MAMSS Policies and Procedures

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The mission of the Mississippi Association Medical Staff Services is to increase recognition of the value and importance of the Medical Staff Services profession by: 
  1. Enhancing the skills and general competence of Medical Staff Services Professionals. 
  2. Assisting members of the Association to understand, and succeed in, the changing organizational structure of the health care industry. 
  3. Promoting a positive, powerful and professional image for the Medical Staff Services profession and for the Association itself.
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Board of Directors
The duties and responsibilities of the Board of Directors of MAMSS shall be as follows:
  1. Review and revise, as needed but no less than every two (2) years, the Goals, Objectives, Strategies, Mission Statement of the Association.
  2. Review and revise as needed, but no less than annually the Bylaws of the Association or any recommendations for changes.  
  3. Make policy decisions for the Association, with areas of exception as outlines in the MAMSS Bylaws.  
  4. Adopt policies and procedures, as needed, for the MAMSS and its Board of Directors.  
  5. Periodically review and revise the Policy and Procedure Manual.  
  6. Review and approve all reports of the Committees.  
  7. Carry out any assigned duties for either MAMSS Conferences or the NAMSS Conference.  
  8. Attend at least 50% of Board Meetings annually.
   
If a member of the board leaves the Medical Staff Services profession, he/she will be allowed to serve out their term on the Board of Directors of MAMSS but will not be allowed to serve again unless he/she has re-entered the profession.
 
Note: More specific duties than indicated in the individual Duties and Responsibilities policies may appear in procedures delineating specific functions.
PRESIDENT
The President shall be the Chief Executive Officer of MAMSS and shall:
  1. Administer the Association effectively and assume leadership of its activities.
  2. Maintain close liaison with the Board of Directors.
  3. Promote MAMSS by maintaining good liaison with all MAMSS members.
  4. Encourage MAMSS membership
  5. Encourage the promotion of continuing education of Medical Staff Services professionals.
  6. Encourage NAMSS membership, missions and goals.
  7. Conduct all Board meetings and preside at the MAMSS Annual Membership Meeting.
  8. Serve as the Editor of MAMSS News or designate an editor as needed.
  9. Serve as an ex-officio member of all committees with the exception of the Nominating Committee.
  10. Sign Bylaws for MAMSS.
  11. Prepare Annual Report, to be presented at the Annual Membership meeting, a copy of which shall be in MAMSS permanent files.
  12. Serve as a member of NAMSS Leadership Council.
Vice-President
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:
  1. Serve as Chairperson of the Conference Planning Committee. If for any reason the Vice-President is not able to serve as Chairperson, the President shall appointment another member to assume these duties.
  2. Perform such other duties commensurate with the office as may from time to time be reasonably requested of her/him by the President.
Immediate Past-President
The Immediate Past President shall:
  1. Act as consultant to the President and Board of Directors.
  2. Serve as Chairperson of the Nominating Committee and Bylaws Committee.
  3. Serve as a member of the Conference Planning Committee.
  4. Be responsible for orientation of new Board members.
  5. Perform such other duties commensurate with the office as may from time to time be reasonably requested of her/him by the President.
  6. Notify leadership at facility/organizations of newly elected Board Officers of positions on the MAMSS Board. (Appendix, Form A)
Secretary
The Secretary shall:
  1. Serve as recording secretary at Board meetings and MAMSS Annual Membership meeting. In his/her anticipated absence, another Board member will be contacted to fulfill those recording duties. Will also monitor attendance and notify the Treasurer prior to the Annual Conference of Board members who have failed to attend greater than 50% of Board meetings.
  2. Distribute notice of meetings at least two weeks prior to the meeting date. Agenda and related reports will be distributed at least one week prior to meeting date.
  3. Serve as MAMSS Historian; those duties and responsibilities shall be as follows:
    1. Obtain and maintain for the archives the history of the MAMSS organization, programs of MAMSS Annual conferences, rosters of current and past officers, Board Members, and Committee members, photographs of Board Members, papers and records of historical nature, brochures and membership promotional information, photographs taken at the MAMSS Annual Conference, and a copy of the President's Annual Report.
    2. Maintain other material(s) as deemed appropriate by the President or Board.
  4. Develop Board "Calendar of Events", i.e., Annual Conference, Dues due date, etc.
  5. Perform such other duties commensurate with the office as may from time to time be reasonably requested of her/him by the President.
  6. Maintains the Policy & Procedure Manual and official copy of the Bylaws.
Treasurer
The Treasurer shall:
  1. Submit at each Board meeting and at the MAMSS Annual Membership meeting a year-to-date financial report. (Appendix, Form B)
  2. Sign all checks for the disbursement of MAMSS funds with approval of the President. (Appendix, Form C)
  3. Collects and deposits all dues and other revenues received.
  4. Maintain close liaison with President concerning the up-to-date record keeping of MAMSS’ income and expenditures.
  5. Disseminates dues notice to current members on or about January 1 with a due date of March 31. On or about March 15, those who have not paid their dues will be contacted.
  6. Collect all conference/seminar registrations and send confirmation letters for same.
  7. Present an Annual Membership Report at the Annual Membership meeting in conjunction with the Annual Conference.
  8. Prospective members are sent a personalized letter, membership brochure and membership application. (Appendix, Form D, E & F)
  9. Each paid member will receive confirmation for renewal as well as current membership certification for new members. The dues roster is updated at this time. (Appendix, Forms G & H)
  10. After the dues date of March 31, eliminate all members whose dues have not been paid. The list of those who have not paid their dues will be presented to the Board at the next meeting.
  11. For new member applications, a letter welcoming the new member, along with a current membership roster including the member’s information, a Board of Directors listing, a membership certification, and a copy of the MAMSS Bylaws are sent. The new member’s name, address, telephone and fax number and e-mail address are added to the MAMSS Membership database and sent to the Board members. New member information is posted on the MAMSS website. (Appendix, Forms I & J)
  12. Up-to-date mailing labels are provided to Board members as needed for duties and responsibilities relating to their office.
Bylaws Chairperson
At the Fall meeting, the Board shall conduct an annual review of the Bylaws for conformity with the NAMSS Bylaws. Proposed amendments may be submitted, in writing, to the Bylaws Chairperson by active members. Proposed revisions to the Bylaws as approved by the Board shall be forwarded to active members for vote, which shall be returned within 15 days of being distributed to the Bylaws Chairperson. Amendments shall be adopted by a two-thirds majority of the ballots received.

Revised Bylaws shall be provided to the President for signature and subsequent follow up for the NAMSS Board approval.
Membership/Recruitment Chairperson
The Membership/Recruitment Chairperson, in conjunction with the Membership/Recruitment Committee, is responsible for membership recruitment and retention, and the development of a membership marketing strategy under the direction of the MAMSS Board of Directors.
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Composition
The Nominating Committee is composed of the Immediate Past President, who shall serve as Chairperson, and two MAMSS members chosen by the Board of Directors.
Selecting Nominees
The Chairperson of the Nominating Committee communicates with the Committee members at least two months prior to the meeting and/or balloting in which the officers will be elected to provide each member of the Committee with “Duties and Responsibilities” of offices and to request nominations for offices where terms will expire. Nominee(s) are selected for each office, using the following guidelines:
Qualifications
  1. The President must have had previous experience on either the MAMSS Board of Directors or Committees.
  2. It is recommended that other candidates have previous involvement with MAMSS, with at least active membership over the year preceding election. A Candidate for state office must be an Active member in good standing of MAMSS.
  3. It is preferred that a candidate for state office be either a Certified Professional Medical Staff Management (CPMSM) or a Certified Provided Credentialing Specialist (CPCS).
Nominating Form
Nominations are submitted on a Biographical Information Form to the Chairperson of the Nominating Committee by members of the Committee no later than one month prior to the meeting or balloting (Appendix, Form K). All potential nominees must be contacted by the Committee to ascertain interest and willingness to be considered as a candidate.
Information from Nominees
The following information must be received by the Chairperson of the Nominating committee (or designee) by a set date, to be determined by the Chairperson.
  1. A narrative of specific length (specified by the Chairperson of the Nominating Committee) with information as indicated by the biographical form which will be disseminated to the MAMSS membership.
  2. The nominee’s consent to serve, preferable stated in writing.
Nominating Committee Meeting
The Nominating Committee shall meet no less than two weeks prior to election for the purpose of reviewing nominees for each board position due for (re)election.
Notification to Board
The nominees are submitted to the MAMSS Board of Directors by the Chairperson of the Nominating Committee no later than one week prior to election. The slate is subject to Board approval at this time.
Voting
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 Chairperson of the Nominating Committee. 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 Chairperson of the Nominating Committee 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. If the Chairperson is unable to reach a candidate by telephone, a letter stating the election results is sent within three working days following receipt of the results of the election. The Chairperson 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 Chairperson is unable to proceed with notification of election results, the current President of MAMSS takes over the duties of the Chairperson.
Assuming Office
Candidates assume office on April 1, following the election.
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The MAMSS News is the official newsletter publication of the MAMSS (Appendix, Form L). The newsletter shall be published at least 2 times a year for the members of MAMSS and other subscribers and will focus on educating and information the Medical Staff Services Professional.
 
The MAMSS News Staff strives to present timely, thought-provoking articles of practical value to the readers of this publication. Articles are offered of general interest in Medical Staff Services. Articles focusing on legislation, legal issues, unique Medical Staff Services Office/Department programs and procedures, along with positive approaches to solving problems are encouraged. The MAMSS News is also the vehicle used to convey news to the members from the Board of Directors concerning Association plans, educational programs, and benefits.

The Editor shall:
  1. Have the capability to revise, style and format as needed;
  2. Have excellent communication skills, including a proficiency in writing and public speaking;
  3. Be well informed in healthcare industry developments;
  4. Network with other individuals involved in industry publications
In General:
Finding information: one should be scouring the various publications; i.e., AMA News, Hospitals Magazine, Briefings from The Joint Commission, Medical Staff Briefings, Privileging Institute, as well as obtaining information from the membership. The issues reviewing the MAMSS Annual Conference and NAMSS Annual Conference should be enticing in order to encourage members to attend these seminars and conferences.
Mailing Address:
PO Box 4572, Jackson, MS 39296 is utilized for all information relative to publication.
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Conference Planning Committee
  1. Conference Planning Committee Responsibilities: Select theme for conference, format (i.e., workshop, focused session, panel discussion, etc.), speakers and topics. Choose menus for conference meals. Arrange for AV equipment, etc. (Refer to Conference To Do List – Appendix, Form M).
  2. Conference Planning Committee will consist of all Board of Director members and be chaired by the Vice-President.
  3. In as much as possible, the first Conference Planning Committee meeting will immediately follow the Annual Conference to review the Conference Evaluation results. General Discussion to include possible topics, speakers, dates and locations for the next conference.
  4. Registration fees shall be waived for all Conference Planning Committee members and MAMSS Board of Director members who attend 50% or more of Board meetings in the previous 12-month period.
Topics and Speakers
  1. Conference Planning Committee, at its first meeting following the Annual Conference, will review the conference evaluations for ideas on topics for the next year’s conference. Topics may also be determined based on current events in the health care industry.
  2. Once topics are determined, the Vice-President (or designee) will contact speakers (i.e., Horty Springer, MS DOH, local attorneys) to determine speaker topic, speaker availability, speaker costs.
  3. Summary of topics and speakers (with fees and biographic profiles from speakers) is presented to the MAMSS Board of Directors for discussion/vote.
  4. The Vice-President will contact the speakers to confirm their speaking engagement with MAMSS and obtain equipment needs.
  5. The Vice-President (or designee) will send written confirmation letters to the speakers. Included in the mailing: draft conference brochure; draft conference agenda; copy of their biographic profile (if received); hotel information (reservation code, conference room location, directions to hotel, list of equipment available for conference room), Annual Conference Program Honoraria Guidelines (Appendix, Form ­­N); and Expense Voucher.
  6. Speakers should submit program materials, equipment needs and biographic profiles at least one month prior to the meeting date.
  7. One week following conference, Vice-President (or designee) should send Thank You notes to each speaker.
Hotel/Conference Venue
  1. The Vice-President will make necessary arrangements with the conference hotel/venue, i.e., contract, pre-conference set-up space, Board meeting room, etc
  2. 30 days after hotel/venue bill is received the Vice-President and treasurer will settle all conference related bills – conference room, catering, etc.
Publicity for Conference
  1. Date and place of conference should appear in the MAMSS News as far in advance as possible.
  2. Article(s) regarding conference to be submitted by the Vice-President to the MAMSS News for publication.
  3. Post notice of meeting in SYNERGY (see NAMSS web-site relating to SYNERGY deadline and form).
  4. Save the Date communication to all MAMSS Members and SE Region State Presidents.
  5. Using brochure format, the Vice-President and Membership Chair to draft conference brochure. Forward to MAMSS Board of Directors for review and comments.
  6. Brochure to be distributed
Continuing Education Credits
  1. Vice-President to submit required application with fee to MAMSS for CEU credit. This may include, but not limited to: application form; speaker profiles; draft details on topics; conference brochure and conference agenda. See NAMSS Website for information.
  2. CEU Certificates should be received by the Vice-President, or designee. Copy of CEU Certificates should be sent electronically to MAMSS Secretary and Treasurer for follow up distribution and archiving purposes.
Door Prizes
  1. MAMSS will provide door prizes.
Vendors
  1. Vice-President will work with space for vendor attendance, preferably in a non-congested area with outlets and internet hook-up capabilities.
  2. Conference Planning Committee designee will solicit vendors utilizing previous MAMSS vendor lists, NAMSS Conference vendor listing and industry contacts.
  3. Conference Planning Committee designee will send vendor confirmations and reminders of payment due (no payment – no display/marketing). Payments will be forwarded to the Treasurer.
  4. Conference Planning Committee designee will prepare the vendor list and forward to the Vice-President for inclusion with conference handouts.
  5. On-Site: Conference Planning Committee designee will coordinate display set-up as required and will work with any on-site vendor attendees who will receive a conference attendee roster.
  6. Expense report of all expenses incurred obtaining vendors will be submitted to the Treasurer and Thank You notes will be sent to all vendors no later than 30 days after the Conference.
Registration (Pre-Conference)
Registrations are returned to MAMSS Treasurer. No conference registrations will be accepted unless they are accompanied with a check. Confirmation letters are sent to registrants by the treasurer and include directions to the venue. MAMSS member registration fees will be extended to members of any State Chapter within the SE Region of NAMSS. Vice-President will be continuously updated on registration status. Attendance list is printed for distribution at conference.
Refunds
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
  1. The Annual Business Meeting is conducted by the MAMSS President.
  2. An Installation Ceremony, when applicable, will be scheduled in conjunction with the Annual business meeting.
  3. Recognition of newly certified CPMSM’s and CPCS’s will be done during the Annual Meeting. The lists will be obtained from the previous year’s exams.
Expense Reports
Refer to Travel Policy and Expense Report Form (Appendix, Form O).
  1. Expense Report forms will be sent to the speakers by the Vice-President or designee.
  2. Thirty (30) days after the Annual Conference, expense reports with receipts are due to the Treasurer. If this deadline cannot be met, an extension must be requested from the President and Treasurer.
Program Evaluations
  1. Board Member(s) designated by the Vice-President will prepare evaluation forms for each conference day. The forms will be reviewed by the MAMSS Board of Directors.
  2. Program Evaluations will be provided to President-Elect for inclusion with conference handouts.
  3. At Conference: Board Member(s) designated by the Vice-President will arrange for place for evaluations to be deposited.
  4. Conclusion of Conference: Board Member(s) designated by the Vice-President will bring the evaluations to the Post-Conference Board meeting for a quick review.
  5. Board Member(s) designated by the Vice President will review and tabulate program evaluations. These will be forwarded to all members of the MAMSS Board of Directors.
  6. The Vice President will distribute copies of the appropriate section of the program evaluations to the speakers and hotel/conference center.
Contact Persons
  • Speakers – Vice-President or designee
  • Hotel – Vice President or designee
  • Registration – Treasurer
  • Continuing Education Credits – Vice-President or designee
  • Vendors – Vice-President or designee
  • Program Evaluations – MAMSS Board Member(s) designated by the Vice-President
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Travel expenses (to include travel, lodging, and food expenses to a set per diem rate) for elected and appointment members of the MAMSS Board of Directors will be covered as outlined below: (All reimbursable expenses 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 are at least four Board meetings held annually.

The President, at his/her discretion, may invite others required to facilitate agenda discussions.
 A.     Annual Meeting
  1. Negotiations with the site hotel will be undertaken to provide a sleeping room at no charge for use by the Committee Chairperson (Vice-President).
  2. When Board members provide assistance with conference preparation or meet to conduct a regularly scheduled Board meeting, a light meal may be provided at the conclusion of the function, to be paid for by MAMSS.
  3. The Annual Conference registration fee will be waived for all Board Members if they attended 50% of the board meetings in the 12 months prior to the Annual Conference) and, at the discretion of the Board, Conference Planning Committee members who are not otherwise members of the Board.
B.     Board Meetings
  1. Attempts will be made to hold the meeting at a member hospital. Food expenses (not to include alcoholic beverages) will be reimbursed unless donated by the member facility.
  2. Travel expenses for all members living outside a 50-mile radius will be reimbursed including mileage, tolls, public transportation, and food (not to include alcoholic beverages). Food is not to exceed $15/day/member and hotel at prevailing rate. Exceptions to these costs need to be approved by the Board. Hotel expenses for Board Meetings require prior approval by the President.
2.     Committee Meetings
Travel expenses for members attending meetings of standing and special committees may be paid only with prior approval from the Board
3.     President's Travel
The President is encouraged to attend the NAMSS Leadership Conference annually as a representative of MAMSS. Reasonable funds will be allocated on an annual basis to reimburse them for travel, lodging and meals (not to include alcoholic beverages). It is encouraged that the President obtain facility support for attendance at the NAMSS Annual Conference. If financial support is not available, the board may allocate appropriate funds.

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.) 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 of $15.00 per day; 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 on the appropriate form (Appendix, Form P), and shall be submitted to the Treasurer for disposition.
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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:

  1. The President shall determine, with guidance from the Immediate Past President, when performance issues warrant intervention. If the President’s performance is being questioned, the Vice-President shall determine, with guidance from the other Board Officers, when performance issues warrant intervention.
  2. When the determination has been made that performance issues jeopardize the effective function of the Board, the President (Vice-President when appropriate) will conduct one intervention with the Board member. This may take the form of a telephone contact, written correspondence or meeting. Whatever methodology is utilized, the intervention must be documented in writing by the President (Vice-President when appropriate).
  3. If the intervention yields no discernible improvement with three (3) months, the President (Vice-President when appropriate) shall send a certified letter to the Board member requesting their voluntary resignation within 14 days.
  4. If the above methods (paragraphs 2 & 3) have proven to be unsuccessful, a poll of the entire MAMSS Board of Directors will be conducted within 30 days of the certified letter being sent to determine whether the terms of the Accountability Statement will be activated. If the decision of the Board is affirmative, the affected Board member will be notified within 10 days of the Board’s decision that they are considered to have involuntarily resigned their position.
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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
            Associate - $40.00
            Honorary – Waived (Requires approval by the Board of Directors)
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The MAMSS Board of Directors shall have final authority in the interpretation of the MAMSS Active membership category, as defined in the MAMSS Bylaws, to include those individuals applying for Active membership who support the goals, objectives and mission of MAMSS. Active members may include, but need not be limited to, Medical Staff Services Professional, other individuals sharing responsibility in medical staff activities, instructors in medical staff services science, agents for credentialing verification organizations (CVOs), and physician liaison/marketing personnel working in a hospital or other health care setting such as an HMO, PPO, PHO, IPA and/or managed care environment.

MAMSS does not recognize a corporate membership category.
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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.
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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:
  • Any violation of the MAMSS Bylaws; or
  • Any conduct of the part of MAMSS member that is deemed to be prejudicial to the interests and welfare of the Association and its members

MAMSS member receiving official reprimand by the Board shall not be entitled to a hearing before this body.
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Location
www.mamss.org
Purpose
To promote the organization and serve as a useful resource for the membership
Purpose
The following areas have content that is supplied by outside sources but is posted by authorized board members:
  1. Job Opportunities: For MAMSS members there is no charge. For any organization that employees credentialing personnel there will be no charge for a one month posting.
  2. Sponsorship: Ad rates and details regarding ad size and placement are outlined in Appendix, Form Q.
The Board assumes full responsibility for all content on the website.
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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.
Scholarships
Active members are eligible for scholarships for education and/or professional advancement as determined by the Board of Directors.
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Purpose
 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.
Assessment
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.
Communication
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.
Financial Impact
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.
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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:
 
_________________________________________________________________________________________________________________________________________________________
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_________________________________________________________________________________________________________________________________________________________
_________________________________________________________________________________________________________________________________________________________
 
Name: ___________________________ Signature: ________________________
 
Voluntary leader position: __________________________ Date: _______________
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All members must comply with NAMSS Ethics and Code of Professional Conduct.
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