Lehigh Valley Health Information Management Association (LVHIMA)

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Bylaws

Revised and Approved: 2006

BYLAWS OF THE LEHIGH VALLEY HEALTH INFORMATION MANAGEMENT ASSOCIATION

ARTICLE I
Name

This Association shall be known as the Lehigh Valley Health Information Management Association.

ARTICLE II
Purposes

The purpose of this Association shall be to promote the art and science of Health Information Management in the Lehigh Valley and surrounding areas and to improve the quality of comprehensive Health Information services for the welfare of the public through the development and improvement of Health Information Management education.

ARTICLE III
Members

Section 3:1 Classes of Membership

There shall be four classes of membership: Active, Associate, Student, and Honorary.

  1. The Active membership shall be composed of Registered Health Information Administrators (RHIAs) and Registered Health Information Technicians (RHITs), with valid credentials and whose annual LVHIMA dues are paid in full. Active members shall be entitled to all membership privileges, including the right to vote, hold office, and hold committee appointments, including Chairperson.

a.1. Those members holding ONLY a valid Certified Coding Specialist (CCS) credential, Certified Coding Specialist–Physician Based (CCS-P) credential, Certified Coding Associate (CCA) credential, Certified in Healthcare Privacy (CHP) credential, Certified in Healthcare Privacy and Security (CHPS) credential, and Certified in Healthcare Security (CHS) credential and whose LVHIMA annual dues are paid in full, shall be entitled to all Active membership privileges, including the right to vote, hold office, and hold committee appointments, including Chairperson.

  1. The Associate membership shall be composed of those persons who are interested in the HIM profession and do not hold AHIMA credentials. Associate members shall have all rights and privileges of membership, including that of serving on committees; however, they shall not be entitled to vote, hold office, and serve as Chairperson of committees

  1. Student membership shall be composed of students enrolled in an approved program who are not employed full-time in health information management field. Any person who is a student enrolled in approved program but works full-time in the health information management field will be eligible for either an Active or Associate membership. There will be no dues charged to full-time students. Students must be full-time working towards their first degree. They must be signed for by Program Director. Student members do not have voting privileges and cannot hold office. They may assist in Association projects as approved by the Board

  1. Honorary membership shall be composed of members whom the Executive Committee voted upon for their outstanding and valuable contributions to the Lehigh Valley Health Information Management Association. Honorary members will be exempt from paying Annual dues.

  1. Any member, who becomes credentialed during the current business year, shall retain, his or her membership class status, till the close of the business year. A change shall be made in the membership class, when the membership is renewed for the following year.

Section 3:2 Application for membership and initial dues

  1. Application for membership in the Lehigh Valley Health Information Management Association shall be in writing /electronic submission on the form provided. The total amount of dues for a fiscal year shall accompany the application.

Article IV
Meeting of Members

Section 4:1 Annual Meeting

An Annual meeting shall be held in June each year. The time and the location of such meeting, shall be determined by the Executive Board. The purpose of the Annual Meeting is to present an Annual Report, which is the summarization of the Association’s business and activities for the current business year. The Officers and Committee Chairpersons for the next business year will be introduced at this meeting.

Section 4:2 Special Meetings

Special meetings of members shall be called by the President or by a majority of the Executive Board.

Section 4:3 Notice of Meetings.

  1. Regular meeting- A written or printed/electronic notice stating the place, day and hour of the meeting shall be mailed or e-mailed to each member not less that fifteen (15) days before the date of the meeting

  1. Special meeting- In case of a special meeting, the purpose for which such meeting is called, place, day, and hour of meeting shall be mailed or e-mailed to each member not less than fifteen (15) days before the date of the meeting, at the direction of the President or Executive Board.

Section 4:4 Voting Rights

  1. Each Active member shall be entitled to one vote on each matter presented to vote.

  1. All bylaws in Article III Members, Section 3:1 Classes of Membership, shall apply to Voting Rights.

Section 4:5 Guidelines for Voting by the Membership

Matters to be voted upon shall be presented to the entire membership by mail, telephone or by e-mail. Discussion of the issues can be conducted by writing, telephone or e-mail with the Board Members, prior to the final draft of the proposal. The final proposal of the matter is presented to the Active members for a vote, in writing or by e-mail. The outcome of the proposal will be decided by an affirmative vote, by the majority of those Active members voting upon the proposal.

Article V
Executive Board

Section 5:1 Power and Duties

The property, business and affairs of this Association shall be managed and controlled by the Executive Board, on behalf of its membership between annual business meetings.

Executive Board actions shall be summarized in the form of an annual report to the membership. The Executive Board shall provide for the development and maintenance of procedural documents relating to these Bylaws.

Section 5:2 Number and Tenure

The Executive Board shall consist of the President, the President-Elect, the Secretary, the Treasurer and the Immediate Past President and the Standing Committee Chairpersons.

Section 5:3 Qualifications

Only Active members shall be eligible to serve as members of the Executive Board.

Section 5:4 Resignation and Termination

An officer of the Executive Board, who chooses to be relieved of the duties of his or her office, shall be relieved immediately of his or her duties, upon receipt of a written resignation. An officer of the Executive Board, who ceases to fulfill the duties of the office to which elected, shall be relieved immediately of his or her duties, upon receipt of written notification by the Executive Board.

Section 5:5 Vacancies

All vacancies except that of the office of President-Elect, 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. The President-Elect office shall be filled in accordance with Article VI, Section 6:3.

Section 5:7 Special Meetings

Special meetings of the Executive Board may be called by the President or upon written request of other members of the Executive Board.

Section 5:8 Notice of Meetings

A notice stating the place, day, and hour of any meeting shall be given at least fifteen (15) days before the date of such meeting, either personally, by mail, or by electronic mail, addressed to each member of the Executive Board.

Section 5:9 Guidelines for Voting by the Executive Board

Issues shall be decided by a majority vote of the members of the Executive Board.

Article VI
Officers

Section 6:1 Number and Designation

The Officers of the Association shall be a President, a President-Elect, a Secretary, and a Treasurer.

Section 6:2 Qualifications

Only Active members shall be eligible to hold office.

Section 6:3 Term and Succession of the of the Office

Each officer shall hold office for one year or until his successor has been elected and qualified or until his earlier death, resignation, or removal, in the manner hereinafter provided. The Executive Board may fill any vacancy in an elected office, with the exception of the President-Elect, created by death, resignation or disqualification. The Executive Board will nominate candidates and the successful candidate will be chosen by an affirmative vote of the majority of the remaining Executive Board members. The selected member will serve for the remainder of the unexpired term with the exception of the President-Elect. In the event of a vacancy in the office of President-Elect, nominations will be made by the Executive Board for this office. Ballots will be sent to all members, eligible to vote, by e-mail or postal mail. The person with the majority of votes will assume the office of the President-Elect without further action. After serving in such office for one (1) year, the President-Elect shall succeed to the office of the President automatically without further action.

Section 6:4 Nomination and Election

Nominations for the offices of President-Elect, Secretary, and Treasurer shall be made by the Nominating Committee at least sixty (60) days prior to each annual meeting. Voting for officers shall be by e-mail or postal mail ballot. Ballots, with instructions for their use, shall be distributed to all Active members at least thirty (30) days prior to the Annual Meeting. In order to be counted, a ballot must be returned to the Credentials Committee Chairperson and must be received at least five (5) days before the Annual Meeting. The Credentials Committee Chairperson shall open and tabulate the ballots. Ballots received after the deadline shall be not be counted. The officers shall be selected by the plurality of the votes cast by the Active members voting in the election. In case of a tie, the election shall be decided by lot. Results of the election shall be given to the President and announced at the Annual Meeting. Officers shall assume office at the close of the Annual Meeting.

Section 6:5 Resignation and Termination

An officer of the Executive Board, who chooses to be relieved of the duties of his or her office, shall be relieved immediately of his or her duties, upon receipt of a written resignation. An officer of the Executive Board, who ceases to fulfill the duties of the office to which elected, shall be relieved immediately of his or her duties, upon receipt of written notification by the Executive Board.

Any vacancy created by such removal shall be filled for the remainder of the unexpired term in accordance with ARTICLE V, Section 5:5.

Section 6:6 Duties of Officers

In the unlikely event that the President-Elect assumes office in the absence of a Nominating Chair and/or committee, the President-Elect cannot and shall not assume the duties of the Nominating Chair and/or committee without the approval of the remaining officers currently in position.

  1. The President shall preside at all meetings of the Executive Board and all meetings of members, shall appoint Chairpersons of the Standing Committees except as otherwise provided in Article VII, shall be an officer member of the Executive Board, shall be ex officio member of all committees except the Nominating Committee, and shall perform such other duties as the Executive Board may from time to time determine.

  1. The President-Elect shall perform the duties pertaining to the office of the President during his/her absence, disability or inability to act, serve or preside, shall serve as an Officer member of the Executive Board, shall submit a proposed budget to the Executive Board for review by Spring meeting of each year and shall perform other such duties as the Executive Board may from time to time determine.

  1. The Secretary shall keep a permanent record of the proceedings of all meetings of the Association and of the Executive Board. A transcript of the proceedings of the Executive Board meetings shall be transmitted to each member of the Executive Board within thirty (30) days following the Executive Board meeting, for approval. Minutes of all meetings of the Association shall be available for all members to review. The Secretary shall be an Officer member of the Executive Board and shall perform such other duties as the Executive Board may from time to time determine. In the absence of the Secretary, the President shall assign an appropriate member to take the minutes.

  1. The Treasurer shall receive and disburse all Association money, keep accurate and complete records of receipts, balance accounts monthly and at the end of the term, he/she shall make disbursements with the approval of the President and the President-Elect and shall render an Annual Report. The Treasurer shall be an office member of the Executive Board and shall perform such other duties as the Executive Board may from time to time determine. The Treasurer is responsible for receiving membership applications and dues and forwarding copies of membership applications to Credentialing Chairperson.

  1. The Past President shall serve in a consultative and advisory capacity. The Past President shall perform special functions as requested by the Executive Board and/or the President.

All officers have the responsibility for maintaining their respective LVHIMA records, in Word format on diskettes or on paper, if record cannot be scanned to a diskette. Officers shall be responsible for transmitting their records at the end of their term to their successor at the Annual meeting or at the Transitional Executive Board meeting. Each Committee Chairperson shall present an Annual Report, summarizing the activities of their Committee, to the President, before the Annual Meeting.

ARTICLE VII
Committees

Section 7:1 Standing Committees

  1. The Bylaws Committee shall consist of a Chairperson, appointed by the President, and any other members selected by the Chairperson and Executive Board. The committee shall receive all proposed amendments and shall prepare and submit them to the membership in the manner provided by ARTICLE IX of these Bylaws. It is the responsibility of the Bylaws Chairperson to incorporate all newly approved Bylaws into the existing Bylaws by the end of the fiscal year.

  1. The Nominating Committee shall consist of a Chairperson, appointed by the President, and any other members selected by the Chairperson and Executive Board. One (1) member shall be elected by the Active members present at the annual meeting. This committee shall prepare a ballot, from eligible members, of one or more nominees for each office to be filled. This ballot shall be forwarded to the President at least sixty (60) days prior to the Annual Meeting.

  1. The Program Committee shall consist of a Chairperson, appointed by the President, and any other members selected by the Chairperson and Executive Board. This committee shall prepare the programs for all meetings held during the year by the Association as well as the arrangements for the Annual Meeting. The proposed programs shall be presented to Executive Board for approval. All programs shall be published and publicized by the Program Committee Chairperson.

  1. The Credentials Committee shall consist of a Chairperson, appointed by the President, and any other members selected by the Chairperson and Executive Board. The Credentials Committee shall verify the validity of, and count ballots for, the annual election of officers and identify those qualified to vote. The Committee shall retain the file of membership applications. The Credentials Committee shall maintain an official membership roster.

  1. The Public Relations Committee shall consist of a Chairperson, appointed by the President, and any other members selected by the Chairperson and Executive Board. The Chairperson should submit LVHIMA articles to the Keystoner. Other Public Relations articles to be written at the request of the membership or Executive Board.

  1. The Education Committee shall consist of a Chairperson, who is appointed by the President, and any other eligible members selected by the Chairperson and the Executive Board. The Education Committee shall act as a liaison between LVHIMA and students in HIM and HIM-related programs. The Education Committee shall oversee the Kathleen A. Lynch scholarship award.

  1. The Technology Committee shall consist of a Chairperson, who is appointed by the President, and any other eligible members selected by the Chairperson and Executive Board. The Technology Committee shall oversee the Website and electronic communication of LVHIMA business to LVHIMA members.

Section 7:2 Other Committees

Other committees not having and exercising the authority of the Executive Board in the management of the Association may be designed by a resolution adopted by a majority of members of the Executive Board.

Section 7:3 Committee Qualifications and Business

  1. Subject to the provision of Section 7:1

(1) Active members shall be eligible for appointment as Chairpersons of Standing Committees. Active and Associate members shall be eligible to be members of Committees.

Unless otherwise expressly provided in these Bylaws, the President shall appoint the Chairperson of any committee. Each Committee Chairperson and Committee member shall serve for such term as he may be appointed.

  1. Any Committee Chairperson may resign at any time by giving written notice to the President of the Association to be effective immediately or at a later time stated therein. Appointments to fill vacancies occurring in the Chairmanship shall be made by the President with the approval of the Executive Board.

  1. All Committee Chairpersons shall be responsible for maintaining the Committee’s records. Committee Chairpersons shall be responsible for transmitting their records in Word format on diskettes or on paper, if record cannot be scanned to a diskette, to their successor at the Annual Meeting or at the Executive Board Transitional Meeting.

Article VIII
Miscellaneous

Section 8:1 Fiscal Year

The fiscal year of the Association shall begin on the first day of July in each year and end on the thirtieth day of June the following year.

Section 8:2 Dues

  1. Each year, dates for the following year’s membership drive, shall be established by the Executive Board. The membership drive shall commence after the close of the previous fiscal year, and dues shall be collected prior to the publication of the first program announcement. This will ensure that all current members, will be on the current mailing list, and receive notice of all LVHIMA’s activities.

Section 8:3 Expenditure of funds

  1. Control – No Office or Committee shall expend money in excess of that in the adopted or amended budget allotment except by order of the Executive Board. Unexpended balances remaining in the budget allotment for the fiscal year are automatically canceled at the conclusion of the fiscal year.

  2. Expenses – Necessary expenses incurred by the Officers and Committees in the service of the association may be reimbursed from the Treasury by authorization of the President.

Section 8:4 Insufficient Funds – Check Return Policy

Any member that submits a check to LVHIMA, that is returned for insufficient funds, shall be responsible to reissue a valid check. If LVHIMA, is assessed a fee by the bank, the fee shall be the responsibility of the member who issued the check.

Section 8:5 Retention of Records

  1. Records of LVHIMA shall be categorized as: bylaws, correspondence, financial documents, forms, membership lists, minutes, newsletters, and policies & procedures. These records shall be maintained for the following periods of time:

Bylaws – indefinitely*
Correspondence – 6 years*
Financial documents – 6 years*

Forms – till revised or updated
Membership lists – 6 years*
Minutes – indefinitely*
Newsletters – 6 years*

Policies & procedures – indefinitely*

  1. The Executive Board may elect to retain any special documents relating to the historical development of LVHIMA.

  1. This Record Retention policy is effective with the close of the 2005-2006 fiscal year.

* Retention periods established after research of current tax legislation, PA statues of limitations, and the 1980 Paperwork Reduction Act.

Article IX
Amendments of Bylaws

Section 9:1 Power and Voting

The power to alter, amend or repeal Bylaws, or to adopt new Bylaws shall be vested solely in the members eligible to vote. The affirmative vote of the majority of the eligible members voting on the issue, shall be sufficient to alter, amend, or repeal any Bylaws or adopt any new Bylaws.

Section 9:2 Submission Procedure

A proposal for the alteration, amendment, or repeal of Bylaws or adoption of new Bylaws may be initiated by (1) the Executive Board, (2) the Bylaws Committee, or (3) any member. The Executive Board shall review each proposed Bylaw amendment and the Bylaws Committee shall prepare it for submission with such (1) technical changes and conforming amendments to the proposal of any existing Bylaw and (2) explanatory comments or recommendations as the Executive Board shall deem necessary or desirable.

Section 9:3 Notice

Notice of a proposal for alteration, amendment, or repeal of any Bylaw, or adoption of new Bylaw, shall be distributed to each member. Such notice shall include the text of any Bylaw which it is proposed to alter, amend, or repeal, reflecting the proposed alteration or amendment, the text of any proposed new Bylaw, the comments and recommendations of the Executive Board, if any, and a statement that the proposal will be submitted to vote of members eligible to vote.

Section 9:4 Effective Date

The Bylaws shall be effective upon approval by the majority of eligible members voting on a bylaw.