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1 2014 G2KSCL: Get To Know Successful Chapter Leadership Presented by the 2014 AAPC Local Chapter Association Board of Directors and Marti Johnson, Director Local Chapter Support 1 2 Pam Brooks and Melissa Corral 1

2 AAPC Local Chapter Handbook All members have access to the LC Handbook Answers to most questions can be found here! Handbook is revised twice per year suggestions, comments and ideas always welcome Handbook with changes will be posted in January and July January changes appear in RED italics July changes appear in GREEN bold Changes go into effect January 1 and July 1 3 AAPC Local Chapter Handbook To locate the handbook on the AAPC website: 4 2

3 AAPC Local Chapter Handbook Chapter Requirements Must hold at least 6 chapter meetings per year At low to no cost; any charge should only cover chapter expenses Chapter meetings are in-person; no audio conferencing CEUs are issued for the length of education only Social time, breaks, non-aapc related discussions are not included in CEU awards Must offer the certification exam at least four times per year Timely submission of required forms 5 Did You Know? Many references to Best Practices in the handbook Purchases more than $200 (single items) or $300 (multiple items) require membership notification (CH12; ) You may not copy member s provided by AAPC for personal use (CH 5; Appendix B) Blind copy group s (Ch 2; 5.14) All attendees (speakers, Guests may attend guests or spouses) three chapter meetings need to sign the before AAPC attendance sheet membership is required (CH. 7; 1.2.1) (CH 7; 1.3) 6 3

directly to Officer Forms where these can be

5) may be placed on probation or closed the

Misuse of funds Officers lack of response to

4 What s New? Chapter property statement (CH12; 2.3.3) Additional Information (p.57) Links have been updated for: Seminar and CEU certificates Speaker Agreements and Quarterly Financial Statements Link sends you directly to Officer Forms where these can be accessed Chapters that fail to hold 6 approved chapter meetings per year (CH7; 4.1.1) or 4 Certification Exams (CH8; 1.2.5) may be placed on probation or closed the following year 7 Why Do Chapters Close? Misuse of funds Officers lack of response to requests from AAPC Not enough members with meeting availability Members don t become officers Chapter Closes Difficulty getting Speakers 8 4

5 UPDATE: Officer Area News 9 Chapter Resources Candy Ruffing 10 5

6 Tools To Assist In A Successful Chapter 11 Meeting Ideas 12 6

7 Best Practices Shared forms submitted by Local Chapters 13 Local Chapter Code Of Conduct 14 7

8 AAPC Member Perks 15 Members Savings Page 16 8

9 AAPC Discussion Forums 17 AAPC Forums And User Control Panel 18 A signature makes it easier for others to identify you 9

10 You Can Be THE Best Proctor Ever! 19 Barbara Fontaine Ensure Exams Are Registered Plan and schedule exams as soon as you accept being an officer President schedules these on website Exams must be scheduled eight weeks in advance Allows members adequate time to sign up First proctor should be a certified current year officer Why??? Proctoring is an officer responsibility Second proctors may be any member Plan to follow through Do not cancel or change your dates Taking an exam is stressful 20 10

11 Getting Ready 21 Verify contact information for proctors on the AAPC website Exams will be delivered to the First Proctor Exams must be signed for Examinees will use your contact info Read proctor instructions when the exams arrive Contact second proctor as a reminder One of the biggest problems is second proctor failing to show Watch For An 22 First proctor will receive from the exam department Verifies location and time of exam Scheduled examinees attached document RESPOND to this ADA Candidates ALWAYS check with the second proctor Never assume! ADA candidates are allowed extra time up to 8 hours 11

12 When The Exams Arrive Thoroughly READ proctor s instructions Top 10 most frequently asked questions included Call Exam Department if there is still anything you don t understand Contact your examinees by prior to exam date to include the information: Clear driving instructions Anything they need to know about the day NO electronic devices allowed by examinees Include your cell phone number for emergencies Time when book check will begin Time the doors will be closed and the exam will start 23 The Big Day Book and ID check Identify the candidate with a picture ID Be familiar with exams being taken Be aware of books and resources that are allowed Highlight on the Proctor Instructions for easy review Suggest people open food & drinks before exam starts Do not start exam earlier or later than planned time Read the Proctor Instructions aloud to group State aloud the time you are beginning and note it on proctor sheet Keep an eye on the time and announce when 30 minutes remain 24 12

13 What To Do For The Next 5 Hours And 40 Minutes PROCTORS: DO NOT TALK OR WHISPER!! Do not distract examinees Silence any noise immediately Bring something quiet to do Only one proctor should briefly leave the room at a time Keep an eye on the clock be sure it s working! Know exam end time 25 Time s Up!! Examinees should Reseal exam booklet as they finish Fill out the last part of the exam grid Turn in grids separately from exam books Sign out and include their end time At 5 hours and 40 minutes announce time is up to any remaining candidates and have them follow above steps Be respectful of ADA examinees who are still working Pack exam grids in envelope provided Keep test booklets separate Remind examinees to check the web for pass/fail DO NOT call AAPC 26 13

14 Packing It Up Double check number of exams and grids to return Account for unused grids and exam booklets Complete paperwork to be returned to AAPC Make sure both proctors have signed Ensure everything is in return box Use shipping label enclosed by AAPC Ship from FedEx office DO NOT WAIT if you delay the candidates can t get their results Be the best proctor ever!! 27 You Are Done.For NOW Never forget that someone first helped you to become certified Serving as a proctor is a way to pay it back AND pay it forward Someday one of the people you proctor may become an officer Make that person want to be like YOU! 28 14

15 Planning A Successful Chapter Seminar Kathy Burke 29 Keys To Success Purpose Planning People Purpose Why are you holding a seminar? Education Fundraising Member Appreciation All of the above? Collaborating with a nearby chapter? Be realistic 30 15

not a one-person job Need a good mix of people with different skills and time commitment Members,

16 Planning Facility Speakers Pricing Extras Dates Pricing Food Topics Presentations Handouts Registration Early bird specials Nonmember price Theme Decorations Prizes 31 People Seminars are not a one-person job Need a good mix of people with different skills and time commitment Members, not just officers, should be involved Flexibility and willingness to work together as a team is important 32 16

17 Hardship Scholarship Program Robin Zink 33 Hardship Scholarship Program Program developed and overseen by the AAPCCA Board of Directors Financial aid program created to assist AAPC members with membership and certification in times of financial difficulty due to an unexpected hardship Any AAPC member in good standing, who has been a member for at least 9 months, may apply for financial aid through this fund 34 17

Exam prep tools, such as study guides or practice exams Current year or older coding books Required unattainable specialty CEUs

18 Hardship Scholarship Program Requests may be made for assistance with payment of AAPC branded goods and/or services that include, but are not limited to, the following possibilities: National membership renewal dues Exam registration fees for an initial certification Exam prep tools, such as study guides or practice exams Current year or older coding books Required unattainable specialty CEUs Registration for national or regional conferences Certain local chapter events ICD-10-CM Proficiency Assessment 35 Project AAPC Faith McNicholas 36 18

19 What Is Project AAPC? One of three financial aid projects managed by AAPCCA Focus on donations to members experiencing hardships due to crises Disasters include House fires, flooding, earthquake, tornado, hurricane etc. AAPC members and local chapters donate to Project AAPC to provide member relief 37 Application/Award Process If in crisis, member needs to submit application to AAPC Committee reviews application to assess need Approved aid is disbursed directly to the member in need 38 19

20 Officer Roles 39 Brenda Edwards All Officers Are Responsible To 40 Abide by guidelines Local Chapter Handbook AAPC s Code of Ethics Be present at all local l chapter meetings Ensure appropriate use of chapter funds Ensure CEUs are accurately represented Retain all financial and non-financial chapter records and documents Obtain.5 CEU by reading and testing the monthly Local Chapter Officer News from the Local Chapter Department of AAPC 20

21 All Officers Are Responsible To Proctor chapter-sponsored exams Monitor and respond to local chapter forum Involved in planning events (May MAYnia, seminars/conferences) Can be a signer on chapter checking account Ensure chapter is moving forward in a positive and professional manner Encourage chapter members use of local chapter forum for communication 41 Leadership is the capacity and will to rally men and women to common purpose and the character which inspires confidence. 42 British Field Marshall Bernard Montgomery Talent is a gift but character is a choice You don t need experience, you need passion and commitment Make your plans public, then you are more committed to follow through Communicate, communicate, communicate Bring a positive attitude Anticipate problems See the big picture Handle one thing at a time 21

President Amy Bishard, Barbara Fontaine, and Candy Ruffing 43 Responsibilities Be a leader to officers and members of chapter Liaison to AAPC and AAPCCA Contact to those interested in attending

22 President Amy Bishard, Barbara Fontaine, and Candy Ruffing 43 Responsibilities Be a leader to officers and members of chapter Liaison to AAPC and AAPCCA Contact to those interested in attending chapter Conduct local chapter meeting Ensure at least 4 exams are proctored per year Sign on chapter s checking account Oversee secretary and treasurer duties Moderate chapter s forum on AAPC website Retain chapter s financial and non-financial records 44 22

23 Ensure At Least 4 Exams Are Proctored Per Year Immediately after elections and once officers have accepted online, officers should select dates to proctor an exam All officers are responsible to proctor at least one exam Shadow experienced proctor s before they take office for experience 45 President-elect should get exams scheduled on chapter s Events Calendar as soon as possible for the following year Serve As Liaison To AAPC And AAPCCA Sign up for the Local Chapter Officer s Forum & monitor it for ideas Subscribe to your own local chapter s Forum - you are the moderator Sign on to AAPC.com regularly & watch for updates from AAPC Ensure board and members know: Does your chapter have a monthly newsletter? What about a Facebook page? Watch for semi-annual updates to Local Chapter Handbook Encourage chapter participation in Hardship Scholarship Fund, Mentoring Program and other local service projects 46 23

Contact For Those Interested In Attending Your Chapter Receive emails and phone calls from members Be willing to help find the answer Keep a calendar with meeting dates, times and topics Don t be

24 Contact For Those Interested In Attending Your Chapter Receive s and phone calls from members Be willing to help find the answer Keep a calendar with meeting dates, times and topics Don t be afraid to admit I don t know 47 Conduct Your Local Chapter Meeting Prepare and follow an agenda Set time limits for each section Send it to your officers Make each officer responsible for a portion of the meeting Ensure that all who attend are treated with respect Make your meeting a professional venue 48 24

25 And All the Rest Sign on the chapter s checking account with the vice president and treasurer All officer s may sign depending on the chapter s need Oversee the secretary and treasurer duties Ensure minutes and reports have been turned in to AAPC Be a moderator for your chapter s forum Monitor and contribute input 49 Recipe For Success Hold regular officer s meetings in advance of chapter meetings FreeConferenceCall.com Secretary can send with chapter minutes Involve members in committees Empower your members and they will have more ownership in the chapter Work with all officers, especially the Education Officer to plan meetings, seminars and review classes Delegate, delegate, delegate don t try to do it all yourself Strive for Chapter of the Year! Aim for the stars and you just might hit them! 50 25

26 Vice President Susan Ward and Robin Zink 51 Vice President Assists president with chapter activities as necessary Presides over local chapter meetings in the absence of the chapter president Assumes role of president if current president is unable to fulfill term Participates in the planning of chapter meetings Actively participates with other chapter officers to ensure the chapter is moving forward in a positive and professional manner 52 26

Vice President Chair of election committee for

year, no later than October 31 st Actively recruits

throughout the year Encourages members to participate

Information on AAPC s website, within 10 days of

30 th 53 Vice President Ensure access to the most

chapter activity Assist education officer and member

Project AAPC if chapter chooses to participate If a

27 Vice President Chair of election committee for upcoming year Conduct elections for the following year, no later than October 31 st Actively recruits chapter members that exemplify leadership qualities throughout the year Encourages members to participate as chapter officers Complete Election Verification Information on AAPC s website, within 10 days of election No later than Nov. 30 th 53 Vice President Ensure access to the most current Local Chapter Handbook at each meeting and/or chapter activity Assist education officer and member development officer as needed dd Chairs promotion of Project AAPC if chapter chooses to participate If a chapter has no education officer and/or member development officer, the vice president and president assume duties 54 27

Secretary Erin Andersen, Pam Brooks and Faith McNicholas 55

Treasurer if average chapter attendance is less than 40 Does

When the secretary and treasurer positions are combined the

28 Secretary Erin Andersen, Pam Brooks and Faith McNicholas 55 Secretary Chapter must have a Secretary Can combine with Treasurer if average chapter attendance is less than 40 Does not need to be credentialed but must be an AAPC member Note: When the secretary and treasurer positions are combined the responsibilities shall be as described for each individual office 56 28

Secretary Duties include Maintain list of active members and current contact info Responsible for Chapter Minutes and uploading them to AAPC within 10 days of the meeting Copies of Chapter Attendance

29 Secretary Duties include Maintain list of active members and current contact info Responsible for Chapter Minutes and uploading them to AAPC within 10 days of the meeting Copies of Chapter Attendance Sheet to Treasurer and Education Officer with original to President within 10 days of meeting Attach officer minutes to this document 57 Chapter Finances & Treasurer 58 Cindi Colangelo and Donna Nugteren 29

30 Funds Received From AAPC Local Chapters Receive Reimbursement From AAPC Through Quarterly Reimbursement Requests $1 per member per meeting. Require sign in sheets with member ID # and signature $10 per examinee, based on the exam sign in sheet Request must be submitted online to AAPC within 15 days of the end of each quarter 59 Chapter Finances The Local Chapters and AAPCCA are not-for-profit Use chapter funds for your members! AAPC is responsible for taxes from excessive funds in all local chapters Avoid paying taxes by not having a large increases in funds during the year 60 30

Chapter Finances Chapter funds CAN be used for Chapter

dues to members to attend meetings AAPC Membership

members the cost of providing the chapter meeting (Cost

31 Chapter Finances Chapter funds CAN be used for Chapter funds are NOT for 61 Chapter Finances Cannot charge dues to members to attend meetings AAPC Membership entitles members to attend chapter meetings Can charge members the cost of providing the chapter meeting (Cost of room, meal, speaker, etc.) Just enough to cover the costs 62 31

32 Chapter Finances Speakers can usually be found for low or no cost Look within your chapter or nearby chapters Look to regional members of the NAB or AAPCCA Look within the medical community and your employers AAPC has audio conference and webinars available for use at chapter meetings AAPCCA has PowerPoint presentations on AAPC website for chapter meeting use 63 Treasurer s Duties Maintenance and accountability of all chapter funds All incoming and outgoing money Activity within the bank account Primary signer on chapter bank account Request timely quarterly reimbursements from AAPC for the chapter 64 32

33 Treasurer s Duties Promptly respond to reasonable requests for financial information from chapter members, AAPC, or AAPCCA Submit annual Profit and Loss Statement according to AAPC deadlines Treasurer can rely on the president for guidance and help upon request Note: When the secretary and treasurer positions are combined the responsibilities shall be as described for each individual office 65 Education Officer CHAPTER 66 Kathy Burke and Melissa Corral 33

34 Secure Chapter Meeting Education Get members involved with speaker/topic selections Request chapter members to speak, when possible Obtain completed Local Chapter Speaker Agreement form (Best Practices) Review membership listing for those with specialty credentials Seek knowledgeable speakers, both locally and regionally, with little to no cost to local chapter Education curriculum must be comprised of core educational content for A and B Curriculum 67 Apply for CEU Approval At least 30 days for meetings and 60 days for seminars prior to date President or Education Officer can schedule an event Once meeting is approved, event will appear on members calendars and under local chapter event section Select the specified intervals to which you would like members assigned to the chapter to receive notifications of events 68 34

35 Issue CEUs To Attendees Complete and distribute Certificate of Attendance forms with AAPC-assigned catalogue number and correct CEU value Members are responsible for keeping CEU certificates. CEUs are eligible for AAPC certified members in attendance at events, including presenting speakers. Certificates may be given to non-aapc certified members to use for other certifications/professional credits Should member leave early or arrive late, number of CEUs should be adjusted for all events 69 Attest To All Information Contained On CEU Form Chapter business discussions, meals and breaks do not count as educational time for meetings, review ew class, or seminars s Officer should be prepared to provide additional education to cover should a speaker end early, or to adjust the number of CEUs awarded to members CEU Vendor Department must be notified if adjustments are necessary 70 35

confirmed When to make edits to a local chapter meeting/event and when not to If more than a week prior

36 71 Changes Edits to a scheduled meeting Dates and times should not be altered without the majority of member approval Meetings should not be canceled after being scheduled and speaker/location has been confirmed When to make edits to a local chapter meeting/event and when not to If more than a week prior to event, changes can be made online; if within one week, contact CEU Vendor Department for assistance 72 36

37 73 Member Development Officer 74 Sharon Oliver and Roxanne Thames 37

38 Duties And Responsibilities The Member Development Officer is primarily responsible for: Ensuring all chapter meeting attendees are welcomed Providing networking opportunities between members and guests Reaching out into the community to encourage new members 75 Mentor Members Serve as a mentor to all members attending chapter meetings Encourage members to network 76 38

39 Communication With Members Ensure new members are: Contacted Welcomed Congratulated 77 Responsibilities Works with Secretary to obtain a list of up-to-date member and guest contact information Use sign-in sheet to monitor for members who have not attended recent meeting Monitor non-members to ensure that after three meetings they join AAPC to be a member in good standing Establish a relationship with local PMCC instructors As necessary, rely on the vice president for guidance 78 39

40 Chapter Successes Susan Ward 79 Q&A THANK YOU FOR EVERYTHING YOU DO FOR YOUR LOCAL CHAPTER! CEU # 80 40

Is focused on the local Members needs, while making its activities available to Chapter membership.

Is focused on the local Members needs, while making its activities available to Chapter membership. CITY CENTER HANDBOOK WHAT IS A CITY CENTER? City Centers are groups of Members in a particular city who organize and deliver programs of interest to local Members, as frequently or infrequently as they