Regional Executive Program Policy and Procedures

Transcription

1 Executive Program Policy and Procedures Purpose The purposes of HFMA s Executive program are: To serve as the primary volunteer and policy link between the chapters and HFMA National; To assist chapter leaders in serving members; To foster a dialogue and effective communications between the national and chapter levels of HFMA; To represent the needs and interests of chapter leaders to the HFMA Board and management, and To encourage chapters to collaborate and help other chapters. To administer the processes that accomplish these purposes, chapters select a Executive each year, for a term to begin one year later. By selecting the Executive at the Fall Presidents Meeting (FPM) during the year prior to the beginning of that individual s term as, the region effectively benefits from three leaders of the region, the Executive, the and the incoming. In each region, the current Executive and are jointly responsible for the success of the Executive program. General Roles While both the Executive and the are responsible for the success of HFMA's Executive program, they have different, yet complementary, roles. These roles differ somewhat between regions as individual regions have developed activities specific to their region. It is also useful to consider the general roles played by other important participants in the Executive program. The Executive role. All Executives serve on the Executive Council (REC). The REC serves as the primary volunteer and policy link between the chapters and HFMA National. The Executive Council has all authority related to those activities that impact chapters other than dues and other policies that are reserved by the HFMA National Board of Directors. This role involves policy making and compliance authority as it relates to the Davis Chapter Management System (DCMS), the Founders Merit Award Program, monitoring the performance of chapters within the region, convening and organizing meetings of the regional leadership, maintaining communications with the chapters in the region, and representing the needs and interests of the region's chapter leaders on the REC. Page 56 April 2007

2 The role. The supports the efforts of the Executive and spends much of the year preparing to lead the region during the term of office as Executive. The Executiveelect augments and bolsters the activities of the Executive by attending meetings, helping the Executive to monitor chapter activities, and assisting with the ongoing communications process within the region. The staff role. HFMA has a responsibility to assist the Executive and in the performance of their duties. This responsibility involves logistical support when requested, information and consultation on chapter and regional matters, information support on chapter performance, training support, and other activities to help the Executive and be successful. Selection and Term of the Executive Term. Executives serve a one-year term beginning on June 1 of each year. Executives may not serve two consecutive terms as Executive, but they may be involved in another national position in years subsequent to or prior to service as a Executive. Selection. Executives are elected by chapter presidents-elect during the FPM held in the year prior to their term of office as. Executives may be elected earlier than this, but all elections must be held no later than the FPM. Each region shall select its nominee based on merit to perform the role. As such, the nominee for a region s Executive should not be determined solely via rotation among chapters. Each region s nominations must be received by the current Executive and the HFMA National office in advance of the election. Procedures for nomination and election of the Executive that meet the requirements specified in this policy may be established by the region. Eligibility. A Executive nominee must meet the following eligibility requirements: The nominee must be a member in good standing at the time of nomination; The nominee must have served at least two years as a chapter officer in an elected position The nominee may not serve concurrently as a chapter officer during their term as Executive, excluding the position of immediate past chapter president. A however, may serve as a chapter officer during their term as. To be successful as a Executive, an individual must be knowledgeable about chapter and Association matters, have demonstrated abilities as an HFMA leader through recent chapter and/or national involvement, be an effective communicator, be genuinely interested in future involvement in national leadership, have the ability to make a commitment to meet the responsibilities of the position, and be a knowledgeable and astute professional in healthcare financial management. April 2007 Page 57

3 These qualities should be considered by chapter leaders when selecting a nominee and when electing the Executive. Operating Agreements Each region must have a Operating Agreement (ROA) that is signed annually by chapter presidents and the Executive within 60 days of the Fall Presidents Meeting and is adhered to by all of the chapters in the region to ensure continuity in the implementation of regional activities and to implement the Executive program policy as approved by the HFMA Board of Directors. This agreement must specify procedures for the selection of the Executive and the assigned duties of the Executive and within the Executive program policy as approved by the HFMA Board of Directors. The agreement may also specify procedures for regional treasuries, determining the locations of Fall Presidents Meetings, financing chapter visits by the Executive or, or other matters as agreed to by the chapters of the region. The Operating Agreement may not specify responsibilities for Board members beyond those specified in the Executive program policy approved by the HFMA Board of Directors. A copy of the Operating Agreement must be placed on file with HFMA National. Financing Activities The travel and expenses of the Executive are paid for by HFMA National for the Leadership Training Conference (LTC), Fall Presidents Meetings (FPMs), Annual Chapter Presidents Meeting (ACPM), and Executive Council (REC) meetings that they are required to attend. The travel and expenses of the are paid for by HFMA National for the LTC and FPM that they are required to attend. Specific policies governing these expenses may apply to certain of these activities. Generally, the policy is to provide for the travel and expenses necessary to carry out an activity. A Board member, member of the Chapter Advancement Team or another individual actively involved at the national level will attend the region's Fall Presidents Meeting. Their reasonable travel and expenses are paid for by HFMA National. Visits by HFMA National Board members, Executives-elect, and Executives to individual chapters are generally paid for by the chapter. The payment of these expenses is subject to the operating agreement of the region. HFMA National will not pay the expenses of a Executive or HFMA National Board member to attend any other regional meetings beyond those specified in this policy. Attendance at regional meetings conducted in conjunction with any of the paid trips is encouraged. HFMA National shall provide for the meeting expenses of the Fall Presidents Meetings, including room rentals and meals, up to a maximum of $600 per region. HFMA National will facilitate an opportunity for the region to meet during the LTC at no cost to the region. In addition, HFMA National will facilitate an opportunity for the region to meet during the Annual National Institute (ANI), subject to space availability, excluding meals and refreshments. Page 58 April 2007

4 Specific Responsibilities and Coordination The specific responsibilities of the Executive, Executives-elect, and HFMA management are presented in the chart following this section. While these expectations are clearer and more specific than the general roles stated above, it is recognized that many gray areas still exist. In particular, the expectations of an individual region for its Executive or are not addressed because these differ throughout the chapter network and should be addressed in regional operating agreements. Regions are encouraged to make their specific responsibilities clear in the regional operating agreement so that all those involved are aware of what is expected of them. Beyond the regional expectations, considerable flexibility exists in how the Executive and may carry out their general roles and specific responsibilities. Executives and Executives-elect are encouraged to negotiate and agree upon who will do what. This will ensure that all of the important functions of the Executive program will be performed without unnecessary duplication of effort. Training and Preparation HFMA will provide tools and training to Executives-elect to help them efficiently and effectively perform their duties as Executive under this policy. The training begins shortly after the Executive is elected during their term as. It is useful to view this process in a sequential schedule. April is placed on the Notes from National (NfN) distribution list and receives a Calendar/Resource Guide from HFMA National staff. June receives a Executive Tool Box from staff (includes regional operating agreement, Executive program policy, training schedule, and chapter performance data). July oriented by HFMA National staff to the role at Fall Presidents Meetings (FPMs) via conference call. Executive contacts to review regional August responsibilities as defined in the regional operating agreement. participates in conference call, coordinated by HFMA National staff, regarding the FPM agenda. August/September attends FPM to orient self to the regional issues (also takes minutes, etc.) January/February participates in conference call(s), coordinated by HFMA National staff, to review the year to date and roles and expectations for the Leadership Training Conference. April participates in a training session, conducted by HFMA National staff, to gain facilitation and assessment skills and to review upcoming issues and chapter development priorities. June becomes the Executive. Policy Management April 2007 Page 59

5 This policy is established by the authority of the HFMA Board of Directors. Responsibility for implementation of the policy resides with the individuals named in the policy. Changes to the policy may be recommended by the Executive Council subject to the approval of the HFMA Board of Directors. Approved HFMA Board of Directors November 6, 1996 April 24, 2004 Revised HFMA Executive Committee March 13, 2002 March 4, 2003 December 19, 2006 Page 60 April 2007

6 Executive Program Responsibilities Key Activity Executive Council Best Practice Assessment Annual Chapter Presidents Meeting Executive * Serves on RE council * Represents needs of chapter leaders in the region * At least once per year, meet with the National Board to discuss substantive chapter issues and concerns * Coordinates and leads the assessment of chapter best practices annually * Follows up with chapter presidents on chapter improvement activities * Attends meeting during term of office *None * Follows up with chapter presidentselect on chapter improvement activities Board Member/ Chapter Advancement Team Member/ Other HFMA National Staff * Provides staff support to Executive Council * Consults, as needed * Coordinates Chapter Assistance Team (CAT) engagements, as requested * Provides vehicle and process for annual assessment of chapter best practices * None * Manages event overall, including awards and script Leadership Training Conference * Leads in organizing regional planning time * Leads, co-leads or serves as Course Coordinator for LTC training sessions * Orients to the job * Attends LTC during term of office * Complements the Executive role to ensure successful regional planning time * Leads, co-leads or serves as Course Coordinator for training sessions * Attends LTC during term of office * Provides time, place, and standard agenda for regional planning time * Manages event overall including session assignments) * Consults, as requested April 2007 Page 61

7 Key Activity Fall Presidents Meetings Planning Executive * Leads the meeting * Discusses roles with the Board member and the Executiveelect, in advance of the meeting * Ensures that participants are prepared for the meeting * Convenes regional business and includes * Oversees and maintains, as needed, regional programs, operations, policy, and finances as directed by the regional operating agreement * Ensures that meeting record is completed and conveyed to HFMA Chapter Relations in a timely manner * Assists the Executive with regional business * Complements Executive role to ensure a successful meeting * Assists the Executive in overseeing and maintaining regional programs, operations, policy, and finances as directed by the regional operating agreement. * Assists the Executive in development of regional plan for services to members and chapter improvement Board Member/ Chapter Advancement Team Member/ Other * Actively listens to discussions and input to receive member input * Clarifies and provides perspective on national issues HFMA National Staff * Prepares detailed agenda * Serves as information resource * Actively listens to discussions and input * Provides logistical support, as requested * Provides reports regarding chapter performance to the Executive * Advises the Executive of critical chapter performance issues * Provides vehicle and format for the regional plan * Consults, as requested Page 62 April 2007

8 Key Activity Communications Continuity Executive * Communicates bimonthly with chapter presidents in the region * Visits all chapters during term to the extent possible and/or shares this responsibility with the * Relays problems, successes, concerns, and issues from chapter and regional leaders to HFMA National *Ensures that access to HFMA s officers and Board member is maintained as needed. * Advocates the needs and views of members and chapter leaders from the region to HFMA National * Seeks assistance and support from the Executiveelect, as needed. * Coordinates the selection of the Executiveelect in accordance with policy * Orients and assists in training the Executives-elect so they are properly prepared to assume their roles * Identifies possible future leaders for consideration in appointments and nominations * Communicates quarterly with chapter presidentselect in the region * Visits chapters during term to the extent possible. * Relays problems, successes, concerns, and issues from chapter leaders to the Executive * Listens to the views of chapter leaders and discusses with the Executive and is available to help reconcile the meaning of comments and input received * Prepares to assume the Executive role and responsibilities * Identifies possible future leaders for consideration in appointments and nominations Board Member/ Chapter Advancement Team Member/ Other HFMA National Staff * Identifies appropriate national and staff resources for chapter and regional communication needs * Advises Executive of concerns and issues raised by chapters in the region *Facilitates access to HFMA s officers and Board member as needed. * Provides vehicle and process for Executive nomination and selection * Provides orientation and training process at the LTC * Assists with developing and maintaining regional operating agreements *Identifies possible future leaders for consideration in appointments and nominations * Consults, as needed April 2007 Page 63