Bylaws of the Alabama Association of Healthcare Access Management
The Association shall be governed by an Executive Committee consisting of all elected officers, the immediate past-President and Committee Chairpersons.
The assets of the Association may be used in accordance with the directions of the Executive Committee. The Executive Committee shall not, however, incur any debt of liability or a combination of debts and liabilities, exceeding the net assets of the Association.
The Executive Committee 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 executive Committee shall:
a.Have and exercise general supervision over the activities of all standing committees.
b.Represent and act on behalf of the membership subject to such limitations as may be imposed by the membership.
c.Coordinate the activities and general policies of the Association.
d.Receive and act upon committee reports.
e.Implement policies of the Association not otherwise the responsibility of other committees.
f.Ensure the membership is kept abreast of Association action and activities.
g.Take all reasonable steps to ensure that the activities and endeavors of the Association are professional and ethical.
h.Report at every membership meeting.
i.Have such other functions as are provided in these Bylaws or may be assigned to it from time to time by the membership
The Executive Committee shall meet one month prior to any meeting of the membership. The date and site of the meeting is to be determined by the Executive Committee.
Special meetings of the Executive Committee may be called by the President at any time. A special meeting must be called on the written/verbal request of thirty (30) percent of the Executive Committee.
A quorum for action by the Executive Committee shall be a majority of its voting members in attendance. No proxy voting is permitted. Action may be taken by majority vote.
The annual dues for the calendar year shall be determined by the Executive Committee.
All membership dues shall be billed in October, payable in November for the forthcoming calendar year.
Dues from new members received August 1 to November 30 shall be applied to the following calendar year.
The officers of the Association shall be President, Vice President, Secretary and Treasurer.
The President, Vice President, Secretary, and Treasurer term of office will be for a period of two (2) years. None shall exceed two (2) consecutive terms in the same office.
The Vice President shall automatically succeed to Presidency, while the new Vice President shall be selected by written ballot on even years. On odd year, nominees for Secretary and Treasurer shall also be selected by written ballot. Any active member may suggest nominees to the Nominating Committee, which will prepare the slate.
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 or she shall appoint all committee chairpersons, and, with the advice of the Executive Committee, 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 is Chairperson of the Executive Committee.
b.Vice President. In the absence of the President or in the event of his or her inability to act, the Vice President shall have all 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 including, but not limited to, liaison to all committee chairpersons.
The Vice President shall be Chairperson of the Education Committee and serve on the Membership Committee. He/she shall be responsible for sending out cards when members are absent from meetings, greeting new members at the meetings and responsible for receiving all properties relinquished from all committee Chairperson. The Education Committee shall submit to NAHAM for approval, programs for continuing education credit.
c.Secretary/Historian. The Secretary shall keep minutes of meetings, carry out all orders, votes and resolutions of the Association and shall perform such other duties that are incident to the office of Secretary, or as are delegated to this person by resolution of the Executive Committee. 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 and the Executive Committee and ensure that copies of the minutes of each meeting are provided to the President and other officers and are made available for all members of the Association. The Secretary will be responsible for sending notice of meetings to be published in NAHAM news.
Duties of Historian run currently with the duties of the position of Secretary. These responsibilities include chronicling the events of the ALAHAM history.
d.Treasurer. The Treasurer shall keep an account of all monies received and expended for the use of the Association, subject to approval by the President. The bank used by the Treasurer shall be the choice of the Treasurer; the Treasurer will be bonded at the expense of the Association. A written quarterly report shall be submitted to the Executive Committee at their quarterly meetings with copies of actual bank statements. Funds may be drawn only upon the signature of Treasurer with the approval of the Executive Committee Majority.
Books and records of the Association shall be audited annually by an independent Certified Public Accountant and a notarized audit report appended to the annual report of the Treasurer. Association funds, property, books and vouchers in the hands of the Treasurer shall be subject to the inspection and control of the Executive Committee at any time. At the expiration of his/her term of office, the Treasurer shall deliver to the Treasurer-Elect or President all books, monies and other property within thirty (30) days. Failure to do so may result in appropriate action by the Association.
The following Committee shall be standing Committee of the Association. The Committee shall serve for two (2) years. The Committee will be appointed on even years, not to exceed 2 consecutive terms. Each Committee chairperson can select those members who are to serve on his/her Committee. The Committee chairperson shall serve on the Executive Committee with vote. The Committee chairperson shall be appointed by the President pursuant to the Bylaws. The role of the Committee chairperson is to direct the members and activities of the Committee to see that it fulfills its responsibilities. The chairperson ensures that the committee itself; ensures that individual Committee members understand committee objectives and their contribution to Committee activities in order to achieve those objectives; monitors Committee member assignments; prepares relevant information or materials in time to prepare for the meetings; directs meetings to insure that important issues are discussed, resolutions are reached, and recommendations are developed when appropriate; motivates and encourages Committee members; helps to identify leadership talent; and prepares Committee status reports for the Executive Committee. At the end of each tenure of office served or the inability to serve the full term, all properties of the Association shall be delivered to the Vice President.
a.Membership/Nominating Chairperson. The Membership Committee shall be responsible for the review of applications for membership in the Association and quarterly progress reports to the Executive Committee. It shall periodically conduct a membership drive to increase the number of members in the Association. The Membership Committee shall mail membership literature to all new members. The Nominating Committee shall present a slate of three (3) nominees to the Executive Committee for approval.
The President may appoint Ad Hoc Committees for specific purposes.
Membership, Admissions and Expulsions
There shall be three (3) types of membership in the Association as follows: Active, Honorary and Corporate.
a.Active Membership. Members are in Access related fields of Healthcare. Active members are entitled to vote/decision making. Two members per hospital are allowed to serve on the Executive Committee. To serve on the committee you must be at an Access Management level of authority.
b.Honorary Membership. Members who are no longer employed within the Healthcare Access field may have their membership converted to honorary status upon application. Honorary members are not entitled to vote, hold office or serve as Committee chairpersons but may serve as Committee members.
c.Corporate membership. Corporations who service the healthcare industry with particular relevance to patient access services. These members are not allowed to vote or hold office, or serve as a Committee chairperson but may serve as Committee members.
Active and corporate Membership shall become effective upon receipt by the Treasurer of the specified dues and upon approval of the completed application form by the Executive committee. Dues from new members received between August 2 and November 30, shall be applied to the following calendar year.
There shall be no proxy voting on matters to be voted upon by the membership.
Any members of the Association charged with conduct detrimental to the objectives or interest of the Association, or violation of its Constitution, ByLaws or Rules and Regulation, may be suspended or expelled from the Association by vote of the Executive Committee. Prior to such action, the member will be provided with a copy of the charges preferred against him/her, and have the right to a hearing.
Meeting of the Association
The meetings of the Association shall be held three (3) times each year, spring, summer and fall. The date and site of the meeting to be determined by the Executive Committee at least three (3) months in advance.
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 Association. Ten (10) days notice of any special meeting must be given to the members of the Association and the notice must state the purpose of the meeting.
There is no quorum for the meetings of the Association. Resolutions to be submitted to the active membership for vote will require a majority vote of those active members attending the meeting.
In order to amend these Bylaws, a majority vote by a written/verbal ballot of Active Members (those who have attended the meetings), a response is needed. Suggested amendments to the Bylaws shall be submitted to the Secretary and approved by the Executive Committee for submission to the Active Membership for vote. The proposed amendment(s) must be submitted in writing to the entire Active Membership by the Secretary more than (6) but no less than four (4) weeks prior to the closing date of the vote. Votes must be mailed to the Secretary where they will be tallied and results forwarded to the President within two (2) weeks of the closing date of the vote. Votes received after the closing will not be counted. Amendments to the Bylaws shall be binding for all members, including those who have voted against the amendment.