DAC Orientation

DAC Orientation of Executive Committee, A-Team Leaders and Assistant A-Team Leaders

1. What is the DAC:

2. Executive Committee: Review the job descriptions of each position:

Executive Committee
The Executive Committee will be composed of five members, including the Chair, Vice Chair, Past Chair, Secretary, and Treasurer. Each of the later shall hold office for one year to be elected annually. If a vacancy occurs on the Executive Committee then the remaining members of the Executive Committee will appoint a qualified individual to fill the vacancy for the remainder of the term. If a member of the Executive Committee should become ineligible under the terms outlined as qualifications for nomination, the Executive Committee will use discretion whether the person can complete the remainder of his or her term.

In addition, each Executive Committee member will serve as a liaison to a minimum of one A-Team.

Chair
The Chair shall be the Chief Executive Officer of the DAC. He/she shall, when present, preside over all meetings of the members and executive committee; he/she shall provide general management and direction of the business of the DAC, and shall have all powers ordinarily exercised and held by the CEO of a corporation. He/she is empowered to assign duties to members of the Executive Committee as may be necessary from time to time.

The Chair will sit on the DAC Chairs Committee. He/she will also serve as the ultimate communication vehicle to the Carrier or is responsible for follow-up on communication to Carrier on assigned tasks.

The Chair will appoint each Executive Committee member to serve as Executive Committee Liaison to a designated A-Team(s).

Vice-Chair
The Vice-Chair shall in the absence of the Chair, perform all the duties of the Chair, and when so acting shall have the powers of the Chair.

Past Chair
The Past Chair shall work closely with the Chair and Vice Chair and attempt to create continuity to functions of the DAC, and shall prepare a specific list of items required of the incoming Chair. The Immediate Past Chair will serve as the Chair of the Nominating Committee in accordance with the Nominations / Elections Bylaws. The Immediate Past Chair will also conduct an A-Team Leaders and Executive orientation preceding the Fall elections.

Secretary
The Secretary shall be responsible to make certain that minutes of all meetings are prepared accurately, are reviewed appropriately, and are distributed in a timely manner. The Secretary shall work closely with the DAC’s operation group to make certain that communication with all parties is handled in an appropriate manner.

Treasurer
The Treasurer shall have responsibility for overseeing the financial operations of the DAC. He/she shall be responsible for reviewing financial records and approving all checks issued by the DAC. He/she shall work closely with the DAC’s operation group to make certain that dues are invoiced and received, and that DAC expenditures do not exceed dues receipts. The Treasurer shall work with the DAC’s operation group to create a yearly budget, which would be presented to the Executive Committee for review and adoption.

At the start of his/her term the Treasurer shall assure that the bank signature cards have been updated as appropriate.

A duty of the Treasurer shall be to follow-up on delinquent dues payments by contacting the responsible parties or by enlisting the assistance of other DAC participants.

Administration
The duties of the Administration shall be those usually performed by such officer. The administration shall conduct the headquarters office of the DAC, keep accurate records of the DAC proceedings and activities, and serve as general custodian of the DAC documents and property. The administration shall prepare all checks, obtain approval, and coordinate payment of bills with the Treasurer or other appropriate officer. The Administration will prepare monthly budget updates and maintain the financial records of the DAC. Monthly budget updates and the maintenance of current financial records will be coordinated with the Treasurer prior to review by the Executive Committee and DAC membership.

Executive Committee Liaison
Each member of the Executive Committee will serve as a liaison to a designated A-Team(s) as assigned by the Chair. The Liaison will work closely with the A–Team Leader to assure the integrity of the team and provide the Executive Committee with necessary information about the A-Team. The Liaison should make every attempt to participate in all conference calls of the A-Team he or she is assigned in order to carry out the aforementioned responsibilities.

The Executive Committee shall serve in an advisory position to the A-Team Leader and be the primary communication between an A-Team and the Executive Committee. The Liaison shall guide the A-Team Leader to assist him or her in the assumption of their leadership role.

3. A-Team Leader Guidelines: Review each item listed below:

A. Executive Committee Liaison
An Executive Committee member has been assigned to work with each A–Team. The Executive Committee Liaison will work closely with the A–Team Leader to assure the integrity of the team.

B. A-Team Binder
The A–Team Leader will maintain an A-Team Binder for each A–Team he or she represents. The book is the responsibility of the A–Team Leader and should contain all meeting minutes, questions, answers, examples, and notes by the A–Team. The binder should be present at all DAC meetings, and is to be passed to the succeeding A–Team Leader. Its purpose is to provide historic documentation of the A–Team’s progress.

Upon presentation of the binder to the A–Team Leader assuming office he or she will sign the Binder Responsibility Agreement acknowledging that he or she is aware of the responsibility for maintaining the binder.
(NOTE: DAC OPERATIONS WILL EMAIL BINDER CONTENTS IF NEEDED)

C. Conference Calls
Each A–Team Leader is responsible for establishing a schedule for quarterly conference calls. The A Team Leader will communicate conference call date and time(s) to DAC operations so that this information can be posted on the DAC web site.

D. Purpose of A–Team Conference Calls
The purpose of quarterly conference calls is to prioritize the problems in claims processing and policies that the A–Team wants to address at the next DAC meeting with Noridian Administrative Services (NAS). A timetable will be established with NAS for submitting questions prior to each meeting. This schedule will be distributed to all DAC participants.

A–Teams should work on an ongoing basis to establish questions and examples for the next scheduled meeting with NAS and IG. This will ensure that when the call for questions is sent out, each A-Team is prepared to respond with prescreened questions and examples.

E. Minute Taking
Minutes should be prepared from each A–Team conference call. These minutes should be completed in a timely manner for distribution to the DAC. The timeframe for distribution should not exceed two weeks. Conference call minutes and A Team Q & A should be forwarded to DAC Administration by the DAC Calendar deadlines.

A–Team Leaders may assign minute taking responsibility to the Assistant A Team Leader or to a fellow A–Team member (i.e., assign a Secretary position). A–Team Leaders should work with the Assistant A Team Leader or secretary to insure that the minutes are completed and sent to DAC operations within the DAC Calendar deadlines. The Leader is responsible for notifying DAC Operations on how the minutes are to be distributed. This is important to insure that draft questions and sensitive correspondence that may be included in the minutes are not prematurely distributed to all DAC participants. The A–Team Leader should work with his or her Executive Committee Liaison to decide how the minutes are to be distributed.

F. A-Team Nominations
Any individual interested in serving on an A-Team is welcome to participate. After receiving a request for participation, DAC operations will update the A-Team Leader with the new participant’s contact information.

G. Tracking A–Team Participation
A–Team Leaders should continually review A–Team member participation. If members do not participate in conference calls or DAC meetings, they should be called and reminded of the requirements for maintaining A–Team membership (included in this section of the binder). If they cannot meet these requirements, they should be dropped from the A–Team. The Leader should inform the Executive Committee and DAC operations if an A–Team member has been dropped.

Included in this binder is an attendance record form to assist the A-Team Leader with tracking member participation. Also, included under the "Sample Forms" section is a sample notification to A-Team members of nonparticipation.

H. Annual Accomplishments

The A-Team Leaders will provide a summary of his or her A-Teams accomplishments at least 30-days prior to MedTrade Spring. He or she should work with the prior A-Team Leader and Executive Committee Liaison, as needed, to assure that the summary is all-inclusive. Once the summary is complete it should be forward to DAC operations.
4. Assistant A Team Leader Guidelines

The Assistant A-Team Leader will support and assist the A-Team Leader in all A-Team activities. In the absence of the A-Team Leader, the Assistant A-Team Leader will be responsible for those activities normally the responsibility of the A-Team Leader. The Assistant A-Team Leader position is normally associated as being a prior step to becoming an A-Team Leader. A-Team Leaders and Assistant A-Team Leaders should work in partnership to ensure that the A-Team operates effectively and communicates effectively to both it’s a-Team members and the Executive Committee.

5. DAC Coalition Articles: review

6. DAC/DME MAC/PSC Meetings:

a. Review 2008 DAC Calendar
b. Meeting Protocols: who can speak at the meetings.
c. Accomplishment form: A-Team leaders responsible for filling out of accomplishment form after the meeting.

7. DAC website: review of what is available, i.e., calendar of calls, meeting minutes, q & a, What is the DAC flyer, contact information for the Executive Committee, links to supporters, links to the DME MAC and PSC, etc..

8. Communications process: done via email 99%. Please respond to requests for information, voting, etc.

9. Roll of DAC Operations

10. White Papers: review process in submitting.

11. Questions