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Affiliation Agreement
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  1. The district is identified by a geographic area defined by TxHIMA.
  2. The district may be a separately incorporated group, independent of TxHIMA 3.0 It is not intended that this agreement will, and this agreement shall not create a partnership, agency relationship, employment compensation arrangement, corporate membership, or other business or legal relationship beyond that of not-for-profit affiliation for the accomplishment of mutual programmatic objectives.
  3. The legal relationship is directed by the sharing of the same organization name (HIMA – health information management association), and membership base.
  4. Districts which are incorporated, should maintain a reserve. Tax reporting and maintenance of bylaws is required.
  5. Districts are responsible for maintaining their incorporation and exempt status. It is recommended that Districts seek professional assistance for the process of incorporation and obtaining exempt status.

Bylaws

District by-laws are required, should follow & conform to the TxHIMA/AHIMA bylaws, be submitted to TxHIMA for review and approval by February 1 each year or when there is a change approved by the district membership.

Districts must comply with a Conflict of Interest Policy and Anti-Trust Policy.

 

Dissolution

The district by-laws should outline the procedures and distribution of direct assets to TxHIMA.

 

Membership

District members must be members of AHIMA (American Health Information Management Association), thus TxHIMA.

 

Officers and Authority

District officers have responsibility for the organization, compliance to state and federal law. Offices should be outlined in the district’s bylaws.

District Officers may not hold a Board Member position at TxHIMA and the district association at the same time.

 

District Affiliation Agreement Branding

TxHIMA grants the districts in good standing the rights to utilize the TxHIMA logo. Guidelines should be followed for its use and protects against any misuse. Guidelines are documented in TxHIMA policies and procedures.

 

Products and Services

TxHIMA products and services, including but not limited to promotional materials and items, must be utilized as appropriate and meeting the following criteria:
  • Fit mission of TxHIMA
  • Advances professional image
  • Advances TxHIMA or AHIMA products and services
  • Complies with IRS tax rules
  • Does not reflect negatively on TxHIMA or its members
  • Does not endorse products or services that compete with TxHIMA products and services including publications and educational sessions
Membership lists should not be released except under the following circumstances:
  • Upon request by TxHIMA
  • Co-sponsors of an educational activity
  • Acknowledgement of option to opt out by membership

TxHIMA shall provide each district in good standing

  • Access to District membership information
  • A listing on the TxHIMA website; posting of contact information and District Meeting information under District listing; link to District website
  • TxHIMA Region Director to serve as a liaison to the district
  • Access to Speakers and Volunteers
  • Opportunity to partner in education events and activities (including coding roundtables and other forums) on mutual agreement
  • On-going communication on organization and professional initiatives and activities
  • Access to documents and templates to support district operations
  • Access to leadership & governance information provided by AHIMA

Mutual Indemnification

TxHIMA shall indemnify and hold the district harmless from any and all claims, actions, and liabilities, demands, damages and costs arising from the actions or omissions of TxHIMA or except to the extent caused by District’s own negligence or willful misconduct. The districts shall indemnify and hold TxHIMA harmless from any and all claims arising from the acts or omissions of the District, except to the extent caused by TxHIMA’s own negligence or willful misconduct.

 

Term and Renewal

The agreement establishing the affiliation between TxHIMA and the district, once executed, shall remain in constant effect until or unless termination is desired by either party or may otherwise be necessary. Termination shall be accomplished by mutual consent with notification of 60 days written notice.

 

District Affiliation Agreement

This agreement is executed by completion of the online submission form below. The form completion indicates compliance with the content of this Affiliation Agreement. This agreement is automatically renewable on a year-to-year basis until revoked. The parties may revise or modify this Agreement only by a written amendment signed by both parties.

 

 

This Affiliation Agreement is made between the Texas Health Information Management Association, a not-for-profit corporation (TxHIMA) and the district identified below, an affiliate of TxHIMA, in consideration of the mutual covenants and obligations of the parties contained herein and for the purposes set forth in the terms of agreement.