Reshaping AHDI 2011

1. Reshaping AHDI 2011 Vallie Piloian, CMT, AHDI-F Ann Donnelly, CMT, AHDI-F

2. Goal of Change • Align association components at all levels. • Engage members as advocates and marketers of the profession. • Efficiently deploy association resources to ensure members have access to education, networking, and technology tools to assist them in evolving into expanded data capture and electronic record keeping roles.

3. Create the Blue Prints for Component Engagement to achieve the goals in the following areas…

4. Credentialing • Transition our healthcare documentation workforce to a fully credentialed status.

5. Education • Assist in the transition of the MT workforce to evolving roles through high standards of education and professional credentialing.

6. Membership Development • Bring together the healthcare documentation workforce as AHDI members to be a unified voice for documentation integrity and patient safety and to build a collaborative professional community.

7. Advocacy & Alliances • Unify stakeholders in healthcare delivery under one united message… • The critical nature of the healthcare documentation profession and the impact that the dictation/ transcription process (to include the full narrative patient story) has on patient safety, clinical decision‐making, and maximized revenue cycles.

8. Design an efficient governance structure to optimize the financial, volunteer leader, and staff resources to accomplish programs and initiatives.

9. Create National Leadership Board • Merge HOD with AHDI BOD • At least 6 At-large and 6 District Directors • Develop accountability structure where At‐Large and District Directors accomplish the strategic priorities in partnership with components • All Directors are equal in status (same terms and ability to run for office)

10. Definition of a District • Geographical subdivisions • Groups U.S. states and Canadian provinces • District boundaries may be changed from time to time by the National Leadership Board • Districts do not have a leadership structure • Districts group voting members by geography to elect District Directors

11. Districts

12. AHDI Districts • Members assigned according to the state or province in which they live • Members will be represented by 1 District Director and all At-Large Directors serving on the National Leadership Board • Members outside of the U.S. and Canada are represented by a Director assigned by the President

13. Defining District Boundaries • National Leadership Board will review annually, as needed, the district boundaries and make any necessary changes in boundary lines • Factors that may be considered include: • number of members in each district • time zones • boundaries of regional associations

14. Voting for AHDI Leadership • 1 District Director will be elected for each District • District Directors will be elected by the voting members of each District • All AHDI voting members will vote for At-Large Directors

15. Component Support Structure • All components will remain as they currently exist. • Components will be partnered with a District Director based on the component’s address of record, including the address of record for the online association, and corporate and educational chapters

16. Members are voting to change the AHDI bylaws…

17. #1: Create a National Leadership Board • Change the composition of the Board to include at least 6 At‐Large Directors and at least 6 District Directors. • Allowing a minimum of 12 Directors with a maximum of 14 Directors. • Creating 6 districts in the U.S. and Canada to segment voting AHDI members for the election of District Director.

18. Impact • BOD and HOD merge to create a National Leadership Board (NLB) • Members represented by both At‐Large and District Directors • NLB will be funded by AHDI national • Fiscal impact: additional governance costs of up to 3 added directors • Costs offset by savings from merging HOD & BOD • Components will no longer need to fund a delegate

19. Rationale • Streamlines governance structure to 1 body, representing all members • District & At‐Large Directors will have authority for strategic/business planning & budgetary resource allocation • Reduces # of governance volunteers to free‐up volunteer time for initiatives to increase the profession’s visibility • Components will spend less money on governance, which can be redirected to participation in strategic initiatives

20. #2: Meetings of Members & Voting • Change quorum from a fix # to a %, adding in a descending quorum starting at 10% with a second level option of 5%. • Impact: Changing the number of required voting members for all votes, whether at meetings, voting by ballot, as well as board elections.

21. Rationale • The quorum will adjust according to the # of current voting members • Allows for a more realistic quorum as membership changes • Descending quorum will establish the initial quorum for meetings/ballots at 10% • If that 10% is not obtained, the ballot could be extended and a 5% quorum would apply to the extension period • Allows for a more streamlined process for future decision-making

22. #3: Board of Directors Powers & Duties • Defines and limits the authority of the National Leadership Board to amend the bylaws. • Impact: Removes ratification of the bylaws by the HOD and gives voting/approval rights to the NLB and membership, as defined by the bylaws, requiring a 2/3rd vote for bylaws revisions.

23. Article XV, Section 2. When Members’ Approval Required Without the approval of two thirds (2/3) of the voting members, the National Leadership Board may not adopt, amend, or repeal any bylaw that would: • (a) Fix or change the authorized number of Directors; • (b) Fix or change the minimum or maximum number of Directors; • (c) Change from a fixed number of Directors to a variable number of Directors or vice versa; • (d) Increase or extend the terms of Directors; • (e) Allow any Director to hold office by designation or selection rather than by election by the Members, unless in the situation of resignation per Article VI, Section 8; • (f) Increase the quorum for members’ meetings; • (g) Repeal, restrict, create, expand, or otherwise change proxy rights; or • (h) Authorize cumulative voting. • (i) Create a change in the structure of the State/Regional/Web-based Associations or Local Chapters.

24. Rationale • Streamlines management of governance, improves leadership development and succession planning, and centralizes authority • Ensures members retain the power to approve changes to the bylaws when they impact the organizational structure, rights and privileges of members, and certain changes to membership categories.

26. Online Voting • Email on January 19 to voting members • To include login information and specific instructions on how to cast their vote • Special voting website: www.ahdivote.org • Webpage created with detailed information on the proposed changes • Ballots must be cast by February 28, 11:59:59 pm Pacific Time

27. Quorum Needed • 500 voting members • 2/3rds of votes received must be “yes” • Voting members: • Individual Professional • Student • Post-Graduate • Sustaining

28. Questions & Answers