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Dual Membership Notes

Dual Membership Pilot Call #2

April 30, 2018

Call participants

States
  • Arizona – Debbie Webber, staff
  • California – Robert Frediani, president and Coral Votroubek, staff
  • Colorado – Mike Fischer, president and Kristina Romero, staff
  • Indiana – Jim Butterfield, immediate past president and Angie Stevenson, staff
  • Iowa – Julie Jaksich, president-elect and Jean Thomas, staff
  • Missouri – Sharon Sagarra, president
  • New Jersey – Dawn Wilno, staff
  • Oregon – Mindy Zaubi, staff
  • Wisconsin –Eric Ostermann, staff
MGMA Staff
  • Tracy Watrous, Vice-President, Member Services and Organizational Content
  • Amanda Massey, Director, Member Services
  • Martha Huckaby, Sr. Manager, Member Engagement
  • Timothy Eriksen, Sr. Manager, Membership Operations
 

Agenda

Additional discussion regarding active versus affiliate memberships for dual members
Each state has a slightly different category of membership for those professionals who are not in a medical practice with a clinical setting.
  • One state definition of allied member is for professionals in physical therapy, for example, but they must still be employed by a health practice or system.
  • In one state, a single, self-employed consultant may be a member. If there is more than one consultant in the organization, they are only eligible to be a business partner.
  • A local affiliate includes consultants in membership, including on the board, in response to long-time members who had been practice managers but were becoming consultants.
  • A few states treat consultants as active members unless they wish to solicit members at which time they must become a business partner and pay a different dues rate and/or exhibit/sponsor at conference.
    • This is very similar to national MGMA’s model with MGMA corporate members. If you want to sell your services to members, you are charged more than a member.
  • Concerns about including consultants in active membership include:
    • Consultants/vendors are most likely soliciting business while attending conference as a regular attendee
    • High ratio of members outside of clinical practices than traditional practice manager in a clinical or healthcare delivery environment.
    • In addition to the higher dues rate for affiliate, most states’ affiliate members do not have voting privileges.
Changes to state bylaws would be needed to make any changes to member definitions and/or eligibility, as described below:
 
Requirements and Timeline to Revise Bylaws
State Requirements Timeline
California Approval of 51% active members  
Colorado/Mississippi/Louisiana Board approval then member vote
Electronic vote okay
30-day notice prior to fall annual meeting
No specific timeline for vote
Illinois/Ohio/Oregon Board approval then member vote
IL/OH - Electronic vote okay
IL/OH – 30-day notice
OR – member vote at business meeting during fall conference
Iowa Board approval 10-day notice prior to annual meeting or special meeting
Missouri 2/3 of active members
Electronic vote okay
10-day notice
New Jersey/Vermont Board approval with legal counsel advice  
Maine Member vote During annual conference in spring

Dual membership for student members
To recruit or support students, some states are doing the following:
  • Offer deeply discounted conference registration
  • Solicit local colleges
  • Mentoring program
  • Send board members (some who are also faculty) to speak to nearby colleges/universities
  • Send information to area healthcare administration degree programs
MGMA is working with the Association of University Programs in Healthcare Administration (AUPHA) and has discussed offering MGMA members to speak for AUPHA’s member programs, as well as give preferred pricing to the students of AUPHA’s member programs.

Further discussion on dues billing cycles
State bylaws will also need to be revised to reflect consistent cycle, timeframe and response for nonpayment of dues by dual members. Examples of some states’ current dues billing activities are below:
 
State Dues Cycle Billing System Renewal Process Grace Period/Other
Arizona Calendar Star Chapter
  • 90 and 60-day email
  • 30-day email and invoice
  • Day of expiration email
  • 30-day grace period
  • After 30 days, considered new member
California Anniversary YourMembership Similar to other states’ time frame for email and paper notices  
Colorado Anniversary   End of month paper invoice
  • 15-day grace period
  • New if not paid in month
Iowa Anniversary AMD (Association Management Online) Don’t send any paper notices In bylaws, 60-day grace period
Member reinstated upon payment
New Jersey/Maine/Vermont   Wild Apricot Member Clicks
  • 60-day notice
  • 30-day notice
  • 14-day notice
  • 7-day notice
60-day grace period
 


Dual Membership Pilot Call #1

March 15, 2018

Call participants

States
  • Arizona – Debbie Webber, staff
  • California - none
  • Colorado – Mike Fischer, president and Kristina Romero, staff
  • Indiana – Jim Butterfield, immediate past president and Angie Stevenson, staff
  • Iowa – Julie Jaksich, president-elect and Jean Thomas, staff
  • Maryland – Brian Ramos, president and Jennifer Thornton, staff
  • Missouri – Sharon Sagarra, president and Rebekah Francis, staff
  • New Jersey – Joan Hendler, president and Dawn Wilno, staff
  • Oregon – Mindy Zaubi, staff
  • Wisconsin – Kim Pinch, president and Eric Ostermann, staff
  • Owner, M3Solutions (managing multiple state MGMA’s) – Lisa Beard
MGMA Staff
  • Tracy Watrous, Vice-President, Member Services and Organizational Content
  • Amanda Massey, Director, Member Services
  • Martha Huckaby, Sr. Manager, Member Engagement
  • Timothy Eriksen, Sr. Manager, Membership Operations
 

Agenda

Starting parameters for dual membership pilot:
  • Pilot is opt-in for states to participate or not participate. Two opportunities to opt-in:
    • Phase I –offer dual membership by July 1, 2018
    • Phase II –offer dual membership by January 1, 2019
  • Focus on individual/regular/active/general (hereafter referred to as individual) members and student members.
  • Individual’s within the pilot state(s) may choose to be a dual member, remain a state-only member or remain a national-only member.
  • Other than a few common elements for agreement, in-depth details regarding process, roles and responsibilities will be discussed and decided with Phase I pilot states and MGMA.
Elements for agreement
To ensure the most efficient and consistent process and best member experience possible, MGMA asks that each pilot state agree to several elements, as described below. Issues discussed during the call are also summarized.
1. Member eligibility requirements
  • To coincide with MGMA’s broader eligibility for individual membership (see attached), pilot states will need align their membership definition. Several issues states will encounter are:
    • Affiliate members are charged a higher dues rate than active members.
    • Affiliate members tend to be conference vendors, exhibitors and/or sponsors and thus spend more money on conference than individual members.
    • When attending conference as a regular attendee, will the former affiliate (now individual) sell their services to other attendees? How to police?
    • Changing membership category requires a change to bylaws and for some a vote of the membership.
2. Dues billing cycle
  • Pilot states will need to operate on an anniversary dues billing cycle to match that of MGMA.
    • The dual membership team (pilot states and MGMA) will discuss details on how pilot state with calendar year dues billing cycle will transition to anniversary.
    • Additional discussion will be needed with pilot states that already have an anniversary cycle on creating a single anniversary for a dual member.
3. Dues collection and invoicing management
  • MGMA will provide the administrative support for dual membership dues collection and invoicing management
    • MGMA’s process for renewal is email notices at 90 days prior to expiration, then 60 and 30 days with a paper invoice sent 30 days prior to expiration, and “last day” reminder on final day as a member. Personal calls are also made within their last week of membership.
    • Most states have similar timeframes (some start at 60 days) and process of notices (combination written and email reminders, with many also including personal phone call.)
    • Lapsed members are not provided a grace period to access member benefits if dual membership is not active.
4. Dual membership dues pricing
There will be one price for dual membership regardless of the pilot state, which will be less than paying state and national dues separately. Both MGMA and pilot state will discount their dues but exact amount of discount and final single dual membership price will be discussed in-depth and decided with pilot participants.
  • States asked for a better sense of dues from each interested state to use in considering what impact a dues discount might have on their individual state. See below:
  Annual Dues
State Active Affiliate Student
Arizona $100 $150 $25
Colorado $99 $250 $25
Indiana $125 n/a $25
Maryland $115 $200 $30
Missouri $100 $180 $40
New Jersey $99 $250 $10
Oregon $100 $395 Free
Wisconsin $175 $375 $25
MGMA $399 n/a $35

5. Next steps
  • Decision by Friday, March 30: Each interested state to communicate one of following decisions:
    • Participate in pilot phase I
    • Participate in pilot phase II
    • No participation in dual membership (at this time)
  • Next call to be scheduled for 1st week in April. Appointment to be sent to all interested states but will only include phase I pilot states.
  • Summary notes from all dual membership pilot calls will be distributed to all interested states.
  • Broad overview of pilot’s progress will be shared on a regular basis with all state affiliates.
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