Board of Directors Role Descriptions

President

Position:  The President is the lead officer of the Chapter and is responsible for calling and presiding at Chapter board meetings as well as providing direction and coordination to other board officers, members of the board and the members of the Chapter. 

Term: One year; typically following one year as President-Elect and continuing one year as Immediate Past President

Description:  Exercise executive leadership and supervision over all business affairs and activities of the Chapter. Act as a chair of the Chapter Board of Directors.

Responsibilities:

  • Preside at all meetings of the Board of Directors and the membership
  • Establish the agenda and schedule for all regular and special meetings of the Board of Directors and the membership
  • Execute contracts and other instruments on behalf of the Chapter designated officers, as duly authorized by the Board of Directors
  • Authorize all expenditures of Chapter funds with approval of the Board of Directors
  • Appoint chairs and members of all standing committees and special task forces, subject to board ratification
  • Facilitate the annual Chapter self-evaluation and audit of activities, including a review of standing committees and special task forces
  • Serve as the primary liaison with HIMSS and attend necessary programs and meetings in support of on-going HIMSS/Chapter relations
  • Act as chief representative of the Chapter to external audiences, organizations, and agencies including the community at large
  • Ensure compliance with all reporting obligations to federal, state, and local governments and to HIMSS, including primary responsibility for Annual Report
  • Conduct year-end transition meeting with the outgoing and incoming Chapter Board of Directors
  • Perform any other non-specified duties necessary to further the business of the Chapter as duly authorized by the Chapter Board of Directors

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Served as President-Elect in the current fiscal year before becoming President (per bylaws)
  • Demonstrated leadership skills, strong business acumen and commitment to perform in an orderly and responsible manner, all duties of the office
  • Ability to attend the HIMSS Annual Chapter Leadership Workshop (held in conjunction with the HIMSS Annual Conference)

Past President

Description:  The past president is an officer of the Board of Directors having completed duties as president of the Chapter.  The past president may participate in the recruitment of future officers and members of the BOD by chairing or serving on the nominating committee. Term: One year; immediately follow one-year President term

Responsibilities:

  • Attend regular and special meetings of the Chapter BOD and the membership.
  • Offer information and guidance on recent decisions, plans and business of the Chapter to provide continuity, including assisting President with Annual Report.
  • Help ensure smooth Chapter leadership transitions by participating in the recruitment and identification of future Chapter officers and board members by serving on or chairing the nominating committee.
  • Responsible for coordinating chapter activities and role at HIMSS AC.

 Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Served as immediate past Chapter President.
  • Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

President-Elect

Position:  The president-elect generally assists and assumes responsibilities of the president when s/he is not available.  The combination of the president-elect position helps to ensure a smooth leadership transition as the future president gains experience in a leadership role prior to becoming president.

Description: 

  • Assists the Chapter president in conducting the business affairs and activities of the Chapter through special assignments and duties delegated at the direction of the president and/or the Board of Directors.
  • Presides at regular meetings of the Chapter Board of Directors and the membership in the absence of the Chapter president. Assumes the office of the president upon conclusion of the one-year term as president-elect.  May be required to complete the unfulfilled term of the current Chapter President due to resignation or special circumstances.

Term: One year; followed by one year as President and one year as Immediate Past President

Responsibilities:

  • Attend all regular and special meetings of the Chapter Board of Directors and the membership, and notifies the Chapter president if unable to attend.
  • Preside over any regular and special meetings of the Chapter Board of Directors or the membership in the event of the Chapter president’s absence.
  • Prepare and distribute a program of Chapter activities for the year.
  • May chair a committee or special task force and/or serve as liaison to one or more committees, as assigned by the Chapter President. 
  • Consider availability to attend Chapter Leader Exchange hosted by HIMSS in July
  • Manage professional relationships with other organizations affiliated with the chapter (collaborators)

 Qualifications:

  • Must have served in another board position for at least 1 year (per chapter bylaws)
  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

 

Treasurer

Description:  The treasurer has charge of and responsibility for all funds and securities of the Chapter, including oversight of deposits and disbursements. Duties shall be conducted in conformance with the approved budget, Chapter’s fiscal policies and any financial decisions previously made by the BOD.  The treasurer ensures that regular financial reports and an annual audit are presented to and interpreted for the Chapter BOD and HIMSS.

Responsibilities:

  • Attend all regular and special meetings of the BOD, and notifies the president if unable.
  • Manage securing the deposit and disbursement of Chapter funds and investments.
  • Maintain all required documents and financial records related to Chapters finance.
  • Prepare a proposed budget for review, modification and final approval by the Chapter BOD.
  • Monitor income and expense activity relative to the Chapter budget, and makes appropriate recommendations to adjust for any variances.
  • Prepare and submit necessary documents to comply with federal and state tax rules .
  • Maintain a treasurer's book of Chapter records, correspondence and activities to be transferred to the incoming treasurer.
  • Perform any other duties necessary to further the business of the Chapter as duly directed by president and/or the Board of Directors.

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.
  • Commitment to ethical management of Chapter funds.

Membership / Outreach Chair

Description:  Provide leadership to the membership committee in the development of annual recruiting, retention and value/benefits plans for members.

 Responsibilities:

  • Attend all meetings of the Chapter Board of Directors.
  • Collaborate with the president and board in recruiting committee members.
  • Prepare or assists in the preparation of regular membership reports and presents them to the BOD. Monitors Organizational Affiliates (OA) and actively promotes member growth.
  • Ensure that a membership recruitment and application materials are prepared and adequate copies are stocked and available at public Chapter programs and on website.
  • Maintain current member list from nationals, posts all important files to SharePoint site.
  • Work with Secretary to prepare annual (minimum) survey. Review results with BOD and Chapter to drive new ideas and programs.
  • Create and conduct annual member satisfaction survey.

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nominationDemonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Secretary

Description:  Records all actions of the Chapter board and membership and prepares meeting minutes. Maintains Extranet site, which contains the permanent corporate record of the Chapter.  Oversees BOD elections and member surveys.

Responsibilities:

  • Attend all regular and special meetings of the Chapter Board of Directors (BOD), and notifies the president if unable to attend so that an interim secretary can be assigned.
  • Ensure that an annual (minimum) member survey is conducted.
  • Arrange for conducting BOD meetings, whether held in person or by conference call.
  • Record, prepare, and distribute the minutes via email in a timely fashion.
  • Create, maintain, and archive electronic records containing notices, agendas, and related materials, in addition to the signed and approved minutes to Extranet site.
  • Confirm BOD candidates are eligible to run for office, prepares slate for election, communicates results to BOD.  Prepares ballots.

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Advocacy Liaison

Description:  Provide leadership and support to the Board of Directors (BOD) as well as report all National, State and Local HIMSS Advocacy updates to the entire chapter.

 Responsibilities:

  • Attend meetings of the Chapter BOD, or send report if unable to join in person.
  • Review and understand HIMSS national advocacy policies and positions, act as local HIMSS advocacy policy expert.
  • Organize visits and other avenues of communication with local, state and federal elected officials if BOD approved.
  • Attend HIMSS-sponsored advocacy training and message development sessions, including the annual advocacy meeting during HIT
  • Attend HIMSS monthly CAR calls and submit summary report to Chapter BOD; Join advocacy counterparts around the country on conference calls for legislative updates and keep the BOD and local chapter informed.
  • Speak to local media, legislators and volunteers about advocacy issues.

 Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Director Business Development and Vendor Relations (Sponsorship)

Description: Lead the development and strategy for annual and event sponsorship plans. Act as primary contact with existing sponsors and solicit potential new sponsors.

 Responsibilities:

  • Attend all meetings of the Chapter Board of Directors.
  • Collaborate with the Chapter Board in identifying possible vendor sponsors.
  • Reach out to potential sponsors and maintain relationships with current sponsors in order to retain and increase chapter funding, as well as vendor and member satisfaction.
  • Work with the program committee to ensure that sponsorship levels have adequate funding to support events, and that the vendors will be satisfied with events their sponsored events.
  • Ensure that chapter sponsors and logos are correctly identified and listed on website.
  • Lead an appropriate vendor and provider balance within the Chapter and at events.
  • Work with the Chapter treasurer to ensure vendor sponsors are invoiced and submit funding for correct monetary amounts.

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Director of Marketing and Communications

Description:  Provide leadership to the communications committee in the development of a strategy to communicate regularly and markets with members and appropriate members of the healthcare community about Chapter activities and membership opportunities.

 Responsibilities:

  • Attend all meetings of the Chapter Board of Directors.
  • Collaborate with Chapter president and board in recruiting committee members.
  • Provide leadership to committee and Chapter board in the exploration of appropriate methods of communicating to Chapter members, prospective members, and the healthcare community about the Chapter.
  • Ensure that the Chapter communicates to membership at least 4 times per year.
  • Ensure ongoing production of print or electronic newsletters, bulletins; educational event notices or brochures, and other communications, as appropriate.
  • Collaborate with BOD in creating annual plan and budget to meet communication needs.
  • Update chapter website or provide webmaster with information to update the website.
  • Maintain chapter membership roster from national and membership chair for purposes of communicating to members
  • Monitor, respond, and appropriately triage incoming inquiries received through the chapter email (info@himsschapter.org) from membership and other interested partners

 

 Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, good written and oral communication skills, and knowledge of appropriate media, strong business acumen and a commitment to perform in an orderly and responsible manner all duties of the office.

Director Programs

Description:

  • Provide leadership to the program committee to develop annual educational, professional development and networking opportunities for members and healthcare information professionals in the community.

 Responsibilities:

  • Attend all meetings and special meetings of the Board of Directors.
  • Provide leadership to the program committee in the design, creation, and implementation of Chapter professional education opportunities twelve (12) hours or more, annually.
  • Collaborate with the treasurer and board to develop the revenue and expense budgets for the planned annual educational events.
  • Work with other chairs and committees to market educational offerings and maintain a focus on providing educational and networking opportunities that meet the needs of our membership.
  • Responsible for high-level project management of programs and will serve as point person for full committee.
  • Coordination of efforts with the contracted event planning resources.

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Member at Large

Description:

  • Provide representation on the chapter board to represent the whole membership assuming duties and needs of the chapter throughout the term. Provide support and guidance to any/all board members, committees, and liaison’s as needed.

Responsibilities:

  • Attend all meetings of the Chapter BOD; including special meeting, conference calls and face-to-face as needed.
  • Accept special assignments such as policy review and procedure development.
  • May be asked to serve as chair of any ad hoc committee formed.

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Website/Webmaster

Description:

  • Provide website administration and enhancements.

Responsibilities:

  • Attend all meetings of the Chapter BOD; including special meeting, conference calls and face-to-face as needed.
  • Update website with event information, presentations, photos, and articles
  • Attending HIMSS website calls related to training and updates or listen to recordings in order to report to BOD necessary action items and be familiar with the website updates.
  • Provide feedback on technologies and services that help the Chapter advance in their goals as necessary.

Qualifications:

  • Flexibility: member or non-member; consultant or volunteer

Health Information Exchange Liaison (HIE)

Description:

Provide leadership and support to the board of directors as well as report all national and local HIE updates to the entire chapter.

Responsibilities:

  • Serves in a strategic role, leveraging their local, regional and state knowledge with HIMSS national activities focused around the promotion of healthcare information technology (HIT), the advancement of health information exchange, and the deployment of health information exchange organizations.
  • Provides leadership and support to the board of directions as well as report all National and local HIE updates to the entire chapter.
  • Provide a vital communication link between the HIMSS chapter, the local and/or state level HIE, and HIMSS national activities for the HIE Liaisons.
  • Create and/or update inventory of HIE activities in the chapter’s region and post on the chapter’s website.

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, good written and oral communication skills, and knowledge of appropriate media, strong business acumen and a commitment to perform in an orderly and responsible manner all duties of the office.
  • A member with passionate interest and/or involvement with HIE activities in the chapter’s geographical area.

Membership, Advancement & Professional Development / Academic & Student Liaison

Description:  Provide leadership to the membership committee, provides leadership to the board and membership advancement and professional development committee in developing appropriate educational materials and opportunities to targeted audiences.  Develops an annual membership advancement and professional development plan and manages its implementation in the development of annual recruiting, retention and value/benefits plans for members.

The Director of Membership Advancement and Professional Development leads the effort to increase chapter member awareness of the benefits of achieving distinguished volunteer designations and becoming CAHIMS or CPHIMS certified.

Increase awareness about CPHIMS status and offer help to the qualified candidates through their application process..

This position also provides leadership to the academic committee to create, promote, judge and award HIMSS local scholarship awards. Represent HIMSS to the academic community.

 Responsibilities:

  • Attend all meetings of the Chapter Board of Directors.
  • Collaborate with Chapter president and board in recruiting committee members.
  • Develop educational strategies related to the CAHIMS and CPHIMS Certifications including study groups and boot camps
  • Develop educational strategies related to the volunteer designation status of Senior, Fellow, Lifetime and Lifetime Fellow
  • Prepare participants with the knowledge to pass the CAHIMS and/or CPHIMS Certification
  • Provide leadership to the academic committee in the design, creation, and implementation of Chapter scholarship offerings.
  • Collaborate with the treasurer and board to develop the scholarship award amounts.
  • Work with other chairs and committees to market educational offerings to students.
  • Promote HIMSS, Chapter and events and volunteer opportunities to students.
  • Increase awareness about Randy Haskin’s scholarship.
  • Collaborate with web-designer to update the scholarship page on local website.

Qualifications:

  • Must be a current member of HIMSS in good standing for the past year. If not a member for a year, the board must approve prior to proceeding with nomination.
  • Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Social Media Chair

Scope of Responsibility

Observe and familiarize oneself with the Chapter of Iowa HIMSS and the board activities.  Performs the following functions:  maintain, manage and keep current all social media of chapter; assure all social media compliance; keep Chapter of Iowa HIMSS connected through all social media platforms.  The Social Media Chair would be a non-voting member of the Chapter of  Iowa HIMSS board.  The term will run July 1, 2015 through June 30, 2016.

The Social Media Chair will report to the board. Position is responsible for communicating and serving as a board representative to the Chapter of Iowa HIMSS via all social media platforms.  The Social Media Chair will work with other board members and committees.

Specific Duties:

  • Assure appropriate board members have access to and are educated on the social media platforms in use by the chapter.
  • Instruct board members on how to use social media, if needed.
  • Work with board members to assure their events are set up properly on website and on social media.
  • Work with board members to initiate social media discussions around speakers, topics, and local items of interest.
  • Work with membership chair to include social media information to new members.
  • Assure social media compliance including monitoring of all postings, using correct logos, and watching for inappropriate content.
  • Prepare and report to the board any budget needed for social media for approvals before committing.
  • Provides monthly reports to the board of activities.

 

Qualification:

  • Student or professional member of Iowa HIMSS chapter; able to attend board meetings and events. The Social Media Chair must be a resident of Iowa.  If not a resident of Iowa, the board must approve prior to proceeding with nomination.