TSMA Policy Handbook |
Written by Administrator |
Updated, Reprinted November 2017 Download Here. TSMA Policy HandbookTable of Contents for Policy HandbookResolution Page 2
Purpose of Standing Rules Page 3
General Assembly (see also Article X of Bylaws) Page 3
Board of Directors (see also Article IX of Bylaws) Page 6 Officers (see also Article VIII of Bylaws) Page 8 Component Chapters (see also Article IV of Bylaws) Page 11 Membership (See also Article V of Bylaws) Page 12 Dues (see also Article VI of Bylaws) Page 12
Finances (see also Article VII of Bylaws) Page 13 Amendments Page 13
Authority Page 13
Guidelines to Conferences and Meetings Page 18 RESOLUTIONTENNESSEE MEDICAL ASSOCIATIONBY: Harmon L. Monroe, M.D. ErwinSubject: Educational Program of the Medical Assistants’ Society of Tennessee Whereas, we have a strong State Chapter of Medical Assistants in Tennessee, and Whereas, we recognize the importance of the efficiency of our office assistants in our everyday practice of medicine, and Whereas, our office assistants are exerting great effort to become more proficient in their professional duties by establishing courses in public relations, office accounting, examining room procedures, etc., leading to certification by the National Society of Medical Assistants, and Whereas, certain colleges and universities have expressed interest in teaching such courses and desire the approval of TMA before proceeding, now THEREFORE, BE IT
RESOLVED, That the members of the Tennessee Medical Association in its annual session endorses the efforts of Tennessee Chapter of the Medical Assistants Society and encourages them to participate in such to be given by the various universities and colleges throughout the state when so arranged by the Medical Assistants’ Society of Tennessee. Date of resolution: April 12, 1964
POLICY HANDBOOKTENNESSEE SOCIETY AMERICAN ASSOCIATION OF MEDICAL ASSISTANTS Introduction: Over the years we, the members of the Tennessee Society of Medical Assistants, have become more aware of a lack of structure and continuity from one year to the next. Offices and chairmanships are sometimes assumed without the slightest amount of past experience being utilized. The President and approval of the Board of Directors also often assume chairmanships without appointment. Forms, documents, and past correspondence are lost as a foundation to build on. Valuable time is lost trying to discover what has transpired in the past and what plans should be.
Purpose of the Policy Handbook The purpose of this Policy Handbook is to set basic patterns and is to also be used as a guide to conduct the business of TSMA and shall be superseded only by the Bylaws of TSMA. This handbook also provides a means to outline duties of officers and committee chairmen, eligibility of officers, the Board of Directors, and the Advisory Board in order that the Bylaws of TSMA may be more precise and less bulky. This policy handbook will require a majority vote of the Board of Directors or the General Assembly for amendments. They should be changed as necessary to not be in conflict with the Bylaws and should be annually updated prior to the annual meeting. Each member should keep their copy of these guidelines so that any changes may be incorporated when made. GENERAL ASSEMBLY Section 1. Purpose of General Assembly The General Assembly is the governing body of the Tennessee Society of Medical Assistants. All members are represented and can voice their views on any issue, or present issues for consideration by the General Assembly. Each member of this governing body has a voice and a vote, the duty and the authority conjointly to determine the policies of the Society, amend the Bylaws, conduct the election of State Officers and delegates to the AAMA Annual Meeting, and conduct any other business which may be presented for consideration. The General Assembly will convene annually. To reiterate, the General Assembly governs the TSMA. Each member of the TSMA, except honorary, whose dues are postmarked to the AAMA office by December 31st shall have voting privileges. Section 2. Number of representatives Each member, except honorary, has a vote and voice in the general assembly Section 3. Structure
1. Each credentialed member of the general assembly
Section 4. Duties of theAssenbly As set forth in the Bylaws, the duties of the Assembly are five:
Section 5. Election Process By April 1 the Nominating Committee reports the slate of nominees for officers to the Speaker of the Assembly and prepares ballots for the voting The Speaker of the Assembly during the pre-conference session gives detailed instructions outlining the proper procedure for nominations from the floor, balloting, collection and counting of the ballots by the tellers, and reporting the results of the election. Prior to the convening of the Assembly, the Speaker of the Assembly appoints three (3) tellers, two (2) pages, and one (1) timekeeper. These tellers, pages, and timekeeper shall be dues-paid members of TSMA attending the annual meeting who are not officers or committee chairman, or candidates for office. Their duties shall be as follows: Tellers: distribute ballots furnished by the Nominating Committee, collect and count ballots in the presence of the Parliamentarian. Chief teller (whose name shall be announced by the Speaker at the convening of the \Assembly) shall report the number of eligible votes; number cast for each candidate for office, Nominating Committee, delegates and alternates to the AAMA Annual Convention to the Speaker of the House. Pages shall be available at all times to pick up and deliver messages for delegates to the Speaker, to another member.. They should be positioned at all times near the front of the Assembly so that they can see raised hands for messages. Timekeeper shall have stopwatch available for allowance of time limit for members to speak on a motion, candidates for office, or other individuals ( AAMA) representative, guest) who have received permission from the House to speak. When the Chief Teller reports the results of the elections, the Speaker of the Assembly will announce the winners in the following order. Officers for the coming year
The Nominating Committee
The Delegates and Alternates to AAMA National Meeting Delegates and alternates should be members who are planning to attend the AAMA convention who meet the criteria of active member status. No exceptions-must be a CMA.
Section 6. Deadlines
Section 7. Responsibilities of the Members
BOARD OF DIRECTORS (see ARTICLE IX of BYLAWS) Section 1. Purpose of the Board of Directors. The Board of Directors shall consist of the elected officers, chairmen of standing committees, and chairman of appointed committees and shall each be entitled to one vote. The Parliamentarian, Corresponding Secretary, and Chaplain are ex-officio members without vote. Each committee chairman (except Fall Seminar and Conference)shall serve two years. The Board of Directors shall govern TSMA between sessions of the General Assembly. Section 2. Duties of the Board of Directors:
Section 3. Quorum A majority of Board of Director members in attendance shall constitute a quorum. Section 4. Committees Standing Committees
D. The Credentials Committee Chairman shall be appointed by the Speaker of the Assembly. Task Force/Special Committees
In the event a chairman of a standing, task force, or special committee be elected to office, the newly installed President may present at the newly elected member’s request (this is not mandated, however) a replacement for approval at the post-Convention Board of Directors meeting.
Section 5. Duties of Standing Committees
5. CONTINUING EDUCATION: This committee shall provide information regarding program approval process for CEUs. They shall further work with the Fall Education Seminar chairperson and local chapter Education chairpersons to help provide ongoing professional education to medical assistants. They may plan no less than one (1) state sponsored educational seminar annually with net proceeds disbursed in the following manner-if chapter involved, 50% to chapter and 50% to TSMA Treasury; if no chapter involvement, 100% to TSMA Treasury; with disbursement not later than thirty (30) days after seminar and with no funds remaining in bank of more than $100.00 to help with immediate costs of next seminar. If the seminar is hosted in conjunction with a chapter, the chapter may use its own bank account. At time of disbursement to TSMA Treasurer, a complete itemized statement of all income and expenses (with explanation) must also be forwarded to TSMA Treasurer. If the seminar is hosted by the TSMA, the funds will be handled by the TSMA treasurer. A detailed account of all income and expenses associated with the seminar shall be presented to the Board of Directors and the General Assembly as part of the treasurer’s report. .It shall be the duty of this committee to handle all mailings, registration, provide folders of materials and AAMA brochures. If a chapter is involved with the seminar, it shall be the duty of the Chairman of this committee to fully state to the chapter what their responsibilities will be-help in selection of site and procurement of same, meals, aid with on-site registration as well as check-in of pre-registered participants, and to aid in procurement of any visual aids and setup for program. Members of this committee should include Ways & Means Chairperson, Immediate Past President, and two (2) appointed committee members. 6. FALL SEMINAR: This committee shall be responsible for an educational seminar to be held in the fall in conjunction with the Fall Board of Directors meeting. 7. HISTORIAN: This committee shall be responsible for maintaining a scrapbook, including articles, minutes of all meetings and pictures of TSMA 8. PUBLIC POLICY: This committee shall keep the membership informed of proposed legislation pertaining to the medical and allied health professions. This committee shall function in coordination and cooperation with the Tennessee Medical Association.
9. MEMBERSHIP/CERTIFICATION: This committee shall encourage and assist chapters in maintaining and increasing membership as well as encourage and assist in developing chapters to become affiliated with TSMA and AAMA. This committee shall also assist the chapters in obtaining and maintaining a list of current members with addresses and contact information for each member. This committee shall provide information about the certification and recertification process and maintain a log of all CMAs in the TSMA with pictures and dates of certification. This committee shall also contact all new CMAs offering congratulations of their achievements. Copies of letters to non-member CMAs shall be sent to the chapter presidents for follow up. The new CMAs shall be recognized at the Annual President’s Luncheon. 10. NOMINATING COMMITTEE: This committee shall be responsible for soliciting, screening, and presenting a slate o nominees for office. Component chapters may submit nominees for elective office with their qualifications not late ninety (90) days prior to the annual meeting to be considered for the slate. The committee shall secure written consent of each nominee to serve if elected. Slate of nominees and qualifications shall be sent to the Chapter Presidents at least sixty (60) days prior to the annual meeting . Nominations from the floor require the written consent of candidates along with credentials. These nominees must be presented to the Nominating Committee prior to the convening of the General Assembly. The chairperson must verify that credentials have been checked and are in order. This committee shall further be responsible for presentation of ballots to the delegates at the time the slate is presented by the Speaker of the Assembly for election
Retiring Chairmen shall, within thirty (30) days of the annual meeting deliver to their successors the materials pertaining to their committees.
OFFICERS (See ARTICLE VIII of the BYLAWS) The officers of TSMA elected for one (2) year terms are President; Vice President; Secretary; Treasurer, and Speaker of the Assembly. Section1.Eligibility- A. President, Vice-President, shall
B. Secretary shall
C. Treasurer shall
D. Speaker of the Assembly shall
No state officer shall hold an office for more than two (2) consecutive terms or until his/her successor is elected.
Section2. Duties of Officers: In addition to the duties as set forth herewith, officers shall perform such duties as are implied by their respective offices and are consistent with standard parliamentary procedure and/or required by law. A. President shall
B. Vice President shall
Medical Assistant of the Year - Obtain from each Chapter President the name of the Medical Assistant nominee no later than February 1 of each year. Criteria established as follows: Participation in TSMA, AAMA; Attitude, cooperation, dedication; appearance (projection of professional image); Competence and responsibility in profession to employer and co-workers; Dependability; Self Improvement; Loyalty; Enthusiasm; Morality; Civic responsibility. It is the duty of each chapter when submitting candidate’s name to follow these guidelines exactly. Letters and other material should not be forwarded to this Committee, but should be credentialed on a local level before submission. Names should not appear on candidate’s qualification to Awards Chairman but should have an accompanying letter from the Chapter President or local chapter Awards Chairman.
When properly submitted the Chairman receives candidate’s qualifications, the committee shall then submit, without the candidate’s name all candidates to a selection committee by March 15 to allow ample time for award purchase and engraving. The award is to be presented at the Annual TSMA Installation of Officers banquet.
Professional Achievement Award - Applications for this award shall be those adopted and designed by the AAMA Continuing Education Board and shall include with submission the following: Documentation in Category 1 by copies of CEU confirmation cards or transcripts from AAMA Verification by Chapter Presidents in Category II State or chapter presidents or AAMA headquarters in Category III Applicant when possible in Category IV It shall further be the duty of the Chairman of this Committee to advise the State President when certificates are needed as only the President may purchase these from AAMA. These Awards shall be presented at the Annual TSMA Installation of Officers banquet .
C. Secretary shall
E Treasurer shall
F. Speaker of the Assembly shall
APPOINTED/SPECIAL COMMITTEES:
FINANCIAL REVIEW COMMITTEE: This committee shall be appointed at the annual convention by the President at the pre-convention board meeting. This committee shall consist of one member from East, Middle and West Tennessee and shall review all bank accounts of the TSMA. A full report of the finances of the TSMA as found by this committee shall be presented at the Fall Seminar Board of Directors meeting. After the presentation of the report, the job of this committee is complete. It is not a standing committee and does not have a vote on the Board of Directors.
COMPONENT CHAPTERS (see ARTICLE IV of BYLAWS)
Section 1. Affiliation
Section 2. Revocation of Charter A component chapter found guilty of any conduct of action deemed in contradiction to the Code of Ethics, Articles of Incorporation, Bylaws or Standing Rules of TSMA shall be subject to revocation of its charter. A three/fours (3/4) vote of the Board of Directors shall be necessary for revocation Section 4. Criteria for Financially Distressed Chapters
MEMBERSHIP (see ARTICLE V of the BYLAWS)
Section 1. Classes Classes of membership should be as designed in the Bylaws of TSMA and shall be followed as outlined therein. Section 2. Qualifications All qualifications for membership shall be as outlined in the Bylaws of TSMA. Section 3. Privileges All privileges of membership shall be as outlined in the Bylaws of TSMA DUES (SEE ARTICLE VI OF BYLAWS) Section 1 Annual Dues
Section 2. Rights and privileges Shall be as outlined in the Bylaws of TSMA Section 3. Seating in the General Assembly Shall be as outlined in the Bylaws of the TSMA
Section 4. Reciprocity Shall be as outlined in the Bylaws of the TSMA FINANCES (See ARTICLE VII of the BYLAWS) Section 1. Expenses considered reimbursable by TSMA Lodging, travel, meals, registration, gratuities, postage, telephone calls, supplies necessary to fulfill duties Not to exceed $25) authorized awards, special transportation, bus, taxi, etc. Section 2. Members with a designated budget: TSMA officers: President, Vice-President, Secretary, Treasurer, Speaker of the Assembly, Parliamentarian, TSMA committee chairmen: Membership/Membership Directory, Bylaws/Policy Handbook, Certification, Communication, Budget/Finance and Ways and Means. Their expenditures should be limited to items necessary for the work of the Committee. Their budget is not to be used for personal expenses Section 3. Delegates and Alternates to AAMA Conference
The First and Second Delegates are the President and Vice President. Should one of these officers be unable to attend the AAMA conference, the remaining officer will be First Delegate and all other delegates and alternates will be elected by plurality ballot vote by the General Assembly. Delegates and Alternates are expected to attend all sessions of the AAMA House of Delegates including the reference committees and candidates’ speeches. They are also expected to attend the Leadership Forum and an open session of the AAMA Board of Trustees. At other times, delegates and alternates are expected to attend CEU sessions.
Special guidelines for AAMA Delegates/alternates only Travel by air, bus, train or car is reimbursable. Air travel should be booked (1) one month in advance when possible to get the best rates. Travel on the designated AAMA airlines should be used unless a lower rate can be found. If a member chooses to use an airline other than the most economical fare then the member will be responsible for paying the difference. Travel by car will be reimbursed at the current IRS allowable mileage not to exceed lowest air travel rate. Meals are not to exceed 25.00 per day; gratuities and travel by city bus or taxi should be at prevailing rate. Expenses should follow the guidelines. Any money allotted for AAMA Conference and not spent by delegate should be returned to the TSMA treasury with itemized list of all expenditures and the original receipts. This must be done within thirty (30) days of the end of the Conference. An amount for each delegate/alternate will be budgeted according to the location of the Conference. Section 4. Guidelines that apply to all:
AMENDMENTSAmendments to the Bylaws shall be as outlined in the Bylaws. Amendments to the Policy Handbook shall be by majority vote of Board of Directors or General Assembly. . AUTHORITYSection 1. Parliamentary Authority Shall be as outlined in the Bylaws of TSMA Section 2 Conformity This Policy Handbook shall automatically be amended when necessary so as not to be in conflict with the Bylaws of TSMA and AAMA. GUIDELINES TO CONFERENCES AND SEMINARS Seminars include: Fall Seminar and Annual State Conference. Chapters wishing to host the Fall Seminar may place a bid with the Board of Directors. The Board will vote to approve the bid and then the Chapter will set the dates and location. If more than one Chapter submits a bid for a seminar, the Board of Directors will vote on one Chapter. The other Chapters involved may feel free to host one of the remaining seminars that are open to bids. The bid for the Annual State Conference is usually two (2) years in advance at the Annual State Conference with the hosting Chapter appointing the Conference Chairman well in advance. GENERAL DIRECTIONS FOR ALL MEETINGS: The first and most important appointment is the Chairman and Vice Chairman. The Vice-Chairman should be ready to assume any duty in the absence of the Chairman . A small, temporary committee should help to select the meeting site. This should be done immediately upon notification that the Chapter has been selected to host the meeting. This will ensure that availability of accommodations at the time of the meeting. Check with the State President as to date, time, and room arrangements for any necessary meetings-, i.e., Board of Directors or Executive Committee. In order to ensure that all chapters do not lose money in hosting a meeting, the following policy was adopted by the General Assembly in May 2008: Any person making a reservation shall be liable for payment of registration and/or meals even if they do not attend the meeting. This will include the use of a collection agency if necessary. No refunds will be made if a member is unable to attend a meeting. There may be exceptions to this policy in the event of extenuating circumstances and if no liability has been encountered by the chapter. This will require a decision of the conference chair and/or the conference committee and may include input from the TSMA Executive Board. The following points should be confirmed in writing with the hotel:
CHAPTER RESPONSIBILITIES: Appoint Chairman and Vice Chairman. The Vice-Chairman can also be the Program Chairman. The Vice- Chairman must be available to serve as Chairman in her absence. Suggested Committees:
Optional-these committees are left to the discretion of the hosting Chapter and are not essential to a good program.
The Chairman of these committees under the direction of the General Chairman makes up the staff, which coordinates activities. They should meet regularly as these meetings are invaluable. They help to eliminate duplication of efforts and avoid any possibility of failing to provide all essentials.
The committee appointments can be adapted to your needs. Some may be combined for smaller meetings. MEETING PLANNING COMMITTEE DUTIES: Finance Committee This committee should establish a budget, balancing costs with income. Each sub-chairman should submit estimates of expenses to the Finance Committee. Major items to be considered include
Mailing. Printing. Name Tags Speakers and invited guests, Entertainment. Beverages, appetizers, etc. Exhibits. Decorations. Favors
Registration Fees, Contributions. Exhibit Space Rental. Program Ads Program Committee (may be chaired by the Vice- Chairman). This committee should plan a well- coordinated program. Preparation should include:
Promotion Committee This committee is in charge of all publicity and should arrange for
Hotel Reservations This committee should arrange for accommodations for special guests and speakers, unless they request that they would prefer to do this themselves. Entertainment-Optional.
Registration Committee This committee is in charge of registration and information headquarters.
Exhibits Rental of exhibit space at a state convention is of vital importance for additional revenue and should be considered. Pharmaceutical companies, office supply companies, and computer suppliers are often interested in exhibits.
Protocol
Decorations (optional) This committee should plan decorations in keeping with the theme of the program. Place cards at the head table for all functions are desirable to avoid confusion.
Donations and Door Prizes (optional)
Final Report-Effective May 1992
GENERAL INFORMATION: Responsibilities to the State Society:
SPECIAL INSTRUCTIONS FOR CONFERENCE COMMITTEE:
GUESTSInvitations should be sent to the following guests for the Annual State Convention. Cost of meals for these guests, and all expenses incurred by an invited National Officer, which are not covered by AAMA, are the responsibility of the State Society. Expenses are assumed for the following meal functions only: 1. Tennessee State Medical Society Presidents. 2. Honorary State Members. 3. Tennessee State Medical Society Auxiliary President. 4. An employer of the TSMA President Elect. 5. Employer of the TSMA President 6. State Advisors (only registration and meals covered, must assume own hotel expenses) Expenses are not assumed for the following: 1. Employees of Tennessee Medical Association 2. Blue Shield Director of Professional Relations, 3. AAMA President (if not invited) 4. AAMA Executive Director (if not invited) 5. AAMA Officers, Trustees and Physician Liaisons (if not invited) 6. Tennessee State Medical Society Auxiliary President Elect (if not representing TMA Auxiliary)
GUEST SEATING AND PROTOCOL FOR STATE FUNCTIONS: Honorees to be seated at the head table:
NOTE: If seating becomes difficult and cumbersome at one head table, another may be used on a different level. Protocol Those to be seated at the head table meet in a reception area and march in shortly before the function is to begin. Place cards should be used and the line forms in that arrangement. The President is not always the presiding chairman but she should extend greetings and present the presiding chairman. Seating 1. The President is always seated in the center right, whether or not she is the presiding chairman. 2. If someone else is presiding, that presiding chairman is always seated center left. 3. The officers and guests of honor are divided on either side in order of rank. 4. Other guests are seated at the second head table if any overflow occurs. 5. At the President’s Luncheon, the Presidents of all Chapters, including that of the hosting Chapter, are seated at another head table. Seating is usually alphabetical by Chapter. Due recognition should be made to the President of the hosting Chapter upon introductions. NOTE: Past Presidents of the Society are available for assistance. ANOTHER GUIDELINE-a different approach First, look the room over and decide how much room you have for the head table, then how many do you want seated, keeping it as limited as possible. Try to seat all of the elected officers whenever possible-as they only have this exposure three times during their term. Priority seating:
Optional-here you have the flexibility to using some to fill out the table and deleting others, as they still are “special.
All rules and regulations regarding finances shall be as outlined in the Bylaws and/or elsewhere in the Policy Handbooks of TSMA and shall not be deviated from. Updated, Reprinted November 2017 Download Here. |