ABOUT US

POSITION TITLE:  Membership Manager

The Oklahoma State Medical Association (OSMA) is a not-for-profit professional association comprised of member physicians (MD’s and DO’s), residents, and medical students in the State of Oklahoma.  Members pay annual dues and the OSMA provides a comprehensive program of advocacy, regulatory and educational services to its members in return.  All OSMA members currently belong to their county medical society and have the option to belong to the American Medical Association.

EMPLOYEE:  Open Position

INTERNAL RELATIONSHIPS:
Reports to:  Associate Executive Director and the Director of Finance

EXTERNAL RELATIONSHIPS:
Communicates with:  Physicians, PLICO, OSMA Health, American Medical Association (AMA), County Medical Societies, and iMIS Software provider

RESPONSIBILITES:
Process new member applications, create files and track pending members.  Mail and receive applications, obtain AMA profiles and ME numbers, send county presidents applications for approval for new members, and enter applications in the data base as pending members until the initial dues payment is received and posted for the current year.  Prorate current dues for physicians joining throughout the year.  Send out packets to new members.  

Maintain current and accurate member information in the iMIS database and physician files.  Continually update information on members:  address and phone changes, status changes, e-mail addresses, obituary information, deceased date, special comments, etc.

Update Resident IPM Program members

Verify with County Medical Societies the dues amount to be charged for the new dues year.

Update any dues changes for each physician for annual dues billing.  Generate and mail dues notices each October, second notice the first week of January, and final notices by January 28th. 

Post and balance all dues received.  Reconcile dues payments received to reports generated for AMA dues payable, county society dues payable and refunds.   

Submit check requests for dues and refunds, and forward on a timely basis membership dues collected for the AMA and county societies.

Send follow up letters to members who choose Option 2 or Option 3 to encourage unified membership.

Send recruitment material to AMA members moving to Oklahoma.

Generate certified notices to members that will be dropped from membership if membership dues are not paid.

Calculate county commissions and submit check requests for OCMS and TCMS.

Process contributions made to the OSMA Foundation from dues statements.  Balance and submit check request to forward the contributions to the OSMA Foundation.

Extract data from iMIS database to create membership reports.

Reconcile with AMA payment posting reports.

Send “update” reports to AMA, PLICO, OSMA Health, and counties regarding physicians joining, resigning, moving, retiring, etc.  . 

Provide assistance to individual physicians concerning change in membership requests: Disability/Hardship, Retirement, and Life memberships. Prepare Dues Exemption Membership Report the requests to the Board of Trustees.

Provide up-to-date statistical “membership count” reports to the board, executive director, membership task force, county medical societies, the AMA, PLICO, OSMA Health, etc.  Send “update” reports to AMA, PLICO, OSMA Health, and counties regarding physicians joining, leaving, moving, retiring, etc.  Other reports (both formal and informal) generated upon request may include such information as dues payment response patterns and recruitment success.

Process Life memberships.  Mail out life membership certificates. 

Send report to AMA regarding members approved for Life membership, Disability/Hardship for Full Dues Exemptions, and Deceased members.

Determine the membership status of individuals and provide members with letters of good standing with the OSMA and/or AMA when requested.

Provide labels or lists for in-house mail-outs. 

Provide information for use in OSMA annual Directory of Physicians.

 Provide assistance to individual physicians concerning member services including OSMA Health and PLICO insurance. 

Organize, plan and order supplies needed for membership and dues billings.

Provide information for the auditors as needed. 

Provide staff support to the following membership sections:  Medical Student, Residents and Young Physicians.

Maintain relationships with county medical societies, including update of officer information.

Routinely handle all written correspondence and telephone calls regarding membership in an efficient and professional manner.

Cross trains with the Accounting Clerk for financial responsibilities

Assist in general group staff functions such as mass mailings, group activities and preparation and attendance at various OSMA events.   Help prepare for and assist with the annual meeting. 

Serve as backup for other staff by providing routine administrative duties as required

Serve as backup for OSMA receptionist when requested

All other duties as assigned

Minimum Skills/Job Knowledge/Experience Required:

Work requires continual attention to detail and a strong commitment to accuracy. 

Must be task oriented and work steadily under pressure meeting repetitious deadlines.

Strong organizational and computer skills; ability to multi-task and manage numerous projects.

Knowledge of basic accounting principles.

Must be able to interact and communicate with individuals at all levels of the organization

Strong organizational skills, and oral and written communications skills

Be energetic and have the ability to work well with others, as well as work independently with minimal supervision

Computer literacy in Excel and word processing.   

High School diploma required.  Bachelor’s Degree preferred.

Two or more years of experience in the field or in a related area