May 2012

key tasks

/

Important dates

* Denotes DCMS Requirement
Treasurers
May 22—Participate in IRS 990 Reporting Requirements chapter leadership webinar. *
2011–12 DCMS Contacts/Program Chairs/Newsletter Chairs
May 10—Report final and unreported 4th quarter 2011–12 educational programs and newsletters using the online reporting tools found in Chapter Reports and Reporting Toolson the website.*
2012–13 Public Relations Chairs
Send a press release to local media announcing your 2012–13 chapter officers and board. Find the template in the Public Relations Contact Toolkit.

resources & tools

Chapter Leaders Resources
Link to toolkits that streamline your job at then bookmark the toolkit specific to your position.
Public Relations Chairs
ThePublic Relations Contact Toolkit has sample press releases and speeches, information on national public relations activities, media lists, and access to consultations. Bookmark it!
Program Chair Toolkit
The Program Chair Toolkit gives youfast access to resources that can help you maximize your educational program potential and help you manage the delivery method and registration process including information on HFMA Chapter Webinar and Registration Service. Bookmark it! /
  • May 1—Start of 2012–13 DCMS chapter year
  • May 10—DCMS 4th quarter deadline:
Educational program reporting *
Newsletters *
  • May 22—IRS 990 Reporting Requirements webinar
  • May 31—End of HFMA 2011–12 fiscal and membership year

on the horizon

2012–13 Presidents
June 1—Chapter Balanced Scorecard and Program Plan, due to Chapter Relations. Annual Operating Budget entered into QuickBooks Online.*
Treasurers
  • Gather all necessary information to prepare for financial review.Must be completed in conjunction with the outgoing treasurer before completing IRS Form 990. Financial review is due Aug. 1.*
  • Gather information for IRS form 990 with the help of the outgoing treasurer. Details will be sent out this month. Please refer to the DCMS section of this guide and the Financial, Tax & Insurance Guide, available on the Treasurers Toolkit.

May 2012

Sun / Mon / Tues / Wed / Thurs / Fri / Sat
April 29 / April 30
End of 2011–12 DCMS Year / 1
Start of 2012–13 DCMS Year / 2 / 3 / 4 / 5
6
. / 7 / 8 / 9 / 10
DCMS Due Date
4th quarter educational program and newsletter reports due
Webinar: Program Planning Tool—Everything You Need to Know / 11 / 12
13
Mother’s Day / 14 / 15
Fresh reports posted / 16 / 17 / 18 / 19
20 / 21 / 22
Webinars:
IRS 990 Reporting Requirements/
Regional Treasurers / 23
Webinar: HFMA Founders Award Program—Recognizing the Volunteer in You / 24 / 25 / 26
27 / 28
Memorial Day / 29 / 30 / 31
End of HFMA 2011–12 fiscal and membership year / June 1
Start of HFMA 2012–13 fiscal and membership year
DCMS Due Date
  • Annual Operating Budget
  • Educational Program Plan
/ 2

June 2012

key tasks

/

important dates

* Denotes DCMS Requirement
Program Chairs
June 1—Complete Educational Program Plan. *
Treasurers
June 1—Submit Annual Operating Budget via QuickBooks online.*
Presidents
June 1—Review Chapter Balanced Scorecard.

resources & tools

2012 ANI June 24–27, Las Vegas
ANI: The HFMA National Institute is in Las Vegas. Detailed informationis at
Founders Contacts
Review and enter Founders points for your members, update committee participation to update Founders points, view, and verify all chapter member points, or access forms for Founders awards on the Founders Contact Toolkit. Bookmark it!
ChapterRosterCenter
The ChapterRosterCenterhas real-time, downloadable reports to help you communicate with chapter members and manage chapter information. You will find chapter rosters, rosters of non-renewers, certified members, and forum members, as well as Founders reports. If you need access to this information regularly, bookmark it for fast access. /
  • June 1—Start of 2012–13 HFMA fiscal and membership year
  • June 1—Information due:
Submit Annual Educational Program Plan *
Approve Annual Operating
Budget *
Review Chapter Balanced Scorecard goals
  • June 24–27—ANI: The HFMA National Institute 2012
  • June 26—Annual Chapter Presidents’ Dinner Meeting and Awards at ANI
  • June 27—Chair’s Banquet at ANI

on the horizon

Presidents
July 1—Chapter Verification form due.*

Webmasters

Review your website to updatethe leadership rosterand ensureyour site meets DCMS website requirements.*

Certification Contacts and Newsletter Chairs

Prepare an article to get members thinking about certification.

Founders Contacts and Newsletter Chairs

July 1—Members’ Founders information updates due.*

June 2012

Sun / Mon / Tues / Wed / Thurs / Fri / Sat
May 27 / 28 / 29 / 30 / 31
End of 2011–12 HFMA fiscal and membership year / 1
Start of HFMA 2012–13 fiscal and membership year
DCMS Due Date
  • Annual Operating Budget
  • Educational Program Plan
/ 2
3 / 4 / 5 / 6 / 7 / 8 / 9
10 / 11
Fresh reports posted / 12 / 13
Webinar: Minutes, Bylaws, and Records / 14 / 15 / 16
17
Father’s Day / 18 / 19 / 20
Webinar: Strategically Planning Your Yerger Submissions / 21 / 22 / 23
24
Regional Executive Council Meeting / 25 / 26
Annual Chapter Presidents’ Dinner Meeting and Awards at ANI / 27
Chair’s Banquet at ANI / 28 / 29 / 30

July 2012

Key Tasks

/

Important Dates

* Denotes DCMS Requirement

Presidents

July 1—Chapter Verification form is due.*

Founders Contacts

July 1—Updated Founders points are due. Enter member points using the online system.*

Public Relations Chairs and Newsletter Chairs

Publicize the awards your chapter received at ANI in a news release to local media and display your success in your chapter newsletter.

Resources and Tools

Awards and Recognition

Find information about HFMA awards and recognitions including history, criteria, and lists of current and past winners. You can also order additional copies of awards and find information about chapter anniversaries in Awards and Recognition at

Chapter Reports and Reporting Tools

Bookmark Chapter Reports and Reporting Tools to quickly access all the tools you need to plan for, monitor, and report your chapter’s success. Information includes:
  • Chapter Balanced Scorecard
  • Chapter Demographic Reports
  • Chapter Survey Results
  • DCMS Acknowledgement Reports
  • Market Segment Reports and Chapter Maps
  • Performance Metrics
Questions? Contact Chapter Relations at (800) 252–4362 or email: . /
  • July 1—Due to Chapter Relations:
  • Chapter Verification form:*
Board Meetings Verification (2012–13)
Bylaws Adherence Verification
Operating Budget Verification
Website Verification
  • Founders Merit Award program updates*
  • July 31—End of DCMS 1st quarter reporting period.

On the horizon

Presidents and Presidents-elect

Prepare for the Fall Presidents’ Meetings (FPMs). The agenda for the meetings, scheduled for August and September, will be distributed at the end of this month. Finalize FPM travel and hotel accommodations. One officer must attend your region’s FPM. *

Treasurers

  • Complete your chapter’s Financial Review prior to completing IRS Form 990, due Aug. 1.
  • Finalize information for IRS Form 990 and Financial Review, both due Aug. 1.* For details, see the 2011–12Financial Tax, and Insurance Guide, available in the Treasurers Toolkit at

DCMS Contacts

Aug. 10—1st quarter reporting deadline. *

July 2012

Sun / Mon / Tues / Wed / Thurs / Fri / Sat
1
DCMS Due Date:
  • Chapter Verification Form
  • Founders Merit Award program updates
/ 2 / 3 / 4
Independence Day / 5 / 6 / 7
8 / 9 / 10
Fresh reports posted / 11 / 12 / 13 / 14
15 / 16 / 17 / 18
Webinar: Program Planning Tool—Everything You Need to Know (Encore Presentation) / 19
Webinar: Lost and Found—Strategies to Recapture Dropped Members and Recruit New Members / 20
Ramadan begins / 21
22 / 23 / 24 / 25
RE and RE-elect Conference Call / 26 / 27 / 28
29 / 30 / 31
End of DCMS 1st quarter reporting period / August 1
DCMS Due Date
  • IRS Form 990
  • Financial Review
  • Authorization of Inclusion
  • Certification of Chapter Organization
  • Practice of Operating Policies Form
/ 2 / 3 / 4

August 2012

Key Tasks

/

Important Dates

* Denotes DCMS Requirement

Treasurers

Aug. 1—Submit IRS Form 990 and Financial Review.*

Program Chairs/DCMS Contacts

Aug. 10—Deadline to report all 1st quarter educational programs using online Program Planning Tool. Chapters are required to report activity in the quarter in which it occurred.*

Newsletter Chairs/DCMS Contacts

Aug.10—Deadline to report and submit a copy of the 1stquarter chapter newsletter to Chapter Relations using the online reporting tool.*

Resources & Tools

DCMS Contact

Bookmark the DCMS Contact and Secretary toolkitsat hfma.org/chapter-leadersfor a list of all due dates for DCMS chapter requirements along with links to report educational programs and newsletters.

Newsletter Chairs

Bookmark the Newsletter Chair Toolkit for quick access to the online tool to report your chapter’s newsletter. And while you’re there, check out the resources available to help you plan and produce your newsletter.

Fall Presidents Meeting

Visit the Fall Presidents’ Meetingarea at hfma.org/chapter-leadersforinformation on meeting dates and locations, lists of presidents and presidents-elect by region to help with networking, agendas and supporting materials, and the meeting record template. Contact you leadership team in advance of the meeting to gather their input on the discussion questions. /
  • Aug. 1—Information due:
IRS Form 990 *
Financial Review *
Authorization of Inclusion of Chapter Information for the Group Tax Return Form*
Certification of Chapter Organization*
Practice of Operating Policies form including:*
  • Conflict of Interest Policy & Resolution
  • Whistleblower Policy
  • Record Retention
  • Aug. 10—DCMS 1st quarter reporting deadline:
Educational program reporting *
Newsletters *
  • Fall Presidents Meetings*
  • Aug. 18–20—Region 10, Koloa, Hawaii
  • Aug. 23–25—Region 2, Savannah, Ga.
  • Aug. 23–25—Region 3, San Francisco, Calif.
  • Aug. 25–27—Region 4, Hilton Head Island, S.C.
  • Aug. 25–27—Region 7, Costa Rica
  • Aug. 25–27—Region 11, Lahaina, Hawaii

On the Horizon

August 2012

Sun / Mon / Tues / Wed / Thurs / Fri / Sat
July 29 / 30 / July 31
End of DCMS 1st quarter reporting period / 1
DCMS Due Date
  • IRS Form 990
  • Financial Review
  • Authorization of Inclusion
  • Certification of Chapter Organization
  • Practice of Operating Policies Form
/ 2 / 3 / 4
5 / 6 / 7 / 8 / 9 / 10
DCMS Due Date
1st quarter educational program and newsletter reports due / 11
12 / 13 / 14 / 15
Fresh reports posted / 16 / 17 / 18
19
Eid-al-Fitr (Ramadan ends) / 20
/ 21 / 22
Webinar: Marketing Your Education Programs / 23


Webinar: Meeting Logistics—Planning and Executing a Successful Education Event–Part 1 / 24 / 25
26

/ 27 / 28 / 29 / 30
Webinar: Meeting Logistics—Planning and Executing a Successful Education Event–Part 2 / 31 / September 1

September 2012

Key Tasks

/

Important dates

* Denotes DCMS Requirement

Certification Chairs

Early September—Follow up with members who did not maintain their certification at the beginning of June.

Founders Contacts

September/October—Confirm the Founders Award recipient list generated by HFMA.

Resources & tools

Certification Contacts

Bookmark the Certification Toolkit at to purchase e-learning study materials, and to access promotional resources, monthly lists of members earning certifications, coaching courses, information on certification maintenance, order forms for “I’m Certified” pins, and much more to ensure a successful certification year. Bookmark it for easy access.

Membership Chairs

Bookmark the Membership Chair Toolkit to find non-renewer reports, end-of-month reports, application forms, presentations, the HFMA membership marketing calendar, and volunteer recruitment tools.

Membership Directory

Locate everything you need create or enhance your online or printed membership directory on the Membership Directory Toolkit. Find links to the HFMA Membership Directory, to HFMA office contacts, and to the HFMA Online Education Calendar for web-based directories. For your printed directory, you can accessthe mandatory legal notice, membership directory rosters, and other information. /

Fall Presidents Meetings

  • Sept. 12–14—Region 1–New York, N.Y.
  • Sept. 13–15—Region 9 – Dominican Republic
  • Sept. 14–22—Region 5–New York, N.Y.
  • Sept. 15–17—Region 6 – Cleveland, Ohio
  • Sept. 16–21—Region 8–Miami, Fla.

On the horizon

Presidents and Presidents-elect

  • Review your bylaws and consider whether revisions are needed (see guidelines in DCMS section). Send changes in a Word document with tracked changes to Chapter Relations prior to submitting the proposed changes to your membership for a vote.
  • Review your policy and procedures manual and consider whether revisions are needed.

Chapter Membership Satisfaction Surveys *

Membership Satisfaction Surveys will be emailed to members in late October or early November. Encourage members to participate by letting them know what changes your chapter implemented as a result of their input.

September 2012

Sun / Mon / Tues / Wed / Thurs / Fri / Sat
August 26 / 27 / 28 / 29 / 30 / 31 / 1
2 / 3 / 4 / 5
Webinar: LINK Update / 6 / 7 / 8
9 / 10
Fresh reports posted / 11 / 12
/ 13 / 14 / 15
16 / 17
Rosh Hashanah / 18 / 19
Webinar: Writing the President’s/ Editors Column / 20 / 21 / 22
23
30 / 24 / 25 / 26
Yom Kippur
Webinar: Certification Essentials—Everything You Need to Know / 27 / 28 / 29

October 2012

Key Tasks

/

Important Dates

* Denotes DCMS Requirement

Public Relations Contacts and Newsletter Chairs

Compile a list of your chapter accomplishments and send it along with HFMA’s Annual Report to media in your area, or combine HFMA national achievements with those of your chapter for a feature in your newsletter. HFMA’s Annual Report is published in the October issue of hfm magazine.

Member Satisfaction Survey

Watch for the Chapter Member Satisfaction Survey, which HFMA will emailto members in late October or early November under the chapter president’s signature. Survey results will be available in January.

resources & tools

Notes from National

Stay informed about updates; deadline reminders; coming events, news, tips, and other topics of interest by reading Notes from National—an e-newsletter designed to help chapter leaders achieve their goals. To view current and past copies,visit the Notes from National page at

HFMA Publications

View examples and current issues of HFMA publications at HFMA’s publications are the foremost resource for healthcare financial managers across the continuum of care.
Questions? Contact Chapter Relations at (800) 252–4362 or email: . / Oct. 31—End of DCMS 2nd quarter reporting period

On the horizon

DCMS Contacts

Nov. 10—2nd quarter reporting deadline.*

October 2012

Sun / Mon / Tues / Wed / Thurs / Fri / Sat
September 30 / 1 / 2 / 3
Webinar: Midyear Tune-Up for Your Membership Campaign / 4 / 5 / 6
7 / 8
Columbus Day / 9 / 10
Fresh reports posted / 11
Webinar: Effective Sponsorship Programs—Everyone Wins / 12 / 13
14 / 15 / 16 / 17
RE Conference Call / 18 / 19 / 20
21 / 22 / 23 / 24 / 25 / 26 / 27
28 / 29 / 30 / 31
End of DCMS 2nd quarter reporting period / November 1 / 2 / 3

November 2012

Key Tasks

/

Important Dates

* Denotes DCMS Requirement

Program Chairs/DCMS Contacts

Nov. 10—Update your Educational Plan using online Program Planning Tool. Chapters are required to report activity in the quarter in which occurs.*

Newsletter Chairs/DCMS Contacts

Nov. 10—Submit 2ndquarter your chapter newsletter and report online to Chapter Relations.*

Treasurers

Watch the mail for your chapter’s annual chapter rebates, which will be processed this month. HFMA will mail a letter and check to the chapter treasurer, and a copy of the letter to the chapter president.

Presidents and Presidents-elect

Access the Frederick C. Morgan Individual Achievement Award nomination forms online this month.

Resources & Tools

Program Chair Toolkit

Access information to help in program planning including:
  • CPE guidelines
  • Hot topics in the industry
  • Sample speakers kit to use when communicating with program speakers, and much more in the Program Chair Toolkit at
Bookmark it!
Questions? Contact Chapter Relations at (800) 252–4362 or email: . / Nov. 10—DCMS 2nd quarter reporting deadline:
Educational program reporting *
Newsletters *

On the horizon

November 2012

Sun / Mon / Tues / Wed / Thurs / Fri / Sat
October 28 / 29 / 30 / 31 / 1 / 2 / 3
4
Daylight Saving Time ends / 5 / 6 / 7 / 8 / 9 / 10
DCMS Due Date
2nd quarter educational program and newsletter reports due
11
Regional Executive Council Meeting / 12
Veterans Day observed / 13 / 14 / 15
Fresh reports posted / 16 / 17
18 / 19 / 20 / 21 / 22
Thanksgiving Day / 23 / 24
25 / 26 / 27 / 28
RE-elect Conference Call / 29 / 30 / December 1

December 2012

Key tasks

/

Important dates

* Denotes DCMS Requirement

Presidents-elect

  • Watch your email mid-month for Countdown, the newsletter for Presidents-elect to help you prepare for the Leadership Training Conference and transition into your leadership year.
  • Plan a meeting date for officers and board members to review the chapter goals for the 2013–14 Chapter Balanced Scorecard, Educational Plan, and Annual Operating Budget, which are due to HFMA Chapter Relations June 1 (chapter requirements). Start the planning process early!
  • Begin planning your incoming slate of committee chairs for the coming year. Chapter Leadership Rosters are due to Chapter Relations April 1, 2013. Enter your leadership roster online beginning in January in the President and President-elect Toolkit at Once you enter a name in the roster, the individual will have access to the Chapter Leaders section of the HFMA website in about 24 hours.

resources & tools

Volunteer Recruitment Tools

Look to the Volunteer Recruitment Tools in National Office Resources for:
  • Volunteer recruitment letter templates
  • Committee descriptions
  • Job descriptions
  • Succession planning tips
Questions? Contact Chapter Relations at (800) 252–4362 or email: . / No DCMS deadlines this month

on the horizon

The Helen M. Yerger Special Recognition Award

Applications will be available in January.
  • Visit Awards and Recognition in the chapter Leader Resources area at for details of this and other awards.
  • Samples of winning Yerger Award entries are available upon request from Chapter Relations.
  • Yerger awards are presented at the Annual Chapter Presidents’ Dinner Meeting and Awards Presentation at ANI in June each year.
Questions about the Yerger Award?
Email: .

December 2012

Sun / Mon / Tues / Wed / Thurs / Fri / Sat
November 25 / 26 / 27 / 28 / 29 / 30 / 1
2 / 3 / 4 / 5
Webinar: Introduction to Social Networking / 6 / 7 / 8
9
Hanukkah begins / 10
Fresh reports posted / 11 / 12
RE Conference Call / 13 / 14 / 15
16
Last day of Hanukkah / 17 / 18 / 19 / 20 / 21 / 22
23
30 / 24
31
New Year’s Eve / 25
Christmas Day / 26
Kwanzaa begins / 27 / 28 / 29

January 2013

Key tasks

/

important dates

* Denotes DCMS Requirement

Presidents-elect

  • Participate in the Strategic Planning conference call in January with your leadership team.
  • Leadership Training Conference registration information will be distributed this month to Presidents-elect to share with their incoming leadership team who will attend LTC.
  • Set a meeting date for officers and board members to formulate their chapter’s Educational Plan and Annual Operating Budget, which are due to HFMA Chapter Relations June 1 (chapter requirements).
  • Begin entering your leadership roster. Send members of your team who are new to leadership positions to LTC, especially your incoming president-elect, membership, program, newsletter chair and treasurer

resources & tools