The Physical Therapy Grassroots Toolkit A Path to Effective Advocacy

Transcription

1 The Physical Therapy Grassroots Toolkit A Path to Effective Advocacy 1111 North Fairfax Street Alexandria, VA

2 Table of Contents Introduction II Advocacy Activities 101: Module I IV Module I: Congress 101 An Introduction The Process How a Bill Becomes a Law How a Bill Becomes a Law How a Bill Becomes a Law Additional Steps in the Process Example of Congressional Office Structure Congress 101: The Congressional Calendar Additional Web sites Module II: APTA Grassroots Network 101 Grassroots Network Background Critical Issue Development Understanding the APTA Action Alert Process Module III: Develop Your Advocacy Message Message Development Guidelines Message: 30-Second Speech Module IV: Deliver Your Message Correspondence Tips How to Conduct an Office Visit (Washington, DC) Conducting an Office Visit (District/State Office) Following Up on Your Congressional Outreach Using APTA Resources for a Powerful Message Advanced Advocacy Activities: Modules V X Module V: Conduct a Practice Visit: Practice Visit Checklist Draft Invitation Sample Flow of Practice Visit Module VI: Additional Advocacy Outreach Activities Additional Advocacy Outreach Activities Module VII: Recruit Other PT Advocates Colleagues and Patients Student Advocates Recruiting Advocates through Social Network Sites and Blogging Module VIII: Engage the Media Key Questions to Ask Before Engaging the Media Media Outreach Module IX: PT-PAC Background Information Hard or Soft Money What s the Difference? Host a Fundraiser For a Legislator Sample Fundraiser Planning Timetable Sample Fundraiser Event Flow Module X: Bringing It All Together APTA Advocacy Resources

3 Introduction This toolkit was created to encourage APTA members to learn more about the legislative process and become actively involved in advocating for their profession. In Modules I-IV you will learn about the federal legislative process and the tools APTA has created to encourage advocacy efforts by Physical Therapists and Physical Therapist Assistants throughout the country. In modules V-IX you will learn advanced advocacy activities that can be used once you have familiarized yourself with the beginner advocacy activities and are comfortable hosting advocacy events yourself such as practice visits and fundraisers. Finally, in module X we bring it all together for a unified advocacy message and point out additional advocacy resources for interested advocates. Introduction II

4 Module I: Congress 101 Module I

5 An Introduction The Legislative Branch of the United States government consists of two bodies, which make up Congress: the House of Representatives and the Senate. Each state has two United States Senators serving for six years. For the House of Representatives, states are split into districts based on the census and each district has a representative in the House who serves for two years. This means that each citizen has three federal legislators elected to represent them in the federal government. As a voting citizen of the United States, you are a constituent of these three Members of Congress. Elections give constituents representation in the federal government and for those officials to act on behalf of their constituents in Congress. Every two years there are elections for different legislators, therefore creating a new Congress and new bills for that Congress. Finding your members of Congress and learning a little background about how the legislative process works will help you become an effective advocate for the PT profession. You can find your legislators at the following links: This is the official site of the United States Senate. You can search for your Senators by state and will be directed to background information as well as the Senator s official Web site. Among the many other items on the site, you will find information about the Senate schedule, committees, and visiting the Capitol. : This is the official site of the United States House of Representatives. Like the Senate version, it contains background information about the Representatives, schedules, committees, and visiting the Capitol. This site has a Find Your Representative feature in the top left hand corner to help you locate your Representative. You can also learn about your Members of Congress in the Legislative Action Center on APTA s advocacy Web page. The Legislative Action Center contains key information that will help you take action on legislation that impacts the physical therapy profession. Modules II and IV contain more detailed information about the Legislative Action Center. The Physical Therapy Grassroots Toolkit 2

6 The Process How a Bill Becomes a Law The House of Representatives and the Senate each work on legislation independently. In using the proper format, a bill is introduced and goes through the committees in both bodies before being voted on. To pass out of Committee in either the House or Senate, a simple majority is needed. For a bill to pass the House, a majority of votes are needed (218 votes). It is more difficult for a bill to pass the Senate. For a bill to pass the Senate, it must first have enough votes to achieve cloture (60 votes). A vote for cloture is a vote to move forward on consideration of a bill and set limitations on the timeframe for debate, avoiding potential for a filibuster. If a bill does not achieve cloture, no time limit is set for debate and it can be filibustered by the minority or opposition. After a bill receives cloture, it must be debated and then a final vote will occur on the legislation, which only needs a simple majority on final passage. After passage by the House and Senate, a bill will be sent to conference to allow any differences in the House and Senate versions of the legislation to be worked out. Conference committees include Members of both the House and Senate to work out these differences. Once an agreement is reached, the final bill with its changes will be sent back to both the House and Senate for consideration. You can see this process on page 4, How a Bill Becomes a Law. After the conference version of the bill is passed in both houses of Congress, the legislation will go to the desk of the President. If the President vetoes a bill, it is sent back to both the House and Senate. Both the House and Senate have to pass the bill again by a 2/3 majority to override the veto. If the President signs the bill it immediately becomes law; however, some bills have a set time in the bill language for enactment. Regulations fleshing out the implementation guidelines for the new law must be developed and finalized. The regulatory process can take many months and can involve draft regulations and then final regulations. Several key agencies issue regulations important to physical therapists. APTA staff review these regulations as they are issued and alert members when key regulations are released. Regulations impacting physical therapists can come from many agencies such as the Centers for Medicare and Medicaid Services (CMS), the Department of Education, or the Department of Veterans Affairs. The Physical Therapy Grassroots Toolkit 3

7 How a Bill Becomes a Law House Bill Introduced Senate Bill Introduced Referred to Committee of Jurisdiction Referred to Committee of Jurisdiction Referred to Subcommittee Referred to Subcommittee Considered by Subcommittee Considered by Full Committee Rules Committee Considered by Subcommittee Considered by Full Committee Floor Action- Debate & Vote on Passage Floor Action- Debate & Vote on Passage House vote on Conference Conference Action Senate vote on Conference President signs or vetoes bill The above chart is the typical process for a bill as it is introduced and works its way through the legislative process. A bill can be changed (amended) at many points in the process but any change must be voted on as the House and Senate must pass the same version of the bill for it to be sent to the President. APTA provides up-to-date information in a timely manner to its PTeam members through action alerts and information bulletins. These vehicles of communication help the advocate identify appropriate times to contact their Members of Congress. The Physical Therapy Grassroots Toolkit 4

8 How a Bill Becomes a Law Additional Steps in the Process The vast majority of bills are essentially dead upon arrival. In any given two-year session of Congress, thousands of bills are introduced. But only about 4 percent of them become law. Take away bills that do things like naming post offices and designating days of the year as commemorative holidays and it s probably more like one percent. It can take anywhere from days to several years for a bill to become a law. The process can move very quickly if the leadership in the House or Senate agree that the issue is a high priority. As there are thousands of bills introduced each Congressional session, it is very common for a bill to be reintroduced in several Congresses before it has the support level to be considered by the committee and then go for a vote on the House or Senate floor. Committee Information While legislation is being marked up in the separate committees, advocacy efforts are the most appreciated. A committee markup is the process in which the committee debates, amends, and rewrites the proposed legislation. Senators and Representatives are assigned to committees by their party leadership. Members of Congress can request seats on certain committees, but often they are doled out based on seniority. The ratio of Democrats and Republicans on each committee varies based on the number of seats each party holds in a given congress. For example, Democrats increased their majority in the House by several seats in the 2008 elections, so their representation on the committees increased while the number of Republicans decreased. The Chair of the Committee is determined by the Majority Leadership and the Ranking Member is determined by the minority party. Generally these positions are based on seniority. The main committees of jurisdiction for health care related legislation in the House include the Ways & Means Committee and the Energy and Commerce Committee. The main committees of health care jurisdiction in the Senate include the Finance Committee and the Health, Labor, Education and Pensions (HELP) Committee. Depending on other legislation that APTA may work on, other committees that may impact PTs include Veterans Affairs (House and Senate), Appropriations (House and Senate), Education and Labor (House), Aging (Senate) and Small Business Committees (House and Senate). Floor time for consideration and voting on individual pieces of legislation is extremely limited. Often, bills will be packaged together so they can be considered at once. Sometimes this is referred to as an Omnibus bill. For example, provisions related to the therapy caps have been packaged in larger health care bills over the past several Congressional sessions. Stand alone legislation is still a vital way to build support of an issue so that it can be considered either on its own or as a provision in a larger bill. This is why high numbers of cosponsors are very important to moving legislation. The Physical Therapy Grassroots Toolkit 5

9 Example of Congressional Office Structure Each office is unique. The below chart provides a typical staff structure and explanations of key staff for PT advocates. Member of Congress Chief of Staff (Generally DC staff) District Director (In District/State) Legislative Director (DC staff) Press Secretary (DC staff) Administrative Staff/ Schedulers (DC staff) Case Workers (Multiple positions) State/District Scheduler Legislative Assistant (Multiple positions based on issue area, e.g. Health) Deputy Legislative Assistant/Legislative Correspondent Key staff (bold in chart above): Legislative Director and Health Care Legislative Assistant (make health policy recommendations to the Chief of Staff and Member of Congress), District Scheduler (for practice visits), DC Scheduler (for visits to DC office). Keep in mind, every staff member you contact is important. Staff can become advocates for PT issues to the Senator or Representative. They are a critical part of the process of gaining support for legislation important to physical therapy and their patients. Every meeting is important whether you meet directly with your Member of Congress or with his or her staff. The Physical Therapy Grassroots Toolkit 6

10 Congress 101: The Congressional Calendar The Congressional calendar varies slightly each year. Generally speaking, Congress is in session from January through September in an election year and January through October in a non-election year. However, most years, Congress is in session most of the calendar year. The leadership in the House and Senate set the legislative calendar and can decide to extend the session or call a lame duck session after an election to finish any legislation that was not addressed earlier in the year. When Congress is in session, Senators and Representatives are expected to be available to vote so they are typically in Washington, D.C., during this time. The Congressional schedule includes several district work or recess periods throughout the year. During these work periods Members of Congress are back in their districts or state. Recess periods include the following: Martin Luther King Day, Presidents Day, Spring (during Easter and Passover), Memorial Day, Independence Day, the month of August, Labor Day, Rosh Hashanah, Yom Kippur, Columbus Day, Veterans Day, Thanksgiving, Hanukkah, and Christmas. For additional information regarding the Congressional schedule, visit APTA s advocacy Web site and view the advocacy calendar. APTA will send PTeam members Action Alerts, Information Bulletins, and other grassroots messages with updates on the progress of bills important to the profession. These messages will let you know when you should contact your Representative and Senators. They are sent out at strategic times during the bill consideration process and will include updates on bill progress, talking points and contact information to help you determine whether your Member of Congress are in Washington, D.C., or back in the district/state office. To find more information about communicating with your Member of Congress see Module IV of this toolkit. The Physical Therapy Grassroots Toolkit 7

11 Additional Web sites This is the Library of Congress legislative information system. It is where cosponsor information and bill text can be found. APTA provides links to this key information on its legislative resource centers by issue. Information can be found by searching bill numbers or code words. This site is a one-stop shop for legislative information from the current and previous Congressional sessions. In addition to cosponsor information you can find bill summaries, research the Congressional record, and access recent Congressional activities or schedules. This Web site will allow you to research your Member of Congress, contains links to other resources, and campaign information and news. Don t forget to visit your U.S. Senators and Representative s official Web site. Their official Web sites are great resources for finding background information about your Senators and Representative. The sites contain biographical as well as legislative and issue specific information. The House and Senate links above contain information about finding your Representative and Senators, you can also use search engines like Google or Yahoo. Remember and include direct links to your Representative and Senator s official Web site. Many of the sites have a feature to contact your Member of Congress directly by commenting on an online forum or on the member s blog. Finding campaign information Information about political campaigns will not be found on your Member of Congress s official Web site. Federal law prohibits members of Congress and their staff to use official resources for disseminating campaign information. If you do call the official office, they will likely direct you to the campaign address or a phone number for you to call. If you are looking for campaign information you may want to use a search engine, such as Yahoo or Google. Many times campaign Web sites will include the name of the candidate, year, and office they are seeking in their domain name (e.g. This is as good starting point to use in your search engine. Keep in mind opposition candidates often purchase domain names. The Physical Therapy Grassroots Toolkit 8

12 Module II: APTA Grassroots Network 101 Module II

13 Grassroots Network Background APTA relies on its network of dedicated grassroots activists to bring physical therapy issues to the attention of Members of Congress and other policy makers. There are many ways to get involved, including hosting a practice visit with your elected representatives, as well as becoming a Federal Affairs Liaison, Key Contact, or PTeam member. The descriptions below will introduce you to APTA s grassroots network. Government Affairs Committee (GAC) The Government Affairs Committee is appointed by the Board of Directors and consists of five members and two board members. Each committee member serves a three year term. The GAC facilitates grassroots involvement in and input into government affairs priorities, strategies, and activities at the federal and state level and to make recommendations to the Board of Directors on federal and state government affairs policies, positions, and issues. Federal Affairs Liaison (FAL) Federal Affairs Liaisons serve as the link between their component and the GAC on federal issues. Each APTA chapter and section president is asked to select one member to serve in this role for a term of 2 years. These elected individuals are responsible for providing grassroots input to the GAC, and for disseminating information to their component. Key Contact The Key Contact(s) grassroots network of physical therapy practitioners serve as the primary contact(s) with their Senators or Representative in the United States Congress. There can be more than one key contact for a Member of Congress. Key Contacts establish valuable relationships with legislators to increase their awareness of the issues that face physical therapy on a daily basis and in the long term. PTeam The PTeam grassroots program is a vital link to APTA s success on Capitol Hill. All PTeam members receive updates on federal legislation including Action Alerts, newsletters, and Information Bulletins. Through the alerts, we ask you to contact your Members of Congress on particular issues of concern to your patients and the physical therapy profession. Please note: Being an APTA member does not mean you are automatically signed up for PTeam. You must sign up for this separately. You can sign up for PTeam on just click on the Keep Alert Join PTeam button (graphic below). Action Alert Action Alerts ask you to contact your legislators about an issue. These Alerts are meant for immediate action and are sent at key points in the legislative process. Below are the graphics you will see on APTA Action Alerts. Please note, state related issues have a different banner. The Physical Therapy Grassroots Toolkit 10

14 Information Bulletin Information Bulletins update PTeam members on developments on legislation impacting the physical therapy profession and patients as it moves through Congress. Below is the graphic you will see on APTA Information Bulletins. PTeam Newsletter PTeam members receive this quarterly newsletter which provides background on issues impacting physical therapists. Legislative Action Center The Legislative Action center allows APTA members to send letters directly to their Member of Congress. Most Action Alerts will direct you to the Legislative Action Center for additional information. Patient Action Center The Patient Action center is on APTA s Web site and allows patients to contact Congress about physical therapy issues. You do not have to be a member to access the patient site. Also available on the Patient Action Center are printable bulletins for posting in your practice. The Physical Therapy Grassroots Toolkit 11

15 Critical Issue Development The critical issues process is ongoing as federal issues emerge throughout the year. This critical issues process helps APTA to annually identify and prioritize federal legislative, regulatory, and policy issues. Through the Federal Affairs Liaison (FAL), this structure creates the opportunity for components to raise emerging issues and to provide guidance on the association s priorities. The chart below shows key elements in the development of critical issues. Contact your FAL for additional information. Critical Issues Survey sent to Federal Affairs Liaison (FAL) Congress may consider legislation FAL gathers input from component, completes survey Critical Issues posted on APTA Web site Surveys tabulated and presented to Government Affairs Committee (GAC) BOD Votes on GAC critical issue recommendations GAC recommends critical issues to Board of Directors (BOD) The Physical Therapy Grassroots Toolkit 12

16 Understanding the APTA Action Alert Process This section is designed to provide you a better understanding of APTA s action alert process. 1. The action alert comes into your inbox. Most often the alert will be From: advocacy@apta.org. The subject line will highlight the advocacy request/need. 2. Click on the highlighted icon (see red arrow), typically labeled Click Here to go to the next step via APTA s Web site to contact your Member of Congress. 3. The next page you will see will be your personalized page on the legislative action center. This page contains information about your legislators and includes the specific issue at hand. It will provide similar details to the information you received in your action alert. 4. Once you are ready to contact your Member of Congress, you will click on the Take Action button (see red arrow). The Physical Therapy Grassroots Toolkit 13

17 5. This is the final stage of your action alert process. On this page you will see your profile identified in the upper right hand corner (please do not forward action alerts as your alerts are unique to you; if you forward them, the individuals receiving them will pull up your information and your legislators). a) APTA s legislative action center identifies which members this alert will go to as evidenced by message recipients. If you prefer to call one of the Members directly (perhaps you have an established relationship) simply uncheck his/her box. b) The subject line is what Members of Congress and their staffs see when your is sent to their office. c) Click on speaking points to get additional helpful hints in personalizing your letter. 6. The letter has been drafted by APTA to carry a standard message that outlines the general points of the issue. It is important to note that APTA requests you PERSONALIZE this message. You have the capability to include a few sentences about the impact this legislative issue has on you professionally, as well as the patients/clients you serve. a) Once you click on the speaking points box (arrow 1), it will provide you with additional details about where to best insert your personalized message (arrow 2). 7. When you have personalized your letter, click the Go button and you are finished! Congratulations you have successfully advocated on behalf of the physical therapy profession and the patients/clients you serve!!! 8. What Happens Next? Once your letter has been sent it will be received by your Member(s) of Congress. Generally the Legislative Assistant/Correspondent will draft a response, the draft will then go to the Legislative Director or Chief of Staff to review before final sign off from the Member of Congress. Following this process a response is then sent back to the constituent. Keep in mind, some offices respond faster than others and may have a different process for responding to you. The Physical Therapy Grassroots Toolkit 14

18 Module III: Develop Your Advocacy Message Module III

19 Message Development Guidelines This section is designed to help you develop your message and communicate it more effectively. Over the years, technology has made it even easier for people to reach out to their legislators. Members of Congress and their staffs receive hundreds of s, phone calls, and faxes, in addition to dozens of visitors, every day. The majority of these communications have one intended purpose, which is to influence policy. The rise in communication to Congress also leads us to develop advocacy messages that are clear and persuasive. Hopefully you are involved in APTA advocacy efforts because legislation has impacted you professionally or has impacted the lives of the patients/clients you serve. To make your advocacy efforts easier, APTA provides you with up-to-date information regarding important policy and legislation affecting the profession. However, your personal connection to physical therapy and your ability to communicate that connection becomes infinitely more powerful in your advocacy outreach. I. MESSAGE DEVELOPMENT GUIDELINES DO keep it brief. For a face-to-face meeting with your legislator, develop a succinct message that is 5 minutes or less. Practice in front of colleagues or family or use a stopwatch when preparing for a meeting. Keep your written communication to a few paragraphs. DO limit your requests. Keep it simple; limit your request to a specific bill or topic. You can always send another correspondence or meet with the member or his/her staff in the future. Continued contact can build a stronger relationship. DO provide community data. Legislators want to know how this policy or topic impacts their district or constituents (i.e. number of PT clinics/pts in your neighborhood, etc.). DON T threaten or berate Legislators or their staff. DON T link campaign contributions to legislative support. II. MESSAGE OUTLINE 1. Introduction: clearly identify the subject. Provide your position on the legislation or topic at hand. Ask your member(s) for their support on your position. Make sure to reference the legislation and the corresponding bill number(s). 2. Persuasion: explain why this issue matters to you. Provide your personal/professional experience. Share information about the impact of this issue on patients or physical therapy practices in the legislator s community. This is the most important part of your advocacy work. A legislator is far more likely to be influenced by a personal account or data that shows how his/her community may be affected by legislation/policy. That type of information can only be provided by your experience, your personal story. It can be easy to get verbose in this section. Keep your story clear, compelling, and most important concise. 3. Information: provide some background on the issue/topic. Try to keep the information to three to five sentences. Visit the APTA Web site at for background information on the topics/issues you wish to include in your communication to your legislator. 4. Conclusion: re-state your request. If you have a face-to-face meeting, try to elicit a response or commitment from the member at the meeting ( Congressman, can we count on you? ). If your communication is in written form, re-state your request for your legislator s support. The Physical Therapy Grassroots Toolkit 16

20 Message: 30-Second Speech The 30-Second Elevator Speech Imagine recognizing your legislator on an elevator one day. What would you do? What would you say? If you haven t considered the possibility of such an encounter before, chances are you wouldn t say anything. In the business world, this scenario has coined the phrase 30-second elevator speech where entrepreneurs find themselves on an elevator with a CEO and have 30 seconds (roughly the time of the actual elevator ride) to pitch their product or idea. The following tips provide you with a general guideline to help craft your own 30-second advocacy pitch or speech. Although the scenario of an elevator ride with your Senator may appear far-fetched, preparation for a brief encounter can be incredibly helpful in developing your advocacy message. Elevator aside, there are many opportunities for a brief encounter with a legislator (including town hall meetings among others). The HOOK, LINE & SINKER of a 30-Second Speech Remember, physical therapy is your world, don t assume they know anything about what you do or how you do it. When explaining the issue and how it impacts you and your patients, try to stay away from using clinical jargon or acronyms. Remember, you are the issue expert and Congressional staff relies on your perspective to understand the impact of federal policy on the local level. Develop a HOOK: throw out an intriguing fact that makes them interested in what you have to say (e.g. number of patients you see in a month in their community). Throw your LINE: List out the end social benefit(s) of physical therapy. For example, PTs advocate on behalf of the profession to ensure patients get the professional, licensed quality care they deserve. Conclude with a SINKER: Credibility is key, make sure to note that you are part of APTA (state chapter if meeting with state legislator) representing 75,000 members nationwide. Don t throw in the kitchen sink when speaking, you want to pique his/ her interest and prompt a question. If he/she does not ask a question, make sure to ask the legislator to visit your practice or lab (students) or to setup a meeting in his/her district office. 9 9 Practice the speech with family, friends, or other individuals unrelated to the physical therapy community to alter it accordingly to make a sincere and persuasive first impression! The Physical Therapy Grassroots Toolkit 17

21 Module IV: Deliver Your Message Module IV

22 Correspondence Tips Writing Tips APTA provides action alert messages (see Module II: Understanding the APTA Action Alert Process) sent via to its PTeam members alerting them to the need for communication with their Members of Congress. The alerts often provide a link to APTA s online legislative action center which provides a direct link to individual Members of Congress as well as a standard letter that can be used to communicate a specific message. Please remember to personalize ANY letter you are sending to your Member of Congress. If you are not using a standard letter from the APTA legislative action center, use the following helpful writing tips: Identify the individuals to include in your communication. The letter/ should be addressed to your legislator but it would be helpful to send a copy to his/her health staff in both the district and DC office. State the issue and corresponding bill number (Senate or House) in the subject line when sending an . Congressional offices keep a daily or weekly track of communication they receive regarding specific issues. Keep your written correspondence to one page whenever possible (for additional tips visit Module II, Developing Your Message. Address letters in the following format: Senator The Honorable (full name) United States Senate Washington, DC Dear Senator (last name): Representative The Honorable (full name) United States House of Representatives Washington, DC Dear Representative (last name): Close your letters by including your name, title, and address. It is essential to have your address listed on the letter. This is how Members of Congress know you are a constituent. Phone Tips Phone calls can be an effective outreach method if you have an established relationship with your legislator and/or his/her staff. Phone calls are also useful if you experience time constraints due to swift pending congressional actions (votes) or your own personal time limitations. Phone calls can be used to learn where your legislator stands on an issue which you can then incorporate into a follow-up letter. Ask to speak with the health staff whenever possible. The health staff may or may not be familiar with the issue so be prepared to answer questions. Remember, I don t know, I ll be sure to get back with you is a very acceptable response, and preferred to attempts to answer a question you are not familiar with. Be sure to follow-up and contact APTA government affairs staff for additional assistance. Phone Call Script Example: Good morning, my name is and I am a constituent of Senator. May I please speak with him or his health legislative assistant about an important issue affecting patients and the physical therapy profession in his community? Good morning, my name is and I am a constituent of Senator and am calling on behalf of issue XXX also known as S.123. a) Does the Senator support or oppose this legislation? b) I would like to encourage Senator to support this important legislation Yes/Supports: As a physical therapist, I appreciate his support on this important issue that not only impacts the profession but also the patients we serve. As a PT in the state of, I alone see more than # of patients. I am only one of x # PTs in my area so you can see the impact this legislation would have on people in his state. Thank you for your time. No/Needs More Info: Provide a brief personal story regarding the relevance of this legislation to your daily life. Make sure to include the impact it has/would have on the broader community as well (patients) if appropriate. I would be happy to some supporting documents or information about this legislation. *Contact APTA if your legislator s office expresses interest and needs additional information you may not feel comfortable providing. Thank you so much for your time. The Physical Therapy Grassroots Toolkit 19

23 How to Conduct an Office Visit (Washington, DC) How to Conduct an Office Visit (Washington, DC) The below checklist will help you prepare for an office visit in Washington, DC. Be sure to let APTA Government Affairs staff know you are planning to visit your Member of Congress. I. Request Meeting: Call APTA as soon as you know you want to request a meeting with your Member of Congress. Let APTA Government Affairs staff know you are planning on meeting with your Member of Congress. The lobby team and grassroots staff are there to help you and can provide valuable background about the offices you are visiting. Develop your meeting request. This can be an , phone call, or formal letter. Check with the Scheduler to see if they prefer meeting requests to be called in, faxed, or sent electronically. Be sure to include your full name, title, contact information/address (they want to know you are a constituent and have a way to follow up), proposed date, and the topic of the meeting. If you are scheduling a meeting for a group, be sure to include the names of each participant. Be sure the correct staff receives the request. Address your meeting request to the Member of Congress but be sure the Health Legislative Assistant, Legislative Director and the Scheduler are CC d. Follow up on your request. If you sent the request via mail, , or fax, follow up with a phone call to the office to ensure it was received. II. Prepare for the Meeting: Research the issue. Visit APTA s advocacy Web site and its issue resource centers for background information on issues impacting physical therapy profession. You can download position papers from the Web site to bring to the meeting. Research your Member of Congress. Go to your Member of Congress Web site to read his/her biography and research his/ her positions on issues. Know if your Member of Congress has supported APTA issues in the past. Research opposing arguments and be prepared to argue your position. For additional questions contact advocacy@apta.org or call 703/ Prepare Your Ask. Congressional staff will want to know how they can help you. Be sure you have a concise ask in mind. Your ask could be for cosponsorship of a bill, or the meeting could be to say thank you if they are already supportive. Visit to find materials and information to aid in your preparation. III. Attend the Meeting: Be on time. Maps of the House and Senate offices can be found at or Allow plenty of time to get through security and find your Senator or Representative s office. If you are too early, most of the buildings have a coffee shop or vending area where you can kill a little time. Plan to arrive at the office 10 minutes early. Be prepared. Keep in mind that schedules can change at the last minute so don t be surprised if your meeting is delayed, which can happen due to voting or hearings. Make sure to bring materials that you can leave behind including your contact information (a business card is ideal) and fact sheets on the issue(s) you are discussing. Bring your business card. The staff members you are meeting with will want to know how to reach you in case they have questions as they are reviewing the materials you leave behind. Leaving your business card is a professional and easy way for the staff to receive your contact information. Capture the moment. Bring a camera and to get a quick photo with your Member of Congress. This is a good item to include in a follow up thank you note after the meeting. Deliver your message. Now is your time to shine. Make your case succinctly and persuasively. Make sure your request is clear. Most importantly, don t forget to personalize your message. Be prepared to explain the issues in layman s terms as staff are looking for you to be a resource on the issue and this may be the first time they are hearing about it. Chances are they will not be a physical therapist, so stay away from the jargon and technical terms when explaining the issue. Don t forget to talk about how the issue impacts patients. IV. After the Meeting: Send a Thank You. Include a photo from your visit if you took one at the meeting. Follow up. Be sure to follow up on your ask and on any issues raised additional information from the meeting. Call APTA. Let Government Affairs staff know how your visit went. This is key information as the lobby team follows up with the office when you return home. The Physical Therapy Grassroots Toolkit 20

24 Conducting an Office Visit (District/State Office) Conducting an Office Visit (District/State Office) The below checklist will help you prepare for an office visit in the district. Be sure to let APTA Government Affairs staff know you are planning to visit your Member of Congress. I. Request Meeting: Call APTA as soon as you know you want to request a meeting with your Member of Congress. Let APTA Government Affairs staff know you are planning on meeting with your Member of Congress. The lobby team and grassroots staff are there to help you and can provide valuable background about the offices you are visiting. Develop your meeting request. Any request to meet in the district office should be during the district work periods when Members of Congress are away from Capitol Hill. Check the Congressional schedule on or for dates. The meeting request can be an , phone call or formal letter. Check with the District Scheduler to find out which form of communication the office prefers. Be sure to include your full name, title, contact information/address (they want to know you are a constituent and have a way to follow up), proposed date, number of attendees, and the topic of the meeting. If you are scheduling a meeting for a group, be sure to include the number of attendees and names of each participant. Be sure the correct staff receives the request. Address your meeting request to the Member of Congress but be sure the Health Legislative Assistant, Legislative Director, District or State Director, and the District Scheduler are CC d. Follow up on your request. If you sent the request via mail, or fax, follow up with a phone call to the office to ensure it was received. Ask to speak with the State or District Scheduler. II. Prepare for the Meeting: Research the issue. Visit APTA s advocacy Web site and its issue resource centers for background information on issues impacting the physical therapy profession. You can download position papers from the Web site to bring to the meeting. Research your Member of Congress. Go to your Member of Congress Web site to read his/her biography and research his/ her positions on issues. Know if your Member of Congress has supported APTA issues in the past. Research opposing arguments and be prepared to argue your position. For additional questions contact advocacy@apta.org or call 703/ Prepare your Ask. Congressional staff will want to know how they can help you. Be sure you have a concise ask in mind. Your ask could be for cosponsorship of a bill, or the meeting could be to say thank you if they are already supportive. Visit to find materials and information to aid in your preparation. III. Attend the Meeting: Be on time. If you do not know where the local office is for your Member of Congress be sure to check their official Web site. Plan to arrive at the office 10 minutes early. Be prepared. Keep in mind that schedules can change at the last minute so don t be surprised if your meeting is delayed. Make sure to bring materials that you can leave behind including your contact information (a business card is ideal) and fact sheets on the issue(s) you are discussing. Bring your business card. The staff members you are meeting with will want to know how to reach you in case they have questions as they are reviewing the materials you leave behind. Leaving your business card is a professional and easy way for the staff to receive your contact information. Capture the moment. Bring a camera and to get a quick photo with your Member of Congress. This is a good item to include in a follow up thank you note after the meeting. Deliver your message. Now is your time to shine. Make your case succinctly and persuasively. Make sure your request is clear. Most important, don t forget to personalize your message. Be prepared to explain the issues in laymen s terms as staff are looking for you to be a resource on the issue and this may be the first time they are hearing about it. Chances are they will not be a physical therapist, so stay away from technical terms and acronyms when explaining the issue. Don t forget to talk about how the issue impacts patients. IV. After the Meeting: Send a Thank You. Include a photo from your visit if you took one at the meeting. Follow up. Be sure to follow up on your ask and on any requests for additional information. Call APTA. Let Government Affairs staff know how your visit went. You can call or write up an to send to the advocacy team about the visit. This is key information as the lobby team follows up with the Capitol Hill office. The Physical Therapy Grassroots Toolkit 21

25 Following Up on Your Congressional Outreach Following Up on Your Congressional Outreach Below is a checklist to consider when following up with your Member of Congress and their staff after your meeting. Send Your Thank You. Be sure to send a thank you to each of the participants in the meeting (e.g.: the health care liaison [Health LA] and Member of Congress). Ideally this would be sent directly following your meeting. Sample Thank You: The Honorable U.S. House of Representatives/Senate Washington, DC Dear Representative/Senator : Thank you for taking the time to meet with XXXX and XXXX to discuss important issues of concern to the physical therapy profession and our patients. We appreciate your support on the following issues: XXX (HR # or S #) XXX (HR # or S #) We hope that you will be able to help on these issues by becoming a cosponsor of (HR # or S #) and (HR # or S #). If you need further information, please do not hesitate to contact APTA s Government Affairs office at 703/ We look forward to hearing from you soon. Thank you. Sincerely, Include a copy of a photo in the Thank You. If you took a group photo with your Senators or Representative be sure to include a copy of the picture with your thank you. This is a great way to follow up and remind them of your visit. Follow up on your Ask. If you did not meet directly with your Member of Congress, follow up with the Health LA asking if they have had a chance to meet with the Representative or Senator about the issue. Usually legislative requests are considered each week. If you met with your Senator or Representative and he/she said he/she would cosponsor the bill, follow up with the staff to make sure the Representative was actually added as a cosponsor. They may ask you to call back. Be a resource to the office. If the staff asked for follow up information or asks additional questions be prompt about responding so they have the information they need to present the issue to the Senator or Representative. Follow up again on your Ask. Don t let the staff forget about your request. If you do not get an answer right away, be sure to follow up as appropriate. Let APTA know! Be sure to let APTA s Government Affairs staff know how your follow up is going. The lobby team can help with your follow up. Call our grassroots staff or visit and fill out the Grassroots Activity Report form. The Physical Therapy Grassroots Toolkit 22

26 Using APTA Resources for a Powerful Message APTA Staff APTA employs lobbyists, grassroots experts, and external consultants to help ensure the profession s voice is heard in Congress. Whether you are an experienced or a novice advocate attending your first meeting with your Member of Congress, APTA staff are available to help your voice be heard. Contact APTA Government Affairs at 703/ or advocacy@apta.org. APTA Issue Resource Centers The issue resource centers can be found at These resource centers include information about issues impacting the profession including links to action alerts, cosponsor information, as well as background and recent news on the issue. You can download APTA Position Papers and support letters on the resource centers. Legislative Action Center The legislative action center provides talking points on issues and with just a few clicks you can send an directly to your Member of Congress. Don t forget to personalize your message! The legislative action center can be found at click on the icon below when you visit the Web site. Additional APTA Policy Resources The APTA Policy Resources Web page is not specific to one issue but includes the entire series of Issue Briefs, PT Profiles, and Position Papers. These documents are geared toward policy makers and their staff and can be downloaded by APTA members. The Physical Therapy Grassroots Toolkit 23

27 Module V: Conduct a Practice Visit: Module V

28 Practice Visit Checklist Invitation/Scheduling Define Your Objective: What is the take away message or ask. Determine how much time the visit will take. Identify range of possible dates. Tell Congressional staff members you are interested in hosting a practice visit. Send a formal letter of invitation. Follow up with scheduler (coordinate through district office). Confirm the appointment prior to the visit. an invitation to your colleagues; be prepared for the number of PTs and/or students who will be in attendance. Organizing Your Practice Visit Coordinate with colleagues and chapter office staff (BOD, executive staff, FAL), but be sure you take the lead. Inform everyone in the office (including patients) about the visit as soon as a date is confirmed. Bring a camera. Script the practice visit from start to finish including putting together a detailed time schedule. Identify patients who want to participate and have them sign HIPAA authorizations. Research the legislator s background/familiarity with PT and identify a purpose for the visit (education, continued relationship building, etc). Coordinate with APTA and the legislator s office to invite the local media. Contact APTA s Public Relations department for Press and Media assistance. During the Visit Expect the unexpected prepare for inclement weather, delays, etc. Use layman s terms in describing your practice, patient conditions, and treatments. Stay on message! Keep an eye on the clock! Have extra information packets available for the legislator and their staff to take away. Take pictures. Follow up Send a thank you to the legislator including a photo from the event. Send a thank you to patients including photographs. Display photos in your practice and/or on your Web site from the event. Send a report of your practice visit to APTA Government Affairs at advocacy@apta.org or visit and fill out the Grassroots Activity Report form. Spotlight section for your chapter Web site or newsletter. The Physical Therapy Grassroots Toolkit 25

29 Draft Invitation Grassroots Handout: Draft Invitation *YOUR PT LETTERHEAD 123 ABC Street Hometown, USA [Date] The Honorable United States Senate/House of Representatives Senate/House Office Building Washington, DC 20510/20515 Dear Senator/Representative : I am a physical therapist in [Hometown]. I work with [provide a few sentences about your patient load (private/medicare/ specialty if any]. I invite you to visit my physical therapy facility, [My Physical Therapy] in [Hometown], during the upcoming congressional district work period. I m happy to plan the visit to accommodate your schedule. This would be a great chance for you to meet some of the physical therapists and physical therapist assistants and the patients they provide care for, and to see firsthand how important physical therapy is to seniors who are working extremely hard to return to functional, independent living. I would also like to provide you with some information about legislation that impacts the physical therapy profession as well as the patients/clients we serve. For more information about current legislation affecting the physical therapy community, please visit the American Physical Therapy Association s (APTA) Web site at I will follow up shortly with a call to your office. Sincerely, Your Name Your Title & Organization (if applicable) Your Address The Physical Therapy Grassroots Toolkit 26

30 Sample Flow of Practice Visit 2:30pm Greet the legislator at the door and introduce your staff by name. To the legislator, each of them is a constituent. Give the legislator a brief description of your practice visit and a quick overview of the visit schedule. Ask the legislator if he or she is under any time constraints. 2:45pm Walk around the practice stopping to talk to patients undergoing treatment and introduce them to the legislator. Describe the technique being used for treatment and explain how it benefits the patient. Also mention that the patient could not receive this care if necessary treatments are denied by their insurance company or Medicare (therapy cap, direct access, etc.). ***make sure you get the patient s permission to discuss his or her treatment before the practice visit. As you walk the legislator through your practice, make every effort to use layman s terms and descriptions and avoid professional jargon whenever possible. Bear in mind that your legislator probably knows very little about the clinical practice of physical therapy, so keep it simple. Keep an eye on the clock, or have one of your colleagues keep track of time. Be sure to move quickly enough to cover everything you plan to discuss. The Physical Therapy Grassroots Toolkit 27

31 Module VI: Additional Advocacy Outreach Activities Module VI

32 Additional Advocacy Outreach Activities In addition to traditional grassroots advocacy (e.g. writing, calling your legislators, etc.) there are numerous other opportunities to increase awareness and effectively advocate on behalf of the physical therapy profession. For questions regarding the following advanced advocacy activities, contact APTA staff in the government affairs or public relations department when appropriate. Attend a town hall meeting. During congressional recesses (or breaks) legislators seek out opportunities to share with constituents what s been going on in Washington and hear citizens takes on the issues. Thus, lawmakers convene town hall meetings throughout the year. These generally are not huge gatherings, meaning that a single well-organized group can make a big impression. Encourage your colleagues or patients to attend with you! Just imagine the impact a group of 10 to 20 PT advocates might have in informing a House member or Senator about the health care issues that are of foremost concern to the profession and the patients/clients it serves. To learn about upcoming town hall meetings, visit the Grassroots tab of the Legislative Action Center, your legislator s Web site, or call his/her office. Using Technology for Advocacy Create and post an advocacy video to YouTube. You can make it issue specific, or make one to bring attention to the physical therapy profession and the importance of advocacy. You can also send a YouTube message to your Member of Congress in lieu of written correspondence. Make sure to follow Module III in developing your message. You still need it to be short (less than 1 minute for YouTube), concise, and persuasive. Some of your Representatives and Senators have their own YouTube channels. You can now access those channels on two new special platforms: The House Hub: The Senate Hub: This is another great way to connect with your elected leaders on YouTube today. Write a Blog. Technology and politics are converging on many fronts. There are many blogs on the Web on which you can post an advocacy piece on legislation or issue supporting the physical therapy profession and the patients it serves. There are numerous Congressional blogs ( and most media outlets now have blog sites as well. Some Members of Congress even have their own blogs on their Web sites and invite constituent feedback. Identify opportunities where you can share your knowledge and experience while advocating on behalf of the PT community. 9 9 Volunteer for community health days. Some Members of Congress host a community health day. Contact your member s district office and ask if his/her staff if you can be involved (provide an educational table, PT demonstrations, or other helpful information). Work with you chapter to highlight local PT information and let APTA know that you re participating! The Physical Therapy Grassroots Toolkit 29

33 Module VII: Recruit Other PT Advocates Module VII

34 Colleagues and Patients Another important outreach activity includes the recruitment of PT advocates. Educating and encouraging others to advocate on behalf of physical therapy can increase the success of current and future legislative efforts. Encourage your colleagues to engage in advocacy efforts by becoming a part of PTeam. They can join online through APTA s Web site Attend APTA events and encourage your colleagues to become more involved with advocacy efforts. Remember to visit the APTA advocacy (PAC/Grassroots) booth at APTA conferences. Attend local PT events throughout the year (e.g. chapter conferences) where you have an opportunity to engage your colleagues about the importance of advocacy. Contact APTA for materials to help you with your presentation on APTA advocacy. Request an advocacy booth at your chapter spring/fall conference or district meeting. Contact APTA s advocacy staff to assist you in providing timely/appropriate materials for distribution. Draft an article for your chapter s Web site or newsletter about your personal advocacy efforts and encourage others to become involved. Please make sure to include APTA s Web site and be sure to mention joining PTeam! Invite your colleagues to join you in your next district or town hall meeting, or to attend/observe a practice visit you are hosting. Invite your colleagues to attend the Federal Advocacy Forum in DC! Encourage your patients to engage in advocacy efforts as well. Patients can make passionate and persuasive advocates for physical therapy. Whenever possible, identify ways to involve them. They can learn more about APTA s efforts by visiting the patient action center at and ing their Member of Congress about important physical therapy issues. Print off relevant legislative information (background materials) to display/distribute in your practice setting. Work with a patient to develop a collaborative patient/pt perspective article about the importance of advocacy for your chapter Web site/newsletter. Always make sure to have patient permission for any public communication project. When lobbying on behalf of physical therapy, encourage your patients to share their personal stories about the difference physical therapy has made in their lives. 9 9 When asking patients to lobby, make sure both you and the patient are aware that you may not share the same Member of Congress. Encourage patients to identify their member by visiting or Once they have identified their member, they can write to them directly via the member s Web site. The Physical Therapy Grassroots Toolkit 31

35 Student Advocates The following information lists existing student programs or communications that could be used to highlight APTA advocacy efforts and recruitment needs through articles or other forms of online communication. PTeam Student APTA members are encouraged to join APTA s advocacy network so they can directly receive information regarding calls to action (action alerts) for the U.S. Congress and state issues, as well as timely informational updates about legislation affecting the physical therapy profession. Visit the APTA advocacy Web site to join! Academic Institutions Visit local PT schools to present, educate, and recruit students to advocate on behalf of the physical therapy profession. Work with your local FAL (call your chapter to identify him/her) to create a brief advocacy presentation that could encourage and inspire students to become part of the APTA advocacy network! Student Advocacy Challenge Blurb Students from academic programs across the country can compete by participating in Advocacy Activities, documenting their experience, and submitting the records to APTA s Grassroots Advocacy Department. Scores will be tallied based on point values, and the winning school will be announced each year at National Student Conclave. The winning academic program will be honored with the opportunity to select an individual from APTA staff or the APTA BOD to speak at their school. APTA s Vice President of Government and Payment Advocacy will work with the school to assist in choosing the individual and will manage the travel arrangements necessary for the visit. Please visit for more information Student Assembly Web site Student APTA members are automatically Student Assembly members. The student section of the APTA Web site and discussion board could be used to recruit student advocates. Student Liaison Network This nationwide network of students helps disseminate information throughout the entire Student Assembly. The Student Liaison Network is maintained through the Student Assembly Board of Directors and Nominating Committee. Student Special Interest Groups (SSIGs) Many state chapters have active Student Special Interest Groups who meet during state chapter meetings and/or state student conclaves. The network of SSIGs is maintained by a Student Assembly SSIG Representative, who is appointed by the Student Assembly Board of Directors each year. State SSIG contact information can also be found on most state chapter Web sites. Student Assembly Pulse The Student Assembly Pulse is a monthly newsletter that is sent out to PT/PTA students and faculty liaisons. The Student Assembly Director is in charge of Pulse. Student E-News Student E-News is a monthly newsletter developed and distributed by APTA staff. The Physical Therapy Grassroots Toolkit 32

36 Recruiting Advocates through Social Network Sites and Blogging Social networking Web sites are online communities that provide a new way to interact for social, professional, and educational purposes. Social networking Web sites communicate and share information via online communication media such as and instant messaging. Social Networking Sites Facebook is a popular free access social networking site where users can join networks organized by city, workplace, school, and region to connect and interact with other people. Web site: Currently APTA has a Facebook Group operated by the Student Assembly Board of Directors and a member of APTA staff. Upcoming APTA posts a calendar of events for this group. The Discussion Board: provides a place for members to post issues, questions, job listings, and roommates wanted/needed for conferences. The discussion board is a great place to post advocacy efforts or recruitment needs. The Wall: For immediate/time sensitive advocacy needs, a message can be posted on a virtual bulletin board which contains announcements from members. LinkedIn is a business oriented social networking site used mainly for professional networking. Members of this site can post resumes, activity involvement, and join groups. Join APTA s LinkedIn group by going to Potential use: As students begin to approach graduation, but are still interested in social networking, they are joining this Web site. It is considered the professional Facebook by many students, and may be an appropriate avenue for recruiting advocates. Blogging Blog is an abbreviation for Web log, which is an online site where an individual or group can post regular entries in a journal-type format. Entries often include descriptions of events and progressive updates on a particular subject often combining text with images and links to other Web sites. Current use: Students post blogs on everything from student life to clinical affiliations and APTA conference experiences. 9 9 Current use: APTA has created a Moving Forward blog hosted at This blog provides a forum for APTA and its members to interact and participate in discussion on the latest topics related to APTA and the profession. It is a great vehicle to use for providing information about advocacy and recruiting others to join in APTA advocacy efforts. The Physical Therapy Grassroots Toolkit 33

37 Module VIII: Engage the Media Module VIII

38 Key Questions to Ask Before Engaging the Media Media outreach including both paid advertising (unearned media) and news stories (earned media) has the potential to both enhance and/or detract from your advocacy efforts. Below is a list of key questions to consider before adding media outreach to your advocacy plan. Remember APTA has staff in both public relations and government affairs who can help you. Key Questions to Consider How would publicity impact current Congressional strategies? Is publicity likely to enhance or hurt your lobbying efforts? How will the opposition respond? How will Members of Congress respond? Is now the right time to do outreach? Are Members of Congress in Washington or back in the State or District office? How much will outreach cost? Media Outreach 101 Basics on Preparing Your Message Don t forget APTA has staff trained in public relations that can help you. The below information will provide you with the basics for understanding media outreach. Key Elements of News Keep in mind reporters are generally looking for stories that include one of the key elements of news: Timeliness Why is this important today? Proximity Where is the story taking place? The media want to localize their coverage. Conflict What are both sides to the story? Prominence High profile people make news. Impact What is the impact on the reader? Event Events make news. Human Interest These are feature stories or softer news stories. Terms Explained Media Kit Similar to the Hill packets or leave behinds used by Congressional staff, reporters also like to have background materials organized to look over when covering a story. This could include background about the legislation, your personal story or statistics on the impact to the local community, as well as follow up contact information. News Release This is a tool to get the message out. Examples of news releases APTA has sent are on the Web site. Media Advisory A Media Advisory invites the media to attend an upcoming event. It could be a practice visit, fitness clinic, or news conference. News Conference A news conference is an opportunity to educate the press on a particular issue or event. The conference can include issue experts and/or patients impacted by the policy being discussed. Keep in mind, just because you sent a press release, media advisory or hold a news conference does not guarantee the press will cover your event. Below are additional ways to let your voice be heard by the media. Letter to the Editor Letters are short, generally under 150 words, and allow you to voice your opinion on an issue or a recent news story. APTA has sample letters to the editor on key issues. Guest Column or Editorial Guest columns or editorials are generally longer than a letter to the editor and can be a good way to explain the local impact of an issue. Guest columns are selected by a newspaper editorial board. Outreach Tips by Medium Newspapers Include reporters covering government, health care, and members of the editorial board (for letters to the editor or columns) in your outreach. Television and Radio News directors, assignment editors, and reporters all help decide what issues get coverage. Be sure to include them in your outreach. New Media Many traditional media outlets (newspaper, radio, and television) also have an online component where you can submit story ideas directly on the Web site, comment on a recent story or issue, or comment on a reporter s blog. The Physical Therapy Grassroots Toolkit 35

39 Module IX: PT-PAC Module IX

40 Background Information Why was PT-PAC formed? PT-PAC was formed to empower the physical therapy profession to be more involved in the determination of federal laws and policies. APTA decided to create a mechanism that would allow the physical therapy profession to channel its financial and grassroots support to help elect candidates to Congress who are responsive to the physical therapy profession s goals and viewpoints. Who directs PT-PAC activities? PT-PAC is governed and directed by an eight-member Board of Trustees. APTA s Board of Directors appoints all eight trustees. The PT-PAC Board of Trustees meets at the Private Practice Section Conference and has a conference call every other month to discuss matters of importance to PT-PAC. APTA s government affairs department administers PT-PAC. How are decisions reached concerning contributions? PT-PAC solicits input from APTA Members and state chapters concerning prospective campaign contributions in open seat races. APTA members can request contributions for candidates running for Congress by filling out the candidate recommendation form. All forms should be mailed to APTA, c/o PT-PAC Administrator, 1111 N. Fairfax Street, Alexandria, VA How can PT-PAC assist you? PT-PAC can assist you in setting up events with PT-friendly Members of Congress. Through our sophisticated PAC software, PT-PAC can supply mailing labels of APTA members who live in your district for invitations. Besides a PAC contribution, PT-PAC can also supply crucial input so your event runs smoothly. To learn more contact 1/ , ext PT-PAC Contributor Clubs Platinum Eagle (annual) Unencumbered contribution totaling $5,000 in a calendar year Contributor receives Platinum Eagle lapel pin and denim shirt Contributor receives complimentary registration to PAC events at Combined Sections Meeting and Annual Conferences (Meet with member of Congress before luncheons, if possible) Contributor s name is published in APTA publications Diamond Eagle (annual) Unencumbered contribution totaling between $2,500 or $4,9 in a calendar year Contributor receives Diamond Eagle lapel pin and denim shirt Contributor receives complimentary registration to PAC events at Combined Sections Meeting and Annual Conferences (Meet with Member of Congress before luncheons, if possible) Contributor s name is published in APTA publications Double Eagle (annual) Unencumbered contribution totaling between $1,000-$2,4 in a calendar year Contributor receives Double Eagle lapel pin and denim shirt Contributor receives complimentary registration to PAC events at Combined Sections Meeting and Annual Conferences Contributor s name is published at conferences and in APTA publications Eagle Club (annual) Unencumbered contributions of $500-$9 in a calendar year Contributor receives thank you letter and 14K Gold Eagle pin for first-time member Contributor receives complimentary registration to PAC events at Combined Section Meeting and Annual Conferences Contributor s name is published in APTA publications The Physical Therapy Grassroots Toolkit 37

41 Capitol Club (annual) Unencumbered contributions totaling between $250-$4 in a calendar year Contributors receive thank you letter and Capitol Club pin Contributor s name is published in APTA publications Century Club (annual) Unencumbered contribution totaling between $100-$249 in a calendar year Contributors receive thank you letter and Century Club pin Student Stars Club (annual) Unencumbered contribution totaling at least $20 in a calendar year Contributors receive thank you letter and Student Stars pin Contributor s name is published in APTA publications Hard or Soft Money What s the Difference? PT-PAC can accept either personal (hard money) or business/corporate (soft money) contributions from APTA members. Unfortunately PT-PAC can not use these contributions in the same way. In fact, when the contributions are received by PT-PAC we must separate the two different kinds of contributions in different banking accounts. How Can Contributions to PT-PAC be Used? Personal contributions (Hard Money) Contributions that come from a personal checking account or from a personal credit card can be used for campaign contributions to Congressional candidates running for Congress or to political parties. Business/Corporate contributions (Soft Money) Contributions that come from a business/corporate checking account or from a business/corporate credit card can only be used to pay the administrative costs of PT-PAC. Administrative costs could include telemarketing expenses, staff expenses, incentive gifts to higher club levels, etc. It is illegal to use business/corporate contributions for contributions to federal political campaigns. What Kind of Contribution Should I Make? PT-PAC appreciates any kind of contribution (hard or soft money) from APTA members. PT-PAC would prefer to receive personal contributions from APTA members since this money can go directly as PT-PAC contributions to a Member of Congress s political campaign. If you have any questions regarding your contribution to PT-PAC please contact 1/ , ext The Physical Therapy Grassroots Toolkit 38

42 Host a Fundraiser For a Legislator Why should I host a political fundraiser? Fundraisers allow you and your colleagues to develop and enhance personal relationships with candidates in a casual and friendly setting. Hosting a fundraiser is an integral and traditional part of the electoral process. Running for public office is an expensive proposition and candidates need the help of supporters in their community to get elected. Elected officials recognize campaign supporters, and, as a result, fundraisers ensure that the physical therapy profession is heard. For whom should I host a political fundraiser? Contact 1/ , ext to find out whether a candidate supports physical therapy in your state. You can also learn about specific campaign finance rules, etiquette and protocol to which you should conform. If possible, host a fundraiser in cooperation with your state/district chapter meeting. How do I invite a candidate to a political fundraiser? Write an invitation letter to the candidate s campaign office and follow up with a phone call. The invitation should be sent out as far in advance as possible. During the campaign season, the candidate s schedule will be booked quickly. Should others help me plan the fundraiser? Form a small event committee to develop a potential donor list and help with the logistical and planning of the fundraiser. Include committee members who have experience in fundraising, who know many prospective donors and who can complete the bookkeeping for the event. Committee meetings can be held by conference call and should adhere to an agenda. Who should I invite as guests to my political fundraiser? Invite PTs, other health care providers, neighbors, friends, and business associates who support physical therapy and the Member of Congress. The candidate will appreciate a large turnout. Where should I host a political fundraiser? Most fundraisers are held in private homes or a business office. Of course, where you host a fundraiser depends largely upon the size of the event and the ambiance that you want. Should I print formal invitations? Printed invitations add prestige to your event. Follow your invitations with a phone call to prospective donors. How long does it take to plan a fundraiser? Allow at least seven weeks to plan the event. What happens at a fundraiser? A fundraiser is a simple reception. Allow ample time for the guests to arrive before the candidate. Introduce the candidate to your guests and provide time for the candidate to address the group as a whole. Typically, the event should last no more than two hours. Collect the political contribution checks from your guests. You can provide guests with a collection basket or envelope they can deposit their personal checks in. You can also designate an individual that can collect the checks. Make sure to hand the contributions over to the candidate s staff at the end of the evening. What happens after the fundraiser? Write a thank you letter to the donor. Write a thank you letter to the candidate for attending. Follow up on any outstanding commitments. Prepare an accounting of the event. Deliver the outstanding commitments that you collected to the candidate. The Physical Therapy Grassroots Toolkit 39

43 Sample Fundraiser Planning Timetable Allow at least seven weeks to plan the fundraiser (including follow up). Week 1 1. Notify your national and state society that you are planning the event. 2. Invite several people to form an event committee. 3. Facilitate a conference call with your committee to initiate the planning. 4. Establish a list of prospective donors. Week 2 1. Finalize the donor prospect list. 2. Meet with the printer to review the invitation/fundraising letter. Week 3 1. Facilitate a conference call with your event committee to finalize all planning and logistical issues for the fundraiser. 2. Fax a draft of the event plans to your committee. 3. Mail invitation letter to prospective donors. Week 4 1. Place follow-up calls to prospective donors. Week 5 1. Complete follow-up calls to prospective donors. Week 6 (Week of Event) 1. Give a final count of attendees to the caterer. 2. Prepare name tags in advance of the event. 3. Review your event flow and create a checklist of things to do. 4. Enjoy the fundraiser. 5. Provide all donations to campaign staff at the event. Make sure to note the donor and donation amount for your records. Week 7 1. Send thank you letters to donors and the candidate. 2. Review donations and ensure that they correspond with commitments. 3. Make follow-up calls for outstanding commitments. 4. Review budget and prepare accounting for event committee. 5. Deliver outstanding commitments to candidate s campaign office. The Physical Therapy Grassroots Toolkit 40

44 Sample Fundraiser Event Flow The day of the fundraiser, create a checklist with the following: 4:00 p.m. Prepare to check in guests Distribute updated RSVP list Arrange name tags at the check-in table Review last-minute details with caterer 5:00 p.m. Guests arrive Check in 5:25 p.m. Gather other hosts to meet the candidate 5:30 p.m. Candidate arrives Hosts introduce themselves to the candidate 5:45 p.m. Escort the candidate into the reception area Provide the candidate with a beverage Circulate the room with candidate making introductions (30-40 minutes) 6:15 p.m. (Program begins) Introduce co-hosts to audience Introduce the local notables in attendance Introduce the candidate Candidate speaks for 10 or 15 minutes 6:40 p.m. Host presents candidate with gift (flowers, award, plaque) Host requests those in attendance to continue their support of the candidate Guests are thanked and informed that the candidate will be in attendance for a few more minutes for informal Question & Answer Session 6:45 p.m. Candidate informal mix and mingle Question & Answer session 6:55 p.m. Candidate departs 7:00 p.m. Event concludes The Physical Therapy Grassroots Toolkit 41

45 Module X: Bringing It All Together Module X

46 APTA Advocacy Resources Now that you have had the opportunity to view the resources in the other modules, this section is meant to help you bring it all together as you chart your own personal advocacy plan. APTA Advocacy Calendar Visit to access this calendar, which provides advocacy tips for each month. It also includes key dates showing when Congress is expected to be back in the district or state for work periods and suggestions for outreach throughout the year whether Members of Congress are in Washington or back in their home states. Federal Advocacy Forum The Federal Advocacy Forum brings together physical therapists, physical therapist assistants, and students each year to lobby Congress on issues impacting the profession. This conference provides issue updates and advocacy training, and concludes with visits to your Representative and Senators in their Capitol Hill offices. Issue Specific Fly-Ins Another great advocacy opportunity are issue specific fly-ins. A Fly-In generally is a day-long event that can include a briefing in the morning before visits to Capitol Hill focused on a specific issue. Fly-Ins are generally smaller than an advocacy day and are much more targeted to include outreach to specific members of Congress on key Congressional committees at strategic times in the legislative process. Keep Alert of opportunities to attend Fly-Ins by joining APTA s PTeam. APTA Conference Opportunities APTA s PT-PAC hosts an advocacy booth at major conferences (eg. Combined Sections Meeting, Annual Conference, and Student Conclave). APTA Government Affairs staff members are available at this booth to answer your advocacy questions. Please stop by the advocacy booth to learn more about upcoming advocacy opportunities and PT-PAC. Please also check the conference programming for advocacy presentations and PT-PAC events. Remember APTA has many resources to help you become a strong advocate for the profession and staff ready to help you if you have questions. Please do not hesitate to contact us at 1/ ext. 8533! The Physical Therapy Grassroots Toolkit 43