Follow These Three Steps to Host Virtual Meetings

In the August Officer News we encouraged officers to host virtual meetings as part of the six required education events sponsored. We want to remind you again of the three steps to follow:
Step 1 – Email to reserve a date for the virtual meeting. Include:

  • The name of the chapter
  • The name of the contact person
  • The date, time and length of the virtual meeting
  • The name of the meeting or topic being presented
  • The name of the speaker
  • You will receive a link that your chapter members can use to join the meeting. You will need this link to submit the CEU request for the virtual meeting.
  • Be aware that there is no pre-registration. Attendees simply click on the link in order to participate.
  • Up to 150 members can participate in the meeting.

Step 2 – Apply for CEUs using AAPC’s online approval process.

  • Use the “meeting” option
  • Complete these fields as follows:
    • Topic (or name of the meeting) = “Virtual Chapter Meeting – (name of topic)”
      • Ex: “Virtual Chapter Meeting – 2019 CPT Changes”
    • Location name = “Virtual Chapter Meeting”
    • Address = “See link below”
    • Directions = “Click here to join this virtual chapter meeting: (add link here)”
      • This is where you add the GoToMeeting link received from AAPC. This link will appear online, and members can click there to join the meeting.
      • Those chapters not using AAPC’s GoToMeeting platform will add their own registration link here.
    • Be sure to queue the alerts to go out so all members assigned to the chapter will receive notifications of the meeting.

Step 3 – Be aware that:

  • Virtual meetings are being sponsored to specifically attract members who do not typically attend. This is your opportunity to “show off” the strengths of your chapter and what members can gain by attendance. Discuss as officers how you could take advantage of this.
    • Presidents should conduct the meeting, welcome the members, introduce the officers and introduce the speaker.
    • All officers should participate, with short messages.
      • This allows the members to meet and get to know the officers and demonstrates the duties officers fulfil.
      • Suggestions include introducing each officer, reading minutes from previous meetings, announcing upcoming meetings, announcing members that have recently passed exams, reading a treasurer’s report, introducing new members, etc.
    • Officers should use webcams so they can be seen when participating.
    • Inform speakers they should use a webcam so attendees can see their faces.

If you have questions about any of this, feel free to contact us at or call Customer Care at 800-626-2633.

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