Officer Descriptions

 

President-Elect

The President -Elect generally assists and assumes responsibilities of the president when he/she is not available. 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:

  1. 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.
  2. 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 vice president and/or president-elect. May be required to complete the unfulfilled term of the current Chapter President due to resignation or special circumstances.

 

Responsibilities:

  1. Attend all regular and special meetings of the Chapter Board of Directors and the membership, and notifies the Chapter president if unable to attend.
  2. 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.
  3. Prepare and distribute a program of Chapter activities for the year.
  4. May chair a committee or special task force and/or serve as liaison to one or more committees, as assigned by the Chapter president.

 

Term of Office: One (1) year; elected by active members

  • Immediately follows with the President and Past-President roles

 

Qualifications:

  1. Must be a current member of HIMSS.
  2. Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.
  3. Ability to attend the HIMSS Chapter Presidents’ Leadership Training Workshop.

 

Estimated Time Commitment:

  • Six (6) to eight (8) hours of meetings and Chapter work each month
  • Attend the Annual HIMSS conference, four days

 

 

Secretary

The Secretary is the officer who maintains the records and rosters for an organization. Duties generally include: taking minutes at regular and special board meetings, sending out meeting notices and agendas accompanied by minutes (preferably within two weeks of the meetings) and maintaining an official board book/binder of all documents relating to official meetings (meeting notices, agendas, minutes and any material given to board members – treasurer’s reports, committee reports, program reports etc.).

 

Description:

Coordinate the arrangements and materials related to the Chapter Board of Directors and the membership meetings. Records all actions of the Chapter board and membership and prepares meeting minutes. Maintains minute’s binder, which forms the permanent corporate record of the Chapter.

 

Responsibilities:

  1. Attend all regular and special meetings of the Chapter Board of Directors and the membership, and notifies the Chapter president if unable to attend so that an interim secretary can be assigned.
  2. Support all regular and special meetings of the Chapter Board of Directors and the membership
  3. Receive calls and reports to the Chapter president and board, on those board members unable to attend to specific board meetings.
  4. Make necessary arrangements for conducting meetings, whether held in person or by conference call.
  5. Record, prepare, and distribute the minutes.
  6. Maintain a permanent binder containing notices, agendas, and related materials, in addition to the signed and approved minutes.
  1. Sign corporate and financial documents where secretary signature is required.
  2. Prepare or assists in the preparation of a regularly scheduled newsletter (if there is no newsletter/publications chair).
  3. Maintains a Secretary’s Book of Chapter records, correspondence and activities to be transferred to the incoming Secretary.

 

Term of Office: One (1) year

 

Qualifications:

  1. Must be a current member of HIMSS.
  2. Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

 

Estimated Time Commitment:

  • Six (6) to eight (8) hours of meetings and Chapter work each month

 

Treasurer

The Treasurer acts as the chief financial officer of the Chapter and manages all income and expenses, bank accounts and financial records for the Chapter. This includes recording and depositing program fees, issuing and signing checks for approved expenses and obtaining the signature of a co-signer, preparing regular financial reports, filing any reports required by the government. Ensuring that annual budgets are prepared and monitored, and obtaining audits and ensuring an independent audit is conducted annually.

 

Description:

The treasurer shall have 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 Board of Directors. The treasurer ensures that regular financial reports and an annual audit are presented to and interpreted for the Chapter Board of Directors and HIMSS.

 

Responsibilities:

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

 

Term of Office: One (1) year

 

Qualifications:

  1. Must be a current member of HIMSS.
  1. Demonstrated strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

 

Estimated Time Commitment:

  • Four (4) to six (6) hours of meetings and Chapter work each month

 

Programs Chair

The Program Chair provides leadership to the board and program committee in developing plans for and implementation of educational and professional development offerings to the members and its broader healthcare audience.

 

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:

  1. Attend all meetings and special meetings of the Board of Directors.
  1. Provide leadership to the program committee in the design, creation and implementation of Chapter professional education opportunities six hours or more, annually.
  1. Collaborate with the treasurer and board to develop the revenue and expense budgets for the planned annual educational events.
  2. Work with other chairs and committees to market educational offerings.

 

Term of Office: One (1) year; Volunteers for this position are approved by the Board

 

Qualifications:

  1. Must be a current member of HIMSS.
  1. Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

 

Estimated Time Commitment:

  • Four (4) to six (6) hours of meetings and Chapter work each month.
  • Increase workload around annual conference

 

Sponsorship Chair

The Sponsorship Chair provides leadership to the Board and sponsorship committee by initiating and maintaining vendor relationships, developing sponsorship opportunities for the Chapter, preparing annual and event sponsorship plans, and enhancing member benefits through various sponsorship opportunities.

 

Description:

Provide leadership to the sponsorship committee in the development and strategy for annual and event sponsorship plans.

 

Responsibilities:

  1. Attend all meetings of the Chapter Board of Directors.
  1. Collaborate with the Chapter President and Board in identifying possible vendor sponsors for Chapter programs.
  1. 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.
  2. 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.
  1. Work with the communications committee and web chair to ensure that chapter sponsors and logos are correctly identified and listed.
  2. Work with the membership committee to preserve an appropriate vendor and provider balance within the Chapter and at events to maintain satisfaction on both sides.
  3. Work with the Chapter treasurer to ensure vendor sponsors are invoiced and submit funding for correct monetary amounts.

 

Term of Office:

One (1) year; Volunteers for this position are approved by the Board

 

Qualifications:

  1. Must be a current member of HIMSS.
  1. Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

 

Estimated Time Commitment:

  • Four (4) to six (6) hours of meetings and Chapter work each month.

 

Advocacy & Charity Chair

The NCA Chapter Advocate supports awareness of advocacy opportunities, encourages local state level engagement to inform local officials on HIMSS policy and serves as a resource for chapter members to learn and participate in advocating for Health IT as an enabler of cost effective and high-quality care delivery.

The role of the Chapter Advocate is to support and inform the National Capital Area chapter membership and organization and larger community about issues important to furthering health IT policy and ensure state government officials are aware of resources to better understand as a health IT by providing subject matter expertise.

The Chapter Advocate participates in monthly national advocacy web sessions, on the third Friday of every month, referred to as the Chapter Advocacy Roundtable (CAR) and quarterly on regional web sessions. Additionally, because of our close proximity to the HIMSS National DC office, the Chapter Advocate and team members are invited to participate in other supporting activities. Chapter advocates participate in educational sessions during the National HIMSS Conference and attend sessions specifically recommended for a policy focus.

The Chapter Advocate, through the chapter website and at meetings provides updates on educational opportunities, federally sponsored programs in which members can participate and other HIMSS related events such as Capitol Hill education sessions.

The Chapter Advocate encourages local participation at the HIMSS Policy Summit, during National HIT Week, during which chapter members can meet with their elected officials in Congress and present them with the key issues developed for and approved by the HIMSS National Board.

The Chapter Advocate is also responsible for coordinating with both the Maryland and Virginia HIMSS chapters to ensure that NCA chapter members are aware of and invited to participate in HIMSS State days at their respective capitols- typically in January and February during local state legislature sessions.

The National Capital Area Chapter is unique in that its constituency is not typically state focused, more federally focused, with an increasing commitment to engaging the District of Columbia. The Chapter Advocate works closely with Maryland and Virginia advocates to ensure that NCA chapter members are aware of state level activities.

The Chapter Advocate also serves as the Chair for Community Outreach and oversees the Charity, Mentorship and Scholarship committee volunteers.

 

Responsibilities:

  1. The Chapter Advocate must be available for monthly meetings with the National Chapter Advocacy Roundtable, and carry out monthly assigned tasks
  2. The Chapter Advocate must work with local, state, and District of Columbia officials to promote advocacy events
  3. The Chapter Advocate must attend the National Policy Summit in DC during Health IT week and encourage chapter members to attend
  1. The Chapter Advocate and team members facilitate local opportunities to engage and inform the chapter of advocacy and educational events
  1. The Chapter Advocate and staff facilitate coordination with local Policy and Advocacy Days for Maryland and Virginia
  2. Chapter Advocate selects and coordinates community outreach volunteers to support activities including the Charity, Mentorship and Scholarship activities.

 

Term: Chapter Advocate One (1) year: Volunteers approved each year by the Chapter Advocate

 

Qualifications:

  1. Must be a current member of HIMSS National Chapter and in good standing
  2. Demonstrated interest in policy and advocacy and a willingness to reach out and meet with government officials, policy committees, HIMSS national committees and chapter members

Estimated Time Commitment:

  • Varies widely, typically 10-15 hours a month to as much as 2-4 days at a time during key events. Attending HIMSS sponsored local events, to stay informed, during normal duty hours on average takes about 4 hours a month. Committee members take on specific tasks such as coordinating policy days. Increasing focus on supporting policy and communicating with chapter members is increasingly a significant aspect of job for which also depends on additional volunteers.

 

Membership Chair

The Membership Chair provides leadership to the board and membership committee in developing member recruitment and retention activities, setting annual membership goals, and evaluating member satisfaction. The Chair also establishes and nurtures relationships with other regional HIMSS chapters as well as local associations for joint partnerships, event promotions, etc.

 

Description

Provide leadership to the membership committee in the development of annual recruiting, retention and benefits plans for members. Provide leadership and establish collaborative relationships with other regional HIMSS chapters other similarly focused associations.

 

Responsibilities

  1. Attend all meetings of the Chapter Board of Directors.
  2. Collaborate with the president and board in recruiting committee members.
  3. Prepare or assists in the preparation of regular membership reports and presents them to the Board of Directors.
  4. Ensure that a membership recruitment and application materials are prepared and adequate copies are stocked and available at public Chapter programs.
  5. Maintain binder of membership and outreach minutes or meeting report plus any other pertinent correspondence, materials created contracts, or lists of vendor relationships. Passes binder to next committee chair.

 

Term of Office: One (1) year; Volunteers for this position are approved by the Board

 

Qualifications:

  1. Must be a current member of HIMSS.
  2. Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

 

Estimated Time Commitment

  • Four (4) to six (6) hours of meetings and Chapter work each month.

 

Communications Chair

The Communications Chair provides leadership to the board and to others supporting the communications committee in developing appropriate electronic and social media and reviewing final content for printed material that are designated to reach the Chapter’s targeted audience. The Communications Chair does develop an annual communications/marketing plan and manages its implementation.

 

Description

Provide leadership to the communication efforts of HIMSS NCA in the development of a strategy to communicate regularly to appropriate members of the healthcare community about Chapter activities. In addition, the Chair coordinates with the Membership Chair with those individuals who are not HIMSS NCA members.

 

Responsibilities

Attend all meetings of the Chapter Board of Directors. (no more than 2 unexcused absences consecutively)

  1. Collaborate with Chapter President and board in recruiting committee members, methods of communicating to Chapter members, prospective members, and the healthcare community about the Chapter
  2. Ensure that the Chapter communicates to membership through selected social media, at least four times per year.
  3. Ensure ongoing print or electronic newsletters, educational event notices or other communications, as appropriate.
  4. Collaborate with program chair and board in creating annual plan and budget to meet Chapter’s communication needs4Work with treasurer to develop annual communications budget, if needed.

 

Term of Office: One (1) year; Volunteers for this position are approved by the Board

 

Qualifications:

  1. Must be a current member of HIMSS.
  2. Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

 

Estimated Time Commitment

  • Four (4) to six (6) hours of meetings and Chapter work each month.

 

Outreach and Coordination Chair

The Outreach and Coordination Chair provides leadership to the Board and the related committees in developing collaboration and volunteer activities, setting collaboration and volunteer goals, and evaluating the success of those efforts. The Chair establishes and nurtures relationships with other regional HIMSS chapters as well as local associations for collaboration, joint partnerships, event promotions, etc.

 

Description

Provide leadership to the Collaboration and Volunteer committees in the development of annual volunteer recruitment, retention and collaboration partner recruitment, and ongoing engagement.

 

Responsibilities:

  1. Attend all meetings of the Chapter Board of Directors.
  2. Collaborate with the president and board in recruiting committee members.
  3. Prepare or assist in the preparation of regular collaboration and volunteer status reports and present them to the Board of Directors.
  4. Maintain a binder of collaboration and volunteer committee minutes or meeting reports plus any other pertinent correspondence, materials created, memos of understanding, or lists of vendor relationships. Passes binder to next committee chair.

 

Term of Office: One (1) year; Volunteers for this position are approved by the Board

 

Qualifications:

  1. Must be a current member of HIMSS.
  2. Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

 

Estimated Time Commitment

  • Four (4) to six (6) hours of meetings and Chapter work each month.

 

Mentorship & Scholarship Chair (Non-Voting Board Member)

Mentorship /Scholarship Program Chair oversees, coordinates and manages two key programs supported by the local HIMSS NCA Chapter. Two of the most challenging aspects of this chair include seeking sponsors and maintaining program momentum as these programs require continual focus during the HIMSS program year, as well as prepatory work during the summer that precedes the HIMSS calendar year.

HIMSS NCA Mentorship Program provides the opportunity for undergraduate upper class students, graduate students and others interested in career changes to participate in monthly sessions that precede monthly HIMSS NCA chapter meetings and are focused on, interviews techniques, resume writing, and other essential skills. capstone includes a mock job fair and a graduation dinner. Typically between 20 and 30 mentees participate each year, with the mentor-mentee matchup in October and the graduation dinner culminating in early May. The chair is responsible for organizing a syllabus, recruiting and retaining a team to support and execute the program, promoting the program with local colleges, recruiting mentors, identifying potential program sponsors, organizing the main events including the job fair and graduation dinner and working with board members to facilitate support and recruitment of mentors. This program has been ongoing for 10 years and is a very successful program. There is a significant demand on time to plan, recruit, promote, organize and execute the program.

HIMSS NCA Scholarship Program is focused on identifying students and recognizing their accomplishments by awarding substantial annual scholarships in three categories, associate degree, undergraduate, and graduate degree seeking students. Applicants are required to be enrolled to the HIMSS NCA chapter. chair establishes a panel of recruiters/application reviewers that reach out to local colleges and universities, develops the award criteria and conducts the final evaluation of submitters for award. The chair also engages the scholarship submitters to engage with the chapter and awardees are encouraged/required to volunteer on a HIMSS NCA committee. The program is typically a 3-4 month annual effort with emphasis on promoting the program at the beginning of the fall semester to raise both awareness of the opportunity as well as to engage students to participate in the local HIMSS NCA chapter events.

Estimated Time Commitment
• Four (4) to six (6) hours of meetings and Chapter work each month.

  1. Must be a current member of HIMSS.
    2. Demonstrated leadership skills, strong business acumen and a commitment to perform in an orderly and responsible manner, all duties of the office.

Term of Office: One (1) year; Volunteers for this position are approved by the Board

Qualifications:

  1. Attend all meetings of the Chapter Board of Directors.
  2. Collaborate with the president and board in recruiting committee members.
  3. Prepare or assist in the preparation of regular collaboration and volunteer status reports and present them to the Board of Directors.
  4. Maintain a binder of collaboration and volunteer committee minutes or meeting reports plus any other pertinent correspondence, materials created, memos of understanding, or lists of vendor relationships. Passes binder to next committee chair.