ADMINISTRATIVE GUIDELINES/BYLAWS
Association of Healthcare Administrative Professionals (AHCAP ) a Section
of the At-Large Personal Membership Group (PMG)
of the American Hospital Association
ARTICLE I: NAME
This section shall be known as the Association of Healthcare Administrative Professionals (AHCAP ) Section of the At-Large Personal Membership Group (PMG) of the American Hospital Association, and shall hereinafter be referred to as AHCAP.
ARTICLE II: MISSION
The mission of AHCAP is to advance professional development, leadership, value and excellence of the healthcare administrative professional through education, recognition, communication and advocacy.
ARTICLE III: VISION & VALUES
3.1 Vision
The Association of Healthcare Administrative Professionals (AHCAP) will enhance the profession of administrative professionals to assure all are recognized as leaders who positively influence the delivery of healthcare.
3.2 Values
Respect
• We honor the individual worth of our members by responding to their professional needs and opinions.
• We appreciate the diversity of our members, welcome a wide range of human abilities and differences, and promote involvement and expanded access to leadership opportunity, regardless of race, ethnicity, gender, religion, age, sexual orientation, nationality, disability, appearance, geographic location or professional level.
Professionalism
• We embrace and promote the importance of our members’ role in healthcare leadership and management.
• We stay abreast of trends and innovations in our profession and readily share them with our members to enhance their success as healthcare professionals.
Community
• We hold our relationship with the American Hospital Association in great regard and are mindful of it in all of our communications.
• We seek collaborative partnerships between members and staff.
• We recognize the necessity to contribute to the health and well-being of the communities we serve.
ARTICLE IV: MEMBERSHIP
4.1 Categories and Eligibility
4.1.1 Regular Member
Regular membership in AHCAP is available to individuals who serve as the administrative support staff to the executive and senior management teams in hospitals, healthcare systems, state and metropolitan healthcare associations, or other organizations that have healthcare as their primary mission.
4.1.2 Retired Membership
Individuals who have left regular membership to retire from professional practice are eligible to retain membership and are classified as “Retired.” Retired members are not eligible for elective office in AHCAP.
4.2 Application for Membership
Membership is effective upon completion of an application form and payment of annual membership dues.
4.3 Transfer/Termination of Membership
Membership in AHCAP is transferable to another person on the request of the payer.
Membership in AHCAP will be suspended for non-payment of annual dues. If dues are not paid after proper notification of this action, membership will then be terminated.
A member in good standing whose employment status changes may retain the rights and privileges of their category of membership until the end of the term for which dues have been paid. In the case of unemployment, an individual may renew their current membership status for one additional year.
4.4 Dues
Annual dues of AHCAP are established by the At-Large PMG executive director and approved by the Board of Trustees of the American Hospital Association.
4.5 Voting Rights
All regular and retired members in good standing may vote in elections.
ARTICLE V: MEETINGS OF THE SECTION
5.1 Annual Meeting
AHCAP shall hold a meeting of the membership annually, at a place and time to be determined by the At-Large PMG executive director in consultation with the Board of Directors, to conduct such business as is necessary and to receive a status report on membership activities.
5.2 Proceedings
The meetings and proceedings of AHCAP shall be regulated by Roberts Rules of Order for parliamentary procedure, and the Board of Director President shall serve as parliamentarian.
ARTICLE VI: BOARD OF DIRECTORS
6.1 Composition
AHCAP shall be guided by an Board of Directors comprised of no less than five and no more than nine members, which includes the president, president-elect and immediate past president, up to five at-large members, and one member who may be a representative from a national, state, or metropolitan healthcare association. There will be a total of eight voting members and one non-voting ad hoc member (AHA representative) at the board discretion. The board may choose an ad hoc membership position to maintain a direct link to the American Hospital Association. The Board of Directorsl should represent a geographic balance of the membership and regions of the AHA if possible.
6.2 Officers
The officers of the Board of Directors shall be: the president, president-elect, and immediate past president. The Board of Directors presides at all meetings of the Board and at the annual meeting and fulfills any other duties as assigned by the Board or AHA. The president-elect performs the duties of the president in the president's absence.
6.3 Authority and Responsibilities
6.3.1 Authority and Responsibility of Board of Directors
• Establish and monitor progress on goals and objectives.
• Provide member insights and content for activities, programs, and policies to be undertaken, including: recruitment and retention of members, publications, educational efforts, and other member services.
• Provide oversight for committees, both standing and ad hoc.
• Serve as an ad hoc committee for participation in AHA advocacy activities and initiatives.
• Oversee and conduct selection process for Board positions.
• Selection of award of distinction (current council members not eligible).
• Selection of recipients of scholarship awards following recommendation of the Scholarship Committee.
6.3.2 Roles and Responsibilities of Individual Board Members
• Attend all Board meetings and the annual conference.
• Serve as the communication link between the Board and members.
• Establish relationships with related healthcare organizations in their regions (i.e., state and metropolitan healthcare associations) with similar interests and purposes.
• Act as a resource to affiliated societies.
• Serve as a liaison to the Board for all committees assigned by the president.
• Promote AHCAP, its programs and services, to professionals.
6.3.3 Roles and Responsibilities of Staff
• The At-Large PMG executive director shall provide guidance to the Board President on the implementation of approved AHCAP and AHA policies and on relationships with the AHA and allied associations and other organizations, supervise all staff implementing AHCAP programs, develop and monitor a budget that keeps expenses at a level equal to or less than revenues.
• AHA staff will maintain the membership and financial records of AHCAP, produce the annual conference, AHCAP website and electronic newsletter, and other products and services developed for the membership.
6.4 Nomination and Election
6.4.1 Nomination Process
Advisory Council members shall be elected by the Board of Directors. The Board shall also select a chair from within the present or past board membership that meets qualifications outlined in section.
6.4.2.
The Board past president shall serve as the Nominating Committee chair and is a non-voting member unless there is a tie. When the slate of candidates is prepared, the Nominating Committee chair shall present a recommendation from the Nominating Committee to the Board for approval. The Nominating Committee chair shall prepare a slate for the office of chair-elect and Board positions by January of each year, according to the standard policies and procedures.
6.4.2 Selection Criteria
The Nominating Committee shall be responsible for selecting Board of Director candidates based on the following criteria:
• AHCAP membership;
• Participation and involvement on committees;
• Ability and commitment to fulfill Board role and responsibilities;
• Approval by candidate’s immediate supervisor, and;
• At least three years of service as a healthcare administrative support staff.
• Board candidates should preferably have served as a present or past committee chair.
6.4.3 Nominating Committee
The Nominating Committee shall include the immediate past president, president and all committee chairs and co-chairs. The Nominating Committee prepares a slate of candidates for the following year for chair-elect and Board positions as outlined in Article VI, 6.4.1 of these Bylaws.
If the immediate past chair becomes unable to serve as chair of the Nominating Committee, the Board appoints an active Board member to fill the vacancy.
6.5 Terms
Terms for Board of Director members shall begin July 1 and end June 30 or until successors are appointed and assume office.
Board members, except the president-elect, are elected for one two-year term, and may be re-elected for an additional two-year term. Members may serve only two consecutive two-year terms and then must remain off the Boardfor one year, after which time they may be re-elected to the Board. In the event a member is appointed by the Board to fulfill a vacancy of a removed Board member, at the completion of the appointed term, he/she shall be eligible to be nominated to serve two consecutive terms without the one year off rule subject to the nominating process. A Board member elected to the position of president-elect shall serve a three-year term as president-elect, president, and immediate past president of the Board.
6.6 Vacancies
Board members may be appointed to fill vacant or unexpired terms. The Board shall identify candidates to fill vacancies created by the resignation or removal of an Board member.
6.7 Meetings of the Board of Directors
The President may call such conference calls as are necessary to conduct AHCAP's business throughout the year, with prior written notice being provided and necessary materials being sent in advance.
If a Board member, without sufficient reason, misses two successive meetings or scheduled Board conference calls, that member shall be subject to removal from the Board. The President will send the non-attending Board member notice of removal from the Board. The Board will select a replacement as specified in 6.6 of these bylaws. After meeting the Advisory Council criteria, the replacement will assume that position on the Board.
6.8 Travel and Expenses
The Board and committee members are responsible for their own travel expenses related to AHCAP meetings.
The Board will receive hotel upgrades as they are available, complimentary conference registration, one complimentary night hotel stay for conference, one complimentary night hotel stay for the mid-year meeting, and an Board dinner during the mid-year meeting. The President and president-elect will also receive complimentary hotel stays for conference days, up to five nights.
ARTICLE VII: CONFLICTS OF INTEREST
7.1 General
The Board of Directors shall administer its affairs ethically and responsibly, exercising care and judgment for the benefit of the membership. All transactions relating to their duties to the members will be carried out in good faith. Board members will be held to a strict rule of honesty and fairness as they work with and on behalf of the membership. Their positions, or knowledge gained therefrom, will not be used in a manner in which a conflict might arise between the membership’s interest and that of an individual.
7.2 Disclosure
Upon election and throughout their term of office, each member of the Board of Directors will make written disclosure to the AHA of any interest that might result in a conflict of interest, using such forms as adopted by the AHA Board of Directors.
7.3 Resolution of Conflict of Interest
Upon disclosure of a conflict of interest, or a challenge of that basis, the President with the advice of the AHA staff, will resolve such conflict of interest in a manner consistent with that provided in the Association Guidelines for Resolution of Conflicts of Interest in Health Care Institutions or the AHA policy on conflicts of interest for trustees, officers, and employees, so informing the Advisory Council of those actions.
ARTICLE VIII: Committees
8.1 General Rules
AHCAP is built on a system of committee activities that link the organization with the membership. The committees are comprised of individual members of AHCAP which represent, involve, and serve all members, providing training for future leaders. Membership on all committees is voluntary.
The Board may establish and appoint such standing or ad hoc committees for specific purposes as are necessary to conduct the affairs of AHCAP.
The committee chair, Board liaison and the AHA staff liaison, working in partnership, are responsible for facilitating committee work, providing oversight, and ensuring timely communications within the committee and between the committee and other components of AHCAP.
The committee chair and staff are responsible for advising and reporting committee activities. Written committee reports are to be provided to the Board, as directed by the chair, which should describe the progress that the group is making toward specific goals. The report should include specific policy recommendations to the Board.
In addition to the committee’s general charge outlining the scope of its activity, the Board may charge the committee with specific work. The chair and staff liaison are responsible for keeping the group’s work focused on the charges and in alignment with AHCAP's strategic plan. At the end of each year, the committee chair and staff liaison shall make recommendations to the Board on goals, objectives, and composition.
Committee members are responsible for recording conference call and meeting proceedings and for distributing minutes. AHCAP staff will be responsible for distributing minutes for the Board and Planning Committee.
Committees are directly responsible to the Board. Committees may not commit to expenditures and may not express opinions or represent positions in the name of AHCAP or AHA, unless specifically authorized by the At Large PMG executive director. Proposals for activities or programs that may involve expenditures of funds, including a program description and budget, must be submitted to the At-Large PMG executive director for inclusion in the budget and for approval.
Committees, with the exception of the Nominating Committee, are encouraged to meet six times per year and to communicate via conference call and written communication to accomplish their annual goals. The committee chair and staff liaison are responsible for keeping committee members informed via telephone conference calls or written communication. A committee member who misses two consecutive calls/meetings without sufficient reason or who does not participate in the collective work of the group will be removed from the committee. The committee chair and Board liaison will send the non-attending committee member notice of removal from the committee.
Members are expected to fully participate in committee activities by attending meetings and conducting business by phone and written communications. Members are expected to act in good faith and in the best interest of AHCAP; discharge their responsibilities diligently and not delegate them to other committee members or staff; publicly disclose any perceived or actual conflicts of interest and not vote on such matters; and refrain from discussions/activities that might violate antitrust laws.
ARTICLE IX: AFFILIATIONS
9.1 Purpose
The purpose of affiliated societies of AHCAP is to provide an organized structure at the local and state level for AHCAP members and other healthcare administrative support staff, to work together on issues of common interest, and promote the purpose and membership in AHCAP.
9.2 Affiliation Process
To achieve affiliation, a society must do the following:
Prepare and execute an Affiliation Agreement proclaiming the society’s intent to become an affiliate, signed by a representative from the state or metropolitan health care association. This signature does not designate approval, but is meant to advise the allied association of the local society’s formation.
Mail the signed agreement to AHCAP headquarters with the following:
• A copy of the local society’s bylaws;
• A listing of members to date, with an asterisk indicating those who are members of AHCAP;
• A minimum of 25 percent of the society’s members must be AHCAP members in order to affiliate; and
• AHCAP staff secures the appropriate AHA signatures on the affiliation agreement and forwards a copy to the designated society representative when the affiliation is confirmed.
9.3 Affiliation Requirements
To maintain affiliation with the national AHCAP section, the following should be included in the Affiliated Society Annual Report and be sent to the national AHCAP office prior to November 1 of each year:
• An updated copy of the membership bylaws;
• A current roster of the members, indicating AHCAP members; and
• The names, addresses, and phone numbers of the incoming affiliated Society’s president and secretary.
• Each Affiliate will submit an annual update of the works of the Affiliate at the AHCAP annual meeting.
AHCAP will provide interested parties with guidelines for establishing and maintaining an affiliated society, upon request.
ARTICLE X: AMENDMENTS
These bylaws may be amended by a majority vote of the Board at a regular meeting or at a special meeting of the Council.
