charge of the Entertainment sub-committee and shall perform other duties as assigned by the President.

D.

Treasurer:  Shall be responsible for all monies of the Chapter and for all income and disbursement of these monies due and payable to the Chapter.  He/She shall be responsible for financial reporting and assist in budget development.

The Treasurer shall cause to be deposited all funds in an account in the name of AAHAM, Virginia Chapter, in a depository approved by the Executive Board.  The Treasurer may reimburse approved expenses for the business of the Chapter subject to the requirement of a second signature authorizing any disbursement.  A current financial statement shall be provided to the Executive Board at each meeting and at the annual meeting.

 The Treasurer shall perform such other duties as assigned by the President.

The Treasurer shall be bonded.

E.

Secretary:  Shall keep, or cause to be kept, full minutes of all meetings of the Executive Board, Special, and the Annual Membership Meetings.

The Secretary will distribute Executive Board minutes within ten (10) business days of the meeting to the Executive Board Members.

 The Secretary will be the Officer in charge of the Publications Committee, the Scholarship Committee, and the Legislative Committee.

The Secretary shall perform such other duties as assigned by the President.

F.

Board Members:  Four (4) Board Members shall be appointed by the President and shall have responsibility for various activities and Committees of the Chapter.  They are members of the Executive Board and have full voting rights.

All appointed Board members shall report to the President.

One Board Member shall serve as the Board Member in charge of the Certification Committee. The Certification Committee shall have responsibility for the Executive, Professional and Specialist Certification examinations.

One Board member shall serve as the Board Member in charge of Public Relations and have responsibility for the Corporate Partners Committee and have responsibility for these activities of the Chapter.

One Board Member shall serve as the Board Member in charge of the Finance Committee, Constitution and Bylaws Committee and the Historical Committee and have responsibility for these activities of the Chapter.

The Chairperson of the Finance Committee will be bonded as he/she has authority to sign checks for Chapter disbursements.

One Board Member shall serve as the Board Member in charge of Chapter Communications and have responsibility for these activities of the Chapter.

The Board Members shall perform such other duties as assigned by the President.

G.

Honorary Board Member:  The President with majority approval of the Executive Board may appoint Honorary Board Members.  Honorary Board Members will be invited to attend Executive Board Meetings.

The president shall appoint the Honorary Board Member to serve in an advisory capacity during their Presidential term.

The Honorary Board Member is an individual who has provided great service to the VA State AAHAM organization, and who have a lasting impact on the direction and mission of the organization.

The Honorary Board Member shall perform such other duties as assigned by the President.

The Honorary Board Member shall have their VA State membership fees waived.

The Honorary Board member shall have all VA State chapter only meeting registration fees waived.

 

Section 2 - Term of Office

 

 

The term of office shall commence January 1.  Each of the elected officers shall be elected for and serve a term of two (2) years and may serve two (2) consecutive terms in the same office.

If the President becomes ineligible to hold office due to the loss of their Executive or Professional Certification, such loss shall constitute a vacancy of that office.

 

Section 3 - Executive Board Vacancies

 

 

If any member of the Executive Board shall, for any reason, vacate his/her office, the President shall recommend a member to fill the unexpired term.  The Executive Board by majority vote must approve the recommendation.

 

 

ARTICLE VII - COMMITTEES

 

 

Section 1 - Nominating/Voting Committee

 

A.

The President of the Chapter shall appoint the Nominating/Voting Committee.

The Nominating/Voting Committee shall consist of three (3) members who report directly to the President.  The President of the Chapter shall appoint a Chairperson.  The Chairperson of the Nominating/Voting Committee cannot be an officer of the Chapter.  The Chairperson shall select the other two (2) members of which neither shall be officers of the Chapter.

B.

The Committee will nominate persons for the offices of President, First Vice President, Second Vice President, Secretary, and Treasurer.  The Committee shall also nominate any member who is qualified to hold office for nomination endorsed by a minimum of ten (10) members in good standings. 

 

 

The Nominating/Voting Committee shall also prepare, implement, and supervise all voting.

The Nominating/Voting Committee shall promulgate written rules and regulations for the conduct of the balloting to ensure that accuracy and secrecy are maintained.  The said rules and regulations shall be published from time to time in the official publications of the Chapter.

C.

The Committee shall report to the President the names of the candidates the Committee has nominated.

Members of the Nominating/Voting Committee may not be nominees.  The reporting of the nominated candidates shall take place no later than forty-five (45) days before the scheduled date of the annual meeting.

D.

All ballots shall have provisions for write-in votes.

Provision for write-in votes shall be available for each office.  In the event a member is nominated by the Nominating/Voting Committee, write-in votes for that member for another office shall be null and void.

E.

A member cannot be a nominee and/or hold more than one (1) elected office at a time.

In the event a member receives write-in votes for two (2) or more offices and is elected to the offices, the said candidate shall be required to designate the office which he/she would be willing to accept.

 The candidate receiving the next highest number of votes for the rejected (unfilled) office shall be declared elected to that office.

F.

A candidate whose eligibility status changes, prior to mailing of the official ballot and who no longer meets the qualifications necessary to hold office, will be removed from the ballot.

In the event the candidate being removed from the ballot was the only candidate running, the Nominating/Voting Committee will identify a new nominee.

If the candidate becomes ineligible after the mailing of ballots, and is elected, he/she must meet the positions’ qualifications by January 1.

 

Section 2 - Membership/Chapter Development Committee

 

 

It shall be the purpose of the Membership/Chapter Development Committee to retain and increase the number of members in the Chapter by promoting the many benefits that membership brings.

The Membership/Chapter Development Committee shall be chaired by the First Vice President which shall consist of no less than three (3) members appointed by the First Vice President, with approval of the President.

The Committee shall publish and make available a Chapter Handbook to all members by the end of the first quarter of the membership year.

The Committee shall meet monthly each membership year.

 

Section 3 - Education/Program Committee

 

 

The Education/Program Committee shall be a resource to develop, promote, and assist with providing the educational needs of the Chapter.

The Education/Program Committee shall be chaired by the Second Vice President which shall consist of no less than three (3) members appointed by the Second Vice President with approval of the President.

The Education/Program Committee shall develop and recommend to the Executive Board programs and outlines for workshops, institutes and seminars within the goals and objectives and the approved budget of the Chapter.

The Committee shall meet a minimum of two (2) times per membership year.

 

Section 4 - Finance Committee

 

A.

The Finance Committee will on a routine basis review the financial activity of the Chapter.  This includes the sources of all revenue and all disbursements.

The Finance Committee Chairperson will be the appointed Board Member for the Finance Committee.

B.

 

 

 

The Finance Committee will engage an independent third party to review the financial activity of the Chapter and prepare the annual tax return as of the end of each fiscal year of the Chapter.

The Finance Committee will consist of not less than three (3) members appointed by the Finance Committee Chairperson, with approval of the President.  The Treasurer shall be a member of this committee.

C.

The finance committee will review the financial activity of the Chapter upon resignation of the Chapter’s Treasurer.

The Finance Committee Chairperson will be bonded as he/she is authorized to sign checks for Chapter disbursements.

D

The Finance Committee will develop the annual budget with input from the Chapter Officers, Board Members and Committee Chairpersons.

 

 

The Finance Committee will investigate and recommend investments for the financial assets of the Chapter to the Executive Board.

The Committee will meet a minimum of two (2) times per membership year.

 

Section 5 - Constitution and Bylaws Committee

 

 

The Constitution and Bylaws Committee shall annually review the constitution and bylaws and shall make recommendations to the Executive Board.  They shall also study, consider and recommend to the Executive Board any proposed constitution and bylaw changes referred by the Executive Board. The Constitution and Bylaws shall be viewable by All.

The Constitution and Bylaws Committee Chairperson shall be the appointed Board Member for Constitution and Bylaws with approval of the President.  Committee shall consist of no less than three (3) members appointed by the Chairperson, with approval of the President.

The Chairperson shall act as parliamentarian of the Chapter.

The Committee will meet a minimum of two (2) times per membership year.

 

Section 6 - Chapter Historical Committee

 

 

The Chapter Historical Committee shall retain all records significant to the Chapter’s History.

The Chapter Historical Committee Chairperson will be the appointed Board Member for the Chapter History with approval of the President.  Committee will consist of no less than three (3) members appointed by the Chairperson, with approval of the President.

The committee will meet a minimum of two (2) times per membership year.

 

Section 7 - Other Committees and Assignments

 

 

The President of the Chapter shall have the authority to appoint special committees relative to the objectives of the Chapter.

The President shall have the authority to assign special tasks to members for appropriate study and action.

Subject to the Constitution and Bylaws, the President shall have the authority to make appointments to all other Committees.

The term of all Committee memberships shall expire at the end of the Presidential term, or until their successors are appointed, whichever is later.

 

Section 8 - Certification Committee

 

 

 

 

The Certification Committee will schedule and conduct coaching sessions for the Executive, Professional and Specialist examinations.

The committee will also schedule and obtain proctors for all examinations.

The Certification Committee shall consist of a Chairperson who is either the appointed Board Member for Certification or a member appointed by the Certification Board Member.  The Committee will consist of three (3) additional members appointed by the Chairperson, with approval of the President.

The Committee will meet a minimum of two (2) times per membership year.

 

Section 9 - Communication Committee

The Communication Committee shall have the responsibility for developing and maintaining the Chapter website.

The Communication Committee shall be chaired by an appointed communication committee board member.  Committee shall consist of no less than three (3) members appointed by the Chairperson, with approval of the President.

The Committee shall meet a minimum of two (2) times per membership year.

 

Section 10 - Publications Committee

 

 

The Publications Committee shall be responsible for the Publications of the Chapter.  The Committee is responsible to develop and promote publication policies in accordance with the goals and objectives of the Chapter.

The Publications Committee shall be chaired by the Chapter Secretary and shall have no less than three (3) members appointed by the Chapter Secretary, with approval of the President.

Committee shall publish a quarterly Chapter Newsletter to be distributed by the end of each of the four (4) quarters of the membership year.

The Committee shall meet a minimum of four (4) times per membership year.

 

Section 11 - Scholarship Committee

 

 

The Scholarship Committee shall be responsible for submission to the Executive Board for the granting of scholarships to members.

The Scholarship Committee shall be chaired by the Secretary and have no less than three (3) members appointed by the Secretary with approval of the President.

The Committee shall meet a minimum of two (2) times per membership year.

 

Section 12 - Accounts Receivable/Third Party Payor Committee

Third Party Payor Committee is currently inactive.

 

The Accounts Receivable/Third Party Payor Committee shall be a resource on behalf of the chapter members to work on payer related issues.

The Accounts Receivable/Third Party Payor Committee shall consist of a Chairperson and no less than three (3) members appointed by the President.

The Committee shall coordinate meetings with Healthcare Professionals and Third-Party Payors to help clearly identify and resolve issues that affect the management of Accounts Receivables.

The Committee shall meet a minimum of two (2) times per membership year.

 

Section 13 - Government Relations Committee

 

 

The Government Relations Committee shall be responsible to monitor and influence any legislation that may affect the healthcare industry.

The Government Relations Committee shall be chaired by a Chairperson appointed by the Secretary and shall have no less than three (3) members appointed with approval of the President.

 The Committee shall meet a minimum of two (2) times per membership year.

 

Section 14 - Corporate Partners Committee

 

 

The Corporate Partners Committee shall be responsible for obtaining the appropriate funds from corporate venders to support chapter quality educational programs.  Recognition will be given in compliance with the Chapter Corporate Program as deemed by the Executive Board.

The Corporate Partners Committee shall be chaired by an appointed by the Chapter President and have no less than three (3) members appointed by the Chairperson with approval of the President.

The Committee shall meet a minimum of two (2) times per membership year.

 

ARTICLE VIII - AMENDMENTS

 

A.

The Bylaws of the American Association of Healthcare Administrative Management, Virginia Chapter, may be amended, repealed, or changed by proposal of any member.  The proposal must be approved by majority vote of the Executive Board and written vote of two-thirds (2/3) of the voting membership.

Any proposal for change in the Bylaws or Regulations must be in writing and shall be submitted to the Chairperson of the Constitution and Bylaws Committee who will see that it is placed on the agenda of the next scheduled Executive Board meeting.

The Parliamentarian appointed by the President shall determine if the proposed change shall be classified as a Bylaw or Regulation.

Notification of the Bylaw change shall be made by mail ballot, email, communication, or vote at the annual meeting and shall inform the members of the Article or Articles to be changed.

The Article or Articles to be changed shall be submitted to the membership in their existing form and in the form of their proposed change. 

Voting on any Bylaw change shall only be by official ballot submitted to the membership.

The voting membership is defined to be the members voting on the proposed change.

B.

The Regulation of the American Association of Healthcare Administrative Management, Virginia Chapter, may be amended, repealed, or changed by proposal of a member and must be approved by majority vote of the Executive Board.

 


The Virginia Chapter of AAHAM Bylaws and Regulations - Revised 03/2021