V. ADMINISTRATION OF THE NUBC MEETINGS
The NUBC will convene at least semiannually at a location
chosen by the chair. NUBC members and invited guests attend at
their own expense. Meeting notices shall be provided to
interested parties.
A. Objective
To discuss implementation and status of the NUBC=s
billing, remittance, and other related business data sets,
the NUBC=s role, and other issues which affect the NUBC;
to address concerns of other SUBCs and propose
resolutions; recommendations to the billing and remittance
data sets and their technical definitions and
specifications; and to discuss any outstanding issues from
previous NUBC meetings or conference calls.
B. Meeting Designations
Portions of each national committee meeting may be
designated as "open" or "executive
session" at the discretion of the chair with the
approval of a majority of the NUBC members.
1. Open Meetings
An open meeting will be held at least twice per
year. In an open meeting, all interested parties are
welcome to attend and observe the proceedings. Only
voting members of the NUBC, however, may participate
in the formal deliberations. Interested parties who
wish to attend should communicate their planned
attendance to the NUBC secretary prior to the meeting.
This will enable adequate planning for seating and
allow advance mailing of agenda material to all
guests. Seating will be provided for guests in the
audience section.
2. Executive Sessions
As necessary, executive sessions may be held when
agenda items center on NUBC protocol, or policies, or
as otherwise determined by the chair or by affirmative
vote of the majority of the members. Executive
sessions include NUBC members and at the discretion of
the Chair, associated staff of NUBC members. Portions
of executive sessions can also include invited guests
as well as NUBC members and their staff.
3. Conference Calls
Conference calls will be scheduled at the
discretion of the NUBC chair. Only NUBC members will
be invited to participate. However, at the discretion
of the chair the participation of others may be
allowed. The conference call agenda will be prepared
by the NUBC secretary and sent to each member prior to
the scheduled conference call. Minutes will be taken
by the NUBC secretary and distributed to all NUBC
members after the conference call.
C. Voting
1. Quorum
A majority of the members of the committee shall
constitute a quorum for conducting business at a
meeting. If a quorum is not present for the duration
of a meeting, actions may be taken, at the chair’s
discretion, subject to confirmation by letter ballot.
2. Proxies
Each organization shall appoint a representative to
serve on the NUBC. The chair and secretary shall
maintain a list of current member representatives. In
the case where an appointed representative cannot
attend an onsite NUBC meeting or attend that meeting
via teleconference. An alternate may be named by
contacting the chair in advance of the meeting.
Alternates may also be named to participate on NUBC
conference calls. There are no other proxies.
3. Action Approval
Actions on NUBC membership and changes to the
protocol shall require a vote of threequarters of
those members present. Actions on other items will
require a simple majority of those members present.
4. Voting Table
The voting table consists of one representative for
each member/vote of the NUBC, the NUBC chair and the
NUBC secretary. All voting will be done by members
present and will be tabulated by the secretary.
- Meeting Material
All material to be discussed at the meeting should be
submitted to the secretary at least six weeks prior to the
meeting date. To ensure adequate consideration of the issues,
agenda items with supporting material will be provided to all
NUBC members, SUBC chairs, State Hospital Associations, and
invited guests prior to the actual meeting. Other items (not
included in the agenda) will be considered if time permits.
- Agenda Items
Items to be considered as requests for change must
follow the criteria as discussed in Section III.
F. Speaking Privileges
Observers are welcome to make comments; however,
priority is given to those seated at the table. The chair
will open and close all discussions. Discussion of
material will be limited to a twenty minute period. The
committee will then vote on the request. The chair will
take votes that are documented by the NUBC secretary. Each
issue may be addressed and voted on once during the
meeting.
G. Minutes
The NUBC secretary will document the meeting and
minutes will be provided to NUBC members, SUBC chairs,
State Hospital Associations and other meeting participants
within approximately 30 days of the NUBC meeting.
Corrections and comments should be forwarded in writing to
the secretary.
H. Electronic Data Interchange (EDI)
The NUBC will maintain a direct liaison with the EDI
organizations engaged in the development of EDI health
care claims processing transaction sets/designs. The NUBC
will ensure that such health care processing designs
maintain the integrity of the NUBC approved data set,
coding tables and data element technical field
specifications.
In addition, special government advisory committees
and/or work groups or task forces may be formed to promote
increased standardization and utilization of EDI data sets
for claims processing applications.
Return
to Table of Contents Page
