MAMSS Policies and Procedures
Board of Directors
The duties and responsibilities of the Board of Directors of MAMSS shall be as follows:
Note: More specific duties than indicated in the individual Duties and Responsibilities policies may appear in procedures delineating specific functions.
The President shall be the Chief Executive Officer of MAMSS and shall:
The Vice-President shall, in the absence of, or due to the incapacity of the President, perform duties and assume the responsibilities of the President. In addition, the Vice-President shall:
The Immediate Past President shall:
The Secretary shall:
The Treasurer shall:
Audit Committee Chairperson
The Audit Committee Chairperson, in conjunction with the Audit Committee, is responsible for providing an annual audit of all financial records of the association. The duties shall include:
The Immediate Past President communicates with the Active members at least two months prior to the meeting and/or balloting in which the officers will be elected to provide each member with “Duties and Responsibilities” of offices/positions and to request volunteers for offices where terms will expire. Nominee(s) are selected for each office by the Board of Directors, using the following guidelines
Information from Nominees
The following information must be received by the Immediate Past President by a set date, to be determined by the Board.
Notification to Board
The nominees are submitted to the MAMSS Board of Directors by the Immediate Past President no later than one week prior to election. The slate is subject to Board approval at this time
Ballots (along with the Slate of Officers) shall be distributed and returned by Active members eligible to vote (dues paid in full at the time of voting) 15 days from the date of distribution. Completed ballots not returned within 15 days shall not be counted. Ballots (written or electronic) are returned to the Immediate Past President. Information regarding election results is released only to the President. Election shall be by a simple majority of the ballots returned. Terms of office shall be two years
Notification of Election Results
The Immediate Past President first notifies the President of MAMSS of the election results, then notifies the candidate. Notification occurs within two working days following receipt of the results of the election. The Immediate Past President notifies the Board of Directors in writing within five working days following receipt of the results of the election. The Board of Directors will notify the MAMSS membership within two weeks following the results of the election.
If for any reason the Immediate Past President is unable to proceed with notification of election results, the current President of MAMSS takes over the duties of the Chairperson
Candidates assume office on January 1, following the election.
Conference Planning Committee
Topics and Speakers
Publicity for Conference
Continuing Education Credits
Registrations are returned to MAMSS Treasurer. No conference registrations will be accepted unless they are accompanied with a check or paid online. Confirmation letters are sent to registrants by the treasurer or through the online payment portal. Vice-President will be continuously updated on registration status. Attendance list is printed for distribution at conference
On-Site registration will be conducted by the Treasurer.
Full refunds for the registration fee will be made only for cancellations received by the MAMSS Treasurer at least one week prior to the date of the scheduled conference. A cancellation fee in the amount determined by the Board shall be charged to the conference registrant (individual or healthcare facility) for cancellations received within one week prior to the conference. No refunds will be made the day of the conference, except in special circumstances, as approved by the Board of Directors. If a registered attendee is unable to attend, attendance may be transferred to another individual within the same facility. In the event of a disaster, please refer to the Disaster Policy
Opening Announcement, Introductions, Closing Comments
Will be done by the President or designee.
Annual Business Meeting
Refer to Travel Policy.
Travel expenses (to include travel, lodging, and food expenses to a set per diem rate) for elected members of the MAMSS Board of Directors will be covered as outlined below: (All reimbursable expenses must be preapproved by the Board of Directors to determine adequate funding and will be made only upon timely submission of a completed expense report submitted to the Treasurer. Where applicable, car pooling and room sharing are encouraged.
1. Board Meetings
There should be at least four Board meetings held annually, with at least one being held in person during the last quarter of the fiscal year.
The President, at his/her discretion, may invite others required to facilitate agenda discussions.
A. Annual Meeting
B. Board Meetings
2. Committee Meetings
Travel expenses for members attending meetings of standing and special committees may be paid only with prior approval from the Board of Directors. Attempts should be made to meet via web conference when feasible
3. President's Travel
The President may attend the NAMSS Leadership Conference as a representative of MAMSS. Reasonable funds will be allocated to reimburse them for travel, lodging and meals (not to include alcoholic beverages).
4. General Expenditures
Reasonable expenses incurred by any Board Member on behalf of the activities charged to them will be reimbursed. Such charges might include local travel, telephone expense, postage, printing, design, mailing, etc.
Travel expenses for any elected or appointed member of the MAMSS Board of Directors, to attend meetings approved by the MAMSS Board of Directors (i.e., meetings of other professional associations, etc.) for the sole purpose of representing the MAMSS Board of Directors, shall be paid by MAMSS (unless otherwise covered by the inviting organization), provided sufficient finances are allocated in the Budget. The Board shall have final authority concerning these matters.
All persons traveling at the expense of MAMSS shall travel in the most economical manner. Each person shall hold expenses within reasonable limits. Reimbursement will not be made without receipts (over $15.00), except under special circumstances or in instances where obtaining a receipt is difficult or impossible. Rate per mile is the current IRS rate.
Per diem for food expenses shall be set at a rate equal to that indicated for Meals & Incidentals (M&IE) by the U.S. General Services Administration; however no reimbursement shall be made when food is provided by MAMSS or sponsoring organization.
The Conference Planning Committee Chair and Conference Planning Committee members will be reimbursed for any and all expenses incurred in the process of developing and putting on the Annual Conference, including such items as printing, telephone expenses, postage, folders, pens, pads, display, etc.
Expense reports shall be completed within 30 days of the completion of the annual conference , and shall be submitted to the Treasurer for disposition.
Each Board member is strongly encouraged to seek assistance when the duties and responsibilities of the position are temporarily impossible to fulfill. It is the responsibility of the Board member to notify the President when these difficulties arise so that temporary assistance may be facilitated and to keep the President informed.
The following actions shall be taken only upon an established pattern of non-performance, not for a single isolated incident:
Dues shall be collected as specified in the MAMSS Bylaws. Dues may not be transferred to another individual upon the resignation of a member.
Annual membership fees are as follow:
Active - $40.00
Honorary – Waived (Requires approval by the Board of Directors)
Each MAMSS Board Member and Committee Chairperson shall be responsible for transferring any files and pertinent correspondence pertaining to their MAMSS activities to her/his successor. MAMSS files shall be retained for a minimum of five years, unless otherwise directed and approved by the Board of Directors.
The Board of Directors of MAMSS may suspend or expel any member of the Association for cause, at any time, after given such member the opportunity for a hearing before the Board of Directors. Any member suspended or expelled may be reinstated by the affirmative vote of a majority of the members of the Board of Directors present and voting.
For purposes of this section, the term “for cause” shall include, but not be limited to, the following:
MAMSS member receiving official reprimand by the Board shall not be entitled to a hearing before this body.
To promote the organization and serve as a useful resource for the membership
The following areas have content that is supplied by outside sources but is posted by authorized board members:
Board assumes full responsibility for all content on the website.
Board of Directors
Each member of the Board of Directors will be presented with a token of appreciation (cost not to exceed $100) for their dedication and service upon the completion of their Board term. Board members will receive a token of appreciation for each position held, not to include re-election to the same position. The term of president and immediate past president is considered one position. This token of appreciation will be selected by members of the Board of Directors and presented during the Association’s annual meeting.
Newly Certified CPMSM and/or CPCS
Any newly certified (CPMSM and/or CPCS) medical staff services professional will be sent a congratulatory letter from the President. Those newly certified medical staff services professional who are MAMSS members will also be recognized at the annual conference.
Medical Staff Services Professionals Week
NAMSS Medical Staff Services Professional Week is held annually during the first full week in November. The Goal of National Medical Staff Services Professional Week is to highlight and explain the role of the medical services professional to other healthcare professions, medical staff members, industry groups and community members.
MAMSS will send a letter from the President to all current members of the association.
Active members are eligible for scholarships for education and/or professional advancement as determined by the Board of Directors.
To identify the plan that will be implemented in the event that a disaster should occur that prevents the Annual Education Conference from taking place, in whole or in part.
Definition of Disaster
Any event either man made or natural in origin, any sudden or unexpected impact that negatively affects the environment or society, or causes an interruption in life as we know it. A disaster can be worldwide, country wide, state wide, or a local event.
Examples of Disaster
This policy covers the following examples but is not limited to this list and will cover all others. Hurricanes, tornadoes, floods, fire, earthquakes, drought, blizzards, thunderstorms, landslides, Tsunami, volcanic eruption, lightning strike. Acts of war or terrorism. Any national, state, or local emergency causing a disruption in utility services, building collapse or loss of building services, road closures, hazards in air or water quality.
In the event of a disaster, immediately prior to or during the Annual Education Conference, a quorum of the MAMSS Board of Directors will render a decision to either cancel or end the Annual Education Conference for the health and safety of all. Conference attendees will be instructed with up to the minute emergency management information as it is available.
The MAMSS Board of Directors will take any step available to them at the time to communicate with conference attendees should a disaster occur where changes are deemed necessary. IE: General announcement, email, cell phone and/or business/home notification.
In the event that the MAMSS Annual Education Conference is cancelled in whole or in part due to a Disaster, all fees and costs incurred by MAMSS on behalf of the registered Annual Education Conference attendees, including but not limited to, speaker fees, accommodation costs, conference hall reservations, etc. will be paid for from the registration fees collected. If there are any monies remaining from the registration fees collected from the Annual Education Conference, MAMSS will refund equally to those individuals who have registered and paid for the conference. MAMSS will also not assume any additional liability or costs associated with such an event on behalf of the Annual Education Conference attendees.
The Officers, Board of Directors and Committee Members (all volunteer leaders) of MAMSS serve in a fiduciary capacity and owe a duty of care and undivided loyalty to MAMSS. These volunteers must conduct themselves with integrity and honesty and act in the best interests of the Association.
Volunteer leaders may not use their relation to MAMSS for their own personal gain. They must avoid conflicts of interest between their duties to MAMSS and their duties to other organizations, including NAMSS, other related groups or their own business or personal interests. Members of the Board of Directors will not be eligible for compensation for any services rendered to or on behalf of MAMSS during their term of office.
Full disclosure by a volunteer leader of any actual or potential conflict is required by the standard of good faith. A conflict of interest exists when a volunteer leader participates in the deliberation and resolution of an issue important to MAMSS, while, at the same time, the volunteer leader has other professional, business, personal or volunteer responsibilities outside of MAMSS that could predispose or bias the volunteer leader to a particular view, goal or outcome not in the best interest of MAMSS.
Potential conflicts of interest are not in themselves problematic unless they are not disclosed. Disclosure gives the Board or responsible MAMSS officials the opportunity to evaluate the potential conflict and take steps, if needed, to avoid any appearance of impropriety. This protects both MAMSS and the individual. Voluntary leaders should err on the side of disclosure if there is any question regarding conflicts of interest.
In order to avoid any actual or potential conflict of interest problems, each NAMSS volunteer leader shall, prior to taking office or accepting appointment, agree to abide by the following conflict of interest policy:
When any actual or potential conflict of interest exists with respect to any subject requiring action by the Board of Directors, Committees, or other MAMSS entity, the volunteer leader having an actual or potential conflict shall immediately notify the President and/or Past President or appropriate Chair of such conflict, in writing if time and circumstances permit. The NAMSS official(s) shall determine whether the voluntary leader should abstain from voting and discussion of the matter, should excuse themselves from the meeting during the discussion of the relevant topic or can continue to participate in the normal course. In addition, the volunteer leader shall not use his/her personal influence on other voting members through public or private communication on any matter on which MAMSS officials have determined that there is an actual or appearance of conflict. In those cases where the quorum of the meeting called for the purpose of voting on the subject has not been established, the volunteer leader shall not be counted.
The minutes of the meeting shall reflect that a disclosure was made; the steps, if any, that were taken to limit participation of the voluntary leader; and in those cases where the quorum was not already established, that the volunteer leader was not counted in determining the quorum.
Conflict of interest disclosure forms shall be completed by all volunteer leaders at least once a year, generally when the new board is installed. Nominating Committee, Officers, and Chairs will send conflict of interest policy/disclosure forms to candidates for nomination/appointment so that the policy and potential conflicts can be examined early in the process to avoid embarrassment or confusion.
Members of the Board of Directors, Committees or other NAMSS elected/appointed committee members will not identify themselves in their MAMSS capacity when responding to messages on non-MAMSS websites. All exceptions must be pre-approved by the MAMSS President.
Initial: _______Date: _______
Please select the appropriate statement:
[ ] There are no circumstances of which I am aware that create an actual or potential conflict of interest.
[ ] I have the following relationships with a company or organization relevant to the medical staff profession which may create an actual or potential conflict of interest:
Name: ___________________________ Signature: ________________________
Voluntary leader position: __________________________ Date: _______________
All members must comply with NAMSS Ethics and Code of Professional Conduct.