North Carolina Association of Clinical Documentation Integrity Specialists (NCACDIS) Bylaws

Article I - Name

North Carolina Association of Clinical Documentation Integrity Specialists (NCACDIS) 

Article II - Mission

The mission of NC ACDIS is to promote continuing educational programs and professional growth for Clinical Documentation Integrity Professionals.  Examples of Clinical Documentation Integrity Professionals include CDI specialists, RHIA, RHIT, CCS, and other related healthcare professionals.

The NC ACDIS will provide support in networking opportunities through conferences and NC ACDIS affiliated informational sources.

Article III- Geographic Boundaries

This organization is for all CDI professionals with the primary focus of those living and/or working in North Carolina, the Southeast region and all others interested. 

Article IV- Membership

Any CDI Specialist or related professional working in the clinical documentation profession, such as CDIS, Coder and Auditor, and/or living within the stated geographic boundaries stated in Article III are eligible to join. There is a dues payment per person per year (subject to increase per board vote).

The dues will include a one-year membership to the North Carolina ACDIS Chapter.  The dues will include a NC ACDIS pin, reduced conference registration, eligibility for CDI of the Year Award, and reduced national ACDIS membership. 

Yearly dues must be paid in full to receive full benefits.  Annual membership dues are determined by the officers and due during the months of April and May.  Membership term is from May to April, regardless of which month you join.  The membership fee can be paid  via the NC ACDIS website, or under individual circumstance other payment arrangements can be made. 

Active membership to National ACDIS does not include a NC ACDIS membership.  

Article V - Voting 

Members  are eligible to participate in the voting process. The voting process will include voting on bylaws, election of officers and any other matters determined by the officers.

Nomination forms will be sent out by April 1st to all on the general email list. Nominations will be returned no later than May 31st.  Nominations will be reviewed by the officers for eligibility and  willingness  to serve.   Ballots will be distributed via email August 1st to members.  Voting will close August 31st.  The elected officers will be announced on the association webpage and introduced during the Fall conference.

Nominee eligibility:  Must have  a current or previous position, within the last two years, that promotes clinical documentation Integrity.  Nominees do not have to be a member of NC ACDIS or National ACDIS , but if elected will be required to become a member of National ACDIS.  Nominees for President must hold the CCDS or CDIP.  Should a president elect not hold the CCDS or CDIP the expectation is that the CCDS  or CDIP will be  obtained prior to assuming the office of President.   

Elections will be held yearly in  August.

Other matters requiring a vote will be accomplished by email ballot.  After results from the email ballot have been determined, the Secretary will distribute the results to all members.

Other matters of concern should be expressed to any of the elected officers.

Article VI- Officers/Board Members

The NC ACDIS Board consists of elected officers and retired officers within the preceding 2 years.

All officers and board member positions are voluntary and non-compensated.

Elected officers will include President, President-elect, Secretary, Secretary-elect ,Treasurer , Treasure-elect , Social Media Coordinator and they must hold current membership to National ACDIS. 

Terms run from November to October.

President/President-elect

 The President must hold a current Certified Clinical Documentation Specialist (CCDS) , or Clinical Documentation Improvement Professional (CDIP) credential  and must be a member of the National Association of Clinical Documentation Integrity Specialist (ACDIS).  The President-elect must be in pursuit and have obtained the credential prior to assumption of the President's office.

The President and President-elect will hold a one-year term.  

The President-elect will assume the office of the President at the end of the President's term. If for some reason, the President cannot fulfill their duties, the President-elect will assume the office.

Secretary / Secretary-elect 

The Secretary and Secretary-elect will hold a one year term

The Secretary-elect will assume the office of the Secretary at the end of the Secretary’s term.  If for some reason, the Secretary cannot fulfill their duties, the Secretary-elect will assume the office.

Treasurer / Treasurer-elect 

The Treasurer and Treasurer-elect will hold a one year term

The Treasurer-elect will assume the office of the Treasurer at the end of the Treasurer’s term.  If for some reason, the Treasurer cannot fulfill their duties, the Treasurer-elect will assume the office. 

Social Media Coordinator / Social Media Coordinator-elect

The Social Media Coordinator and Social Media Coordinator-elect will hold a one year term

The Social Media Coordinator-elect will assume the office of the Social Media Coordinator at the end of the Social Media Coordinator’s term.  If for some reason, the Social Media Coordinator cannot fulfill their duties, the Social Media Coordinator-elect will assume the office. 

Other officer matters 

In the circumstance an officer  is  not fulfilling their role responsibilities the officers  will convene. After review the officers  may take action to remove the officer from their position.  An officer may relinquish their position at any time. A 30 day notice should be given to allow the elect officer time to prepare for their new position.

In the event of an unplanned vacant position an eligible candidate will be sought and appointed by the officers. 

Elected officers must attend 75% of board and quarterly meetings,

Current NC ACDIS officers and retired Board members are exempt from NC ACDIS membership dues and conference fees for a maximum of (4) years. 

 

Duties of the Board  and officers include, but are not limited to:

President- The President assumes responsibility for the Association’s consistent achievement of its mission by;  providing direction and leadership to achieve the Association's purpose, strategy, and objectives.  The President serves as Chairman of the NC ACDIS  Board.  The President will be the liaison between National ACDIS  and  NC ACDIS.

Duties:

  • Oversees the election process

  • Conducts the quarterly board meetings 

  • Oversees conference planning, implementation and evaluation  

  • Provides oversight of the NC ACDIS website

  • Provide direction and leadership to the  social media coordinator and Internet presence subcommittee

  • Meets quarterly with the Treasurer to review budget and financial statements

  • Is a designated cosigner for the NC ACDIS bank account

  • Meet and/or discuss with Treasurer before any purchases are made for NC ACDIS

  • Delegates any other  duties as necessary to officers and committees 

  • Ensures review of conference evaluations and communicates results of evaluations to the conference speakers.


 

President- elect – The President-elect serves as an aide to the President and shall assume the duties of this office  in the absence or inability of president to preside. The President-elect accepts responsibilities delegated by the President such as representing the President at meetings, and any other duties as appropriate to the Presidency.

Duties: 

  • Oversees the conference venue/food/vendor committee

  • Oversees the speaker committee 

  • Responsible for oversight of review and revision of bylaws 

  • Will provide continuity of programs already implemented and help to develop future priorities. 

  • Responsible for submitting and obtaining of CEU’s from National ACDIS

  • Will assume the role of President after one year. 

Secretary –The Secretary is responsible for the communication and record keeping. 

Duties: 

  • Records minutes of meetings; Board and officer meetings and conference planning calls

  • Responsible for posting and maintaining minutes on Associations repository

  • Ensures all NC ACDIS correspondence is addressed 

  • Maintains current roster of members

  • Distributes bylaws and  chapter business to NC ACDIS members 

  • Maintain membership and nominations for Board Members and CDI Professional of the Year

  • Responsible for Associations laptop computer 

  • Responsible for maintaining backup of Associations files on google drive

  • Oversees conference information/registration and other duties involving conferences. 

 

Treasurer- The Treasurer will oversee the finances of NC ACDIS

  • Maintains accurate account of all receipts and disbursements of the Chapter

  • Maintains bank account 

  • Submits quarterly financial reports to the officers

  • Annually files form 990-N electronic notice to the Dept of Treasury

  • Maintains the NC ACDIS PO box 

  • Obtains NC ACDIS pins 

  • Seeks advice from an accountant as needed upon approval from president

  • Reports financial updates at conferences 

  • Responsible for payment of  NC ACDIS chapter expenses 

  • Reconciles, maintains, and update square account presence

  • Purchases giveaways and speaker honorariums

 

Treasurer and Secretary elect will act as aide to Treasurer and Secretary and assume the duties of these offices in the inability of the officer to perform their duties. They will assume their respective office at the end of the corresponding officer’s term. 

Social Media Coordinator - The Social Media Coordinator will oversee the online presence of NC ACDIS

  • Updates and educates Board on all social media platforms to include but not limited to GoTo Meeting, Facebook, Twitter, Linkedin, and the NC-ACDIS website

  • Assures media releases are Board approved prior to public view - process to be defined further 

  • Creation and coordination of Internet Presence Subcommittee if there are additional resources required to assist this role 

  • Annually and prn updates to the NC-ACDIS Website to include but not limited to Board biographies and headshots along with CDI Professional of the Year.  

  • For Webex and on-site conferences will assist with the audio visual set up and assist with chats during Q&A time and any other necessary troubleshooting

  • For onsite conferences, takes and displays digital pictures for media platforms

 

Article VII- Meetings/Conferences/Webinar

The NC ACDIS will hold conferences – Fall, Winter, and Summer, (subject to change depending on host volunteer responses).  

 Anyone interested can attend the conferences , without membership, for a fee. NC ACDIS officers and conference speakers receive free registration. The conference hosting facility will receive up to 3 free registrations. 

Registration and fees must be received five days prior to the conference.  No registration or payment at the door unless prior approval  by the president.  You may transfer registration to another designee.  The designee will have to register online and indicate in the comment section who they are replacing. Refunds can be given for unseen circumstances with NC ACDIS Board approval. 

If NC ACDIS has to cancel a scheduled conference due to unforeseen circumstances conference fees will be refunded.

A volunteer host facility/appropriate venue will be obtained to hold each conference. The officers along with the host facility will collaborate together and organize the conference details.  Refer to the Conference Prep sheet.

Officers will meet twice annually and as needed.

Joint conferences can be scheduled with other states or organizations. 

 

Article VIII-Committees 

The following committees are to assist the officers in conference planning and are directed by the overseeing officer.

  1. Speaker 

  2. Food ,vendors and Venue

  3. Gifts

  4. Internet presence

With the advancement and growth of the NC ACDIS , future committees will be developed.

Article IX-Contracts and Finances 

This is a not for profit organization.  The Treasurer and President will be responsible for the chapter bank account.  Either of these two designated officers may write checks and or use credit/debit card on behalf of the organization.  No self reimbursement will be allowed.   All expenditures must be approved by the President prior to payment of any monies on behalf of the NC ACDIS Chapter organization.  

NC ACDIS does not formally endorse any sponsor or participating vendor.  NC ACDIS may accept vendor support to promote educational programs and professional growth.

All financial records will be kept for a minimum of 7 years.  Financial records will be posted on NC ACDIS repository.  The funds will be deposited in a designated bank account determined by the treasurer.  Per the request of the designated bank for NC ACDIS accounts  any changes in officers, minutes from each chapter meeting and Bylaws will be given to the bank.  Off going officers should relinquish their access to the bank account and email within 6 months after they relinquish their title as officer. Passwords will be changed periodically for security.  

Article X- Amendment of Bylaws

The bylaws will be reviewed by the officers annually in January and members will be notified  in February for approval.. The month of February will be a comment period; if there are no comments or recommendations, the bylaws will be finalized as is.  Any comments or recommendations will be discussed, reviewed, and updated by the Board.

The bylaws may be amended by the members of a majority online vote.  The newly amended bylaws will therefore be amended and a copy sent to all members.

Article XI- Indemnification 

NC ACDIS may indemnify officers and agents of NC ACDIS to the maximum extent permitted by applicable law. 

Article XII- Dissolution

Upon the event of dissolution of the NC ACDIS Chapter Organization, any funds remaining will be applied to a final conference.