Monday, September 19, 2022

Proposed AHIMA Bylaws Changes

By Liz Curtis, MA, RHIA, CHPS

On behalf of your delegates, here is a summary of what is planned for the October 9 House of Delegates, to be held during the Annual Convention in Columbus.  We would like your feedback!  Please let us know your thoughts about the notable topics summarized below.  We will be voting on these topics during the House of Delegates and only with your feedback can we accurately represent you the OHIMA membership!  I would like to draw your attention to Topics 3 – Student Membership, 6 – Election and Term of Office, 11 – Component State Associations and 13 - Dues Payment to Component State Associations.

If you have questions, comments, or concerns about these proposed changes to the AHIMA Bylaws, please let us know.  If you support these changes, we would like to know that, too. 

You may email me at elizabeth.curtis@osumc.edu or call me at (614) 989-4838.

Topic

Current Bylaw

Proposed Amendment

Rationale

1

3.1 Purposes and Mission

The primary purpose of AHIMA …is to commit to excellence in the management of health information for the benefit of patients and providers.

Add after patients “providers, and other users of health information.”

To be more expansive

2

4.2 Rights of Members

Members shall also have the right to elect the Board of Directors, certain Officers of AHIMA, and certain members of The Commission on Certification for Health Informatics and Information Management, all as set forth below.

Add after Management “and certain members of the Council on Excellence in Education (CEE).” 

And add “Members shall not be entitled to vote on any other matter except for those outlined in this Section 4.2.”

(1)   Add reference to CEE as they are included in the vote done by the membership, similar to CCHIIM.

(2)   Change clarifies members’ responsibilities versus House of Delegates’ responsibilities.

3

4.3.2 Student 

A student may retain this type of membership until graduation from that program, or for a maximum of four (4) years or until registering for an AHIMA certification examination. After which the student shall be transferred to a Professional membership.

Revise after “retain this type of membership” to “according to the parameters of the Membership Guide, until graduation from that program, after which the student shall be offered Professional membership.”

Add clarification.  The Membership Guide provides the greater level of detail more appropriate outside the Bylaws.

4

5.4 Nomination

Candidates for election as at-large Directors shall be nominated by the Nominating Committee in accordance with Section 8.5.  Nominations may be made at or prior to the time at which an election of Directors is to be held.

Delete second sentence.

The language is outdated.  Once the ballot goes out for voting, a new nomination “at the time” would not permit persons who have previously cast their vote to reconsider a new nomination.

5

5.8 Leave of Absence

A Director may take up to a one (1) year leave of absence from service as a Director for good cause subject to the approval of the Board.

Recommend deletion

Too disruptive to continuity

6

6.2 Election and Term of Office

The President/Chair-elect of AHIMA shall be elected annually by the Professional Members. The President/Chair-elect shall assume the office of the President/Chair upon the expiration of the President/Chair’s term of office or in the event of a vacancy in the office.  Elections shall be by electronic ballot at a time and under procedures set forth in the AHIMA Policy and Procedure Manual.  Election shall be by a plurality of the votes cast by the Professional Members. The Secretary and Treasurer of AHIMA shall be elected annually by the Board of Directors from among the members of the Board at a regular meeting following receipt of the results of the election of Directors.  Officers shall take office in the month of January following their election.  Each Officer shall hold office for one (1) year and until his or her successor shall be elected and qualified, unless he or she shall sooner resign or be removed or otherwise become disqualified to serve.

Recommend adding “Any vacancy of an Officer other than that of the President/Chair may be filled by the affirmative vote of a majority of the Board of Directors. Such Officer elected to fill the vacancy shall be elected for the unexpired term of his or her predecessor. The President/Chair-elect will automatically fill the vacancy of the President/Chair for the unexpired term and the term for which they would have served but for filling the vacancy; and in such event, the President/Chair-elect elected under this Section 6.2 to fill the unexpired term will not automatically become President/Chair at the end of such unexpired term.”

 

 

Added to clarify a process that might not have been clear.

 

This change addresses succession in filling the President/Chair role.  It clarifies that the President-elect will fill the unexpired term of the President and will continue in that role after the end of the unexpired term. 

The rationale is that the President-elect that fills the unexpired term of the departing President was voted to preside for a full term by the membership and that opportunity should not be cut short.

On the other hand, the person designated to fill the unexpired term of the President-elect does so on an interim basis only and should not continue in that role as they would not have been elected by the membership. Rather, membership would elect the President-elect in the normal course of the election process.

 

7

Recommend addition

7.10 Action by Ballot.

Any action required or permitted to be taken at a meeting of the House of Delegates, may be taken by ballot without a meeting in writing by mail, e-mail, or any other electronic means pursuant to which the Delegates entitled to vote thereon are given the opportunity to vote for or against the proposed action, and the action receives approval by a majority of the Delegates casting votes (or such larger number as may be required by these Bylaws); provided, that the number of Delegates casting votes would constitute a quorum if such action had been taken at a meeting. Voting must remain open for not less than five (5) days from the date the ballot is delivered, unless otherwise required by law. Additionally, such an action shall become effective only if, at least five (5) days prior to the effective date of such informal action, a notice in writing of the proposed action is delivered to all of the Delegates entitled to vote with respect to the subject matter of the vote.

7.10 – New item; this addition comes verbatim from the Illinois Not for Profit Act, which permits such electronic voting outside of a meeting.

8

8.1 Committees.

The Board President/Chair shall select and appoint the members and the chairs of all committees, unless otherwise specified herein. Committee Chairs must be Professional Members of AHIMA.  The Board President/Chair may attend and participate in meetings of any committees and shall have voting rights in committees to the extent provided for in the resolution or in these Bylaws.  The Board President/Chair may, to the extent permitted by law, appoint members to a committee who are not Directors. 

 

Each committee shall exercise the authority of the Board of Directors to the extent authorized by the Board of Directors.  However, a committee may not by itself:

(a) approve action that requires full Board approval or House of Delegates approval; 

(b) fill vacancies on the Board of Directors or any of its committees;

(c) amend the Articles of Incorporation; (d) adopt, amend, or repeal the Bylaws; (e) approve a plan of merger or consolidation; or

(f) employ or discharge from employment the Chief Executive Officer of AHIMA.

 

Diversity is a core value of AHIMA which shall guide the activities of the Board and its committees. Each committee shall be responsible within its focus area for promoting broad diversity in the governance, staffing, outreach, and programs of AHIMA. This includes, but is not limited to, fostering links between AHIMA and other organizations serving various underrepresented populations, and reviewing AHIMA’s programs, publications, and initiatives to assure multi-cultural sensitivity and inclusivity.

 

 

Recommend revision to:

8.1 Committees.

The Board President/Chair-elect shall approve the appointment of select members and the chairs of all committees, unless otherwise specified herein. Committee Chairs must be Professional Members of AHIMA.  The Board President/Chair shall be an ex officio member of any committees without the right to vote unless otherwise provided for in a resolution or in these Bylaws.  The Board President/Chair-elect may, to the extent permitted by law, appoint members to a committee who are not Directors. 

 

Each committee shall exercise the authority of the Board of Directors to the extent authorized by the Board of Directors.  However, a committee may not by itself:

(a) approve action that requires full Board approval or House of Delegates approval; 

(b) fill vacancies on the Board of Directors or any of its committees;

(c) amend the Articles of Incorporation; (d) adopt, amend, or repeal the Bylaws; (e) approve a plan of merger, consolidation or dissolution;

(f) employ or discharge from employment the Chief Executive Officer of AHIMA; or

(g) amend, alter, repeal or take action inconsistent with any resolution or action of the Board of Directors when the resolution or action of the Board of Directors provides by its terms that it shall not be amended, altered or repealed by action of a committee.

 

Diversity, equity and inclusion are core values of AHIMA which shall guide the activities of the Board and its committees. Each committee shall be responsible within its focus area for promoting broad diversity in the governance, staffing, outreach, and programs of AHIMA. This includes, but is not limited to, fostering links between AHIMA and other organizations serving various underrepresented populations, and reviewing AHIMA’s programs, publications, and initiatives to assure multi-cultural sensitivity and inclusivity.

 

Recommend change in language to reflect practice as the President/Chair-elect approves recommendations for appointment of committee members and chairs.

 

Recommend change to clarify role of the President/Chair in committees to be ex officio without the right to vote. Addresses quorum issues that have come up.  The rationale is that the President/elect should be able to attend any committee meetings, but due to the number of committees and other obligations, would not need to attend all meetings.

 

 

 

 

 

 

 

 

 

Clarify additional actions the committees may not take by itself with the addition of (g).  Standard bylaw language recommended by outside legal counsel.

 

 

Add reference to equity and inclusion with the statement on diversity as a core value.

 

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8.5 Nominating Committee

The Chair and the members of the Committee must be Professional Members of AHIMA. The Chief Executive Officer shall serve as a non-voting, ex-officio member of the Committee.  The Committee shall identify and recruit qualified individuals to serve on the Board of Directors and as Officers of AHIMA.  The Committee shall nominate for election by the Professional Members in accordance with Section 5.2 candidates for open Director and Officer positions, and certain candidates for The Commission on Certification for Health Informatics and Information Management in accordance with the terms of the Commission on Certification for Health Informatics and Information Management Operating Code.

Recommend revision to:

 

The Chair and the members of the Committee must be Professional Members of AHIMA. The Chief Executive Officer or designee shall serve as a non-voting, ex-officio member of the Committee.  The Committee shall identify and recruit qualified individuals to serve on the Board of Directors and as Officers of AHIMA.  The Committee shall nominate for election by the Professional Members in accordance with Section 5.2 candidates for open Director and Officer positions, and certain candidates for the Council for Excellence in Education and The Commission on Certification for Health Informatics and Information Management in accordance with the terms of the Commission on Certification for Health Informatics and Information Management Operating Code.

 

 

Recommend addition of language stating ability of the CEO to provide a designee as a representative from the executive office.

 

 

 

 

 

 

 

 

 

 

 

 

Add CEE to the list of candidates for nomination.

10

11.1 Commission on Certification for Health Informatics and Information Management:

(b)             Powers and Duties.  The Commission shall exist as an independent body within AHIMA; however, for tax, fiscal, and other administrative purposes, the Commission shall be considered an AHIMA function. The Commission has sole and independent authority in all matters pertaining to the certification and recertification activities of health informatics and health information professionals.

(c) Composition and Election.

The Commission shall consist of no fewer than fifteen (15) voting members. AHIMA shall be represented on the Commission by Professional Members of AHIMA, that are AHIMA-approved certificants, who shall be elected to the Commission by the membership of AHIMA. AHIMA Professional Members shall, as closely as possible, constitute forty percent (40%) of the Commission members. At least one (1) voting member of the Commission shall be a consumer or member of the public. The policy and procedures for composition and election of the Commission shall be set forth in the AHIMA Commission on Certification for Health Informatics and Information Management Operating Code.

Recommend revision to:

11.1 Commission on Certification for Health Informatics and Information Management:

(b) Powers and Duties.  The Commission shall exist as an independent body within AHIMA; however, for tax, fiscal, and other administrative purposes, the Commission shall be considered an AHIMA function and subject to the oversight and authority of the Board of Directors. The Commission has sole and independent authority in all matters pertaining to the certification and recertification activities of health informatics and health information professionals, subject to the oversight and authority of the Board of Directors.

 

(c) Composition and Election.

The Commission shall consist of no fewer than fifteen (15) voting members. AHIMA shall be represented on the Commission by Professional Members of AHIMA, that are AHIMA-approved certificants, who shall be elected to the Commission by the membership of AHIMA. Elected AHIMA Professional Members shall, as closely as possible, constitute forty percent (40%) of the Commission members. At least one (1) voting member of the Commission shall be a consumer or member of the public. The policy and procedures for composition and election of the Commission shall be set forth in the AHIMA Commission on Certification for Health Informatics and Information Management Operating Code.

1.1 – (b) Clarify Board’s oversight role

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

(c) – Provide clarification on the intent behind the requirement that 40% of the commissioners be elected as opposed to appointed.

11

ARTICLE XII: Component State Associations

12.1 Organization

A Component State Association shall be organized in every state. Organizations in the Commonwealth of Puerto Rico, the District of Columbia, and in the territorial possessions of the United States shall be considered Component State Associations. No AHIMA member may belong concurrently to more than one Component State Association, and there shall be only one Component State Association in any state, the Commonwealth of Puerto Rico, the District of Columbia, or in any territory.  At the time of annual dues payment, each AHIMA member shall designate one Component State Association to which to belong.

 

Recommend revision to:

12.1 Organization

A Component Association shall be organized by state. Notwithstanding the foregoing, one or more Component Associations may combine to represent multiple states if agreed upon by the members of the Component Associations and approved by the AHIMA Board of Directors. Organizations in the Commonwealth of Puerto Rico, the District of Columbia, and in the territorial possessions of the United States shall be considered as eligible for Component Association affiliations. No AHIMA member may belong concurrently to more than one Component Association.  At the time of annual dues payment, each AHIMA member shall designate one Component Association for affiliation.

2.1 – Update bylaws to reflect request from New Hampshire and Vermont to merge CSAs.

AHIMA staff have developed additional guidance for CSAs in the event they are seeking merger and operational issues that may arise. The changes contemplate that mergers of states are permitted, but not the creation of multiple component associations with the same state.

12

12.4 Governance.

A Component State Association shall be governed in accordance with the bylaws of the Component State Association. The bylaws of each Component State Association and all amendments thereto shall be submitted for review and approval to the AHIMA Board of Directors before adoption. They shall conform with the provisions governing Component State Associations as provided for in these Bylaws and in the AHIMA Policy and Procedure Manual.

Recommend revision to:

12.4 Governance.

A Component State Association shall be governed in accordance with the bylaws of the Component State Association and shall enter into an Affiliation Agreement provided to it by AHIMA. The bylaws of each Component State Association and all amendments thereto shall be submitted for review to the AHIMA staff on behalf of the Board of Directors before adoption. The bylaws shall conform with the provisions governing Component State Associations as provided for in these Bylaws and in the AHIMA Policy and Procedure Manual.

 

NOTE: “State” will be removed from all references throughout the Bylaws pending approval of the amendment to provision 12.1.

 

12.4 – Update bylaws to reflect current practice of AHIMA staff reviewing CSA bylaws on behalf of the Board of Directors for consistency with AHIMA bylaws. As CSAs are independent legal entities, CSAs are responsible for ensuring bylaws are consistent with their own state laws.

 

 

13

12.6 Dues Payment to Component State Associations.

Twenty percent (20%) of the annual AHIMA member dues collected from the members of each Component State Association by AHIMA shall be paid over annually to such Component State Association for use in carrying out the purposes of AHIMA.

Recommend revision to:

12.6 Dues Payment to Component State Associations

Twenty percent (20%) of the annual AHIMA member dues collected from the members of each Component State Association by AHIMA shall be paid over annually to such Component State Association in good standing in their state of incorporation and in good standing with AHIMA with respect to meeting its obligations under the applicable Affiliation Agreement for use in carrying out the purposes of AHIMA. If a CSA is unable to, or otherwise fails to, in any material respect, carry out such responsibilities, AHIMA, at its reasonable discretion, may withhold all or a portion of such member dues and provide appropriate services directly to the member of such CSA.

 

12.6 – Recommend addition of language regarding payment of rebate contingent on CSAs meeting requirements as outlined in the Affiliation Agreement. This language supports what is already included in the CSA Affiliation Agreement; if approved, AHIMA staff will work closely with CSAs to assist them with meeting the requirements of the Affiliation Agreement. A process outlining how the CSAs would be evaluated to determine their rebate is attached. The Maturity Model that is being rolled out will also support CSAs in meeting expectations.  Note a change from the Affiliation Agreement to add the requirement that a failure be “Material” and discretion be “reasonable.”

14

Amendments Addressing Use of Electronic Meetings

4.7 Annual Meeting of the Members.  An annual meeting of the members shall be held each year for the purpose of education on matters of relevance to the health information profession and to AHIMA, professional networking, and for the transaction of such other business as may come before the meeting. Members may participate in the annual meeting, or any other membership meeting, by means of conference telephone or by other means by which all members participating are able to simultaneously hear each other and be heard during the meeting, and such participation shall constitute presence in person at the meeting.

Recommend revision to:

4.7 Annual Meeting of the Members.  An annual meeting of the members shall be held each year for the purpose of education on matters of relevance to the health information profession and to AHIMA, professional networking, and for the transaction of such other business as may come before the meeting. Members may participate in the annual meeting, or any other membership meeting conducted electronically, either in lieu of or as an extension of an in-person meeting, to the extent permitted by applicable law. For purposes of this section, a meeting is conducted electronically if through the use of a conference telephone or other communications equipment or platform which permit all persons participating in the meeting to communicate with each other. Participating in a meeting by such means constitutes presence in person at the meeting.

4.7 - Change the wording to be consistent with all sections that reference meetings to accommodate virtual participation and follows the requirements of Illinois Not for Profit Act. 

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Recommended Addition

4.12 Use of Electronic Meeting and Notice Resources

The Board of Directors of AHIMA, at its discretion, may allow any meeting of the membership to be conducted electronically, either in lieu of or as an extension of an in-person meeting, to the extent permitted by applicable law. For purposes of this section, a meeting is conducted electronically if through the use of a conference telephone or other communications equipment or platform which permit all persons participating in the meeting to communicate with each other. Participating in a meeting by such means constitutes presence in person at the meeting.

 

4.12 – New item to provide consistent definition for electronic and virtual meetings. This change is consistent with Sect 7.2 that gives the BOD the power to determine the time and place of the annual meeting of the HOD.

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5.16 Use of Electronic Meeting and Notice Resources. 

Any meeting provided for in these Bylaws may be conducted electronically, either in lieu of or as an extension of an in person meeting, to the extent permitted by applicable law.  For purposes of this section, electronic meetings include net meetings, webinars, chat rooms, conference calls, or any other electronic medium in which Directors may both send and receive contemporaneous interactive communications, to the extent permitted by law.  Participating in a meeting by such means constitutes presence in person at the meeting.

Recommend revision to:

5.16 Use of Electronic Meeting and Notice Resources

The Board of Directors of AHIMA, at its discretion, may allow any meeting of the Board to be conducted electronically, either in lieu of or as an extension of an in-person meeting, to the extent permitted by applicable law. For purposes of this section, a meeting is conducted electronically if through the use of a conference telephone or other communications equipment or platform which permit all persons participating in the meeting to communicate with each other. Participating in a meeting by such means constitutes presence in person at the meeting.

 

5.16 – Recommend update of the definition to be consistent in all sections that reference electronic or virtual meetings.

 

 



About the Author
 


Liz Curtis, MA, RHIA, CHPS
is a current Delegate on the OHIMA FY 2022-2023 Board of Directors. Liz is a Lecturer in the HIMS Program at The Ohio State University.