How the HFMA Chapter Audio-Webcast Service Works

Set Up a Chapter Account with Arkadin

Contact Arkadin to set up an account so that your chapter will be billed directly:

  • Phone: (866) 584-5740
  • Contact: Jennifer McHenry
  • Identify your affiliation as an HFMA chapter to receive the negotiated rates.
  • Have the details about your first event ready (date, time, title, speaker, contact person for any questions, whether to record the event or not).
  • Indicate the type of conferencing you wish to use. HFMA negotiated pricing for these services are below and there is no monthly fee. For a traditional, operator-assisted chapter audio webcast with web presentation, use ArkadinAnywhere and ArkadinEvent.
  • ArkadinAnywhere, $0.05 per minute per line: web conferencing tool. Request operator-assisted conference call with this service.
  • ArkadinEvent, $0.13 per min per line: Operator-assisted conference call service that includes event operator, participant list, 20 minutes of pre-conference and more.
  • ArkadinAnytime, $0.05 per min per line: Conference call service; great for BOD meetings, planning calls, etc.
  • Provide Arkadin with the name and address of your chapter’s treasurer for billing contact.

Timeline – Checklist – Action Steps

5 Weeks Prior to your Audio-Webcast

  • Submit the HFMA Audio-Webcast Service Registration Request form, to HFMA’s Member Service Center (MSC) at o set up a registration link. You can also contact MSC at (800) 252-4362, ext. 315.
  • Contact your speaker(s) and request that their presentation materials, including PowerPoint and any handouts, be ready for your review 3-5 days prior to the date of your audio-webcast. To request a chapter specific PowerPoint Template, contact chapter relations at or call (800) 252-4362.
  • Set up a promotional link on your chapter’s web page, using the registration link, and include the date and time of the event, topic, speaker details, and learning objectives.
  • It’s also recommended that your chapter update its Program Planning Tool ( with this information and select “Post to Public” to promote the event on HFMA National’s web site.
  • Download a chapter roster from the Chapter Leader Resources area Downloads Center( of HFMA’s web site to send an e-mail notification about the upcoming event to chapter members using the marketing criteria listed in Step 2; arrange to send a second and third reminder about the educational event. Note: Please use the “BCC” field to protect and hide members’ e-mail addresses.

Ten Business Days Prior to your Audio-Webcast

  • Contact Arkadin Account Service Team’s Jennifer McHenry at (866) 584-5740.
  • Provide the details about your event (date, time, title, speaker, contact person for any questions, whether to record the event or not).
  • Request that the “ENTRY TONE” be turned “OFF” – otherwise an audio tone will chime each time someone enters or leaves your conference room.

Shortly after scheduling your call, Arkadin will e-mail the one-time, toll-free number, pin code, and web login code for this particular call to the contact person you identify. The email will be sent from . Note: Each call scheduled with Arkadin will have a unique toll-free number, pin code, and web login code.

  • Contact your speaker(s)
  • Provide your speakers with the speaker code for this program. Arkadin will provide this code to you as detailed above.
  • Advise your speaker(s) to be on the call 20-30 minutes prior to the call’s start time for a walk through with the conference call service and you.
  • Work with your speaker(s) to ensure that they will have their FINAL PowerPoint presentation and handouts prepared 2 business days prior to the call. Remind them that you would like to review materials 3-5 days prior to the call.

3-5 Business Days Prior to the Program

Review the speakers’ final presentation for accurate spelling, grammar, and to ensure your chapter has been properly identified; typically the chapter logo on the title screen will suffice.

1 Business Day Prior to the Program

  • Upload the FINAL presentation to the Arkadin Web Portal (
  • You will use the meeting room link and meeting code to do this. The Arkadin service team will be happy to walk with you through this process.
  • Secure a list of registrants by requesting it from HFMA's Member Service Center or downloading it from HFMA's online Chapter Events Processing: aka “Back Office”– Learn more about the online registration service (
  • Send the toll free number and meeting code to all registrants along with PowerPoint presentation and any additional handouts.
  • In case of site registrations, you can distribute these forms:
  • sign in sheet (
  • evaluation form (
  • As a backup, provide the toll free number and meeting code to MSC () should any calls come to HFMA National.

Day of the Program

  • Using the speaker instructions provided by Arkadin twenty to thirty minutes prior to the call, dial the toll-free number provided by Arkadin, enter the speaker pin code, then use the web conference link provided by Arkadin to connect with the speaker and Arkadin to conduct a rehearsal with your speaker.
  • If Question & Answer (Q & A)time is scheduled for the event, discuss the timing with the operator and speaker before the presentation begins.
  • HFMA’s MemberServiceCenter will e-mail an on-line electronic meeting evaluation to all registered participants. A compiled report will be sent to the designated chapter leader within 10 business days of the audio-webcast.

Helpful Hints

  • Arkadin has some helpful user’s documentation located on their web site under the Customer Tools tab for each of the services available to chapters. Reviewing this information ahead of time will help familiarize you with the services available for your webcast. Additionally, you can participate in a web conferencing demo through Arkadin’s website, free of charge.
  • Arkadin is happy to provide additional training on their audio webcast service for your convenience. To setup a training session, contact Jennifer McHenry directly at (866) 584-5740.
  • Selecting one person as the meeting’s contact will streamline our communications and ensure we are incorporating your requirements efficiently. The contact person’s main functions are to access the data files (meeting rosters) and to be HFMA’s point person for questions.
  • Request “Back Office”access. The contact person for your chapter eventwith Chapter Events Processing: Back Office rights through HFMA National will have on-line access to meeting registration information 24 hours a day, seven days a week in the form of an electronic data file that you can then import into any number of program formats( If the Back Office is enabled, the contact will receive a secure password for processing the meeting.

M:\MEM\Chapter Audio Webcasts\Arkadin AWC Vendor Info\Reworked Documents\HFMA_CH_AWC_How_To.doc

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