EHRs may be erasing the paper trail in your HIM department, but what about those fluttering forms and handouts you leave behind after association meetings? In honor of Earth Day, tack a "Consider the environment" message onto your e-mail signature and contact your association about reducing its carbon footprint. Here, ADVANCE checks out associations that are going green--and saving funds while they're at it.

A Nudge From the National Level
National associations have taken the lead in eco-initiatives, serving as a model for regional associations to follow. The Association for Healthcare Documentation Integrity (AHDI) is embracing the tree-hugging trend. In addition to changing operations practices and mentoring members about eco-consciousness at home and in the office, the association has selected the Arbor Day Foundation for its annual philanthropy. AHDI members are encouraged to roll up their sleeves and plant a tree in honor of a family member, friend or simply for the environment, according to Lea Sims, CMT, AHDI-F, director of communications and publications for AHDI. The Arbor Day Foundation is also featured on AHDI's Facebook page, and members are invited to donate $10-15 in support of the foundation.

The American Health Information Management Association (AHIMA) has also reformed many of its practices to cut down on waste. A few years ago, the association instituted electronic voting, so members vote online instead of mailing paper ballots. The new approach is not only efficient, but also reduces paper consumption. At the 2008 Convention and Exhibit, held last October in Seattle--a city that helped pioneer the green movement--AHIMA members downloaded presentations onto complimentary flash drives instead of printing handouts and toted reusable water bottles in lieu of disposable ones. Attendees were frequently reminded to use recycling bins, which were placed throughout the convention center.

Going Green, Region by Region
Taking national efforts to the local level, Massachusetts HIMA began implementing green initiatives 2 years ago and found little changes can make a big difference. "We're always thinking about it; I'm not sure what more we could do at this point," said Georgette Wilson, RHIA.

A shift to more Web-based content has provided the major thrust in MaHIMA's environmental campaign. In addition to online voting, the association Web site offers electronic registration for all meetings and events, and handouts are posted online instead of distributed at meetings. MaHIMA's quarterly newsletter made the switch from paper to electronic and includes a "Going Green" section where Wilson offers eco-friendly tips for the home and office. Her most recent post discussed the waste plastic bottles add to landfills. "It's amazing the little things you can do that make a difference," Wilson said.

In addition to adding online content, MaHIMA evaluated its office procedures and found ways to reduce, reuse and recycle. Karen O'Donnell, central office administrator, recycles paper and cardboard products as well as printer cartridges. The office has also begun transferring material from unwieldy paper binders onto lightweight and portable USB drives. The board frequently conducts conference calls, e-mailing any relevant documents in advance of the meeting; teleconferences streamline meetings and save gas.

Even the smallest paper can't escape MaHIMA's scrutiny; the association is looking at online bill pay and electronic deposit for paid employees, eliminating any need to write a paper check.

Down South, the Texas Tumor Registrars Association (TxTRA) is also finding ways to reduce waste. Since announcing plans to go green at last year's spring conference, the association has shifted to more efficient and eco-friendly operations.

"This was the year we decided we really needed to put [green initiatives] into effect," said Bobbie Graham, CTR.

Like MaHIMA, TxTRA sends out an e-newsletter and posts meeting presentations and materials on its Web site. The association also encourages members to pay dues online; membership cards are sent via e-mail, so members can choose whether or not to print a card and always have it on file if the card goes missing. Members can even purchase TxTRA merchandise using a Web-based payment system

"We've turned everything we can think of at this time to online," Graham said.

Next up, the board is looking to conduct Webinar meetings, which would be less taxing on time and trees than in-person gatherings.

The Other Green
MaHIMA and TxTRA were eager to spruce up the environment, but a healthier planet isn't the only green they had in mind when making changes. Initiatives also have financial kickbacks.

Before going green, Wilson said it wasn't uncommon to see O'Donnell struggling with a large box of paper handouts before MaHIMA meetings. And with 1,100 members, mailings stacked up to high costs.

"We were spending a lot of money on paper materials for our membership," Wilson said.

Since eliminating paper handouts and newsletters, the association has saved $3,000 per year in postage and permit fees and $18,000 per year in printing costs, according to O'Donnell. Like true recyclers, MaHIMA funneled those savings toward software and Web site improvements, according to O'Donnell.

Graham agreed that finances played a primary role in the decision to go green, explaining that much of TxTRA's budget went to paper, printer ink and postage fees.

"I don't want to put postmen out of a job, but there's a lot of money in postal costs," she said. "I would say probably $400-700 savings in postage alone."

Wilson and Graham said their association members have embraced the switch to Web-only content, but there are the occasional snags. When members change their e-mail addresses, they often neglect to tell the association, so e-newsletters and announcements flow into an abandoned inbox. That means the association may be missing some of its membership when e-mailing information, Wilson said.

Associations should also pay attention to security issues, Graham said. Databases and spreadsheets can be more secure than a pile of paper files, but having member information like e-mail addresses and home phone numbers in a central location can also run a privacy risk.

Despite any minor hiccups, going green carries a much higher payoff. "I just think it's an important thing," Wilson said. "It's something we all should do and it's an important balance we need to maintain."

Cheryl McEvoy is an editorial assistant with ADVANCE.