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OF
BY-LAWS
REVISED MARCH 2004
INDEX
Code of Ethics----------------------------------------------------------------------------------------3
Creed-------------------------------------------------------------------------------------------------3
ARTICLE I Name ------------------------------------------------------------------------4
ARTICLE II Purpose ---------------------------------------------------------------- ----- 4
ARTICLE III Organizational Policy --------------------------------------------------------- 4
ARTICLE IV Objectives ------------------------------------------------------------------- 4
ARTICLE V Component Chapters -------------------------------------------------------- 5
ARTICLE VI Membership (classes of) --------------------------------------------------- 5-7
Privileges ------------------------------------------------------------ 7
Member at Large ---------------------------------------------------- 7
ARTICLE VII Dues ---------------------------------------------------------------------------------7
ARTICLE VIII Meetings -------------------------------------------------------------------- 8
ARTICLE IX Voting Power --------------------------------------------------------------- 8
ARTICLE X Nominations and Elections -------------------------------------------------8-9
ARTICLE XI Officers (eligibility) ---------------------------------------------------------- 9
Officers (terms of office) ----------------------------------------------------10
Officers (duties) -----------------------------------------------------------8-10
ARTICLE XII Committees (terms of office) ----------------------------------------------- 11
Committees (duties) ----------------------------------------------------- 12-13
ARTICLE XIII Executive Board ----------------------------------------------------------- 14
ARTICLE XIV Parliamentary Authority -----------------------------------------------------14
ARTICLEXV Amendments ---------------------------------------------------------------14
ARTICLE XVI Dissolutions ----------------------------------------------------------------14
PREAMBLE
The code of Ethics of this society shall set forth principles of ethical and moral conduct as they relate to the medical profession and the particular practice of medical assisting.
Members of this society, dedicated to the conscientious pursuit of their profession and thus desiring to merit the high regard of the entire medical profession and the respect of the general public, which they serve, do pledge themselves to strive always to:
1. Render service to humanity with full respect for the dignity of humanity.
2. Respect confidential information gained through employment unless legally authorized by responsible performance of duty to divulge such information.
3. Uphold the honor and high principles of the profession and accept its disciplines.
4. Seek to continually improve our knowledge and skills of medical assisting for the benefit of patients and professional colleagues.
5. Participate in additional service activities aimed toward improving the health and well being of the community.
I believe in the principles and purpose of the profession of medical assisting.
I endeavor to be more effective.
I aspire to render greater service.
I protect the confidence entrusted to me.
I am dedicated to the care and well being of all people.
I am loyal to my employer.
I am true to the ethics of my profession.
I am strengthened by compassion, courage, and faith.
The name of this organization shall be the New Mexico Society of Medical Assistants. It is an affiliate (constituent society) of the American Association of Medical Assistants. It is a professional organization of individual medical assistants who comprise affiliated component chapters.
The purpose of the American Association of Medical Assistants is to enable medical assisting professionals to enhance and demonstrate the knowledge, skills and professionalism required by employers and patients; protect medical assistants’ right to practice; and promote effective, efficient health care delivery through optimal use of multi-skilled Certified Medical Assistants (CMA).
This society shall be a
nonprofit, professional organization. It is not now, nor shall it ever become,
a trade union or collective bargaining agency. No person otherwise qualified
for membership in this society shall be denied membership because of race,
religion, sex, national origin, or political affiliation. No person who
participates in the activities of organizations whose purpose is to overthrow
the government of the
Component chapters are those county or district chapters contained within the New Mexico Society. Component chapters within the geographic limits of a constituent society shall be under the jurisdiction of that constituent society.
Section 1. A component chapter may become a member of NMSMA by applying for membership to chair of the Executive Board; submitting five (5) copies of its bylaws to be approved by the state bylaws committee and parliamentarian.
Section 2. The component chapter shall be notified of its affiliation with NMSMA by the chair of the Executive Board.
Section 3. The bylaws of a component chapter shall not be in conflict with those of NMSMA or AAMA.
Section 4. Component chapters, which have been approved by the Executive Board, at least sixty (60) days prior to the annual meeting shall be issued a charter at the annual meeting. Members whose dues were postmarked by December 31 of the previous year shall be entitled to vote at the annual meeting.
There shall be seven (7) classes of membership: active, associate, honorary, life, student, sustaining, and affiliate.
Section 1. Classes of Membership
(A) Active Member
(1) An AAMA certified medical assistant (CMA)
(2) Anyone who was an active member on
(B) Associate Member
(1) An associate member shall be a medical assistant who is not yet an AAMA Certified Medical Assistant (CMA) and who does not fall under any other category.
(2) An associate member shall have fill privileges of state membership. Such member will not be able to serve on any national level.
(C) Honorary Member
(1) An honorary member shall be one who is not eligible for active membership but has made an outstanding contribution to this society.
(2) Honorary membership may be conferred by two/thirds (2/3) vote of the Executive Board.
(3) No more that two {2} honorary memberships shall be conferred in any one {1} year.
(4) Names of the candidates for honorary membership, together with a written statement outlining this contribution, shall be submitted to the Executive Board for their approval at least sixty (60) days prior to the annual meeting of the voting body of NMSMA.
(5) Honorary members shall not hold office, chair a committee, nor have a vote. They shall not be required to pay annual dues.
(D) Life Member
(1) Life membership may be conferred upon any active member who has made an outstanding contribution to this society. A member thus honored retains all privileges except dues shall be canceled.
(2) Only one (1) life membership shall be conferred in any one (1) year.
(3) Name of candidate, together with written statement outlining this contribution may be presented to the Executive Board.
(4) Conferral of life membership shall require a two-thirds (2/3) majority of the Executive Board members present and voting.
(E) Student Member
A student member:
(1) shall be enrolled in a medical assisting program;
(2) shall carry a minimum of six (6) contact hours per week per term;
(3) may retain membership for one (1) additional dues year after graduation if active or associate membership is not chosen;
(4) shall be limited to a maximum of three (3) years as a student member.
(F) Sustaining Member
(1) Anyone who has been an active or associate member for at least two years, who has retired from medical assisting, and who has not entered into another field is eligible for sustaining membership.
(2) This membership shall be forfeited if not renewed annually
(G) Affiliate Member
An affiliate member shall be one who is not eligible for another category of membership but who is interested in the profession of medical assisting.
.
Section 2. Privileges
Active, Associate, Student, and Life members are eligible to serve as officers, serve on a committee or as a committee chair.
Section 3. Member-at-large
A member-at-large is one who meets all the qualifications of active, life sustaining, associate, student, honorary, and affiliate except that a component chapter does not exist in the area of residence. Such a member shall pay only state and national dues.
Section 1. Dues for all classes of NMSMA membership shall be as fixed by the voting body upon recommendation of the Executive Board, plus designated AAMA dues. Dues shall become due and payable November 1 and shall be delinquent if not postmarked to the AAMA Executive Office by December 31.
(A) Active, Associate, and Sustaining members shall pay full NMSMA dues. (B) Honorary, Life, and Student members will not be required to pay NMSMA dues.
Section 2. Dues are due and payable by November 1 and are delinquent if not postmarked to the AAMA Executive Office by December 3 1. Dues for a new member joining on or after September 1 shall be credited to the following year.
Section 3. NMSMA and component chapters shall offer reciprocity to members transferring membership from one constituent and/or component chapter. The transferring member shall present proof of current AAMA membership status.
Section 4. To serve as a delegate or alternate to the AAMA annual meeting, a member’s dues shall be postmarked to the AAMA Executive Office by December 31.
Section 5. Membership belongs to the individual and shall be non-refundable and non-transferrable.
Section 1. There shall be an annual meeting of this society in April or May of each year at a place to be approved by the voting body of NMSMA. The Executive Board may change the time and place if necessary.
Section 2. The expense of the annual meeting shall be paid from the registration fees and any balance to remain in the state treasury. An itemized statement of the annual session shall be part of the record.
Section 3. The governing body of NMSMA at the annual meeting shall have the authority to determine the polices of this society and the power to amend the bylaws, act upon such business as may be presented and conduct election of officers.
Section 4. The annual meeting shall be presided over by the president of this society.
Section 5. A quorum of the annual meeting of NMSMA shall be one sixth (1/6) of the total eligible voting members.
Section 6. Committees of the annual meeting of NMSMA shall consist of eligible voting members and shall serve only during the session for which they were appointed.
Section 1. Any active member present, provided dues were paid by December 31, will be entitled to one (1) vote.
Section 2. Any associate, and student member present, provided dues were paid by December 31, will be entitled to one (1) vote.
Section 3. Members present must present to the credentials committee proof of current membership.
Section 1. Nominating committee shall be appointed by the Executive Board on a geographic basis and shall consist of three (3) or more members. The chair of the nominating committee shall be the immediate past president.
Section 2. Nominations for elected officers, with their qualifications, shall be submitted by the component chapters and nominating members to the chair not later than sixty (60) days prior to the annual meeting, whichever comes first. The chair of the nominating committee shall present the slate to the Executive Board in a written report signed by all members of the nominating committee. Nominations submitted in any other manner shall not be considered.
Section 3. The slate of nominees with their qualifications shall appear in the pre convention issue of the state publication.
Section 4. Nominations from the floor shall be called for and written consent from the candidate shall be secured before the nomination is made.
Section 5. Election shall be by ballot on those names presented by the nominating committee or nominated from the floor. The candidate receiving a majority of votes cast will be declared elected. Where a clear majority is not evident, the balloting will be repeated on the two candidates receiving the highest number of votes. When there is only one (1) nominee, voting may be at the discretion of the president.
Section 6. The voting body shall conduct the election of delegates and alternates to the annual meeting of AAMA.
(A) Delegates and alternates shall be active or AAMA life members in good standing in AAMA.
(B) Qualifications of delegates and alternates:
The President and President Elect should be elected as the first two delegates if they are qualified and willing to represent NMSMA. The number of delegates shall be determined by the constituent society’s total active and associate membership of the membership year prior to the date on which names of delegates and alternates shall be submitted to the Speaker of the House.
(C) Delegates and alternates shall be elected to serve one year from the opening of the House of Delegates for the elected until the opening of the House of Delegates the following year. An elected delegate or alternate who cannot attend the AAMA meeting must notify the president as soon as possible in order for a replacement to be appointed.
(D) The names of delegates and alternates shall be submitted to the Executive Office at least 90 days prior to the Annual Meeting of the House of Delegates.
Section 1. Officers of this society shall be president, president-elect, secretary, treasurer, and immediate past president.
Section 2. Appointed officers of this society shall be parliamentarian and chaplain. Chaplain is an optional position at the discretion of the president.
Section 3. Eligibility
(A) No person shall be elected as an officer who is not an active, associate, life or student member in attendance at the session of election except by an act of God; and who has not been active, associate or life member of this society for at least two (2) years immediately preceding election.
(B) To be candidate for a state office, the candidate must have served as an elected county officer and be an active, associate, student, or life member in good standing of a component chapter.
Section 4. Terms of Office
The elected and appointed officers shall hold office for one (1) year or until their successors are elected.
Section 5. The president, president elect, secretary, and treasurer may be elected to one (1) consecutive term, but a three (3) year interval must elapse before they may be re-elected to the same office.
Section 6. Duties
In addition to the duties set forth in these bylaws, officers shall perform duties as are implied by their respective offices, are consistent with standard parliamentary procedure, or as required by law.
(A) PRESIDENT- The president shall:
(I) preside at the annual and special meetings of this society.
(2) address the opening session of the annual meeting of NMSMA.
(3) be an ex-officio member of all committees except the nominating committee
(4) appoint members to fill vacancies in committees occurring during term office, with approval of the Executive Board.
(5) appoint the parliamentarian, chaplain, committee chairs, and members with the exception of the nominating committee.
(6) at the conclusion of term of office serve as a member of the Executive Board for one (1) year.
(7) serve as chair of the Executive Board.
(8) co-sign with the treasurer all bills for approval and all checks for disbursement
(9) establish special committees with approval of the Executive Board. (10) appoint, if deemed necessary, an active member to replace an elected alternate to the AAMA meeting if the elected alternate cannot attend. This requires approval by the Executive Board either by mail or phone vote.
(B) PRESIDENT-ELECT - The president elect shall:
(1) automatically assume duties of the president in her absence and assist the president in her duties throughout the year.
(2) succeed to the office of president in case of a vacancy therein.
(3) be convention chair.
(4) appoint the chair and members of all standing committees by the time of the annual meeting, having secured the individual’s consent to serve
(5) assume the office of president at the close of the annual meeting which follows election.
(C) SECRETARY - The secretary shall:
(1) have responsibility for keeping the minutes of all annual and Executive Board meetings.
(2) preserve records and important documents
(D) TREASURER - The treasurer shall:
(1) keep a detailed account of the receipts and disbursements and make periodic reports to the society
(2) chair the budget and finance committee.
(3) perform all duties required by law, custom, and parliamentary usage.
(4) receive all monies, and pay all bills and vouchers signed by the president.
(5) make an annual report.
(6) be bonded.
(7) see that accounts are completed.
(8) provide the officers a current list of members.
(E) PARLIAMENTARIAN- The parliamentarian shall:
(1) be appointed by the president and serve as an ex-officio member of the Executive Board
(2) be familiar with parliamentary law and protocol. As outlined in Robert’s Rules of Order Newly Revised and the Bylaws of NMSMA and AAMA.
(3) be present at all meetings in an advisory capacity to the president.
(4) review with the president the agenda for all meetings.
(5) not express personal views on the issue unless called upon by the president or the membership.
(6) protect the rights of each member and the society as a whole.
(F) CHAPLAIN - the Chaplain shall:
(1) be appointed by the president and serve as an ex-officio member of the Executive Board.
(2) serve the spiritual needs of the society.
Section 1. Terms of Office
Chair and members of the standing committees shall be appointed by the president elect to serve for one (1) year. Each committee shall consist of three (3) or more members. Any active, associate, student, or life member of this society is eligible to serve on a standing or special committee.
All committees shall keep a record of proceedings and expenses and submit a written report at the annual meeting.
Section 2. Standing Committees
(1) Budget and Finance (7) Membership
(2) Bylaws (8) Nominating
(3) Certification (9) Publications
(4) Convention (10) Public Relations
(5) Education
(6) Judicial and Legislative
Section 3. Duties
(1) Budget and Finance committee shall submit a budget to the Executive Board and a written report at the annual meeting. The treasurer shall serve as chair of this committee.
(2) Bylaws committee shall make a study of the bylaws and make recommendations. The parliamentarian shall be an ex-officio member of this team. It shall be the duty of this committee to send a copy of the proposed amendments to each member at least sixty (60) days prior to the annual meeting and prepare for all members a copy of the amended bylaws after the annual meeting. The committee shall examine proposed bylaws of new chapters and submit a written report to the Executive Board. Constituent society bylaws must be in strict conformity with the mandated sections of the AAMA Bylaws: Name and Affiliation, Purpose, Membership, Dues, Reciprocity of Membership, Delegates/Alternates representation to the House of Delegates, Dissolution. It will be the responsibility of the AAMA to notify constituent societies of any changes in those mandated bylaws. It will be the responsibility of the constituent societies to make the mandated changes with copies of revised bylaws returned to AAMA within 30 days of notification. Any action taken by a state society that is inconsistent with such mandated language shall immediately be null and void and of no effect.
(3) Certification committee shall promote certification and recertification. The committee shall make available all information and material necessary to accomplish this goal.
(4) Convention committee shall work with the president to make local arrangements, and plan continuing education programs for the annual meeting. This committee shall present an outline of the convention program, fees, and costs to the pre-convention meeting of the Executive Board for approval.
(5) Education committee is the major source of revenue for the state society.
This committee shall strive to plan and present two (2) workshops each year. These workshops should be approved for CEUs in order to provide the CMA members with opportunities to re-certify.
(6) Judicial and Legislative committees shall consist of three (3) past state officers appointed by the President.
(A) Judicial Duties
(1) At written request of at least three (3) members of the association, this committee shall review issues pertaining to discipline or conduct of a member or chapter.
(2) This committee shall present a recommendation in writing to the Executive Board within thirty (30) days of the written complaint. The Executive Board will address the recommendations no later than the next Executive Board meeting and respond to the complaint within thirty (30) days of that meeting.
(B) Legislative Duties
This committee shall seek to keep members informed of proposed legislation pertaining to the medical and allied professions.
(7) Membership committee shall be responsible for maintaining and increasing membership and development of new component chapters.
(8) Nominating committee shall be responsible for soliciting, screening, and presenting a slate of nominees in accordance with the bylaws.
(9) Publications committee shall consist of a chair and three (3) or more members. The chair shall serve as editor and co-editor may be appointed from members of this committee. These members shall be in immediate vicinity of the editor. A reporter shall be appointed from each component chapter. It shall be the duty of this committee to prepare a publication that will best serve the needs of the membership.
(10) Public Relations committee shall strive to cooperate with the medical profession and promote interest in the associated health career fields. This committee shall promote goals and accomplishments of these health care professions through the news media and convey an accurate understanding of this organization.
Section 4 Additional Committees
These committees do not have a vote on the NMSMA Executive Board.
(I) Auditing committee, consisting of three (3) members, shall audit the financial records within thirty (30) days following the annual meeting.
(2) Ways and Means committee shall be a subcommittee of the Convention in charge of ordering shirts for convention, if approved by the Executive Board, as well as planning and executing fund raising activities at the convention.
Section 1. The Executive Board shall consist of the elected officers, immediate past president, and chair of the standing committees. The parliamentarian, chaplain, and county presidents shall serve as ex-officio members without vote.
(A) The president of NMSMA shall be chair of the Executive Board.
(B) The Executive Board shall conduct the business of the society between the annual meetings.
(C) The Executive Board shall determine the amount to be assessed each component chapter, should sufficient finds not be available.
(D) The Executive Board shall, in the event of death, resignation, or removal from office of the president elect, secretary, treasurer, or chair of the nominating committee, appoint a member to fill the unexpired term.
(E) The Executive Board shall hold three (3) regular meetings each year.
(1) Immediately following the annual meeting.
(2) 120-150 days following the annual meeting, but prior to the AAMA national convention
(3) 45-90 days prior to the next annual meeting
The president may call a special meeting by giving two (2) weeks notice.
Section 2.
(A) A member of the Executive Board shall have one (1) vote, with no votes by proxy. Voting between meetings shall be by First Class Mail, allowing ten (10) days for reply. A majority vote shall rule.
(B) The Executive Board may remove from office, by 2/3 vote, any elected or appointed officer, committee chair, or appointed member who fails to perform duties of the office.
(C) A quorum shall consist of a majority of voting members of the Executive Board.
(D) In the event a quorum is not present, business may conducted and listed as a minority report according to Robert’s Rules of Order, Newly Revised.
Robert’s Rules of Order, Newly Revised
Proposed amendments to these bylaws shall be submitted in writing to each member forty-five (45) days prior to the annual meeting.
The Executive Board shall, after payments of all liabilities, distribute any remaining assets as designated by a majority of the members at a meeting called for the purpose of dissolution.
The president shall send notification to the AAMA Executive Office no later that ten (10) days after meeting for the purpose of voting on dissolution. None of the assets shall be distributed to any member.