ASC X12 Administrative Policy and Procedure Membership Policies and Procedures

Transcription

1 ASC X12 Administrative Policy and Procedure Membership Policies and Procedures

2 DL Copyright 2014, Accredited Standards Committee X12 Incorporated, Format 2014 Washington Publishing Company. Exclusively published by the Washington Publishing Company. No part of this publication may be distributed, posted, reproduced, stored in a retrieval system, or transmitted in any form or by any means without the prior written permission of the copyright owner. All rights reserved.

3 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE ADP03 Table of Contents 1. Membership Policies and Procedures Introduction Background Membership Policy Membership Categories Dues Member Privileges Member Responsibilities Implications of Membership Membership Procedures Applying for Membership Membership Renewal Member Information Collection Document History... 8 iii

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5 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE ADP03 1 Membership Policies and Procedures 1.1 Introduction The ASC X12 Board is responsible for this policy and publishes it for the benefit of the members of ASC X12, its subcommittees, task groups, and interested individuals from the general public who actively participate in ASC X12. Organizations and individuals agree to be bound by these policies and to follow these procedures when they apply for membership and when they renew an existing membership. Suggestions for improvements to this document are welcome. They may be submitted at Background ASC X12 is a member-based organization. Members are critical to organizational success. The ASC X12 Bylaws define criteria for membership and other high-level membership policies.this document compliments the ASC X12 Bylaws and the Bylaws prevail in the case of any difference or inconsistency between the Bylaws and this document. 1.3 Membership Policy Membership Categories Several categories of memberships have been established, each category has similar although not necessarily identical, privileges and responsibilities as noted herein. Sub-categories have been established as necessary. Any individual or entity may apply for membership in the appropriate membership category, Organizational, Individual, Reciprocal or Emeritus Organizational Most memberships fall into the Organizational category. Organizations of varying complexities seek memberships. An organization may choose to have one membership at the highest level of an organization or may choose to have separate memberships for affiliates, divisions and subsidiaries. Affiliates, divisions and subsidiaries which become Organizational members in their own right are vested with all the attendant privileges and responsibilities of 1

6 ADP03 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE Organizational membership, regardless of whether or not the parent organization is an ASC X12 member. Companies and Corporations Any entity not qualified for another membership category or sub-category must apply for membership under this sub-category. Financial Institutions Any entity considered a financial institution based on federal or state legislation must apply for membership under this sub-category. Examples: banks, savings and loans. Federal Government Any entity formed by Federal action must apply for membership under this sub-category. Examples: HHS, CMS, DoD State Government Any entity formed by State action must apply for membership under this sub-category. Association Any for-profit association, except those covered by a Reciprocal membership, must apply for membership under this sub-category. Non-Profit Any entity classified by the IRS as a 501(c)(3) or 501(c)(6) non-profit, except those covered by a Reciprocal membership, must apply for membership under this sub-category. Examples: charitable organizations, trade organizations, non-profit associations Individual Individuals who are self-employed and have no employees may apply for membership under this category. Individuals who are employed by any organization are not eligible for Individual membership regardless of whether the employer organization is an ASC X12 member or not. Individuals who are employed by an organization and are also self-employed are not eligible to apply for an Individual membership. 2

7 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE ADP Reciprocal An organization which is party to a formal agreement with ASC X12 which grants Reciprocal membership under this category. Reciprocal memberships do not include voting privileges or membership pricing discounts Emeritus Any retired individual who is not actively employed or self-employed and has a long history of active participation with ASC X12 may apply for membership under this category. Emeritus memberships do not include membership pricing discounts Dues Dues are calculated differently based on membership category and/or sub-category Organizational Companies and Corporations Dues are based on gross revenue. Dues for affiliates, divisions and subsidiaries applying for membership in their own right are calculated differently based on whether the parent entity is an ASC X12 member or not. If the parent entity is not an ASC X12 member at the time of initial application or renewal, the subordinate entity s dues are calculated based on the parent entity s gross revenue. If the parent entity is an ASC X12 member at the time of initial application or renewal, the subordinate entity s dues are calculated based on the subordinate entity s gross revenue. Financial Institutions Dues are based on net assets. All other Organizational Categories Including Federal Government, State Government, Association and Non-Profit, have fixed rate dues Individual Members have fixed rate dues Reciprocal and Emeritus Members have all dues waived. 3

8 ADP03 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE Member Privileges If membership is granted, members are eligible for the following privileges: 1. Organizational members are entitled to an unlimited number of representatives, each of whom must be employed by or formally connected to the organization granted membership. 2. Individual members are entitled to one representative, who must be the individual who applied for and was granted an Individual membership. 3. Reciprocal members are entitled to two representatives who are formally connected to the organization granted membership, unless fewer or more representatives are authorized in the agreement between the organizations. 4. Emeritus members are entitled to one representative, who must be the Emeritus member. 5. Except for Reciprocal members, each member (not each representative) is entitled to one vote in each technical or administrative member ballot conducted at a meeting or electronically. 6. Except for Reciprocal and Emeritus members, each member (not each representative) is entitled to a properly designated proxy for votes which are conducted at a meeting. 7. Except for Reciprocal and Emeritus members, each member is entitled to member discounts on ASC X12 products. 8. Except for Reciprocal members, members may be eligible to attend meetings of other organizations with which ASC X12 has a formal agreement, depending on whether the agreement specifies attendance privileges. 9. Member representatives may participate in any ASC X12 subcommittee, task group or work group and may be afforded voting privileges in those groups dependent on the requirements of the approved guiding documents. 10. Member representatives may access the Members Only website and other member collaboration tools Member Responsibilities By applying for or renewing membership, organizations and individual agree to accept the following responsibilities. Failure to meet any of these responsibilities may result in member sanctions, up to and including membership termination. 4

9 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE ADP03 1. Organizational and Reciprocal members must specify a primary representative. The primary representative is the primary contact between the member and ASC X12. Any change to the primary representative must be submitted in writing. All ballot packages and official correspondence will be sent to the primary representative for distribution according to the member s own policies and procedures. 2. Organizational and Reciprocal members may specify one or two alternate representatives. Any change to alternate representatives must be submitted by the primary representative in writing. Alternate representatives can vote for a member at a meeting in the absence of the primary representative or in an electronic ballot at the primary representative s request however ballot packages and official correspondence, excluding announcements, are not sent to alternates. Announcements are sent to all alternates. 3. Individual and Emeritus members are automatically the primary representative. 4. Organizational and Reciprocal members must confirm their registered representatives annually and may be asked to confirm their registered representatives at any other time. 5. Members should participate in ASC X12 development and maintenance activities. 6. Members should exercise their voting rights with an informed vote on all ballots. 7. Members agree to respect and adhere to all organizational policies and procedures. 8. Members agree to protect ASC X12 draft, final and copyrighted works and to adhere to all ASC X12 policies related to intellectual property use. 9. Members agree not to speak on behalf of ASC X12 unless specifically assigned that responsibility by the ASC X12 Chair or ASC X12 Board Chair Implications of Membership By applying for or renewing membership, organizations and individuals agree to the following: 1. ASC X12 leadership and staff will have access to member information as necessary to conduct organizational business. 2. Member access to another member s information is limited to information which is necessary for efficient member interaction. ASC X12 will provide a member s primary representative s contact information to another member based on a verified need to contact that 5

10 ADP03 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE member for ASC X12 related matters. Such disclosure is at the discretion of ASC X12 leadership. A meeting registration list may be provided to meeting attendees. 3. ASC X12 will only provide a member list with contact information to another entity, organization, or individual for the purpose of ASC X12 business. 4. ASC X12 will send member communications to primary representatives as deemed appropriate by ASC X12 leadership, this may include communications on behalf of an external organization. 5. Public access to member information is strictly limited to reduce the possibility of abuse by external organizations or entities. Public access to member information is limited to the following: Member names are posted on the ASC X12 website with no contact information. 6. All material developed by ASC X12 members, staff or partners and published by ASC X12 is the sole property of ASC X12. Members, collectively or individually, do not have rights to such intellectual property and are not considered joint developers or joint copyright holders for any draft, final or copyrighted ASC X12 work. 1.4 Membership Procedures Applying for Membership An organization or individual may apply for membership by completing the online member application and remitting the applicable dues according to the instructions on the application. ASC X12 will: 1. Verify the application information is complete and accurate. 2. Confirm the appropriate category has been selected. 3. Confirm and process the applicable dues payment. 4. Notify the applicant's primary representative of the outcome of the application process. If the application is approved, the new membership is effective immediately, for a twelve-month period. If the application is denied, the applicant's primary representative will receive a detailed explanation of the denial. 6

11 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE ADP Membership Renewal Current members must submit a renewal application to continue their membership for another twelve-month period. The member is responsible for ensuring that membership applications and dues are submitted prior to the expiration of membership. A current member may apply for a membership renewal at any time prior to expiration of the current membership period by completing the online member renewal application and remitting the applicable dues according to the instructions on the application or by mailing a written renewal application and remitting the applicable dues. ASC X12 will: 1. Verify the application information is complete and accurate. 2. Confirm the appropriate category has been selected. 3. Confirm and process the applicable dues payment. 4. Notify the applicant's primary representative of the outcome of the application process. If the application is approved, the new membership is effective immediately, for a twelve-month period. If the application is denied, the applicant's primary representative will receive a detailed explanation of the denial. Ninety (90) days prior to the expiration of the current membership period a notice of approaching expiration is sent to the primary representative. Sixty (60) days prior to expiration a reminder notice is sent. Thirty (30) days from expiration a warning letter is sent that the membership, along with all privileges, will be suspended on the expiration date Member Information Collection ASC X12 may need to collect additional member information during a membership period. In such cases, ASC X12 will request, and members are expected to provide, the requested information. 7

12 ADP03 ASC X12 ADMINISTRATIVE POLICY AND PROCEDURE 1.5 Document History This document is effective on the approval date. 08/25/2014: DL Revisions approved by ASC X12 Board 12/11/2013: X12B/ Revisions approved by ASC X12 Board 03/25/1994: X12S/ Revisions approved by ASC X12 Steering 07/21/1993: X12S/ Initial version approved by ASC X12 Steering 8