Georgia Chapter Healthcare Financial Management Association Policy and Procedure Manual

PURPOSE:
To ensure that all necessary actions/procedures are completed on a periodic basis, to appropriately maintain and control both the accuracy and relevance of Georgia HFMA website content, in a manner that is up-to-date, comprehensive and useful.

STATEMENT OF POLICY
All Georgia HFMA website content will be formally reviewed and updated on a periodic basis.  The evolution of chapter activities, changing regulations, automation/technology needs and operational initiatives requires timely policy revision, following a consistent methodology.  All HFMA committees and their assigned officers will be integrated into the website maintenance process, to assure that each webpage remains updated, on an ongoing basis, as described herein.  This policy also addresses the specific protocols necessary to provide for seamless transitions between chapter administrations.  Furthermore, all Georgia HFMA members are invited and encouraged to contribute ideas/recommendations regarding any opportunities to improve website content and maintenance efforts. 

ATTACHMENTS:
Website Leadership Position Assignments
Overview of FutureTech Support

PROCEDURE

1. The Website Committee Chairperson:
1. Must receive all document submissions at least two weeks prior to the deadline for the information to appear on the Website, which will allow the committee to:
1. Adequately prepare and incorporate the submission on the webpage;
2. Request and obtain any further information required; and
3. Finalize all necessary technical review of the content and format.
2. Must receive all:
1. Requests by email, CD, or diskette in a Microsoft Word 97 or later; and
2. Pictures that need to be posted in JPG, BMP, or GIF formats.
3. Will obtain an electronic copy of all website requests which are submitted to FutureTech to be uploaded to the website.
4. Will coordinate all efforts by the following key website leadership positions:
1. Website Maintenance Co-chair with oversight of all necessary website maintenance activities and historical information presentation and other miscellaneous functions, as assigned by the Chairperson.  This Co-Chair shall also work closely with the Chapter Historian; and
2. Website Development Co-chair with primary responsibilities for expanding the job bank section of the website, as well as assisting the chairperson with new development initiatives (the job bank will be maintained as an important project for use in generating revenues to offset the operating costs of the website).
5. Must review and authorize all direct communications with FutureTech, to adequately maintain and control content and related expenditures.
6. Will assume ultimate responsibility for coordinating the content development, design, new features and overall operations of the website. 
7. Will coordinate efforts with both co-chairs to maintain a updated list of new projects, project descriptions, as well as the respective budget for each project (for both chapter and multi-chapter projects), which will be submitted annually to the Board for approval, during the Spring Institute.


2. The Chapter President will:
1. Submit the “Prez Sez” column on the Website or instruct the Website Committee Chair to use the most recent column from the Scroll.
2. Send the theme and any related logo, along with the updated Strategic Plan, directly to FutureTech on an annual basis, with a copy to the Website Committee Chairperson for inclusion on the respective webpage.
3. Submit to FutureTech (and send a copy to the Website Committee Chair) a listing of all Teams Chairpersons, Officers, Board member names, phone numbers, fax numbers and email addresses at the beginning of the Chapter's fiscal year.
4. Delegate responsibility to a member or committee to communicate to the Website Maintenance Co-chair any changes that occur throughout the year, with regard to the aforementioned “demographic” information.


3. The Chapter Secretary will:
1. Send a listing to the Website Maintenance Co-chair of all sponsors, as they are obtained, with the respective sponsor category, logo and link information to the sponsors’ Website.
2. Communicate to the Website Committee Chairperson all deadlines for sponsor sign-up.
3. Assume responsibility for reviewing the final Sponsorship Webpage to ensure that all sponsors are listed in appropriate categories with the proper links to their own website.
4. Test the automated email capability on the Sponsorship Webpage.
5. May use the new email capability on the Corporate Sponsor Webpage to facilitate the sponsorship recruitment process.


4. The Chapter Photographer will:
1. Submit photographs to the Website Maintenance Co-chair which were taken at the most recent chapter institute or function, along with other pictures related to chapter activities, on an ongoing basis.
2. Assist:
1. In obtaining historical Georgia HFMA pictures; and
2. The Chapter Historian and Website Co-chairs with scanning, identifying, and labeling each of the pictures submitted to the Website committee, for posting on the Website.
3. Obtain pictures of Spring Institute Awards, Founders Awards and Board installation, and then forward them to the:
1. Website Maintenance Co-chair for timely inclusion on the respective webpage; and
2. Scroll Chairperson for publication in the Summer Scroll.


5. The Scroll Committee will:
1. Ensure that all of the links are adequate/functional on the Website Scroll, once it is established on the Website (Otherwise, immediately contact the Website Committee Chairperson).
2. Continue with efforts to secure and scan any previous Scroll issues for posting by the Website committee on the Website.
3. Assure that an article is published in the Summer Scroll with regard to Spring Institute awards, Founders awards and board installation, and subsequently coordinated with the Website Maintenance Co-chair for further publication in a designated website section and format.


6. The Forum Committee will:
1. Send planned workshops to the Website committee, at least two weeks in advance of mailing the notices for such Workshops.
2. Follow-up to ensure that the necessary registration process is functional on the website, prior to membership receipt via mail (Otherwise, immediately contact the Website Committee Chairperson).
3. Develop effective ways that members can be offered education via the website.
4. Coordinate efforts with the Website Committee Chairperson to implement multi-Chapter forums, using the Website as a vehicle.


7. The Benchmarking/Survey Committee will send all revised survey information to:
1. The Website Maintenance Co-chair, and notify to the Website Committee Chairperson at least ten (10) days prior to the date that specific survey revisions must be completed on the website.
2. FutureTech each year, with a copy to the Website Maintenance Co-chair, given that the tallying function has been implemented and the survey is normally completed only once per year.


8. The Awards Committee will inform the Website Maintenance Co-chair, regarding the time frame to request nominations for the O.J. Booker Scholarship Award and the Ann Longshore award.  Additioinally, this Chair will work with the Website to test the emails success in reaching them from nominations on the Website.



9. The Database Chairperson will ensure that the Founders Award and Distinguished Member Award recipients are maintained in an updated manner on the Website, by forwarding the new recipients to the Website Maintenance Co-chair, as they are awarded.



10. The CPAR Committee will:
1. Update their webpage by giving the Website Maintenance Co-chair the new exam venues, exam registration forms, manual order forms, coaching venues, coaching registration forms, and any other changes necessary to keep their Webpage up-to-date.
2. Send the registration information for CPAR seminars during the Institutes or at other times (two weeks prior to the mailing) to the Website Committee Chairperson, so that online registration can be established.


11. The Advanced CPAR Committee will:
1. Update their Webpage by giving the Website Maintenance Co-chair any changes necessary to keep their Webpage updated.
2. Send the registration information for Advanced CPAR seminars during the Institutes or at other times (two weeks prior to the mailing) to the Website Committee Chairperson, for online registration.


12. The Public Relations Committee will:
1. Update their Webpage by assuring that FutureTech puts their monthly newsletter on the drop down menu on their Webpage.
2. Obtain assistance from the Website Committee Chairperson regarding the capability of being able to send out Chapter-wide broadcast emails using the Website domain.


13. The Professional Development Committee will:
1. Update their Webpage by assuring that they obtain a current listing of active certified members from National, and forwarding this to the Website Maintenance Co-chair for inclusion of the respective Webpage.
2. Assume responsibility for reviewing the entire Website to assure that each member shown on the Website has the proper professional credentials after their name (Any requests for edits/corrections shall be forwarded to the Website committee).


14. The Membership Recruitment/Retention Committee will:
1. Update their Webpage by completing a write-up to encourage new members to join the Chapter, and then forward this to the Website Maintenance Co-chair. 
2. Ensure that this information is portrayed on their Webpage. 


15. The Education Committee will:
1. Update their Webpage by sending changes and additions to the Website Maintenance Co-chair.
2. Ensure that these changes include the Institute dates, cut-off dates, room rates, locations, and all of the registration forms for the next Institute.
3. Ensure that the registration information for the next Institute is coordinated with the CPAR, Advanced CPAR and Registration committees, and sent directly to FutureTech with at least a week to two weeks notice prior to mailing.
4. Develop ways that members can be offered education via the Website.


16. The DCMS Committee will:
1. Update their webpage by sending the Website Maintenance Co-chair all information regarding the National awards that are won by the Chapter.
2. Summarize this information by year and send it to the Website Maintenance Co-chair to put on the appropriate webpage.