HIMSS Chapters Annual Standard Reports3.amazonaws.com/rdcms-himss/files/production... · As an entity chartered by HIMSS, Chapters must meet minimum organizational and program delivery

©Healthcare Information and Management Systems Society, 2013 - 1 -

HIMSS Chapters

Annual Standard Report

2013-2014 Review & 2014-2015 Planning

Due July 31

HIMSS’ Chapters represent industry professionals within their approved territories to promote a better

understanding of healthcare information and management systems. Chapters are dedicated to membership

retention and recruitment, educational opportunities, and valuable links between healthcare professionals in close

proximity. Each Chapter is governed and managed by a local Board of Directors, while each Chapter Board of

Directors must support the vision and mission of HIMSS.

HIMSS Vision Better health through information technology.

HIMSS Mission Globally, lead endeavors optimizing health engagements and care outcomes through

Information technology.

What are the expectations of a HIMSS Chapter? As an entity chartered by HIMSS, Chapters must meet minimum organizational and program delivery

requirements.

The standards are designed to help Chapters achieve their organizational goals. Each standard must be completed

in the Annual Standards Evaluation Report and must be received by HIMSS by July 31st

of each year. Failure to

submit report may result in probationary status.

Annual Chapter Standards Tips:

• Take advantage of HIMSS support in the area of Chapter educational programs. Contact

[email protected] with any questions, concerns, ideas, etc.

• Hold chapter board elections Work on the Standards Report throughout the year or include as a standing

agenda item during Board meetings or plan a meeting specifically designed to complete the annual

standards and delegate sections to board members.


Standard #1

2014-2015 Chapter Officer List

Standard #1 – Chapter Officer List: The Chapter must have leadership consistent with the structure delineated in

the Chapter’s bylaws. At a minimum, there must be a president and president-elect or vice president, secretary

and treasurer. It is highly recommended the Chapter board include a membership chair, program chair, web chair,

communications chair, sponsorship chair and members at large.

For the incoming fiscal year (June 1 – June 30) Chapters must provide information of the newly elected and

current board members including its officers, directors, and committee chairpersons. (See attached)

*By putting your name on the officer list, it signifies that you agree to report to the Senior Manager, Operations,

HIMSS any future pertinent situation that may develop and that may constitute a conflict of interest while

candidate for, or member of, a HIMSS Chapter or any elected positions of HIMSS. Below are the names, contact

information and Membership ID# of Chapter Officers, which are at this time members of National HIMSS in Good

Standing.

Fill in all fields

Board Title Name Term

Expires Past President

(surrogate)

Scott

Holbrook

12/1/2014

President Julie G. Beard 6/30/2015

President-Elect Open

Secretary Mark Ellis 6/30/2016

Treasurer Jon Messina 6/30/2015

Advocacy Chair Paul Sanders 6/30/2015

Advocacy Co-

Chair

Phillip

Kimball

6/30/2015

Communication

Chair

Nancy

Staggers

6/30/2015

Communications

Co-Chair

Open

HIE Chair Teresa Rivera 6/30/2015

HIE Co-Chair John

Overbaugh

6/30/2016

Membership

Chair

Randy Black 6/30/2015

Membership Co-

Chair

Jayme Norrie 6/30/2016

Program Chair Chris Smith 6/30/2015

Program Co-

Chair

Mark Runyan 6/30/2015

Sponsorship

Chair

Anthony

Dalton

6/30/2015

Sponsorship Co-

Chair

Blynn

Simmons

6/30/2016

Spring

Conference Chair

Mike Nelson 6/30/2015

Spring

Conference Co-

Keith Tintle 6/30/2015


Chair

Student Liaison

Chair

Kimberly W.

Bartholomew

6/30/2015

Student Liaison Katherina

Holzhauser

6/30/2015

Physician

Committee Chair

Matt

Hoffman,

M.D., M.S.

6/30/2016

Physician

Committee Co-

Chair

Arteveld

Pierre Jerome

6/30/2016

Please note that HIMSS will update distribution to monthly membership and rebate reports based on the officer list

above (or attached). Requests to edit these distribution lists can be sent to [email protected].

Standard #2

Chapter Self Assessment

Standard #2 – Chapter Self Assessment: The Chapter Board must review the past fiscal year and assess the

performance and goals of the Chapter.

1. List 1-2 chapter successes or improvements during the past fiscal year your Chapter Board feels satisfied

with:

1. Board Leadership: Chair and Co-Chair on each committee with a focus on engaging

members to contribute to the identification and accomplishment of committee objectives.

Board leadership representation of 5 major healthcare providers in the community, Utah

HIE, National industry leaders, Professors, CEO leadership, Physicians and health care

industry. Details of each Committee’s 2013-2014 Objectives and Accomplishments are

attached. Committee highlights are mentioned below:

• Advocacy Committee:

o HIMSS Presidential Award

o First time Governor proclamation Utah State Health IT Day

o 8 legislators attending 3rd Annual Utah State Health IT Day

o Represented Utah at National Health IT Week, presented HIMSS “asks” to

all Utah federal legislators • Communications Committee:

o Monthly UHIMSS newsletter

o Periodic member communications

• HIE Committee:

o Involved with Digital Health Commission, Utah Dept. of Health, State of

Utah HIE Coordinator. Digital Health Commission attended Spring

Conference

o Provided two webinars:

� “Care Achieve through the cHIE: Unlocking the Potential for

Clinical Data in Utah”

� “IC3 Beacon: Challenges and Solutions in Connectivity to Improve

Patient Care in the Community”

o HIE website source of information on State of Utah Innovations Grant, CMS

Implementation Grant, Governor’s Health Innovation event on Sept. 26,

2013

o Focus group UHIMSS members tested cHIE consent on-line tool and

provided feedback


• Membership Committee:

o Tools created to significantly enhance analysis of our UHIMSS membership

o Created member focused value brochure

o Insightful membership survey, response rate 11%

o Spring Conference Survey, average satisfaction level 4.6 on scale of 1 - 5

o Membership net increase 16.4%,

o Event attendance increased 34% with an average of 41 people, surpassing

the 15% goal

• Physician Committee: o Newly established to create a CMIO committee perspective and support

• Program Committee:

o Innovative Utah Technologies event:

� Intermountain Healthcare Transformation Lab Tour

� Privasent

� Orca Health

o Provided 5 educational luncheon events:

� Meet the Board

� ACO, Payment Reform and the Medical Home panel:

• Joe Mott, VP of Shared Accountability Intermountain

Healthcare

• Scott Barlow, CEO Central Utah Clinic

• Dr. Scott Anders, Division Medical Director HCA

• Dr. Karey A. Johnson, Director NW Region PACT

Excellence for the VA

• Lisa Lyons, Product Manager Applied Research Group 3M

Health Information Systems.

• Big Data with Dave Riley

• UHE cosponsored Nov. “The Healthcare Executive Role in IT”

panel:

• Keith Tintle, CEO Timpanogos Regional Hospital

• Steve Anderson, CEO Jordan Valley Medical Center

• Robert Allen, VP Rural Region and Outreach

Intermountain Healthcare

• Erik Bermudez, Healthcare Research Director KLAS

o Hosted 3 webinar luncheon events:

• “Care Achieve through the cHIE: Unlocking the Potential for

Clinical Data in Utah”

• “IC3 Beacon: Challenges and Solutions in Connectivity to Improve

Patient Care in the Community”

• University of Utah Health Care “Preparing for ICD-10:

Implementation and Utilization of Computer Assisted Coding to

Drive Coding Accuracy and Productivity, Clinical Documentation,

and Quality Improvement”

o Hosted Holiday Luncheon

o Contributed and supported Spring Conference

• Sponsorship Committee:

o Two new Premier Sponsors, renewal of all existing Premier Sponsors

o Full capacity sponsorship at the Spring Conference with 20 participants

o Increased sponsorship at monthly educational events

o Overall 242% increase in sponsorship revenue

• Spring Conference Committee:

o Successful annual Spring Conference on May 27, 2014

o First ever cohosted with Utah chapter of ACHE

o 20 sponsors, approx. 160 attendees, 4 outstanding national and local

speakers, 2 panels with 4 speakers each.


• Student Liaison:

o Created framework for internships on UHIMSS website, one internship

posted

o Developed student focused membership brochure

o Promoted student scholarship to be awarded in Aug. 2014

o Filled committee positions with students, professors and professionals

2. Organizational Strength: 35% increase in new members, 242% increase in sponsorships to

include 2 new premier sponsors, 38% under forecasted expenses, and 20% increase in net

revenue.

2. List 1-2 critical issues or challenges facing your Chapter at this time and contingency plans for each:

• Fill Board and Committee Positions:

o President – Elect successor position with a strong healthcare leader for 2014-2015

� High Priority for President to work with Surrogate Past President to continue

recruiting efforts, talk with and pursue healthcare leaders and past presidents

recommendations

o Fill Committee positions (minimum 5 committee members plus Board Chair and Co-

Chair)

� Critical to 2015-2016 Board, 50% end of term transition

� Important to mentor and identify new potential Board candidates

� Continue Committee Chair and Co-Chair efforts to personally recruit minimum

5 committee members.

• Increase Member Retention, Engagement and Attendance at Events

o Analyze and implement proactive options to stop 24% membership loss, majority non-

renewals no longer having valid corporate email addresses

o Implementing member survey recommendations to continue to increase value and

convenience. Current attendance at events approximately 10% of membership

o Strengthen relationships and communicate value with large key member organizations

and other healthcare leading organizations in the community

3. Other comments, concerns or suggestions:

Please refer to the attached details by committee that identify 2014-2015 committee goals and

challenges.


Standard #3

Modifications to Chapter Bylaws

Standard #3 – Modifications to your Chapter Bylaws: To remain a Chapter, the originator must have adopted the

2012 HIMSS Standardized Chapter Bylaws and conduct an annual review of their bylaws. Bylaws are living

documents and changed as needed to reflect the practices of the Chapter and HIMSS.

All Chapters must obtain approval from HIMSS for changes to the Chapter bylaws. Chapters will adhere to its

bylaws and maintain a current copy at HIMSS. Chapters must submit their Chapter bylaw changes to HIMSS

Operations ([email protected]).

Check one (1) option below:

No modifications were made to the bylaws this year.

x Modifications were made and an updated copy of our Chapter bylaws is attached. (You must have

approval of the changes prior to implementing.)

Recommended modification approved by the UHIMSS Board and being submitted to HIMSS for

consideration. Change to Article VII Committees Section 3 Composition last sentence to be consistent

with qualifications of Officers and Directors. Change to read “Only voting members and members in good

standing, of either HIMSS or UHIMSS for at least one year, shall be eligible to serve a leadership position

on a committee.”

Standard #4

Educational Programs

Standard #4 -Educational Programs: Chapters must have a minimum of twelve (12) educational programming

hours. List all educational programming here:

Meeting 1 Meeting 2 Meeting 3 Meeting 4 Meeting 5 Meeting 6

Date 8/21/2013 9/20/2013 11/6/2013 11/20/2013 2/25/2014 4/15/2014

Location (city) Murray Murray Murray Orem Salt Lake Murray

Theme Meet the

Board

ACO

Payment

Reform

Big Data Healthcare

Executive

Role in IT

Decisions -

cohosted

Utah Chapter

of ACHE and

the Utah

Medical

Group

Management

Association

Advocacy Day -

ACA

Impressions

Post

Implementation

Innovative

Utah based

Technologies

# Attendees 34 35 49 200 29 50

Length (in hrs.) 1.0 2.0 1.5 1..5 2.5 1.5

If your chapter exceeds six (6) meetings during the fiscal year, please submit additional documentation.


Meeting 7 Webinar 1 Webinar 2 Webinar 3

Date 5/21/2014 8/28/2013 12/19/2013 1/15/2014

Location (city) Salt Lake Broadcast Broadcast Broadcast

Theme Driving

Change

through

Health

Information

Technology

Program

attached,

cohosted

with Utah

Chapter of

ACHE

Care Achieve

through the

cHIE:

Unlocking the

Potential for

Clinical Data

in Utah

IC3 Beacon:

Challenges

and Solutions

in

Connectivity

to improve

Patient Care

in the

Community

University of

Utah Health

Care “Preparing

for ICD-10:

Implementation

and Utilization

of Computer

Assisted Coding

to Drive Coding

Accuracy and

Productivity,

Clinical

Documentation,

and Quality

Improvement

# Attendees 160

Length (in hrs.) 5.5 1.0 1.0 1.0

List any tentative or confirmed meeting dates for the 2014-2015 fiscal year:

Meeting 1:

o Tentative Date or Month:___August 14, 2014

o Theme: How Telehealth is Improving Patient Care in Utah

o Location City: Murray

Meeting 2:

o Tentative Date or Month:_November 13, 2014

o Theme:_Jim Turnbull, UUHC Epic Project – Lessons Learned

o Location City: Murray

*See below for Program Committee 2014-2015 Objectives and Calendar of Events

Standard #5

Chapter Communications

Standard #5 – Chapter Communications: A Chapter is required to communicate with its members at least four

times a year and required to copy HIMSS [email protected] of their communications as they occur.

UHIMSS provided monthly newsletters and periodic email communications to members reminding them of

upcoming monthly events. Attached are the monthly newsletters and a sample of the event email

communications.

Aug. 2013 Sept. 2013 Oct. 2013 Nov. 2013


Newsletter

Communication 2

Newsletter

Communication 3

Newsletter

Communication 4

Newsletter

Communication 5

Date 8/5/13 9/6/2013 10/9/2013 11/27/2013

Medium Email Email Email Email

Dec. 2013

Newsletter

Communication 6

Jan. 2014

Newsletter

Communication 7

Feb. 2014

Newsletter

Communication 8

Mar. 2014

Newsletter

Communication 9

Date 12/13 1/14 2/21/14 3/5/14


April 2014

Newsletter

Communication

10

May 2014

Newsletter

Communication

11

June 2014

Newsletter

Communication

12

July 2013

Newsletter

Communication 1

Date 4/14/14 5/2/14 6/20/14 7/13


What social media platforms is your chapter actively using? Please check all that apply.

x LinkedIn Facebook Twitter Other: __________________________

Standard #6

Board Meetings

Standard #6 - Chapter Board Meetings: Chapter Boards will meet a minimum of four (4) times per fiscal year, in

person or via teleconference.

x Minutes attached for each meeting

Meeting 1 Meeting 2 Meeting 3 Meeting 4 Meeting 5 Meeting 6

Date 7-26-13 8-30-13 9-27-13 10-25-13 11-22-13 12-12-13

Meeting 7 Meeting 8 Meeting 9 Meeting10 Meeting11 Meeting12

Date 1-31-14 2-28-14 3-28-14 4-25-14 5-21-13 6-28-14


Standard #7

Financial Report

Standard #7 - Financial Report: HIMSS Chapters agree to adopt the July 1 - June 30 fiscal year. Each chapter agrees

to publish a Financial Report to members upon request and to HIMSS

All chapters are responsible for timely financial report submission per the dates described below. Failure to do so may result

in chapter probation or suspension.

HIMSS Chapters must complete and submit to HIMSS the following paperwork:

x Copy of the Financial Report - Include the final ledger or income statement from the preceding

fiscal year.

x Signed copy of the Financial Review Checklist (Attachment A below).

**Chapters may request an extension until October 31st

by emailing [email protected].

Comment [SC1]: Include due date?

Comment [t2]: Yes


Attachment A (see attached report scanned in with signatures – 100% complete)

Chapter Financial Review Checklist Yes or No*

* If “No”, provide an explanation of the issue and how it is being resolved. Continue on a separate

sheet if needed

1. Was a financial review of the previous year’s finances completed and provided to the Chapter Board

of Directors and the National Office?

Yes

2. Are signature cards on any current bank accounts and other bank authorizing documents current?

(This includes the deletion of signatories who are no longer authorized to have access to funds.)

Yes

3. Have the bank statements been reconciled through the close of the fiscal year (June 30th

)? Are the

monthly bank statements mailed/emailed to an officer of the Chapter who does not have custody of

the checkbook?

Yes

4. Are bank reconciliations conducted/reviewed by someone not having signature authority on the

account(s)?

Yes

5. Are all checks/withdrawals/transfers documented as to purpose and payee/destination of funds?

Yes

6. Are all deposits supported by documentation showing source of revenue (number of meeting

attendees, etc.)?

Yes

7. Is other business income, such as advertising on newsletters and web sites, accurately reported on

the chapter financial statements?

Yes

8. Are all chapter financial accounts and investments (if applicable) identified and financial data

incorporated in the financial reports?

Yes

9. Was the correct IRS form 990-N, 990-EZ, or 990 prepared and submitted to the Internal Revenue

Service? The correct form depends on the Chapter’s amount of gross receipts.

Yes

We, the financial review committee, certify that none of the members are an officer of Utah Chapter of HIMSS, nor

are we involved with chapter finances for the accounting year ending June 30, 2014. We have verified the

supporting information for the above questions, and certify that the responses are complete and accurate.

Per HIMSS policy, a review committee of at least three (3) members from either

within/outside the chapter membership is required to complete the financial review.

*Required

Name Date E-mail Signature Randy Black 6/30/14 [email protected] See attached document

Phillip Kimball

6/30/14 [email protected] See attached document

Kimberly Bartholomew 6/30/14 Barthoki.uvu.edu See attached document


Standard #8

Operating Budget

Standard #8 – Annual Operating Budget: The Chapter must develop and submit an Annual Operating Budget. The

budget must include planned expenses and revenues for dues, assessments, services, meetings, and operations for

the upcoming year (template is available upon request).

x Attached Operating Budget

Standard #9

Annual Plan

Standard #9– Annual Plan: Chapters will develop a written, annual plan that includes Chapter goals for the coming

year. It is essential for all Chapters to establish a road map of sustainability and progress. The following suggestions

could be addressed in the Annual Plan: membership growth, member satisfaction, educational programs, member

communications and student engagement. The annual plan must include strategies for membership growth and

measurement of member satisfaction.

Our Chapter’s Annual Plan as follows: Below are the goals for each committee that reflect taking into consideration the April survey results from our

members and the experience and lessons learned from the prior year. In addition to the education sessions, the

Utah chapter is looking at enhancing the Professional Development opportunities for its members.

Advocacy Committee Goals: 1. Continue to develop relationships with State and Federal representatives

a. Attend NHIT week with all legislators scheduled

b. Visit all federal legislators out of session

2. Identify key initiatives, committees and communicate them to the members

3. Host advocacy event February 10, 2015

a. Increase attendance by 20%

b. Increase legislator attendance by 20%

c. Host the event virtually

Communications Committee:

1. Monthly UHIIMSS newsletter describing activities, upcoming events and recognition

2. Periodic member communications of specific events, requests and opportunities

3. Explore expansion social media communication options

4. Transition to new HIMSS website

HIE Committee Goals: 1. Support of Strategic Initiative #1: To be connected with local and state government and

communicate findings to the membership by staying active and supporting the Digital Health

Commission, the State HIT plan, the State of Utah HIE Coordinator and the State of Utah

Innovations Grant

2. Support of Strategic Initiative #2): Assist the education committee with presentations related to

HIE

a. Topic Idea: HIE panel on adoption, technology or implementation


3. Support of Strategic Initiative #2: Maintain the HIE website as a source of information for our

members; define HIE types; and map the HIE activity in Utah and add it to the website

4. Support of Strategic Initiative #2:

To be a member of the national HIMSS HIE Committee and communicate key messages

quarterly to the membership through the newsletter and website.

5. Support of Strategic Initiative #4: Assist the membership committee through:

a. Present for discussion an honorary membership for the Governor or Lieutenant

Governor

b. Solicit membership from the State of Utah Division of IT (DIT). Director: Gavin Packard

c. Solicit membership from the other HIEs in Utah (enterprise)

Physician Committee Goals:

1. Add practicing physician co-chair

2. Convene local CMIO group from the community

3. Increase number of UHIMSS presentations tailored to clinicians

Program Committee Goals: 1. Provide meaningful and interesting program event luncheons each quarter

2. Provide an Annual Spring Conference and an Annual Innovation Luncheon

3. Provide sponsor-driven Webinars each quarter

4. Provide 12 Education hours to meet HIMSS certification criteria

5. Develop program content consistent with member survey feedback

6. Goal – average 60 attendees per luncheon event

a. Target the 89 members that attended at least one event in the past year with promotion

and invites

b. Julie, Chris and Mark to visit top four UHIMSS membership organization’s CIO/President for

increased participation and support

i. UUHC – 21 of 115 members attended at least one event in the past year


ii. Intermountain – 15 of 62 members attended at least one event in the past year

iii. 3M – 4 of 20 members attended at least one event in the past year

iv. KLAS – 2 of 18 members attended at least one event in the past year

Proposed Calendar of Program Events

DATE EVENT LOCATION PROGRAM

August 14, 2014 Luncheon Doty Center Deb LaMarche and Dr. Terry Box

to discuss how Telehealth is

improving patient care in Utah

October 2014 Webinar N/A Sponsor

November 13, 2014 Luncheon Doty Center Jim Turnbull, UUHC Epic Project –

Lessons learned

December 2014 Lunch/Dinner TBD Motivational Speaker

January 2014 Webinar Sponsor

February 2015 Advocacy Day Breakfast Utah State

Capital

N/A

March 2015 Annual Innovation Luncheon N/A Select 2 Utah based innovators

April 12-16, 2015 National HIMSS Conference Chicago N/A

May 2015 Annual Spring Conference TBD

June 2015 Webinar N/A Sponsor

August 2015 Luncheon

September 2015 Webinar N/A Sponsor

November 2015 Luncheon

December 2015 Webinar N/A Sponsor

Sponsorship Goals: 1. Exceed sponsorship number for spring event

2. Educate past sponsors and new sponsors of 10% discount for early entry into the spring

conference. By doing this we will be able to judge what type of facility we need and if we want

to partner with other groups

3. Increase premier sponsorship level

4. Identify lunch sponsors for every group meeting

5. Establish a method by which all past vendors can be notified of sponsorship opportunities.

Focus will be on past sponsors

Spring Conference Goals: 1. Annual Spring Conference with expanded venue for sponsors

2. Collaborate with UHE and possibly other organizations

3. Expand event promotion among members and community

4. Venue with air-conditioning, clear parking options


Student Liaison Goals: 1. Increase student and professor memberships,

a. Match professors with sponsor (member who renews)

b. Can we pair these members/professors on the website???

2. Provide booth for career fairs involving IT, IS, HIT, Informatics student programs at UVU, BYU,

Weber, SLCC or UofU. Western Governors

3. Meet with program directors and professors

4. Increase student participation in educational events.

5. Increase internship partners on website.

6. Provide opportunities for student service to members.

7. Provide possible student list for sponsorship (member renewals).

8. Connect members and organizations with instructors - look for opportunities to present in

classrooms, partner on projects, network.

9. Explore a professional training scholarship.

Documents

HIMSS Chapters Annual Standard Reports3.amazonaws.com/rdcms-himss/files/production... · As an entity chartered by HIMSS, Chapters must meet minimum organizational and program delivery