JAN – Meetings/Exam

Hold Meetings Regularly
Six meetings should be held annually

Some chapters meet every other month, some meet monthly. The requirements is to hold at least six meetings annually. Members will be more inclined to attend if the meetings are announced well in advance, held at the same location at the same time of the month, and if CEUs are offered. Be sure to submit for CEU approval 30 days in advance; at this time of year, the CEU Vendor Team is inundated with requests so waiting for approval can take longer.

Change in 2015 – One seminar may take the place of a meeting
New this year, officers may sponsor a seminar instead of one of the six required meetings. While meetings are required to be held, seminars are not; they often require more advance planning and work on behalf of the officers. So for those chapters where this applies, holding one seminar in place of a meeting will keep the chapter in good standing. Keep in mind that no reimbursement is given for seminars.

Specialty CEUs May be Offered at Chapter Meetings
When requesting CEUs for a chapter meeting, you may also request specialty CEU approval at the same time as long as the education qualifies. It would be wise to be aware of the specialty credentials held by your local members and then plan meetings around those topics. Offering the needed specialty CEUs may help build chapter attendance.

Minutes of meetings are to be uploaded online
Each time a meeting is held, officers are required to submit the minutes to AAPC by uploading them in the Index/Catalog Number area of the Local Chapter Events web page.

Offer Exams Regularly
Four exams must be hosted annually
Exams must be scheduled at least eight weeks in advance. Even if you are not aware of any members of your chapter that need to test, chapters are required to set at least four exams dates per year. Once set, you will be surprised how many members are looking to test in your area. If no one sits for the exam, the chapter still receives credit for having set the date.

Proctors must be experienced
One of the most important responsibilities of chapter officers is ensuring AAPC’s certification examinations are proctored accurately so it becomes crucial that proctors are experienced and well prepared before examination day. The first proctor should always be a current officer, an experienced proctor, and should have read through the proctor instructions before exam day. Second proctors are not required to be experienced but at the very least, they should read through the proctor instructions beforehand. In the case where there are all new officers we suggest you use a former officer or chapter member who has experience proctoring, as the second proctor. That person could help mentor the inexperienced officer who serves as first proctor.

AAPC updates the proctor instructions often
Even experienced proctors should always read the proctor instructions sent with the exams. AAPC makes changes in processes often to better serve the members, and proctors must be aware of updates each time.

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