POLICY
AND
PROCEDURES
MANUAL
Submitted by: Policy & Procedures Committee
May 7, 2005
Revised 4/29/06
Revised 4/28/07
Revised 10/19/07
Reviewed/Revised 5/10/13
Reviewed/Revised 5/1/15
MISSION STATEMENT
To provide to persons who work in healthcare assistance in the management of personnel, billing issues, and related matters in his/her work place through educational opportunities, workshops, and seminars. These seminars, workshops and meetings (monthly, bi-monthly, quarterly and/or annually) will be geared toward helping the OMA member acquire knowledge, habits, values, and attitudes necessary to function at his/her position. The OMA will provide an excellent medium for networking opportunities with other members as well as others in the healthcare field.
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ORGANIZATIONAL CHART
OMASTATE EXECUTIVE BOARD
|
STATE OFFICERS
|
CHAPTER PRESIDENTS
|
GENERAL MEMBERSHIP
Chapters:
Charleston
Clarksburg
Huntington
Morgantown
Weirton
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OBJECTIVES:
- To promote the improvement of professional knowledge of
members engaged in managerial and/or supervisory activities for
healthcare providers.
- To provide channels of communications among healthcare
providers and facilities.
- To provide educational opportunities.
- To monitor the development and promote the awareness of
proposed legislation, which will impact the healthcare profession.
- To publish a quarterly newsletter.
- To establish and maintain local chapters.
- To hold an annual educational conference.
- The OMA shall develop organizational structure with the
establishment of officers, by-laws, policy and procedures, and
committees.
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TABLE OF CONTENTS
Policy Description Policy Number Page
Member Assistance OMA-100 5
Appropriation of FundsOMA-105 6
Membership Eligibility OMA-130 7 - 8
Membership Dues OMA-135 9
Termination of Membership OMA-14010-11
Associate Membership OMA-110 12-13
Membership Directory OMA-21514
New Chapter Formation OMA-19515-16
Sponsoring Hospitals and/or Physicians Group OMA-18517-18
Dissolution of Chapter OMA-20019
Organization Officers OMA-16020-21
Treasurers OMA-12522-23
Committees OMA-11524-26
State Executive Board Meetings OMA-14527-28
Reimbursable Expenses OMA-19029
Education OMA-12530
Newsletter OMA-15031
Grant Money OMA-20532
Mailing Labels OMA-21033-34
Presenters Appreciation Gifts OMA-16535
Professional Ethics OMA-17036
Salary Surveys OMA-17537
Non-Discrimination Policy OMA-15538
Forms
a. OMA Letterhead
b. Associate Membership Agreement Application
c. OMA Membership Application
d. Membership Form
e. Local Chapter Quarterly/Annual Treasurer Report
f. Check Requisition
- Personal Expense Record
- Grant Application
- Proxy - State Officers
- Proxy - Chapter Presidents
- Mailing Label Order Form
- Lending Library Agreement
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:MEMBERSHIP ASSISTANCE
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED/REVIEWED:7/1997, 4/9/05, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-100
OBJECTIVE: To provide information on resources available to the membership of the local chapters.
TEXT:
- The elected OMA state officers will be available for assistance by telephone, internet or on-site visit.
- Any questions should be directed to the President of the OMA or any of the appropriate elected state officers.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:APPROPRIATION OF FUNDS
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED/REVIEWED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-130
OBJECTIVE: To set guidelines to the appropriation of funds.
TEXT:
- To promote the improvement of professional knowledge of persons engaged
in managerial and/or supervisory activities for healthcare providers, 40% of
all monies will be designated for program/education.
- To monitor the development and to promote the awareness of proposed
legislation, which will impact the healthcare profession, 5% of all monies will
be designated for political action.
- To provide channels of communication between physicians, healthcare providers and membership via newsletters and special meeting announcements, 20% of all monies will be designated for public relations.
- To establish and maintain membership growth of the chapter, 10% of all monies will be designated for membership promotion.
- The remainder 25% of monies will be distributed according to the needs of the organization (state and/or chapters) and at the discretion of the Finance Committee.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:MEMBERSHIP ELIGIBILITY
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED/REVIEWED:7/1997, 4/9/05, 4/28/07, 10/19/07, 5/10/13, 5/1/15
EFFECTIVE DATE:05/07/05
POLICY NUMBER:OMA-130
OBJECTIVE: To make membership available to individuals who are engaged in
managerial/supervisory and/or in the every day operational duties
by a physician or facility providing direct health care services.
TEXT:
- The OMA is a not-for-profit, non-union, non-partisan, and non-sectarian
organization open to those individuals who are employed by a physician and/or health care facility. Membership is open to those eligible individuals regardless of the hospital affiliation of the health care provider.
2. Corporate members shall be additional members in the same practice or
facility as an active member.
3. Academic Members (voting member) is an individual employed by an
educational institution who has an interest in the development and support of the OMA.
4. Internship member (non-voting member) is an individual that is a high school
graduate and enrolled as a full time student in the health care field.
- Emeritus members are appointed by the State Executive Board at the time he/she
leaves employment by a health care provider.
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6. Honorary members are those who have promoted and supported the
development and growth of the OMA and must be approved by the State
Executive Board.
7. Associate members are individuals or businesses who have an interest in the
development and support of the OMA.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:MEMBERSHIP DUES
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED/REVIEWED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-140
OBJECTIVE:To establish guidelines and fees for membership for all eligible applicants as determined by the State Executive Board, which should be complied with by the local chapters.
TEXT:
1. Annual dues for membership shall be due and payable January 1 for the ensuing
calendar year at an amount set by the State Executive Board.
2. Dues shall be paid to the local Chapter Treasurer along with a completed membership
application.
3. The Chapter Treasurer will send one-half of the membership dues to the State VP of
Membership along with the original membership application to be registered in the
state directory. The State VP of Membership will then forward a copy of the
membership application, a list of membership and a check to the State Treasurer for
deposit into the state account.
4. The other half of the membership dues are to remain in the local chapter treasury to be
used for chapter activities.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:TERMINATION OF MEMBERSHIP
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVIEWED/REVISED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-140
OBJECTIVE: To establish guidelines for termination of membership in the OMA.
TEXT:
1. If a member should sever ties with one's employer and the
member had paid his/her own membership dues, the member may continue
membership until the end of the calendar year.
2. If a member should sever ties with one's employer and the employer paid the
member's dues, the membership reverts back to the employer.
3. A member may be asked to resign for just cause by a majority (two-thirds) vote
and with approval of the State Executive Board.
4. A State Elected Officer who severs ties with one’s employer for any reason:
a) If the member paid his/her membership dues, the officer may continue to
remain on the Executive Board and serve until the end of the calendar year
during the first years term or finish serving the term if this occurs during
the second year in office.
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b)If the employer paid the membership dues, the member will be asked to resign his/her office by the next scheduled Executive Board meeting. The officer may remain on the Executive Board in a nonvoting, advisory capacity for his/her office for rest of the calendar year during the first year's term or until the end of the term if this occurs the second year in office.
c)The Executive Board may appoint a qualified member to take over a vacant office if this occurs during the vacating officer's first year of term.
d)Should the present State President sever ties with one's employer, the above guidelines will be followed. The current President will become the Immediate Past President, and the President- Elect will then move to the position of Acting State President for the remainder of the term or until the next general election.
e)In the event there is no President Elect an Interim President shall be appointed from the qualifying State Executive Board members.
5.The membership of any member whose dues are not paid by April 1st, will be immediately suspended. The member will lose all privileges and benefits of membership. The membership may be reactivated upon payment of dues.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:ASSOCIATE MEMBERSHIP
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-110
OBJECTIVES: 1. To establish an Associate Membership category to build and
expand our base to include interested parties who are involved in related health care endeavors but who are not eligible for regular membership and who will promote the OMA.
2.To allow individuals in the business community and others who can provide additional networking throughout the state and increase the strong presence we have attained as leaders in the health care community.
TEXT:
1. The membership term shall run from January 1 through December 31.
2. Benefits:
a)An Associate Member of the OMA will receive a copy of the quarterly State newsletter and information pertaining to all workshops and educational programs upon the receipt of $250 dues and completed Associate Membership application.
b)Associate Members will receive an OMA Associate Membership certificate and card.
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c)Associate Members will be permitted to attend any and all workshops and/or, educational programs including chapter meetings. If there is a special fee attached to any of these, Associate Members will be expected to pay the designated fee.
d)Associate Members will be given three weeks advance notice, prior to the general mailing, regarding Sponsor Vendor Night at the annual OMA conference. Associate Members will be able to pre-register during this three week period to guarantee space availability. Registration fee must be paid in full and accompany completed application.
e)Associate Members will be listed in the Membership Directory, which is used as a resource by the membership.
f)Associate Members will have access to the membership list upon request, and with approval of the Membership Committee.
3.Agreement - upon approval for membership, the Associate Member agrees that:
a)Meetings of OMA chapters are open to Associate Members; however, Associate Members will not be extended any voting rights. Associate Members agree that there will be no commercial solicitation at meetings such as handouts, fliers, etc.
b)The OMA name, logo, etc. may be used only with prior written approval of the OMA. Any request for use of the OMA name and/or endorsement must be presented to the President of the State Association (or chapter president for local events) in writing with at least six weeks lead time.
c)Misuse of this Associate Membership may result in revocation of membership and forfeiture of dues.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:MEMBERSHIP DIRECTORY
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-215
OBJECTIVE: To provide membership with current listing of members, address, phone number, and e-mail addresses.
TEXT:
1. Membership directory is to be made available to Chapter Presidents by
March 1 each year. Chapter Presidents are to have a copy of the
membership directory to their members by April 1.
2. Setup for the directory is as follows:
* Table of Contents
* History of theOMA
* Bylaws of the OMA
* Policy and Procedure Manual
* CurrentState Executive Board
* Special Recognition: Past Presidents with years served
Emeritus Members
Honorary Members
* Sponsoring Hospitals and Hospital Liaisons
* Associate Members
* Alphabetic listing of members (last name, first; also list e-mail address)
* Local chapter list with addresses
* OMA Membership application/renewal form
* Found Error form to include VP Membership name and address
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:NEW CHAPTER FORMATION
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-195
OBJECTIVE: To establish guidelines for the formation of a new chapter of the OMA.
TEXT:
- Individuals wishing to form a new chapter of the OMA will be asked to
schedule a meeting with the State President.
- The President will make available a copy of the OMA By-laws and Policy and
Procedure Manual. The State President or a Membership Committee member will
then meet with the potential chapter to discuss the formation of the chapter and clarify the purpose of the organization.
- The potential chapter will be asked to submit a written request to the Executive Board for permission to form a local chapter.
- This request will be discussed at the Executive Board meeting and will be voted upon with the standard two-thirds majority rule.
- If approved for formation, the new chapter will be given the same rights and privileges as the existing chapters
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- State Dues for a newly formed chapter will be prorated the year of formation
with approval of the State Executive Board.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:SPONSORING HOSPITALS AND/OR
PHYSICIANS GROUP
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-185
OBJECTIVE:To ensure an understanding and knowledge by the hospitals and/or
physician group, local chapters, and the membership of the
responsibilities of sponsoring hospitals and/or physician group.
TEXT:
- Each local chapter should attain the support of the hospitals and/or physician group in
group in their area. Hospitals and/or physician group may provide support to the local
chapter by allowing use of facility for meetings or activities; providing refreshments at
activities, take partial or full responsibility for chapter mailings, sponsor OMA
programs/activities, and any other service the hospital and/or physician group would like
to provide to its local chapter.
- Hospital and/or physician group Representative/Liaison.
a)The sponsoring hospital and/or physician group may appoint any liaison or representative to the OMA.
b)The representative(s) may attend OMA functions at no cost.
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c)One representative per chapter may attend the annual conference, with the conference fee waived. However, representative must pay for lodging and transportation costs.
d)The representative(s) is a non-voting member of the OMA. The sponsoring hospital and/or physician group may obtain the mailing list, with approval of the State Membership Committee, for any mailings related to health care activities sponsored or endorsed by hospital.
e)Sponsoring hospital and/or physician group will be provided a full page ad in the annual conference book.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:DISSOLUTION OF CHAPTER
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED/REVIEWED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-200
OBJECTIVE:To set guidelines for the dissolution of a local chapter.
TEXT:
- If a chapter is unable to continue to function due to lack of membership,
funding or violation of State By-laws, the chapter may be dissolved.
- The chapter may petition the State Executive Board to dissolve their chapter by written notice and at that time submit financial records with account balances. If the chapter has no member available to submit such petition, the Executive Board may declare the chapter dissolved by majority vote in an executive session.
- The money in the dissolved chapter bank account will be turned over to the State Treasurer to be held in trust for one year of the date of the deposit.
- Should the dissolved chapter be able to reform within one year of the date of deposit, such money taken in the state bank account will then be returned to the chapter upon reacceptance by the Executive Board.
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OMA POLICY & PROCEDURE MANUAL
SUBJECT:ORGANIZATION OFFICERS
ORIGINAL DATE:5/13/94
DRAFTED BY:POLICY & PROCEDURES COMMITTEE
APPROVED BY:STATE EXECUTIVE BOARD
DATE REVISED/REVIEWED:7/1997, 4/9/05, 4/28/07, 5/10/13, 5/1/15
EFFECTIVE DATE:5/7/05
POLICY NUMBER:OMA-160
OBJECTIVE: To ensure that all active members of the OMA recognize and understand
the roles and responsibilities of its officers.
TEXT:
1. The officers shall consist of the following:
a) President
b) President Elect
c)Immediate Past President
d)Secretary
e)Treasurer
f)Vice President of Conference
g)Vice President of Political Action
h)Vice President of Membership
i)Vice President of Public Relations
j)Vice President of Educations
k)Historian, non-voting
l) Parliamentarian, non-voting
2. Officers shall serve for a term of two years.
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3. The Immediate Past President will serve as chair of the Nominating Committee. Nominations
for officers will be received by the Nominating Committee prior to the annual conference.
Nominations can also be taken from the floor during the election process. There will be a one
minute waiting period after presentation of nominees for each office before nominations are
closed by motion for the office.
4. Officers shall be elected by two-thirds majority vote of the membership present at the annual