BYLAWS OF THE NATIONAL ASSOCIATION OF HEALTHCARE ACCESS MANAGEMENT
MEMBERSHIP, ADMISSION, RESIGNATION AND EXPULSION
There shall be four categories of membership in the Association: Active Membership, Associate Membership, Business Partner Membership and Honorary Membership.
A. Active Membership: Persons having responsibility for managing, training or consulting within the healthcare access continuum and other healthcare professionals interested in patient access services. These members are entitled to one (1) vote, serve as a member of a committee and, when also certified, hold office or serve as a Chair of a committee in accordance with these Bylaws.
B. Honorary Membership: Limited to a retired person who has demonstrated dedicated service to the Association or the patient access services field. Upon approval by the Board of Directors, these members shall be exempt from dues and shall not be entitled to vote or hold office, nor serve as a committee Chair, but may serve as a committee member.
C. Business Partner Membership: Individuals working with business who service the healthcare industr y with particular relevance to patient access services. These members are not allowed to vote or hold office, but may serve as committee members.
D. Associate Membership: Limited to persons in non-supervisory positions that are a part of or support the Revenue Cycle, other front line staff interested in patient access services and NAHAM, and undergraduate or graduate students currently enrolled full-time in an accredited academic institution. These members are entitled to one (1) vote and may serve as a member of a committee but may not hold office or serve as a chairperson of a committee in accordance with these Bylaws.
Active and Business Partner Membership shall become effective upon receipt by the National Office of the specified dues and upon approval of the completed application form by the National Office. Renewal of membership requires meeting current membership qualifications and payment of annual dues.
There shall be no proxy voting on matters to be voted upon by the membership.
Any member in good standing may resign by submitting his/her resignation in writing to the Treasurer. Under these circumstances dues will not be refunded.
Any member of the Association charged with conduct detrimental to the objectives or interests of the Association, or violation of its Constitution, Bylaws or Rules and Regulations, may be suspended or expelled from the Association by vote of the Board of Directors. Prior to such action, the member will be provided with a copy of charges preferred against him/her and have the right to a hearing.
The rules contained in the current edition of Robert's Rule of Order Newly Revised shall govern the Association in all cases to which they are applicable and in which they are not inconsistent with these Bylaws or any special rules of order the Association may adopt.
The annual dues for the forthcoming calendar year shall be determined by the Board of Directors.
All membership dues shall be billed annually.
MEETINGS OF THE ASSOCIATION
The Annual Meeting of the Association shall be held each year at a site determined by the Board of Directors.
Special meetings of the Association may be called at any time by the President, and must be called at any time by the President, or in his/her absence by the Vice President or Secretary, on the written request of a majority of members of the Association. Ten (10) days notice of any special meeting must be given to the members of the Association, and the notice must state the subject of the meeting.
There is no quorum for meetings of the Association. Resolutions to be submitted to the Active Membership for vote will require a majority vote of all Active Members in attendance and voting.
The officers of the Association shall be President, Vice President, Immediate Past President, Secretary, Treasurer and Executive Delegate.
The President's, Vice President's, and Past President's term of office will be for a period of two (2) years. The Secretary's term of office will be for a two (2) year period. The Executive Delegate's term of office will be for a two (2) year period. The Secretary may be reelected for a second consecutive two year term. The Treasurer's term of office will be for a period of four (4) years and be limited to one term.
Every two years, the Vice President shall automatically succeed to the Presidency, and the new Vice President shall be elected by written ballot. At this time, the former President will move into the Past President position. Every two years, the Secretary position will be elected by written ballot. Election should be by plurality of the votes cast by Active and Associate members. If the Vice President is required to assume the position of President due to any circumstances other than the usual succession to office, the vacancy in the office of Vice President will be filled by a special election in the manner consistent with these Bylaws.
The officers of the Association and their respective duties are as follows:
A. President. The President shall be responsible for conducting the business of the Association and shall preside at all meetings and shall be a member ex-officio on all committees. He/she shall appoint all committee Chair with the approval of the Board of Directors, shall appoint all Ad Hoc committees, and in general shall perform all duties incident to the office of President. The President shall make interim appointments to fill vacancies of office when no other specific procedure is provided by these Bylaws. The President shall be Chair of the Executive Committee. The Certification Commission operates autonomously of the President and the Board of Directors in accordance with its own policies and procedures manual, including its own independent election of a Commission chair.
B. Vice President. In the absence of the President or in the event of his/her inability or refusal to act, the Vice President shall have all of the powers of and be subject to all the restrictions upon the President. When a vacancy occurs in the office of President, the Vice President will automatically become President. The Vice President shall perform such duties as may be assigned to him/her by the President.
C. Immediate Past President. The immediate Past President will serve on the Executive Committee as the liaison to the Annual Conference Organizing Committee.
D. Secretary. The Secretary shall keep minutes of meetings, carry out all orders, votes and resolutions of the Association and shall perform such other duties as are incident to the office of Secretary or as are delegated to this person by resolution of the Board of Directors. The Secretary must be knowledgeable in "Parliamentary Procedure" and assure that such protocol is followed in all meetings of the Association. The Secretary shall ascertain that records are maintained for all meetings of the Association, the Board of Directors, and the Executive Committee. The Secretary shall maintain the Association Policy and Procedural Manual. The Secretary shall also supervise the nominating process of officers in conjunction with the National Office.
E. Treasurer. The Treasurer shall keep an account of all monies received and expended for the use of the Association, subject to the approval of the President and in accordance with the budget adopted by the Board of Directors. The Treasurer shall review Association expenditures and financial status on a regular basis to ensure overall fiscal integrity and shall be in charge of the annual budgetary process. A biannual report shall be submitted to the Board of Directors by the Treasurer. Books and records of the Association shall be audited annually by an independent Certified Public Accountant or firm of such accountants appointed by the President and a certified financial statement shall be made available to members upon request. Association funds, property, books and vouchers in the hands of the Treasurer and/or Executive Director shall be subject to the inspection and control of the Board of Directors at any time. At the expiration of his/her term of office, the Treasurer shall deliver to the President all Association books, monies and other property in his/her possession within thirty (30) days.
F. Executive Delegate: The Executive Delegate shall have oversight of all regional delegate activities and serve as the regional delegate liaison to the Executive Committee. The Executive Delegate will be appointed by the Executive Committee and will serve a term of two (2) years and not exceed two consecutive terms.
All officers shall be Active Members and Certified Healthcare Access Managers. They shall discharge the duties of their respective positions in good faith and with that degree of diligence, care and skill which ordinarily prudent persons would exercise under similar circumstances in like positions. Failure to meet these requirements may result in suspension or removal from office.
SUSPENSION OR REMOVAL OF AN OFFICER
Suspension from office for cause may be initiated at any time by the President or Executive Committee pending removal action. Such suspension action shall be reviewed by the Executive Committee. Removal from office shall be enacted by the Board of Directors or by a majority vote of the Active Members of the Association when concurred with by the Board of Directors.
BOARD OF DIRECTORS
The Association shall be governed by a Board of Directors consisting of all elected officers, the Association's immediate Past President, Standing Committee Chairs, and Regional Delegates, who shall serve with a vote. All Board members must be Certified Healthcare Access Managers. Elected office is limited to individuals directly working in patient access services in healthcare. The Executive Director, and Legal Counsel, if required shall sit on the Board of Directors in an ex-officio capacity without vote.
The Board of Directors shall be empowered to act for the membership in the management of the Association and shall have and exercise all powers not inconsistent with any provisions of the Bylaws. The Board of Directors shall (1) have and exercise general supervision over the activities of all standing committees; (2) represent and act on behalf of the membership, subject to such limitations as may be imposed by the membership; (3) coordinate the activities and general policies of the Association; (4) receive and act upon committee reports; (5) implement policies of the Association not otherwise the responsibility of other committees; (6) ensure the membership is kept abreast of Association actions and activities; (7) take all reasonable steps to ensure that the activities and endeavors of the Association are professional and ethical; (8) report at every membership meeting; (9) have such other functions as are provided in these Bylaws or may be assigned to it from time to time by the membership.
The Board of Directors shall at a minimum meet immediately prior to the Annual Meeting of the Membership.
Special meetings of the Board of Directors may be called by the President at any time. A special meeting must be called on the written request of thirty percent (30%) of the Board of Directors, and the notice must state the subject and the purpose of the meeting.
A quorum for action of the Board of Directors shall be a majority of its voting members in attendance, by mail, or by conference call. No proxy voting is permitted. Action may be taken by majority vote.
In discharging its duties, the Board of Directors, when acting in good faith, may rely upon financial statements of the Association represented to them to be correct as stated in a written report by an independent Certified Public Accountant or firm of such accountants.
The assets of the Association may be used in accordance with the directions of the Board of Directors. The Board of Directors shall not, however, incur any debt or liability, or a combination of debts or liabilities, exceeding the net assets of the Association.
The board may employ the services of an Executive Director.
Executive Committee. The Executive Committee shall consist of the President, Vice President, Secretary, Treasurer, Immediate Past President, and Executive Delegate as appointed by the Executive Committee. Other members of the Board of Directors may attend Executive Committee meetings on their own initiative or as requested by the Executive Committee. The Executive Director and Legal Counsel, if required, shall sit on this Committee as ex-officio members without vote. The President shall act as Chair of the Executive Committee. The Vice President shall be the liaison between the Chair of all Standing Committees and the Executive Committee. Four (4) members of the Executive Committee shall constitute a quorum and a majority vote of the members in attendance, by mail, or by conference call is needed for action. The Executive Committee shall assist the Board of Directors in its management of the Association and may act on behalf of the Board of Directors in any manner when the Board of Directors is not in session. The Executive Committee shall report such action taken at the next following meeting of the Board of Directors. The Executive Committee shall be the liaison between the Board of Directors and the National Office of the Association regarding the daily management and operation of the Association.
The additional following committees shall be standing committees of the Association. Each standing committee shall be chaired by an Active member who is a Certified Healthcare Access Manager, and shall have a minimum of three (3) members. One-quarter of the committee Chairs will be appointed annually and shall serve for a term of two (2) years and not exceed two consecutive terms and may serve again following a one (1) term interim. The committee Chairs shall be appointed by the President pursuant to these Bylaws. The role of each committee Chair is to direct the members and activities of the committee as defined in the committee position description.
A. Education Committee. The Education Committee shall develop, implement, and coordinate all Association education activities. These may include, but should not be limited to, educational products, pre-conference symposia, assignment of contact hours and web based learning.
B. Membership Committee. The Membership Committee shall develop, implement, and coordinate membership activities to assure a diversely geographic membership. This could include but should not be limited to periodic membership campaign, assessment of membership needs, accurate accounting of member types, and member recognition.
C. Policy Development/Government Relations Committee. The Policy Development/Government Relations Committee shall develop liaisons and coordinate activities with governmental agencies, federal, state and local legislative bodies that promote NAHAM's mission and provide direct communication with NAHAM membership.
D. Publications/Communications Committee. The Publications Committee shall develop publications and coordinate production of publications that promote NAHAM mission, objectives, goals, and communicate NAHAM activities.
E. Industry Standards Committee. The Industry Standards Committee shall develop performance standards, best practices, and benchmarks through data collection and development of industry-specific tools and resources.
F. The Special Projects Committee shall serve the membership through its work on matters key to the mission of NAHAM but not currently addressed by other committees.
All standing committees of the Association shall meet as defined in position description to carry out their defined duties. The rules pertaining to quorum, etc. of the Board of Directors shall pertain to meetings of the standing committees of the Association.
The President may appoint Ad Hoc Committees for specific purposes.
The Board of Directors shall establish regions throughout the United States. The number of such regions, and their boundaries, shall be determined by vote of the Board of Directors. A Delegate from each region shall be elected by plurality of the votes cast by members from the region. Regional Delegates must be individual NAHAM Active Members. The Regional Delegate shall be responsible for coordinating the activities of the Association within the region, subject to other provisions of these Bylaws, with the assistance of one or more members located within the region. Additionally, the Regional Delegate shall assure that Association policies, regulations, guidelines, programs, recommendations and actions are communicated to the membership. The Board of Directors shall establish the terms of service of the Regional Delegates. All Regional Delegates shall serve on the Board of Directors with vote.
The Association shall maintain a certification program which shall serve as a tool for furthering the purposes and objectives of the Association in its function as a professional organization. The certification program is overseen by the Certification Commission, which operates autonomously of the board of directors in accordance with its own policies and procedures manual. Objectives of the certification program shall be:
A. To provide a means of assessing the advanced knowledge of persons employed in the healthcare access arena on a national level.
B. To provide educational and informational materials to assist the access services staff in preparation for the credentialing examination or to serve as a resource to enhance job knowledge.
C. To provide a means for healthcare access professionals to distinguish themselves from the entry level or average worker.
D. To provide a recredentialing process whereby the certified access professional can maintain the high level of knowledge about the patient access process.
In order to amend these Bylaws, a majority vote of the written ballots cast by the Active Members of the Association is required. Suggested amendments to these Bylaws shall be submitted to a member of the Executive Committee by an Active Member of the Association in good standing and shall be approved by the Board of Directors prior to submission to the Active Membership for vote. The Secretary shall submit the proposed amendment(s) in writing to each Active Member not more than six (6) weeks prior to the closing date determined by the Executive Committee for return of votes. Votes shall be returned by mail to the principal office of NAHAM, and only those received on or before the closing date shall be counted. Votes received shall be validated for member vote eligibility and tallied in the principal office; the tallied report shall be forwarded to the Board of Directors within two (2) weeks of the closing date of the vote. Amendments to these Bylaws shall be binding on all members.