Colorado Society of Medical Assistants

Medical Assistants are at the Heart of Healthcare

Colorado Society of Medical Assistants

CSMA Bylaws

BYLAWS

Colorado Society of Medical Assistants

Code of Ethics

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 pf medical assisting.

Members of this association, 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, so pledge themselves to strive always to:

Render service to humanity with full respect for the dignity of person,
Respect confidential information gained through employment unless legally authorized or required by responsible performance of duty to divulge such information.
Uphold the honor and high principles of the profession and accept its disciplines.
Seek to continually improve their knowledge and skills of medical assisting for the benefit of patients and professional colleagues.
Participate in additional service activities which aim toward improving the health and well-being of the community.

ARTICLE I – NAME

The name of this organization shall be the Colorado Society of Medical Assistants, hereinafter referred to as Colorado Society or “Society” affiliated with the American Association of Medical Assistants, hereinafter referred to as AAMA.

ARTICLE II – OBJECTIVES

The Colorado Society shall be a non-profit organization whose objectives shall be:

To inspire its members to render honest, loyal, and efficient service to the profession and to the public which they serve.
To strive at all times to cooperate with the medical profession in improving public relations.
To provide educational services to increase the knowledge and professionalism of its members and to stimulate a feeling of fellowship and cooperation among its members
To encourage and assist all unorganized medical assistants in forming local chapters and state societies.

ARTICLE III – ORGANIZATIONAL POLICY

Colorado Society is hereby declared to be non-profit. It is not nor shall it ever become a trade union or collective bargaining agency. No person otherwise qualified for membership in AAMA shall be denied membership because of race, religion, sex, national origin, or political affiliation. Exception: No person who participates in the activities whose purpose is to overthrow the government of the United States may become a member of this Society.

ARTICLE IV – AFFILIATION

The Colorado Society shall operate as a constituent society under charter of the American Association of Medical Assistants and all provisions of the Bylaws, American Association of Medical Assistants, shall, so far as applicable, be an integral part of the Bylaws of Colorado Society.

ARTICLE V – COMPONENT CHAPTERS

Component Chapters shall be organized in counties or groups of counties as outlined by the Colorado Medical Society where there is a local Medical Society and shall be under the jurisdiction of the Colorado Society. There may be multiple component chapters within a county where a definite need has been established.

(Article V cont.)

Component chapters are organized groups of medical assistants whose members subscribe to the objectives of the AAMA, Colorado Society.
A component chapter shall become a member of this Society by applying for membership to the President of this Society, submitting written approval of the County Medical Society (where feasible), and submitting five (5) copies of its proposed Bylaws which must be approved by the Bylaws Committee of this Society.
The Bylaws shall not be in conflict with those of AAMA, or those of the Colorado Society. The Bylaws of this Society supersede those of the component chapter.
Following approval of the component chapter’s Bylaws and acceptance by the Executive Board, the component chapter shall be notified in writing of its affiliation with the society and the AAMA.
Members of a new component chapter that has been accepted thirty (30) days prior to the Annual Meeting of this Society shall be entitled to vote at the Annual Meeting as provided in the Article VIII, A-3 of these Bylaws.

ARTICLE VI- MEMBERSHIP

1A: The classes of membership shall be as set forth in the AAMA Bylaws with the exception of life and honorary classes.

A. Life Member A life membership may be conferred upon an active member of this Society for having made an outstanding contribution to this Society and he/she shall be permitted to continue to enjoy all the rights and privileges under these Bylaws. He/she shall not be required to pay Colorado Society annual dues. The name of the candidate for life membership, together with a statement outlining his/her contribution, shall be submitted to the Executive Board for its approval sixty (60) days prior to the Annual Meeting. There shall be no more than one life membership considered in one year. National dues shall be paid by the Colorado Society.

B. Honorary Member An honorary member shall be one who is not eligible for active membership but has made outstanding contributions to the advancement of medical assisting and/or the Association. Honorary membership is conferred by a two-thirds vote of the Board of Trustees. No more than two honorary memberships ay be conferred in any year. Nominations with supporting documentation shall be submitted to the Board by a constituent society or a member of the Board of Trustees. This documentation must be received by the Executive Office no later than June 1.

2A-1

An AAMA Certified Medical Assistant (CMA) who CMA credential has to been revoked as provided by the AAMA Certifying Board Disciplinary Standards and Procedures for CMA’s (see www.aama-ntl.org)

A sub-class of membership shall be:

C. Member- at-Large A member- at-large is one of the following:

One who meets the qualifications as set forth in the AAMA Bylaws with the exception that a component chapter does not exist in the area of his/her employment and/or residence.
Normally, if a component chapter is organized in the area of his/her employment and/or residence, member-at-large status can no longer be maintained.
Shall have all rights and privileges of active membership.
Members-at-large shall have one representative on the Executive Board of this Society. This representative (preferably a member-at-large) shall be appointed by the President.

D. Revocation

Any member who has had their CMA credential revoked by the Certifying Board as provided by the AAMA Certifying Board Disciplinary Standards and Procedures for CMAs (see www.aama-ntl.org), will immediately lose their membership and all privileges attached thereto and shall not be allowed reinstatement, unless te revocation of the credential is rescinded by the Certifying Board. No refund of any dues amount paid will be made.

ARTICLE VII- DUES

A. There shall be annual dues for this Society assessed each member in addition to the dues of AAMA and those of the component chapter. The amount of dues shall be recommended by the Executive Board and approved by the general membership at any Annual Meeting.

Each member shall receive a statement of dues from the Executive Office of AAMA.
Dues to the AAMA must be postmarked no later than December 31^st of the current year.
Dues for new members joining on or after September 1 shall be credited to the following year.
To serve, a delegate of alternate to the AAMA House of Delegates, of a committee chairman of the Society, a member’s dues to the Executive Office of AAMA must be postmarked by December 31^st of that year.
A certified member shall have his/hers membership terminated for non-payment of dues and may be reinstated to membership in this Society on re-application and payment of dues for the current year. Non-certified active members who allow their membership to lapse may be reinstated as associate members upon payment of dues.
There shall be no assessments other than dues.
The society and its component chapters shall offer reciprocity to members transferring membership from another constituent society and/or component chapter. The transferring shall present proof of current AAMA membership status.

ARTCILE VIII- MEETINGS

There shall be an Annual Meeting, Executive Board Meetings and other such meetings as the Executive Board may designate.

A. Annual Meeting

There shall be an Annual Meeting of this Society in the spring of each year at a place to be approved by the Executive Board.
The Executive Board must approve the place and time of the Annual Meeting no later than 3 months prior to the Annual Meeting.
This meeting shall be for the purpose of electing officers, nominating committee, and delegates; approving or rejecting amendments to the Bylaws; receiving reports of officers and committees; and for any other business that may arise.

B. Special Meetings

Special meetings may be called by the Executive Board by giving written notice mailed to each member ten (10) days in advance of said meeting.

C. Executive Board Meetings

There shall be Executive Board meetings each year on dates designated by the Board.

D. Quorums

A quorum at the Annual Meeting of this Society shall consist of active members present, registered and voting, one of whom must be the President, Vice President or President Elect. Majority rules.
A quorum at a special meeting of this Society shall consist of twenty (20) percent of active members of the entire membership. Majority rules.
A quorum of the Executive Board is a majority of the voting members present. Majority rules.

Article IX – OFFICERS

The elected officers of this Society shall be: President, Vice President, Recording Secretary, and Treasurer.
The appointed officers of this Society shall be: Corresponding Secretary, Chaplain, Historian, and Parliamentarian.
Officers shall perform duties prescribed in the policy Handbook and by the Parliamentary authority adopted by this Society.
In case of death, resignation or removal of any of the officers, the President shall fill all vacancies until the next Annual Meeting of the Society when vacancies shall be filled at the regular election.
The Officers of this Society shall serve of two years and may be nominated for additional two-year terms.

ARTCILE X – ELIGIBILITY, NOMINATIONS AND ELECTION OF OFFICERS

Eligibility: A candidate for any office of this Society shall:

Be an active, participating member in good standing.
Have his/her dues paid to the Executive Office of AAMA by December 31^st of previous year, beginning December 31, 1985.
Have served actively on both Society and component chapter committees.
Have held an office in his/her component chapter.
Have the endorsement of his/her component chapter.
Member-at-large candidates shall have served actively on the Society level.
Member-at-large candidates must have the endorsement of the Executive Board of this Society.

Nominations:

Shall be in the hands of the Nominating Committee not less than sixty (60) days prior to the Annual Meeting together with a list of the candidates’ qualifications, signed consent and endorsement by the component chapter or Executive Board.
Shall consist, whenever possible, of at least two candidates for each office to be filled at the Annual Meeting.
The slate of nominees and their qualifications shall be sent to the Executive Board at least sixty (60) days prior to the Annual Meeting and shall appear in the pre-convention issue of the official publication of this Society.
Nominations may be made from the floor, providing the consent of the nominee and of the component chapter have been previously obtained.

C. Election:

Election shall be by ballot except when there is only one candidate for an office, in which case the vote may be by Viva Voce.

The candidate receiving a majority of the votes cast will be declared elected.
Where the clear majority is not evident, the balloting will be repeated on the two candidates receiving the highest number of votes.
Tellers shall be appointed by the President and shall distribute, collect and count the ballots and report to the President, who shall declare the election.
In case of a tie on the second ballot, the election shall be declared by lot.

ARTICLE XI- EXECUTIVE BOARD

A. Shall be the governing body of this Society.

B. Shall consist of the elected officers, appointed officers, immediate past president, presidents of the component chapters, one representative from the member-at-large group, and the chairman of the standing and special committee, with vote. Past presidents shall be board members with voice b

C. Shall serve as a liaison with the Advisory Council of the Colorado Medical Society.

D. Shall convene within twenty-four (24) hours following the election of officers.

E. Shall have jurisdiction over all expenditures.

F. Shall act in the name of this Society whenever the Society is not in session.

G. Shall have the authority to make and execute all contracts, except as otherwise stated in these Bylaws

H. The parliamentary procedure and Robert’s Rules of Order newly revised.

ARTICLE XII- DELEGATES TO AAMA

Representation of this Society in the AAMA House of Delegates shall be in accordance with the Bylaws of AAMA (article XV Section 2C 1-4) as follows:

A. This Society shall be entitled to two delegates for the first 100 active members or fraction thereof plus one delegate for each additional 400 active members or fraction thereof. Delegates and alternates shall be active members in good standing with the Society.

B. The number of delegates shall be determined by the constitute 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 active or AAMA life members in good standing in AAMA.

D. 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.

E. The President shall be the first delegate. The Vice-President shall be the second delegate. The additional delegate(s) and alternate(s) shall be elected from the general membership at the Annual Meeting just preding the AAMA Conference.

F. Nominations for additional delegate(s) and alternate(s) may be made from the floor providing that the candidate has the endorsement of his/her component chapter.

G. In the event this Society is unable to send the full quota of delegates, it may assign proxy votes to the one delegate, who may cast the votes on the election of officers, proposed amendments to the Bylaws and other business of the House of Delegates. Such proxies shall be submitted in writing and shall be signed by the President and Recording Secretary of the Society.

H. The names of delegates and alternates shall be submitted to the Executive Office at least ninety (90) days prior to the Annual Meeting of the House of Delegates.

ARTICLE XIII – COMMITTEES

Committees of this Society shall be Standing and special.

A. Standing Committees

The Standing Committees are:

Budget and Finance
Bylaws
Education
Certification
Membership
Public Relations, Health Careers, and Publicity
Legislation, And Auxiliary Liaison
Publications
Scholarship
Evaluation Committee
Student Advocacy Committee

B. Special Committees

A special committee shall confine its work to the purpose for which it was appointed. It shall take only such action it is specifically granted and shall serve until it has completed the assignment.

The special committees of this society shall include: (1) convention, (2) nominations, (3) minute approval and (4) financial audit.

C. All Other Special Committees All other special committees deemed necessary for the operation of this society may be appointed by the President for the specified purpose of such committees.

ARTICLE XIV – JUDICIAL COUNCIL

A. The Judicial Council shall consist of the four immediate past presidents who are active members of the Society and the Parliamentarian who will serve ex- officio. The immediate past president shall replace the senior member of the council each year as chairman.

B. The judicial power of this Society shall be vested in the Judicial Council, whose decisions shall be final.

C. The council shall have jurisdiction in all questions involving membership.

D. The council shall have jurisdiction in all controversies arising under the Bylaws, in its interpretation and the Code of Ethics of this Society.

E. All matters to come before the Judicial Council shall be directed to the chairman in writing.

ARTICLE – XV ADVISORY COUNCIL

A. The Advisory Council shall be composed of physicians.

B. The President of the Society shall serve as a consultant to this Council.

C. The advisors shall be appointed by the president of the Society with the approval of the Executive Board.

D. Advisors shall be appointed for a one-year term and may be re-appointed for additional one-year terms.

E. An advisor shall have knowledge of, and interest in AAMA.

F. An advisor shall actively promote membership in AAMA.

G. An advisor shall review the duties of Advisors and indicate his/her desire to accept them.

H. Duties Of Advisors:

Advisors are encouraged to attend the Executive Board meetings of this Society when these meetings are held in his/her geographical area, and to attend the Annual Meeting of this Society.
Advisors are requested to make themselves available as speakers for educational purposes.
Advisors are asked to submit articles promoting AAMA to be printed in the Colorado Medical Society publication “ Colorado Medicine”.
Advisors may be requested to render advice and council to the Society’s Executive Board.

ARTICLE XVI – ORGANIZATIONAL PROCEDURES IN CRISIS

In the event of the loss of CSMA Component Chapters of an extreme decrease in membership, the following procedures may be initiated by the Executive Board:

A. Allowing non-renewing officers or committee chairman to continue their duties until the end of CSMA’s fiscal year.

B. Committees may be combined and appointed offices left vacant.

C. The number of elected officers may be decreased (see Roberts rules of Order Newly Revised)

ARTICLE XVII – DISAFFILATION FROM AAMA

In order for the Colorado Society of Medical Assistants to disaffiliate from the American Association of Medical Assistants there must be a two-thirds affirmative vote on a ballot mailed, Registered, Return Receipt to every member of the Society. If disaffiliation is approved, none of the assets of the Colorado Society shall be distributed to any member, but, after all indebtedness has been paid, the remaining funds shall be used to establish a bi-level organization for the Colorado Society and its component chapters.

ARTICLE XVIII – ASSETS IN DISSOULTION

A. In the event of dissolution of the Colorado Society of Medical Assistants, none of the assets shall be distributed to any member, but, after all indebtedness has been paid, all remaining funds amt be transferred to a medical assisting organization for the state of Colorado whose objective is continuing education. The majority of members attending a meeting specially called for the purpose of dissolution shall approve and authorize a new state organization.

B. In the event of dissolution of the Colorado Society of Medical Assistants, none of the assets shall be distributed to any member, but, after all indebtedness has been paid, all remaining funds shall be transferred to a charitable or nonprofit medical institution or projects which the majority of members attending a meeting specially called for the purpose of dissolution shall approve an designate.

C. In the event of dissolution of a component chapter of Colorado Society of Medical Assistants, none of the assets shall be distributed to any member, but after all indebtedness has been paid, al remaining funds shall be held in escrow, in a high yield instrument, by the Colorado Society of Medical Assistants for a period of three years and if the component chapter has not been reactivated in that period of time, these monies shall be transferred to the charitable or non-profit educational institution to be designated by said Component Chapter at the time of dissolution. Any interest generated shall be deposited in the Fordyce McCabe Fund.

ARTICLE XIX – AMENDMENTS

These Bylaws may be amended at:
1. A properly called meeting by an affirmative two-thirds vote where a quorum of active members is present, provided that thirty (30) days written notice of proposed amendments is given to all active members.
2. Any Annual Meeting of this Society by an affirmative two-thirds vote of all active members present, registered and voting, provided that thirty (30) days written notice of proposed amendments is given to all active members.
3. A properly called meeting with unanimous vote when a quorum of active members is present, without previous notice
The Executive Board shall have the right to propose amendments to these Bylaws by submitting a previously signed copy thereof to the Recording Secretary of this
Society and the Chairman of the Bylaws Committee who shall see that the membership is given the required notice.
A component chapter shall have the right to propose amendments to these Bylaws through its Executive Board, providing a previously signed copy thereof has been submitted to the Recording Secretary and to the Chairman of the Bylaws Committee who shall see that the membership is given the required notice.
Any amendment thereto shall become effective immediately upon its adoption.
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.

ARTICLE XX – PARLIAMENTARY AUTHORITY

The rules contained in Robert’s Rules of Order, Newly Revised, shall govern this Society in all cases to which they are applicable, and in which they are not inconsistent with the Bylaws and/or Standing Rules of this Society.

(Adopted April 20,1957)

(Amended May 21, 1990)

(Amended April 20, 1996)

(Amended June 1, 2003)

STANDING RULES

Colorado Society of Medical Assistants

Standing Rules

The Colorado Society of Medical Assistants member dues shall be as follows;

Active $10.00

Member-at-large $10.00

Sustaining $10.00

Associate $10.00

Student $10.00

Honorary and Life members do not pay dues.

Names and qualifications, as set forth in the national Bylaws, of eligible nominees for officers and trustees of the AAMA should be submitted by the component chapters and member-at-large group at the Executive Board meeting prior to the deadline date for submitting nominations to the National Office.
Only one candidate may be submitted for National Office each year from Colorado. If a member from the stat has previously been elected to a multi-year term, another candidate may be submitted while that member is still in office.
A corsage shall be purchased from the State Treasury for the President and any National Officers from our Society for their respective President’s dinner or Inaugural Banquet.
All copies of correspondence pertaining to Society business should be sent to the President, Vice President and Secretary.
Committee chairmen are expected to have contact with the members of their committees, and if the chairman is unable to attend the Ex4ecutive Board meeting, a member of the committee may be asked to give the committee report. If no member of the committee is able to report, a written report should be submitted to the President in time for presentation at the Executive Board.
All records are the property of Colorado Society of Medical Assistants, and should be passed to the new officers at the Annual Meeting. All plaques and other awards presented to the Colorado Society should be passed to the incoming President.
Written reports of yearly committee activities shall be made in triplicate with one copy going to the President, one copy to the Recording Secretary and one copy to the incoming committee chairman.
Each committee chairman is responsible for all monies received and disbursed pertaining to his/her committee and must submit an itemized and correct report to the State Treasurer for presentation to the Executive Board for approval. Any profit or deficit must be explained in the itemized report.
The Colorado Society shall pay all expenses for the first delegate to the National Convention with a limit of $25.00 per day for board. The first delegate shall stay in the Convention hotel. Airfare and registration shall be paid for the additional delegate(s). Registration fee only shall be paid for the alternate delegate(s). Reimbursement shall not exceed the lowest airfare possible, regardless of the method of travel.
A limit of ten dollars ($10.00) shall be placed on memorials for members and their immediate families.
The CSMA President’s pin shall be passed on to each succeeding president. The Society shall also purchase the past President6s pins to be presented to the outgoing Presidents. If the President’s pin should be lost, the President shall replace it at his/her own expense.
The Colorado Society shall pay all expenses for the Vice President to attend the Southwest Regional Conference of AAMA with a limit of $15.00 per day for board. In the event the Vice President is unable to attend, the Executive Board shall appoint a replacement.
Debate at all meetings of this Society and Executive Board shall be limited to two (2) minutes per member on each subject, and no member may speak twice to the same question until all members have had a chance to speak.
There shall be a minimum of four (4) issues of the Society publication (The Cameo) published each year. The exact number of issues to be determined by the Executive Board in consultation with the editor.
Non-members wishing to receive a subscription of the Cameo may do so for $20.00 per year.
Should the Colorado Society or any component chapter of the Society win an award at a National Convention, a professionally taken picture of the presentation should be made. The Society shall pay for such pictures and the pictures are to be placed in the yearbook.
The Vice President shall serve as the chairman of the Yearbook Committee.
In the event of financial exigency, the priorities of expenditures in the Standing Rules shall be determined by the Executive Board.
Colorado Society shall purchase a delegate’s packet from AAMA for use by the Alternate Delegate(s).
The President, Vice President, Treasurer and Secretary shall have copies of the CSMA tax exempt certificate and bank account numbers.

(Adopted May 21, 1983)

(Amended May 21, 1990)

(Amended April 20,1996)

Approved 6/2008