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TOPIC
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DISCUSSION
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ACTION
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| Exhibitor Survey |
Surveys received with overall positive remarks. The conflict with NCHIMA of concern. The NCHIMA meeting schedule has been received. Need to plan future VHIMA meetings at different time so not to conflict for vendor participation. |
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| Convention Budget |
Budget from convention has not been finalized. The treasurer is to deliver the books to the accountant who will audit the records and final figures will be submitted. Future deadline for budget submissions was discussed. All convention financial transactions will need to be complete prior to first board meeting following convention. |
1. Financial report for August board meeting.
2. Transfer treasury information to new Treasurer for a report at the August meeting. |
| Educational sessions |
Discussed the appropriateness of educational topics. Suggested a few improvements:Member poll approximately 6-months prior to convention for educational ideasTrend other state associations and AHIMA for hot topics on the speaker circuit. |
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| Vendors |
Involvement in program chair early in planning process is critical. Vendor target needs to be at least 40 vendors. Discussed ways to draw more national vendors. Suggest providing dedicated speaker time to a vendor with a "captive" audience. |
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| Silent Auction |
Need firmer deadlines in communication of auction to membership and better internal communication among board members. |
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| Member participation |
Discussed how we can move to a larger forum with possible multi-state convention to have a better show and greater member participation. |
3. L. Vernon will discuss at Team Talks to see what others are doing. |
| VHIMA Resource Manual |
Each member received an updated manual with brief overview of position responsibilities. |
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Discussed a concern of the lack of multi signature needed for financial transactions. |
4. Effective immediately the President-Elect will also be required to sign financial transactions along with the Treasurer.
5. Linda Vernon will coordinate revision of position descriptions to include
Add to House of Delegates description the need to address ongoing activity due to the electronic forums now available.
Similar statement needs to be added to all five voting positions.
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| VHIMA Board Meetings 2005 - 2006 |
Schedule was distributed and meetings will either be in Richmond or Charlottesville. Conference capability will be provided as needed. Membership was reviewed. |
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| VHIMA Membership |
Discussed briefly how to increase membership. Website maintenance and enhancement are planned. Attraction of HCA leaders and consultants for possible educational opportunities. |
6. Loren Wolf, Karen Phipps and Scottie Frey will be managing the website.
7. Add to website:
VHIMA policies
Coding Roundtable
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| Newsletter |
Published quarterly. Ideas for inclusion: distinguished member award, scholarship information, and highlight of current board member positions to heighten awareness and promote involvement. Spotlight on current leadership. |
8. Brandi Fowler to follow-up with Lou Ventura on status of current publication. |
| Education Strategy |
Education strategy policy needs to be re-written. Carol Smith would be willing to work with Elected Director and/or Scholarship/Education member to accomplish. The Board will need to provide direction to the policy developers. Marion Swaim will also assist the subcommittee. Scholarship brochure needs to be revised with appropriate deadlines. |
9. Carol Smith, Marion Swaim, Evelyn Bickley and Joyce Booker to coordinate policy revision. |
| Team Talks, Leadership & Coding Round Table |
Linda Vernon and Marion Swaim will attend Team Talks. Linda will also attend Coding Round Table to be genesis for further association activity. |
10. Revise bylaws to with a provision that the CEC Coordinator will attend on behalf of VHIMA. |
| Governor's Electronic Health Records Task Force Executive Directive 6 (2005) |
Discussed the Governor's proposal and task force initiative. VHIMA needs to respond with our willingness to be involved in the initiative and assist with any subgroup activities that are appropriate. |
11. Linda Vernon to finalize response to Governor's office on behalf of VHIMA.
12. Linda Vernon also to coordinate communication for the membership to be mailed posted to web of our response to the task force. |
| Strategic Planning Discussion |
2004 - 2005 plan needs to be reviewed to determine if any thing needs to be brought forward. |
13. Linda Vernon to coordinate. |
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Development of membership brochure. Identify our target group for membership. |
14. Evaluate brochure revisions following the membership survey.
15. Sheila Gunn to develop a survey for telephone call surveys to the board for input and finalization by the September meeting. |
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Website development is key to remain competitive. Review other large states sites to see what they are doing. Board will review website on a regular basis suggest bi-annual. Anticipate for future budget preparation that we have funds allocated for website development and maintenance. Future exploration of share-point site with vendor endorsements |
16. Ideas for website development to be forwarded to Karen Phipps.
17. Karen Phipps to research the cost of a major site redesign. |
| Communities of Practice (COP) |
The COP is underutilized by membership. Need to evaluate ways to market the site as a valuable resource through ease of navigation and adding new links. |
18. For future discussion. |
| Memorial Scholarship |
Marion Swaim posed the question of VHIMA's position on development of a scholarship in memory of Felecia Smith possible in conjunction with Sentara. |
19. Marion Swaim to develop the proposal and then represent to the Board. |
| Consumer Education Coordinator (CEC) |
Marion Swaim is our representative who will be attending training during Team Talks in July. Marian Swain brought forth for discussion of VHIMA's role in public websites directed at consumers, i.e. Healthgrades.com. The question was posed as to whether VHIMA wants to take an active role in lobbying and consumer education relative to the public sites. |
20. Marion Swaim to develop a roadmap following training to presented to the board. |
| AHIMA Silent Auction, October |
The item has already been purchased. |
21. Karen Phipps will coordinate the submission. |
| Future Agenda Items |
1. Financial Report
2. CEC Report
3. Alignment with other State Associations |
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