Lehigh Valley Health Information Management Association (LVHIMA)
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Job Descriptions
President
The President shall act as the chairperson and preside at all Executive Board Meetings of the Association. Shall appoint the chairpersons of the Standing Committees and shall be an ex-office member of all except the Nominating Committee; except as otherwise provided by the Bylaws. Shall render an annual report to the Association at the annual meeting. Shall conduct the affairs on behalf of the Association between Executive Board Meetings. Shall preside at all meetings of the Association. Business which affects changes in the purpose of the Association or initiates affiliation with other organizations or leads to commitments of any kind must be presented to the executive board for approval. Contact may be made by telephone, E-mail, FAX in lieu of a formal meeting. Shall direct the arrangements for the annual meeting and work closely with Program Chairperson in this matter. Sites for the annual meeting should be evaluated at the beginning of the term of office. Final selection requires approval of the Board. Shall review all committee activities and assure that all are functioning properly. Shall publish a PRESIDENT’S NEWSLETTER at least fives times during the course of term of office. Shall monitor the budget as presented by the treasurer. Shall assure that all minutes of meetings shall be prepared by the Secretary and approved by the Board and Association at the next meeting. Shall request annual reports from each of the officers and committee chairpersons prior to the annual meeting. Copies of these reports should be available to the membership. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association. Shall be contact person for Network Solutions. Responsible for LVHIMA domain name; lvhima.org. Shall be co-signature on financial account with treasurer and President elect.
President-Elect
The President-Elect shall perform the duties pertaining to the office of the President during his/her absence, disability or inability to act. Shall serve as a member of the Board for the Association. Shall submit a proposed budget at the April meeting for their term in office, which requires Board approval. Shall perform other such duties which might be from time to time determined by the Executive Board. Standing committee chairpersons are chosen by the President-Elect and approved by the Executive Board. Those chairpersons are announced at the annual meeting. Shall be knowledgeable about all committee procedures, PHIMA bylaws and LVHIMA bylaws. Shall serve as LVHIMA representative on PHIMA Legislative committee. The President-Elect may initiate a project or identify a theme for their year as President. Continuity from year to year shall be sought. Shall be prepared to assume the office of President at the Annual meeting. Prepares a message of acceptance that is given at the installation ceremony. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association. Shall be co-signature on financial account with Treasurer and President.
Immediate Past President
Serves as a member of the Executive Board of the Association. Acts in a consultative and advisory capacity to the Board and the President. Notifies the Bylaws Chairperson of any needed changes to the bylaws due to procedure changes. Shall serve as LVHIMA representative on PHIMA Nominating Committee. Shall perform special functions as might be requested by the Board. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association.
Treasurer
Shall receive and disburse all Association monies. Makes disbursement of funds with the approval of the President and the President-Elect. Maintains a checking account at a bank convenient to the treasurer. Keeps accurate and complete records of all receipts and transactions made. Balances checking and savings account monthly and at the end of the term of office. On receipt of membership applications, completes all of the treasurer’s documentation and forwards original forms to the Chairman of the Credentials Committee for completion of the application process. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association. Reports are made to the President and the membership at the business meetings and on the web-site monthly. Is an officer member of the Board and shall perform such duties which the Board might request. Submit a final report to the President after the annual meeting. Receipt of final bank statement.
Secretary
The secretary shall keep the minutes indefinitely of the proceedings for all meetings of the Association and Board. The proceedings shall be saved to a CD and relinquished to the incoming president at the end of the secretary term. A transcript of the proceedings of the Board shall be transmitted to each member of the board. Minutes of the Board meeting shall be forwarded to all board members by E-mail for review and comments prior to being posted on the website. The secretary shall be a member of the Board and may from time to time be asked to perform such duties which may be deemed necessary by the board. In the absence of the secretary, the President shall appoint another appropriate member to record the minutes. The secretary shall be prepared to read reports of the various committees at the business meeting if so requested by the President. The secretary shall conduct official correspondence as requested by the President. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association.
Budget Committee
Shall prepare a budget proposed for the year in which they will be President. Present proposed budget to the Executive Board for approval. Submit budget to the membership at the annual meeting. Justify budget variations at the end of term to the Executive Board.
By-laws Committee
Receive all proposed amendments to the Bylaws. Prepares and submits amendments to the Bylaws to Board. Following approval of the Board, prepares proposed amendments for submission to the membership. Incorporates approved amendments into the existing Bylaws. Makes copies of the Bylaws available to members at Association meetings and upon request via E-mail or the web-site. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association.
Credentials Committee
Shall mail or E-mail membership applications which also can be found on our website. Shall maintain profiles on current membership after the Treasurer has processed the appropriate dues. Process applications, compile and update LVHIMA membership list. Tabulate ballots of nominated candidates for office. Official results announced at the LVHIMA annual meeting. The credentials committee chairperson will notify the President and the nominees of the election results. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association.
Education Committee
Coordinate educational sessions for credentialed and non-credentialed staff of member organizations, with approval of the Board. Post on the website Kathleen A. Lynch student scholarship application. Shall determine recipient of KAL scholarship award. Shall establish mentoring guide lines and post list of LVHIMA volunteers on web-site. Shall complete the Expense vouchers process of all financial transactions when conducting business of the LVHIMA.
Nominating Committee
Shall prepare a ballot from eligible members for each office to be filled. At least two nominees should be given for each office to be filled. The proposed ballot is presented to the Board for approval. The ballot should be forwarded to the President at least sixty days prior to annual meeting. Ballots are mailed thirty days prior to annual meeting. Completed ballots are returned to the Credentials Committee chairman. Shall complete the expense vouchers process of all financial transactions when conducting business of the LVHIMA.
Program Committee
Shall arrange locations for five meetings which are held during the fiscal year. Contact speakers for topics and agenda. Confirm speaker engagements with follow-up letter. Receive registrations for meeting and fee if applicable. Coordinate the meeting at the selected site. Attempt to obtain sponsor who will absorb the cost of luncheon expense. Prepare verification of CE credits achieved. Pay applicable expenses for the meetings. Send thank-you’s to participants. Collect sign-in sheets. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association.
Public Relations Committee
Promotes the association through submitted LVHIMA articles to the Keystoner. Other Public Relation articles to be written at the request of the membership or executive board.
Technology Committee
Promotes LVHIMA through its technological means, such as the website, chat and blast Email’s to all members. Serves as the primary contact on all organizational website matters including newsletters, announcements, meeting minutes, educational materials, and membership applications. Maintains the E-mail list and works with the website vendor to ensure timely maintenance of the website. Shall extend job postings, mentor area and other HIM links, as well as recruit vendors to advertise on the organizational website. Shall complete LVHIMA voucher process for all financial transactions when conducting business of the Association The technology chair person shall be responsible to complete the expense voucher process for all transactions.