Home Care Association



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Provider Member

Manual

August 2014

Home Care Association of New Hampshire

Member Manual

TABLE OF CONTENTS

1. GENERAL ASSOCIATION INFORMATION

Staff List

History of the Association

Mission Statement and Values Statement

Code of Ethics

Member Benefits Checklist

2. ASSOCIATION BY-LAWS AND POLICIES

General Policies for Members

HCANH By-Laws

Provider Membership and Dues Policies

3. PLANNING

Strategic Plan

4. THE BOARD OF DIRECTORS

Roles, Responsibilities, and Expectations of Board Members

Current HCANH Board Members and Officers

5. COMMITTEES, TASK FORCES & SPECIAL INTEREST GROUPS

Meeting Schedules

Committees and Task Forces

Special Interest Groups

6. GOVERNMENT RELATIONS PROGRAM

Granite State Home Health Association

Publications

Legislative Policy Statements

7. EDUCATIONAL PROGRAMS & SERVICES

Educational Programs and Conferences

Education Policies

Lending Library Resources

8. OTHER MEMBER SERVICES

Group Purchase Opportunities

Publications

9. WEB SITE ACCESS

Web Site Access Instructions

Job Posting Instructions

1. General Association Information

Introduction

The Home Care Association of New Hampshire (HCANH) Member Manual has been created as a reference guide to the Association and its services. Members are encouraged to keep the manual up to date as revisions are provided and to keep meeting minutes, publications and other materials in the appropriate sections of the manual for easy reference.

If you have any questions about the Association, please do not hesitate to call the HCANH office at

1-800-639-1949 or 603-225-5597, or email staff (below).

Association Staff

Gina Balkus, CEO

gbalkus@

Provides staff leadership of the Association, oversees implementation of all HCANH policies and programs and is registered with the Secretary of State’s Office as a lobbyist for Granite State Home Health Association, HCANH’s government relations affiliate. Gina serves as the chief spokesperson for the Association, along with the President, and represents the Association in dealings with the various state government offices, the Legislature, NH’s Washington delegation, and other industry groups. She attends all Board and Membership meetings, most committee and task force meetings and sits on numerous committees on the state and regional levels. Gina oversees the work of staff, consultants and contractors employed by the Association.

Chloe Roe, Office Manager

croe@

Oversees office management, bookkeeping and invoicing, and day-to-day operations. Chloe is the primary contact person on workers compensation program matters and other group purchasing programs. Chloe oversees meeting and conference registration, membership renewals and applications, and other member-related functions.

Leslie Hammond, Public Relations and Marketing Specialist

lhammond@

Leslie Hammond came to the Home Care Association earlier this year to continue branding and marketing efforts for all of the member home care agencies in New Hampshire. She is responsible for HCANH’s website, as well as developing initiatives to enhance the visibility of home health in New Hampshire. Leslie has held public relations and public policy positions with the Vermont Health Care Association and the Alzheimer’s Association of Vermont and New Hampshire.

Valerie Acres, Sheehan Phinney Capitol Group, Contract Lobbyist

vacres@

Oversees home health issues in the New Hampshire Legislature for Granite State Home Health Association. She monitors selected state legislation and coordinates advocacy efforts on behalf of the Association, and writes the GSHHA Legislative Bulletin, produced monthly during state legislative sessions.

Association Office Hours and Location

HCANH is located at 8 Green Street-Suite 2, in Concord, New Hampshire. The office is on the first floor, with the entrance at the side of the building (accessed through the parking lot). Office hours are Monday - Friday, 8:30 am - 5:00 pm. The Association is able to accommodate Board and other small meetings of up to 12 people. Double parking in our lot is allowed during Board and committee meetings, but those who do so may be asked to move in order to allow our second floor tenant to come and go.

Parking is limited. Limited parking is available on the premises. There are eight parking slots, of which three are reserved for HCANH's second floor tenants. Parking is available for two-hour periods on side streets. Double parking in our lot is allowed during Board and committee meetings, but those who do so may be asked to move in order to allow our second floor tenant to come and go. There are two parking garages within walking distance. One parking garage is off North Main Street and has an entrance from School Street and Warren Street. The other has entrances from both Green Street and North State Street.

Directions to the Association Office

HCANH is located at 8 Green St., Concord. The building is a tan colonial with white trim. The Association occupies the first floor of the building, and the entrance to the office is on the parking lot side.

COMING FROM THE SOUTH - Travel north on 93 to Exit 13. At end of ramp turn left on South Main Street. Continue on South Main to Pleasant Street. Take left on Pleasant Street to Green Street (second set of lights). Turn right on Green Street. HCANH is the second building on the right.

COMING FROM MAINE - Travel Route 4 to 393. At end of 393 turn left onto North Main Street. Continue on North Main Street to Pleasant Street (fourth set of lights). Turn right on Pleasant Street to Green Street (second set of lights). Turn right on Green Street. HCANH is the second building on the right.

COMING FROM WHITE RIVER JUNCTION, VERMONT - Travel south on 89 to Exit 2 to Clinton Street. Travel to end of Clinton Street. At set of lights turn left on South Street. Continue through next set of lights (intersection with Pleasant St.) and HCANH is second building on right. (South Street becomes Green Street when you go through the set of lights.)

COMING FROM THE NORTH - Travel south on 93 to Exit 14 to Bridge Street, turn right. (Bridge St. becomes Centre St.) At fourth set of lights turn left onto Green Street. Drive about 4 blocks down on the left, the last building on the left before the next stoplight (at Pleasant St.).

History of the Association

The Association was formed in 1974 as a result of the merger of two organizations, the New Hampshire Home Care Association and the Bi-State Community Health Project. The new organization, the Community Health Care Association, was comprised of agency CEOs, Board Members of member agencies and funding sources.

In the early eighties, the Association reorganized and restricted the Board of Directors to CEOs of member agencies and exclud proprietary agencies from membership. The Association formed a second 501(c)(3) organization to engage in research and development activities in the area of home care. Known as Home Care Resource Development, Inc., this entity was ultimately dissolved in 1997.

During the 1980’s, the Association’s successes included influencing the New Hampshire Legislature to fund maternal/child health care benefits and to institute the licensure of home health care providers. During this period, the Medicare Fiscal Intermediary started to deny Medicare claims for reimbursement in large numbers. The Association worked successfully to protect access to Medicare home health services, and went on to lobby for and obtain an increase in Medicaid rates for home health care in the late 1980’s.

Between 1988 and the early 1990’s, the home care industry experienced major growth in service delivery, as well as some consolidation of agencies and diversification into related services. In 1992 Association members voted to extend membership to all licensed providers of in-home services including for-profits. Also during this period, the Association worked on the development of a concept which came to be called the “Network.” The idea behind the Network was to promote uniform standards of care and negotiate contracts with major funding sources on behalf of non-profit, full-service agencies. The complexity of the issues and controversy about its merit and feasibility caused the Association to abandon the project in 1992.

In 1993, the Association purchased an office building several blocks from the State House, where Board, committee and other small group meetings are held. This move also served to heighten the visibility of the Association in the capital.

Since the mid 1990’s, Association priorities have been in the areas of government relations, education, and public information. Initiatives since then have resulted in important Medicaid legislation, external communications and media relations, and collaborative ventures with other health care provider groups. In 1997 the Association created the Granite State Home Health Association (GSHHA) as an affiliated corporation under section 501(c)(6) of the Internal Revenue Code to handle its increased lobbying activities. In the late 1990s, the Association’s attention focused again on Medicaid rates, achieving significant increases in 1999, the first upgrade in 10 years. At the same time, GSHHA worked for changes in the Interim Payment System (IPS) for Medicare, while HCANH supported members’ transition to prospective payment (PPS) under Medicare.

In the first years of the new millenium, HCANH’s priorities included: workforce shortage, technology, long term care, emergency preparedness, and the image and visibility of home health care, along with the continuing challenges of adequate payments, particularly in Medicaid. After several years of unsuccessfully pursuing improved Medicaid rates, HCANH filed suit against the state in April of 2005 under state law passed in 1997 (at the behest of the Association) that requires the state to establish and maintain rates that “better reflect the average cost of care.” The Association entered into a settlement agreement with the state in July 2005, and ultimately negotiated a new rate structure and rate-setting methodology. New Medicaid rules including this methodology were adopted in March 2008. However, continuing state budget limitations led the legislature to suspend the rules and even reduce provider rates in 2010.

On the Medicare side, GSHHA has advocated to improve the application of the wage index, eliminate across-the-board payment reductions in favor of targeted reimbursement revisions, institute policies to address fraud and abuse, and ensure home care’s proper place under healthcare reform initiatives.

Mission Statement

The Home Care Association of New Hampshire is a membership organization which enhances the ability of agencies providing home health care to deliver quality services to New Hampshire residents. The Association carries out this mission through education, networking, leadership, and public policy advocacy.

Values Statement

Home Care Association of New Hampshire is guided by its core values in everything it does, in the programs and services it offers, and in its relationships with and among members and with its customers in the external environment.

COMMUNICATION We believe in active listening and open and honest dialogue.

COOPERATION We believe in mutual respect for the diversity of our membership. We believe that through collaboration we enhance the strength and capacity of the association to fulfill its mission.

CUSTOMER-ORIENTED We believe in seeking out and being responsive to the needs and expectations of our internal and external customers. When the needs of different customers conflict, we believe in seeking resolution through prioritizing and consensus decision-making.

EXCELLENCE We believe in defining and achieving excellence, striving to deliver service that meets and exceeds these high standards, and working to continuously improve the quality of our services.

INNOVATION We believe in anticipating and participating in changes in the health care system that affect home care consumers and providers, in being flexible and creative in designing responses to the changing environment, and in implementing responses in a dynamic and progressive manner.

INTEGRITY We believe in the ethical values of honesty, public and mutual trust, and reciprocal responsibility.

LEADERSHIP We believe in creating and articulating a clear direction for the role of home care in New Hampshire’s health care system, communicating our vision and values, and aligning our behavior with our values.

LEARNING We believe that given full, accurate and objective information, individuals and organizations make better decisions. To that end, we believe in education and research as a means for agencies and individuals to learn more about home care and to achieve the leadership, innovation and excellence we seek.

Approved by Board of Directors 10/13/95

Code of Ethics

The Provider Members of the Home Care Association of New Hampshire do hereby pledge to abide by the following Code of Ethics:

To provide the highest level of quality of care in the area of home health care services.

To serve all individuals regardless of race, creed, national origin, sex, handicap, sexual preference or reason of illness.

To honor all patient rights and to explain all patient responsibilities as defined in state laws.

To fully cooperate with all other home care providers and other agencies, putting the patients' needs first in order to assure comprehensive services to patients and their families.

To abide by all Federal, state and local laws and regulations which govern the home health care industry.

To respect the confidential nature of the patient-provider relationship and not to disclose any information without proper authorization, except as required by law.

To present oral and written public statements which fairly represent programs, services, benefits, costs and agency capability.

To provide patients with a forum to voice grievances and suggest changes in service or staff without fear of restraint or discrimination.

To act in good faith; to be honest, truthful and fair to all concerned.

Adopted by the Board of Directors on December 10, 1993

Membership Benefits

Membership Category

Provider Affiliate Individual

Communications and Information:

Data Collection & Analysis ⎫

Email Newsletter, "Newsnotes" ⎫ ⎫ ⎫

Membership Meetings ⎫

Discounted Publications ⎫ ⎫ ⎫

Member Listserves ⎫ ⎫

Monthly “ Best Practices” Newsletter ⎫

Education and Training:

Special Interest Groups ⎫

Networking Opportunities ⎫ ⎫

Registration Discounts to Association Programs ⎫ ⎫ ⎫

Leadership and Participation:

Eligibility for Service on Board of Directors ⎫

Voting Privileges ⎫

Committees and Task Forces ⎫ ⎫ ⎫

Participation in Grants & Projects ⎫

Legislation and Advocacy:

Appointment to State Policy Committees ⎫

Legislative "Bulletin" ⎫ ⎫ ⎫

Legislative "Alerts" and Advocacy Initiatives ⎫ ⎫ ⎫

Visibility and Other Benefits:

Listing in Online Home Care Directory ⎫ ⎫

Listing on online job search ⎫ ⎦

Group Purchasing (Workers Comp Insurance) ⎦ ⎦

Discounted Advertising Fees ⎦ ⎦

Discounted Exhibitor Fees ⎦ ⎦

Sponsorship of Events ⎦ ⎦

⎫ Available at no fee ⎦ Fee Charged

DESCRIPTION OF

MEMBERSHIP BENEFITS

The following is a further explanation of the membership benefits of the Home Care Association of New Hampshire. PROVIDERS receive all benefits listed below while AFFILIATE and INDIVIDUAL members have limited privileges.

COMMUNICATIONS AND INFORMATION:

♦ Involvement in data collection projects and access to survey results, including annual wage and salary survey, workforce turnover and vacancy survey

□ Up-to date industry news in HCANH's "Newsnotes" (e-mail only), published 2-4 times per month

□ Interaction with home health care leaders at periodic meetings for home care CEOs and senior managers

□ Information about home health care, with a focus on developments affecting state and federal policy, through quarterly publication Homefront

□ Participation on HCANH’s listservers, including general listserver, wound care, marketing and clinical groups

□ Best practices information published monthly in the “Best Practices” Newsletter

EDUCATION AND TRAINING:

♦ Interest group gatherings (clinical managers, CQI managers, wound care specialists and others) for networking, project work and in-service programming

□ Reduced fees for quality, affordable programs presented at seminars, workshops and conferences throughout the year, including the Northern New England Home Care Conference jointly sponsored by the Maine, Vermont and New Hampshire associations, and the Northeast Home Health Leadership Summit

□ Access to audio conferences and web-based education at significant discounts through HCANH partnership with other state and national organizations

LEADERSHIP AND PARTICIPATION:

♦ Eligibility to serve on HCANH Board of Directors

♦ Right to vote in HCANH elections and business sessions

♦ Opportunity to serve on HCANH standing committees and task forces

♦ Priority for active participation and involvement in special grants and projects

LEGISLATION AND ADVOCACY:

♦ Appointments to state and national legislative and regulatory committees as part of active participation in governmental affairs

♦ Access to timely legislative information through "Alerts" and involvement in pivotal activity throughout the legislative session

♦ Periodic recap of ongoing legislative activity through "Legislative Bulletins"

VISIBILITY AND OTHER BENEFITS:

□ Free listing in searchable database on HCANH website

□ Free job listing service on HCANH’s website

□ Opportunity to be featured in HCANH media releases

□ Exposure and promotion through discounted advertising and exhibitor fees and full or partial sponsorship of events

□ Access to HCANH’s workers compensation insurance program, and group purchasing of other products and services

2. Association By-Laws and Policies

By-Laws

The By-Laws are reviewed at least once every three years. They were last amended in June 2011, and a current copy follows.

Anti-Trust Statement

Because of federal and state anti-trust laws, certain topics are not proper subjects for discussion at any HCANH functions. Our members are competitors and any action or agreement which may eliminate, restrict or govern competition among members or their colleagues could be a violation of anti-trust laws. Those violating the anti-trust laws are subject to severe criminal civil penalties.

This means that members must not discuss any items falling within the realm of competitive practices, such as current or future prices or charges; discounts for cash payment; terms of service; staff compensation; profit levels; credit terms; or refusal to deal with a particular third-party payor or medical equipment vendor. Members are reminded to adhere strictly to these guidelines during all HCANH functions to protect themselves and the Association from liability.

Use of Resources

The Association will loan its resources, such as books, manuals and other materials, to members on a first come, first served basis. Items are to be returned within one month, unless otherwise specified. HCANH will absorb the cost of postage one way. Members are responsible for the return postage. Members who fail to return materials after reminders will be billed replacement costs.

Mailing Labels

Provider Members may receive one set of mailing labels for HCANH Members upon request at no charge. The Association will provide a set of mailing labels of its membership to non-profits for $25 and to for-profit businesses for $50. Other mailing lists may be made available for a fee. Mailing lists in electronic form will be provided to members at no cost, but are generally not sold to for-profit entities.

Mailings

All mailings of Newsnotes, Legislative Bulletins and Alerts, meeting notices and minutes and other materials are conveyed electronically via email. Notices and brochures related to education programs are sent electronically and may also be sent via traditional mail. HCANH maintains email groups based on staff functions as identified on annual membership application forms.

Data, Survey Information

Survey and data information are essential to the Association's efforts in the area of education, research and advocacy. In most cases, those who participate in supplying the information will receive the results of the data collection at no charge. HCANH imposes a small charge for those that respond to the annual wage and salary survey via paper, rather than electronically. (As of 2005, no members responded to the wage and salary survey via paper and the survey is now purely electronic.) In some cases survey results are available to non-respondents for a fee, while other reports are restricted to survey participants. In no case are individual agency responses made available either in published reports or by separate request. HCANH complies with federal anti-trust guidelines in reporting any survey results.

Staff Support

All Association staff are available to assist members in their use of member benefits, and will refer members to others within the Association or outside the membership, as appropriate, for additional information. The CEO often visits member groups and is available for speaking engagements to member Boards, staff and others in the community.

3. Planning

The Association’s Board of Directors develops a strategic plan which is updated annually. The Board engages the full membership in identifying and setting priorities. In 2006 a full membership discussion of industry issues was conducted, along with a survey on current and anticipated topics of concern and an evaluation of HCANH’s services and performance. In 2007 and 2008, membership was involved in identifying priorities and needs to be addressed through online surveys and discussions at regional membership meetings held during the summer.

The planning document for the current year follows.

4. The BOARD of DIRECTORS

As the governing body of the Association, the Board of Directors is charged to assure that HCANH achieves its goals as set forth in the Articles of Incorporation and the Strategic Plan. It makes sure that the activities, policies and positions of the Association are consistent with the mission and values adopted by the membership, and that the organization is in compliance with financial and legal requirements.

In accordance with the By-Laws, Board members are elected for staggered two-year terms and may serve up to three consecutive terms. The composition of the Board reflects the composition of the membership, including type, size and geographic location, however there are no seats specifically designated for different types of organizations. Once elected to the Board, each member must represent and act in the interests of the total membership and the state’s home care clients.

Functions of the Board. The Board sets policy and goals for the Association. In most cases, committees or task forces recommend draft policies and goals to the Board for final acceptance. The Board also approves the Strategic Plan developed for a multi-year period, as well as the annual objectives and general operating plan. The Board approves an annual budget, manages the assets of the organization and determines dues policies. Board members keep other members informed of decisions and actions of the Board through reports at Membership Meetings and written communications. The Board hires the CEO and evaluates her performance at least annually.

Board meetings. The Board meets on the second Wednesday of every month, unless otherwise noted. There are no meetings in July and August; November and December meetings are moved in accordance with the Thanksgiving and Christmas holidays. The Board reviews monthly financial statements, receives committee reports and acts on any recommendations presented by committees, discusses issues affecting the industry, and makes decisions on strategy, HCANH programs and services, and such other matters that may come before the Board. Meetings are chaired by the President, or in her/his absence, the Vice President. Minutes are e-mailed with the agenda of the upcoming meeting two weeks prior to the meeting. Board meetings for HCANH and Granite State Home Health Association, the lobbying affiliate of HCANH, are held on the same day consecutively.

Attendance is maintained by the Secretary, and members who are absent more than four meetings in a calendar year, excused or unexcused, are considered to have resigned. The Board President communicates with members whose attendance is poor and places them in jeopardy of being removed from the Board. The Board fills vacancies by appointing a person who serves out the unexpired term of the member being replaced.

Board meetings are open to all HCANH provider members. The Board may go into Executive Session, at which time any non-Board members are asked to leave the meeting.

Conflict of interest. In cases where the Board member experiences a conflict of interest, that member is expected to declare the conflict and recluse him/herself from discussion and vote on the matter presenting the conflict. The board adopted a conflict of interest policy, and members are asked to declare any conflicting relationships annually.

Liability. The Association indemnifies Board members “against liability and against expenses reasonably incurred in connection with any action, suit or proceeding by reason of their being or having been an officer or Director of the Corporation, except in relation to matters as to which they shall be finally adjudged in such action, suit or proceeding, to have been guilty of individual bad faith.” (By-Laws, Article X) The Association maintains Directors and Officers liability insurance coverage, as well as professional liability coverage for staff.

Board Criteria - Guidelines for Selection. The board should be made up of people with a variety of skills and expertise, from the various senior management positions within the home care field, and from agencies that represent the diversity of membership in terms of size of agency, geography and auspice. A diverse board composition is a message to the membership that it welcomes diversity and encourages inclusivity. Board members need to have the time, commitment, interest and the ability to work together.

 

General qualifications:

 

• Willingness to serve

• Ability to meet projected time commitment (including board orientation, attendance at board and membership meetings, participation at other events as an association representative, etc.)

• Capacity for attention to the association

• Ability to participate in group decision-making and support board decisions (leaving personal agenda out of the discussions.)

• Objectivity

• Intelligence

• Communication skills

• Integrity and absence of serious conflicts of interest

• Ideology and values consistent with the association

 

These traits tend to be the most important in the nomination process:

• Values consistent with the organization

• Community leadership

• Financial and business acumen

• Strategic planning and visioning

• Time availability

• Well-informed on issues of importance in home care

• Political influence

 

The Governance Committee serves as the nominating committee and is responsible for identifying board candidates and presenting them with the facts about serving. It must develop an effective, unbiased, process to ensure that selection of all board members is based on the criteria. The committee should also consider the association’s strategic plan and what new directors can add to achieve the mission and goals. Directors should be continually recruited. Candidates or nominees may be identified by the other directors, committees, or staff, and through a process of volunteering.

Board Performance Evaluation Process. In 1996 the Board decided to implement a process to evaluate Board member performance. This evaluation is conducted on an annual basis, and undergoes revision from time to time. Generally, a brief online survey tool is used and results are shared with the Board after being summarized. Outgoing Board members are interviewed by the President or Vice President to learn how Board performance may be improved.

Expenses. Board members serve as volunteers, and their travel expenses to meetings within the state are assumed by their employing agencies. The Board has established a “President’s Account” in the budget, which is expended at the direction of the President for conference registration and travel for the President or members designated by the President to represent the Association at meetings and other out-of-state programs. The fund is used most frequently to cover expenses related to attendance at NAHC (National Association for Home Care) conferences, including the Annual Meeting, the Legislative Conference in Washington, and the Region I Conference. The fund also covers meeting expenses for the regular Board meetings and a Board retreat, and gifts for departing Board members, as well as the Home Care Service Award.

Board/Staff Relationships. As noted above, the Board hires the CEO, directs the CEO’s actions, and evaluates the CEO’s performance. The CEO hires, directs, supervises and evaluates all other staff, and is responsible for all disciplinary action up to and including termination of staff. Board members and other members are encouraged to communicate directly with staff on matters for which they are responsible, such as conference planning and invoicing, but are asked to convey any concerns or complaints about staff performance to the CEO.

Responsibilities of the Board of Directors

The Board of Directions acts for the welfare of the membership as a whole and the community of individuals served by the members. Although each Board member is selected in part because his or her agency represents one or more characteristics of a group of members, such as size or geographic location, all decisions made by each member reflect the interests of the whole.

The Board’s major duties are to:

1. Oversee the business and properties of the corporation or association.

2. Adopt and review rules that govern the operating procedures of the Board in accordance with generally accepted principles.

3. Make final decisions on overall policies that govern the scope and content of agency programs and that enable the association to reach its goals.

4. Approve sound personnel policies that remain current with standards of good practice.

5. Select, employ and evaluate anyone who is competent to direct the association toward its goals, provide effective leadership, and oversee the day to day operations of the organization.

6. Establish, approve and oversee the association budget and financial plan; assure the fiscal solvency of the association and the appropriate use of resources.

7. Promote sound relationships between the association, its membership, and its audiences in both government and the community.

8. Represent the association in efforts to address identified public policy issues affecting home health care, in accordance with strategies established by the Board.

9. Contribute to the identification of problems and solutions by active participation at Board meetings, membership meetings, and other discussion and action forums as appropriate to the individual’s interests and expertise.

Expectations of Board Members

1. Attend the monthly Board meetings, and arrive on time. Call if unable to attend.

2. Prepare for the meeting by reading the prior month’s minutes and reviewing the agenda prior to the meeting, as well as any materials that may be distributed in advance of the meeting.

3. Participate in discussion at the meeting, but respect others’ right and responsibility to speak as well.

4. Engage in discussion, not debate.

5. Abide by Robert’s Rules of Order.

6. Volunteer to chair or serve on a committee or task force, or recruit others (agency staff, other members not on the Board) to serve.

Basic Parliamentary Procedures

All Board and Committee meetings of the Association are conducted according to Robert’s Rules of Order, as revised. Parliamentary Procedures are predicated on the five basic principles of parliamentary law. Those principles are:

1. Order. So as to ensure the orderly conduct of the meeting, it is agreed that only one subject will be discussed at any one time.

2. Equality and Justice. Each and every subject discussed will be freely and fully discussed.

3. Courtesy. Each and every member of the assembly has an equal right to discuss any and all subjects discussed by the full body.

4. Rule of Majority. Ultimately, the will of the majority is to be carried out by the body, with all members’ different positions on the issue merging into the body’s ultimate position.

5. Rights of Minority. Those holding the minority opinion on the issue will be permitted to “have their say” on the issue before it is decided.

In conjunction with HCANH’s Constitution and By-Laws, both of which take precedence over Robert’s Rules of Order, good parliamentary procedures have three basic goals:

1. To avoid confusion about the conduct of the meeting;

2. To maintain order during the conduct of the meeting;

3. To establish the rules to be followed during the meeting.

To ensure that order is maintained, POWER is vested in the chairperson for the meeting. How effectively that person wields that power determines in large measure, how well the meeting goes and to a large extent, how long the meeting takes. The President/Chairperson is entrusted with the process of the meeting, but is also given the power to protect that process.

The chairperson’s function is essentially to control the traffic of the discussion, or to act as the facilitator. In this capacity, he/she is to be firm, impersonal, impartial, and only speak a minimal amount. (Too much talking from the chair can suffocate the participation of the group.) The chairperson’s participation is better utilized through well-placed questions, points of information, restatements, and summaries which keep the flow of the discussion going in the right direction. The following are five basic principles of parliamentary procedure.

1. Stick to One Topic. Only one topic should be before the group at any one time. This is the reason for motions; a motion focuses everyone’s attention on a specific action or issue.

a. Seconding the motion. A motion should be seconded; this signifies that more than one person is interested in the topic.

b. Speaking order. The mover of the motion speaks first and last.

c. Negative motions. There is no such thing as a negative motion; a motion should propose action. The proper way to stop doing something is to make the motion and defeat it. Sometimes it is best to have these defeated motions in the minutes; it shows that an item was discussed and defeated.

2. Each topic presented is entitled to full and free debate. It is the responsibility of the President/Chairperson of the meeting to make sure that everyone has a chance to speak on each motion. When speaking, a person should begin by stating whether they support or oppose the motion.

3. All members have equal rights. No one should be given a second chance to speak about a motion until everyone has had a chance.

4. The will of the majority must be carried out, but the rights of the minority must be preserved. The President/Chairperson must ensure that members on both sides of the issue are given equal time to voice their opinions.

5. Unity of action. Once a motion is passed, it should be supported by the entire group.

Amendments. Amendments to the original motion allow minor modifications to be made to the original motion. If the original motion is not acceptable, it should be voted down; however, if some minor modification would make it acceptable, an amendment can be made. An amendment needs to be moved and seconded, and then the amendment is considered prior to consideration of the original motion.

Be polite. Only one person should speak at a time. In order to make a well-informed decision, you should not speak while someone else has the floor. Instead, listen to their opinions on the topic; they may shed some new light on the topic.

Sources: “Parliamentary Precision,” Karen J. Lee, Association Management , January 1992, pgs L-34 - L-36.

“The Parliamentary Route to More Effective Meetings,” E. Shanahan, presented at the 2nd Annual Association Management Conference of the New England Society of Assn Executives (Dec. 1, 1994).

Board of Directors

June 2014 – May 2015

Karen Michel, President

Rockingham VNA & Hospice

137 Epping Rd.

Exeter, NH 03833

Sandy Ruka, Vice President

Visiting Nurse, Home Care and Hospice of Carroll County

P.O. Box 432

North Conway, NH 03860

Daryl Cady, Treasurer

Home Health & Hospice Care

7 Executive Park Drive

Merrimack, NH 03054

Sandra Poleatewich, Secretary

Interim Health Care

P.O. Box 1780

Manchester, NH 03105

John Albert

Home Health VNA

360 Merrimack Street, Bldg. 9

Lawrence, MA 01843

*Elaine Bussey, President

North Country Home Health & Hospice

536 Cottage Street

Littleton, NH 03561

Mary DeVeau

Concord Regional VNA

30 Pillsbury Street

Concord, NH 03301

Chandra Engelbert

Pemi-Baker Community Health

101 Boulder Point Dr. #3

Plymouth, NH 03264

Rebecca Hutchinson

Lutheran Social Services In-Home Care

261 Sheep Davis Road

Concord, NH 03301

James Culhane

VNA of Manchester & Southern NH

1070 Holt Ave. Ste. 1400

Manchester, NH 03109

Diana Dedousis

Silver Touch Home Healthcare

P.O. Box 122

Merrimack, NH 03054

Margo Sullivan

Androscoggin Valley Home Care Services

795 Main Street

Berlin, NH 03570

* At-Large Member of Executive Committee

5. Committees, Task Forces & Special Interest Groups

Membership Meetings are open to all provider agency members. While the meetings are usually directed at CEOs, members are welcome to send other management staff to this meeting, in particular when a scheduled speaker or presentation topic is of interest to other management staff. Membership meetings provide not only an opportunity for networking and information exchange, but also a means to encourage leadership development among senior management staff of member agencies.

Board and Committee meetings are open to all provider members. HCANH requests that all those intending to attend a Board, committee or task force meeting inform HCANH in advance by phone so that adequate seating is available. Affiliate members are also invited to participate on HCANH committees and task forces. Final assignments to all committees are made by the President in consultation with the Board.

Special interest groups are formed to meet the networking and information needs of specific groups commonly employed by many member agencies. All agency staff are welcome to attend these meetings, although notices are sent only to the group members. Again, advance notices of plans to attend are requested so that appropriate space arrangements are made.

All scheduled meetings are displayed on the HCANH web-calendar. Members are encouraged to check this calendar regularly to confirm meeting times and locations. Cancellation notices are emailed only to the normally attending group (such as QI managers for the CQI group, CEOs for the statewide membership meetings).

COMMITTEES and TASK FORCES – As of July 2008

Standing Committees (in By-laws)

Executive Committee

Responsibilities: Conduct the annual performance review of the Executive Director; exercise the powers of the Board between regular meetings of the Board, unless specifically restricted by the Board.

Members: President, Vice President, Treasurer, Secretary; At-Large Member voted by the Board

Finance Committee

Responsibilities: Review the annual operating budget of the Association, as prepared by the Executive Director, and recommend to the Board; review the financial statements of the Association at least quarterly; ensure that an annual audit is completed by an independent auditor selected by the committee; review annually the dues policies and recommend any revisions to the Board; review and recommend to the Board a budget for capital expenditures; explore non-dues revenues sources; draft and recommend financial policies for approval by the Board.

Members: Treasurer serves as chair; at least four other members.

Governance Committee

Responsibilities: Support the long-term strength of the Association by evaluating the leadership needs of the Association, identify and nurture future leaders, oversee Board performance evaluations, and recommend improvements to the governance process. This committee also carries out the responsibilities of the Nominating Committee: annually solicit from voting members names of individuals eligible to be considered for nomination, and present a slate of qualified Board nominees to be elected by the membership at the Annual Meeting; submit a slate of officers to be elected by the membership at the Annual Meeting. Finally, this committee performs a review of the by-laws at least every three years.

Members: at a minimum, the committee includes two current Board members, plus three persons not on the Board who may be staff, trustees or otherwise affiliated with provider member agencies. In accordance with by-laws, the overall composition of this committee shall reflect the diversity of the membership of the Association.

Other Committees and Task Forces:

Legislative Committee (a committee of Granite State Home Health Association)

Responsibilities: Recommend legislative priorities and policies to the Board; monitor legislative and regulatory activity throughout the year and recommend action to Board and staff; identify issues on which position papers should be written; define goals and strategies for increasing member participation in public policy discussions.

Members: there is no limit as to the number of members who may serve on this committee. The committee meets in person with the GSHHA contract lobbyist in January of each year to review and prioritize legislation to be monitored during the legislative session, then meets regularly during the session via conference call. Generally, the conference calls are scheduled every two weeks prior to crossover, and every 2-3 weeks thereafter, depending on the number of bills being followed.

SPECIAL INTEREST GROUPS

HCANH facilitates and supports a number of "special interest groups" (SIGs) to offer staff of member agencies opportunities to network, discuss current issues and problems, share ideas, and recommend actions or policies for consideration by the Board of Directors. Interest groups may meet with representatives of state offices, such as the Board of Nursing or Bureau of Health Facilities Administration; payers, including insurers and the Medicare fiscal intermediary; vendors; and consultants. Such meetings are for informational and educational purposes only.

At present the following groups meet on a regular basis: Clinical Directors, Rehab, and CQI. Renia Woods, Director of Educational Services, provides staff support for these groups.

Agencies are encouraged to send the appropriate staff to these meetings. Mailings of agendas, meeting minutes and other materials are sent to those the CEO/Director has designated on the agency’s annual Membership Application. Changes to the mailing lists can be made at any time by calling HCANH.

Special Interest Groups - Operating Guidelines

Attendance. Any staff person of a member agency may attend SIG meetings. Notices of meetings are posted on the website calendar. Meeting notices and minutes are emailed to agency-designated staff. Those planning to attend a meeting are asked to call HCANH in advance so that appropriate seating can be arranged. All meetings take place at HCANH, except for the CQI group, which meets at the NHHA conference center. Other groups may meet at an alternate location if attendance is expected to exceed the capacity of the HCANH conference room.

Facilitation of Meetings. Each SIG is required to appoint from its membership one or two chairs or facilitators. These individuals serve as the liaison between the SIG and HCANH staff and Board, and are responsible for the orderly conduct of the meetings. They confirm the agendas and meeting schedules for the SIGs, confer with staff on the invitation of guest speakers, and discuss with staff and the CEO any issues on which the SIG wishes to recommend action, such as statutory or regulatory changes, other policy positions, public information initiatives, or educational programs. HCANH staff and agency CEOs may suggest agenda items for specific SIG meetings, but in general the agendas are set by the SIGs themselves. Requests for speakers or educational programs involving a cost to the association are submitted to the staff liaison and approved by the CEO as the association budget allows. A small fee to attend a meeting in which a cost is incurred may be charged to cover program expenses.

The schedule of meetings is set by each SIG, generally during their first meeting in the fall. Generally, SIGs do not meet during July and August.

Minutes of Meetings. In addition to the SIG facilitator, each group must appoint a member to take minutes of the meeting for distribution to the SIG membership with the notice of the next meeting. HCANH staff may assist with minutes, to assure accuracy and completeness for those unable to attend the meeting. Minutes should be submitted to HCANH within 5 days of the meeting, in order that they can be transcribed, if necessary, and mailed with the next agenda.

Communication with the HCANH Board on Policy Issues. In addition to their value as networking and informational forums, SIGs can play an important role in the identification of issues and formation of policy recommendations for consideration of the Board of Directors. SIGs that identify issues or wish to recommend policy positions forward the issue to the Board through the executive director. The issue or policy matter should be described in writing, with recommended actions, for consideration by the Board at an upcoming meeting. In some cases, a representative from the SIG may be asked to attend the Board meeting to personally present the concern and the SIG's recommendations. Under no circumstances should a SIG recommend a policy or procedural change to all members without the sanction of the Board of Directors. SIG participants that decide to implement in their own agencies a policy or procedure shared by another SIG member do so as a result of normal networking, and not as a recommendation of the association.

Communications with Agency CEOs. It is strongly recommended to both CEOs and SIG members that information gathered at SIG meetings be shared by the staff person attending the SIG meeting with other managers in their agencies, in particular the CEO. Should a staff member wish to implement internal policy or procedural changes based on information received at a meeting, that information should be reviewed with the CEO. It should be made clear that the changes have not been reviewed or sanctioned by HCANH, but may represent a viable alternative for the agency.

One of the most beneficial activities many SIGs engage in is the sharing of documents, forms, policies, data, etc. SIG members should make sure their CEO agrees to the sharing of such materials with other agencies before distributing copies of any agency materials. SIG members are also reminded that no pricing information, such as rates of pay or fees for services, may be shared among agencies, since such information is prohibited by federal anti-trust laws

6. Government Relations Program

Granite State Home Health Association

Because HCANH is a non-profit charitable organization under section 501(c)(3) of the Internal Revenue Code, the association created a separate corporation for purposes of conducting lobbying activities. Granite State Home Health Association (GSHHA) is a 501(c)(6) trade association, and a portion of member dues are transferred to GSHHA annually to support the entity. Members are notified of the percentage of their dues so utilized, as dues used for lobbying are not tax-deductible and cannot be listed as an “allowable cost” on Medicare cost reports.

Representation of Home Care at the State and National Levels

While the New Hampshire Legislature is in session (normally from January through June during budget years, January through May alternate years), legislative monitoring and advocacy becomes the focus of much activity. Legislative priorities are established annually by the Legislative Committee, approved by the Board and posted on the association website. The Legislative Policy Statements for the current year follow this page. GSHHA issues position papers from time to time on topics of concern to the industry. The intent of such papers, which are approved by the GSHHA Board of Directors before distribution, is to inform and influence policymakers and to make public the Association's position on key issues. In addition, the Association may circulate “issue briefings” which are intended to inform policymakers about a specific issue and our position on the issue. Briefings are short presentations or may even take the form of fact sheets, as opposed to a lengthier, more thorough position paper.

In addition to its Legislative activities, GSHHA works throughout the year on regulatory and other bureaucratic issues. Often member involvement is coordinated by establishing focus groups or task forces.

On a regional level, GSHHA participates in a Region I state association group. Periodically, but at least annually, state home care association executive directors meet in Boston to identify Medicare concerns and meet with CMS (Centers for Medicare and Medicaid Services) and the Fiscal Intermediary (Anthem Blue Cross, based in Portland, Maine) to resolve issues. In addition, this group communicates with NAHC through the participation of the NAHC Region I Board representative.

Publications

GSHHA has replaced the paper Legislative Handbook which had been published bi-annually with an online version and links to appropriate websites of the NH General Court. Sample legislative letters to follow.

In addition, timely Legislative Alerts and Bulletins keep members updated about advocacy matters. In late 2006 GSHHA added an online “Legislative Advocacy Center” to facilitate members’ communications with state and Congressional representatives. This webpage is supported by the National Association for Home Care, and also displays NAHC federal issues and recommended advocacy actions.

7. Educational Programs And Services

Educational Programs and Conferences

HCANH sponsors a number of workshops and conferences throughout the year. Some of these programs are offered in response to specific needs or requests, while others are offered annually for specific audiences. Appropriate personnel at member agencies will be notified of programs through direct mailings, at meetings, and via email notices. All programs are posted on the calendar and education sections of the HCANH website.

Renia Woods, Director of Education Services, plans and coordinates the programming for all HCANH conferences. She is assisted by planning committees for many of the conferences. Site logistics, administrative support and registration services are handled by Chloe Roe and Robin Rainville. Written evaluations are a part of every educational event and summaries of the evaluations and comments are utilized to plan and improve future events. Certificates of attendance are provided to attendees for most HCANH education programs.

In addition to traditional on-site programming, HCANH offers audio conferences and web-based education in partnership with other state and national associations. Information on these programs is posted on the HCANH education webpage.

Education Policies

Conference Registration and Fees. Deadlines for registration are published for all conferences. Payment is required in full by the registration deadline, whether the registration has been mailed or faxed. Partial refunds are available up to the registration deadline prior to the start of the conference. An administrative fee will be deducted from all refunds. Substitutions within the same organization are permitted at any time by notifying HCANH in advance. Provider and Affiliate Members generally receive discounted registration fees. All registration materials state the refund, substitution and discount policies.

Continuing Education Units (CEUs). Certificates of Attendance are produced for most HCANH programs at no charge. A $5.00 fee per participant may be charged when there is no conference registration fee. In order to receive credit, the participant must remain at the conference for at least 80% of the full program. A $5.00 fee is charged for copies of attendance forms, which are available from HCANH for seven years following a program. Thereafter, registration records are destroyed.

8. Other Membership Services

Professional Liability Insurance

HCANH has an agreement with Smith, Bell and Thompson, Inc. to co-endorse the NAHC Professional Liability Insurance Program. This endorsement offers no direct financial benefit to HCANH, nor is the Association at risk in any way. However, there is a direct benefit to members.

NAHC members already participating in this program have for some time been eligible for a premium credit of up to about 10%. HCANH Provider Members are eligible for a credit of about 5%. Thus, organizations that are members in good standing of both HCANH and NAHC are eligible for a combined credit of up to about 15%. These credits are offered because the insurance carrier believes that organizations, which maintain state and national association memberships, are a better risk than non-members. If you have questions about the program or need more information, feel free to call the HCANH office or Smith, Bell and Thompson at 1-800-735-1800.

HCANH members have also received attractive liability insurance quotes through our workers comp broker, USI. Again, HCANH receives no financial benefit from this program. For contact information, see below.

Workers Compensation Insurance

HCANH provides to its members access to group purchasing services for workers compensation insurance. Group purchasing benefits allow HCANH’s membership access to discounted rates for worker’s compensation coverage. Home Care Association members interested in participating in this program need only contact the broker for the program, USI. Please direct inquiries to the following contacts:

Agent: USI

Maureen Preston

75 John Roberts Rd., St. Portland, ME 04106

Phone: 207-239-3663 Fax: 603-625-1107

Email: maureen.preston@

HCANH Publications

HCANH produces a number of electronic, online and traditional publications for members and the public.

Publication Audience Cycle

Newsnotes Provider and Affiliate Members 2-4 times/mo

Annual Report All members annually

Home Care Directory Provider and Affiliate Members online only; updated “Find a Provider” continuously by

members

Legislative Guide Provider and Affiliate Members online only

Legislative Bulletin All Members via email monthly during

Leg. Session

9. The HCANH Website

An HCANH benefit that has grown in importance and value over the past five years is the website maintained by the association. The site provides a wealth of information for members, consumers and referral sources, job seekers, the public and the media.

The most visited sections of the website are the “find a provider” and “find a job” sections, the education page, and the news and policy pages. To maintain up-to-date information, HCANH has designed the site so that members can access their own agency profiles (details from contact information to towns served) and post job openings directly. The following instructions relate to member access to the site.

How to Access Back-end Web Services

(For Member administrative use)

Important:

Please keep these instructions secure. Otherwise, anyone with your agency passcode and these instructions will have the ability to make changes to your Member Profile, job postings, and passcode.

1. Type admin in your web browser.

2. Type in your agency login and password. Click "Login".

YOUR LOGIN: _________________

YOUR PASSWORD: ____________

If you don’t know your passcode, follow the instructions on the Member login page or call us at 1-800/639-1949.

3. Click the appropriate quick link at the top of the screen.

4. Add, review, and edit text using the online instructions to guide you.

5. Click "Edit" located at the bottom of the page to complete your additions or changes.

6. Click "Log out" at the top of the page to end your session.

Tip: Statistics show that the Association’s "Find a Provider" feature which displays Member Profile information is our most visited webpage. Current Member Profile information is essential to building a stronger client base for your agency. Always make sure it’s complete and accurate. Members should review their member profile at least annually at membership renewal time, and any time changes are necessary, such as expansion of services offered or towns served.

We encourage member executive directors to assign specific staff persons to be responsible for Member Profile information, job postings, and passcode changes. Those individuals will need these instructions.

Post Jobs to

Save money. Save time. Get jobs filled!

 

The Home Care Association of New Hampshire’s online job posting service, available at jobs, is a valuable Member Advantage feature, and is one of the most frequently visited pages on our website. Provider and Affiliate Members can post, edit, and maintain unlimited job postings free. Non-member organizations may post jobs for a nominal fee for a 30-day subscription. Call (603) 225-597 for details.

Job Posting Instructions

Log into Your Account

There is a blue button link to the member login at the VERY top of the home page. Use your user id and password to log into the site. For assistance finding your user ID, contact Leslie at lhammond@ or call (603) 225-5597.

Post a Job for Members

Select the member home page button from the very top right hand corner of the screen or from the drop down menu under Home Care Agencies. From the member home page you can select “Manage Job Postings.”

Enter the appropriate information in the data form using the formats requested. Minimally, fill out the required fields marked with an asterisk [*].

 

Click SAVE JOB LISTING located at the bottom of the page when you are done. Your listing is automatically posted to the website and will remain in the database until you delete it.

 

Add as many as you like, edit whenever you wish.:

Our sortable database allows job seekers to sort information alphabetically by job category, job title, or agency.

Tip: Use the web address above to link your own website visitors to our jobs database.

 

Post a Job for Non-Members:

Non-member organizations may post job openings on the site for a nominal fee of $150 for each 30-day subscription. Send your job description and contact information, along with payment information, to croe@ or call (603) 225-5597 for details.

 

Need Help?

Contact the Home Care Association of New Hampshire, at (603) 225-5597 or lhammond@.

 

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