Procedure Manual

NSMA Planning Calendar

April/May (Post-Annual Conference BOD meeting)

• President facilitates transition of officers and committee chairs plus transfer of materials.
• President obtains approval for Medical Advisory Board (MAB) and Standing Committee Chairs.
• President distributes information packets to BOD members including BOD roster and meeting dates.
• President (Chair of the Delegates) facilitates a discussion with the BOD regarding attendance requirements for the AAMA conference delegates/alternates.
• President notifies AAMA of new officers, chairs, delegates/alternates to AAMA HOD.
• President completes applications for the MAB complimentary CMA Today subscriptions and submits to the Treasurer for processing.
• President appoints a Conference Chair for the conference two years out.
• Treasurer accepts bills and reimburses members at ALL BOD meetings.
• The outgoing Secretary sends out minutes from pre-conference, General Assembly, and the incoming Secretary sends out the post-conference meetings within thirty (30) days.

May

• Membership Chair may organize and schedule a membership drive.
• Awards Chair follows the deadline for AAMA Excel Awards competition entries.

June

• President ’s deadline for submitting AAMA delegate/alternate form, NSMA officer election notification form and NSMA dues verification form to the AAMA Executive office.
• Deadline for receipt of AAMA Volunteer Leadership forms at the national office.
• AAMA will email notices to CMA(AAMA)’s who have 18 months to recertify followed by two additional mailed reminder notices.

July

• President sends out notice/agenda for Summer BOD meeting.
• ALL offices and chairs prepare reports and email them to the BOD for the summer BOD meeting (1 week prior to the meeting).
• AAMA Executive office sends delegates packets for the annual AAMA conference
• August (Summer BOD meeting)
• Budget & Finance Chair presents Audit Subcommittee report for BOD approval.
• Public Relations Chair discusses Medical Assistant Recognition Week preparations.
• NSMA Annual Conference Chair presents final report including financial statement.
• President oversees review of AAMA delegate packets with the BOD.
• Budget & Finance Chair reviews NSMA Financial Policies and the Expense Reimbursement Policies with BOD members.
• Budget & Finance Chair makes recommendations for the amount of financial funding of next year’s delegates/alternates to the AAMA annual conference.
• Bylaws Chair solicits proposals for NSMA Bylaws amendments and conducts routine review of NSMA Standing Rules.
• Membership Chair requests/distributes list of new and recertified CMA (AAMA)s
• Secretary sends out minutes within fourteen (14) days

September/October

• Elected delegates/alternates attend the AAMA Conference.
• President performs functions of the Chair of Delegates.
• President presents the incoming AAMA President with a card from NSMA noting that a donation to one of the AAMA funds will be made in their honor.
• Delegates and alternates submit vouchers/receipts to NSMA Treasurer within 30 (thirty) days after the close of the conference.
• Delegates and alternates submit reports from the AAMA Conference.
• President sends out notice/agenda for fall meeting.
• ALL offices and chairs prepare reports and email them to the BOD for the fall BOD meeting(1 week prior to the meeting).

October (Fall BOD meeting)

• Budget & Finance Chair presents NSMA proposed annual conference budget for review and approval.
• President reviews highlights from the AAMA Annual Conference.
• President submits a form to request AAMA BOT Representative to NSMA Annual Conference (if NSMA BOD approves).
• Membership Chair issues reminder that membership dues are due to AAMA by 12-31.
• Vice-Speaker reminds members to submit nominations for State officers and delegates/alternates to the AAMA Conference.
• Public Relations Chair discusses Medical Assistants Week – third full week of every October.
• Secretary sends out copies of minutes within fourteen (14) days

December

• President receives notification from AAMA of the assigned representative for NSMA Annual Conference.
• President sends out notice/agenda for winter BOD meeting.
• ALL offices and chairs prepare reports and email them to the BOD for the winter BOD meeting (1 week prior to the meeting).
• Membership dues are delinquent if not received by the AAMA 12-31.
• AAMA sends out notice of mandated AAMA Bylaws amendments to the President and Vice President that must be passed on to the NSMA Bylaws Chair.

January (Winter BOD meeting)

• President receives notification from AAMA indicating the number of delegates eligible for the AAMA HOD.
• President and/or Conference Chair writes a Welcome Letter for NSMA Annual Conference program.
• Bylaws Chair presents proposed Bylaws amendments to BOD for review/discussion.
• Budget & Finance Chair presents NSMA proposed operating budget for discussion and approval.
• Awards Chair solicits nominees for CMA of the Year Award and Special Recognition Certificates.
• Speaker announces deadline for reports to be printed in General Assembly packet.
• Membership Chair distributes a list of new and recertified CMAs (AAMA).
• The complete current NSMA membership roster available from AAMA after 1-31.
• All BOD members prepare written year-end reports (deadline determined by Speaker)

February

• President sends out notice/agenda for spring BOD meeting.
• ALL offices and chairs prepare reports and email them to the BOD for the spring BOD meeting (1 week prior to the meeting).

March (Spring BOD meeting)

• This meeting is usually held at the site of the next NSMA Annual Conference.
• Annual Conference Chair conducts a tour of the conference site for all BOD members.
• Speaker distributes (or mails) NSMA delegate packets.
• Treasurer announces last call for all outstanding bills in preparation of final financial report.
• Vice-President selects three Medical Advisory Board members.
• Vice-President selects Standing Committee Chairs.
• Vice-President creates the NSMA BOD meeting calendar and secures meeting room locations.
• Vice-President purchases a gift for the outgoing President (presented at the installation ceremony).
• Vice-President obtains the President’s lapel pin from the Treasurer and has it engraved to present at installation.
• Vice-President chooses the installation officer and installation theme.
• Membership Chair distributes a list of new and recertified CMAs.
• Budget & Finance Chair reviews NSMA Financial Policies with BOD.
• Awards Chair announces recipient of the NSMA Conference Grant Award.
• Membership Chair announces winner of the NSMA Membership Recruitment Contest .
• Membership Chair requests list of non-renewing members from AAMA for follow-up.
• All BOD members prepare a Procedure Notebook for their office or chair to turn over to their successor.