HIMSSState Advocacy Day

Roundtable

April 7, 2009, 8:30am – 9:30amHIMSS Annual Meeting, Chicago, IL

Blair Hedgepeth, Virginia– 703-562-8810, bhedgepeth@himss.org

Jim Harris, Maryland HIMSS Chapter– 301-680-7845, james.harris@medstar.net

Randy McCleese, Kentucky Bluegrass HIMSS Chapter– 606-783-6560, JRMcCleese@st-claire.org

Martha Dameron, Northern California HIMSS Chapter– 415-710-2135, dameronmw@aol.com

Mark Stevens, Delaware Valley HIMSS Chapter– 484-653-8571, markwstevens@verizon.net

Rick Moore, Central and Southern Ohio HIMSS Chapter– 877-813-9750, rkmoore@dmeconsult.com

Roundtable Discussion Group

State Advocacy Days in 2008

1/21/08 – Virginia

1/22/08 – Florida

1/15/08 – Maryland

3/20/08 – Kentucky

4/15/08 – California

5/12/08 – Pennsylvania

5/14/08 – Ohio

What is a State Advocacy Day?• Advocacy Day is a day set aside for your HIMSS state

chapter(s) members to meet with state policy makers.• It can be as small as a few HIMSS members meeting

on the statehouse steps and then going to visit legislators.

• It can be as big as 50 or more HIMSS members and associated organizations meeting all day(s).

• If you have seen one Advocacy Day, you have seen one Advocacy Day. They differ from State to State and Year to Year.

• It is an opportunity to energize your chapter(s).• It can be an opportunity to support legislation.

When should you do a State Advocacy Day?

• When the legislature is in session.• When during the year?• When during the week?• When during the day?• When are heavy committee days?

• When is the budgeting process?• When will health legislation be considered?• Schedule appointments 1-2 week before.• Be flexible – the legislative day is chaos.

• Meeting with an Aide is possible.

How do you do a State Advocacy Day?

• Decide you are going to make it happen.• Check your State’s Ethics Law on lobbying &

advocacy.• Contact HIMSS State Gov Relations for help

– Tom Keefe, Director of HIMSS State Gov Relations • Read the HIMSS State Gov. Relations Guide.• Take the idea to the chapter president and key

board members.• Get Board(s) approval(s).• Set the date – Get HIMSS State Gov Relations

approval.

How do you do a State Advocacy Day?• Build a team – taskforce.

• HIMSS members• HIMSS State Government Relations• Consultant – SoapBox, etc.• Allied Organizations – State chapters of AHA, AHIMA, AMA, etc• Legislative Staff• Governor’s Staff

• Areas to consider         Communications, Website          Catering

         Facilities - venue          Resolutions

         Speakers          Photographer

         Sponsors          Appointment making

         Artwork          Hotel

         Leave behind materials          Advocate materials

         Public Relations          Transportation, Logistics

How do you do a State Advocacy Day?

• Plan the Day – it will change, be flexible• Contact key policymakers

• Resolutions – State HIT Day• Announce save the day – open registration

• Monthly email up to last month• 1 per week last month

• Registration – get members home address• Match legislators to constituent registrants• Call Legislators• Consider logistics – time to get from meeting to

meeting• Print appointments for members

Day of Advocacy Day

• Register

• Materials – Appointments printed

• Gather the Advocates before

• Train on meeting the legislator• Why - Message

• Get photos

• Work the plan

Then What?

• Evaluations & survey

• Thank yous

• Follow-up legislator requests for info.

• Schedule follow-up meetings

• Testimony

• Report results

• Start planning next year.

Advocacy Day Resources• JHIM State Advocacy Day Case Study - PA HIMSS Chapters

– Improving the Process. Lessons Learned from an Inaugural PA HIMSS State Advocacy Day.

– http://www.jhimdigital.org/jhim/2008fall/?pg=44

• HIMSS State Government Relations– http://www.himss.org/advocacy/about_stateGovRelations.asp

• HIMSS Congressional Affairs– http://www.himss.org/advocacy/about_congressionalRelations.asp– HIMSS 2008 Legislative Principles– http://www.himss.org/content/files/Legislative_Principles.pdf

• HIMSS Economic Stimulus Webpage & 2009 Call To Action– http://www.himss.org/economicstimulus/– http://www.himss.org/2009CallToAction/HIMSSCallToActionDec2008.pdf

• Lobbying and Advocacy – National Conference of State Legislatures– http://www.ncsl.org/programs/ethics/database.htm

Blair Hedgepeth, CPHIMS

Senior Manager, Congressional Affairs HIMSS

Virginia Board of Directors

703-562-8810

bhedgepeth@himss.org

3rd Annual Virginia HIMSS Day at the General Assembly

Dates: January 22, 2009 (Thursday)

January 21, 2008 (Monday, MLK Day)

January 18, 2007 (Thursday)

Location: Hotel vs. other venues

Timing: Schedule of the General Assembly

Collaboration: Working with other organizations, current executive and legislative branch

Visits: Open Door Policy

Maryland State Advocacy Day

January 15, 2008

Planning and Preparation Resources

• Hospital Government Relations Offices

• State Hospital Association

• Other Associations

(Physician, Nurse, HIM, etc.)

• Advocacy Consultant

Financial Support

• Hospital Government Relations Offices

• Associations

• Vendors

(Government Relations not Marketing)

• Chapter (Guarantee)

Program Support

• Keynote Speakers of interest

to the Legislators

• Education/Training for Attendees

• Scheduled Legislative Office Visits

Legislative Support

• Proclamation of the Day

• Introduction to the General Assembly

(House and/or Senate)

• Participation in Committee Meetings

KentuckyKentucky

Day at the LegislatureDay at the Legislature

March 20, 2008March 20, 2008

AgendaAgenda

PlanningPlanning Communicating the EventCommunicating the Event Registration ProcessRegistration Process SponsorsSponsors Day of the EventDay of the Event Lessons LearnedLessons Learned

The Planning ProcessThe Planning Process Suggestion from Miriam Paramore and Dr. Suggestion from Miriam Paramore and Dr.

Victoria BradleyVictoria Bradley Committee formed Committee formed Discussion with Kentucky Hospital Discussion with Kentucky Hospital

Association Vice President for Government Association Vice President for Government RelationsRelations

Determined dateDetermined date National HIMSS involvement National HIMSS involvement Develop agendaDevelop agenda Prepare the “Message”Prepare the “Message”

CommunicationsCommunications

Sent out “Hold the Date” noticesSent out “Hold the Date” notices Frequent Email to BGHIMSS Frequent Email to BGHIMSS

MembersMembers Committee “met” Weekly via Committee “met” Weekly via

Conference CallConference Call Included National HIMSSIncluded National HIMSS

RegistrationRegistration

On-line OnlyOn-line Only Encouragement Emails Encouragement Emails No Charge for EventNo Charge for Event

SponsorsSponsors

Original Intent for noneOriginal Intent for none Changed to Allow to help costChanged to Allow to help cost

Day of the EventDay of the Event

Held at the Capitol (Annex building)Held at the Capitol (Annex building) Began at 8:00 AM with Light Began at 8:00 AM with Light

breakfastbreakfast Fast paced (Welcome, Keynotes, Panel, Fast paced (Welcome, Keynotes, Panel,

Training, Visits)Training, Visits) DebriefingDebriefing

Lessons LearnedLessons Learned Be Respectful of timeBe Respectful of time

Concise messageConcise message What are you asking for? What are you asking for?

Follow-upFollow-up Leave Something with ThemLeave Something with Them

Legislators Eager for Info Legislators Eager for Info Want InvolvementWant Involvement Possible testimonyPossible testimony

California State Advocacy Day

April 15, 2008Sacramento, CA

PlanningThe Day

Follow Up

Joint Venture Between Northern & Southern California

Chapters

• Goal of Both Chapters Planning• Inaugural Event• Consultant Support• Meet & Greet Message• Sponsors for Financial Support• Detailed Co-ordination Between Chapters

Joint Venture Between Northern & Southern California

Chapters

• One Registration Planning • Shared Expenses• Individual Chapter Sponsor Programs• Group Effort• Outreach, Outreach, Outreach• Allow Adequate Planning Preparation TIME

Joint Venture Between Northern & Southern California

Chapters

• Assure Proper Training Time The Day• Clear Talking Points• Cover Broad Constituency Base• Prepare for Speaker Delays - Build in

Downtime• Food is Important

Joint Venture Between Northern & Southern California

Chapters

• Follow up Essential Follow Up• Debrief• Evaluate• Provide Thank You Template• Leave Behind Material

InauguralPA HIMSS Healthcare IT Advocacy

Day

“Better Care through Information Technology”

May 12, 2008

Harrisburg

Objectives• Educate WPA and DV HIMSS chapter members and event

co-sponsors regarding national and state-level HIT efforts and status, Federal and state-level legislation regarding healthcare and IT, and methods on how best to advocate with the Legislature for better healthcare through support of broader HIT adoption.

• Increase awareness of the benefits of HIT among state legislators and their staff through the introduction of timely, targeted and comprehensive information presented by prominent members of the PA HIT community.

• Establish HIMSS’ Pennsylvania chapters and co-sponsors as valuable resources in the development of state healthcare policy.

Committees• Planning and Finance, Board and National Liaisons

– Charlene Underwood / Jay Srini• Overall Event Coordinator – Mark Stevens• Policy (objective and means to accomplish, co-

sponsor recruitment and policy alignment) – Bruce M./ Barry Ross

• Communications (media relations; sponsorship recruitment, communications plan) – Nancy Bucceri / Gail Malcolm

• Legislative Outreach & Engagement - JoAnn Klinedinst / Sean O’Rourke

• Event Logistics – Tim Schoener / Jen Pojedinec

PA HIMSS Healthcare IT Advocacy Day ‘08 AgendaHarrisburg Hilton8:30 – 9:30 Registration; Continental Breakfast; Networking

9:30 – 9:45 Welcome Address

- Master of Ceremonies, Kim Slocum

- Chapter Presidents (Barry Ross, Bruce Marcolongo)

9:45 - 10:00 Pennsylvania HIT Overview - Charlene Underwood

10:00 – 10:15 Advocacy Day Message Overview - Mark Stevens

10:15 – 11:15 Advocacy 101 Training

- Christopher Kush, Soapbox Consulting

- Strategy & Materials; Role Play

11:15 – 11:30 Walk to Capital Building (with walking snack)

11:30 – 1:15 Legislative Meetings

State Capital Building

1:15 – 1:30 Walk back to hotel

PA HIMSS Healthcare IT Advocacy Day ‘08 Agenda 1:30 – 2:30 Buffet Lunch; Networking

- Legislative Meetings De-brief - Christopher Kush - Welcome from HIMSS National/National HIT Landscape

Jay Srini

2:30 – 3:00 State Legislative/Executive Panel (intro by MOC)

- Phil Magistro, Governor’s Office of Healthcare Reform

- Geri Sarfert, Exec Dir, Senate Technology Committee

Communications and Technology Committee

- Matt Vahey, Chief of Staff, Rep. Josh Shapiro

- Q&A (floor manager, Sean O’Rourke)

3:30 – 4:15 Keynote Address (intro by MOC)

- State Senator Rob Wonderling

- Q&A (floor manager, Sean O’Rourke)4:15 – 4:30 Walk to Capital Building – Main Rotunda4:15 – 6:00 Reception

Sponsors / Co-sponsors• Affinity Technology Consultants• ACHE of Western PA• ACS Healthcare Solutions• Alpha Systems• Beacon Partners• CDW Healthcare• CERMUSA• Chaddsford Planning Associates, LLC• Children's Institute• Eclipsys Corporation• GE Healthcre, Centricity Practice• Geisinger Health System• Hamot Medical Center• Healthcare Leadership Network of the

Delaware Valley• Highmark, Inc.• Infologix• Intel Corporation• McKesson• Medicity Inc• Nuance Communications, Inc.

• Pennsylvania Association for Healthcare Documentation Integrity

• Pennsylvania eHealth Initiative• Pennsylvania Health Information

Management Association• Pennsylvania Technical Assistance

Program• Price Waterhouse Coopers• Siemens Medical Solutions• Susquehanna Health System• Technology Council of Central PA• The Hospital and Hospital Association

of Pennsylvania• Universal Health System• University of Pittsburgh Medical Center• UPMC Healthplan• Wellogic• West Penn Allegheny Health System

Ohio HIMSS Advocacy Day

May 14, 2008Ohio Capital Statehouse

Columbus, OhioRick Moore, CSOHIMSS Advocacy Chair

Agenda• Planning• Communicating the

Event• Registration Process• Sponsors• Day of the Event• Lessons Learned

Planning• Goal set at 7/07 CSOHIMSS board meeting.• Contacted HIMSS State Gov Relations• Contacted NOHIMSS to determine interest

• Larry Voyten NOHIMSS coordinator

• Drafted Proposal for voting 11/07 CSOHIMSS Bd & 12/07 NOHIMSS Bd.

• Set Date 5/14/08 – Only good date left at Statehouse.• Created Taskforce – meeting 12/07 bi-weekly then weekly• Started Message definition and agenda.• Advocacy Matrix – Planning worksheet good single source.• Remember a photographer.

Communications• CSOHIMSS website• CSOHIMSS Newsletter Winter, Spring• Contacted Speakers, Sponsors, Policymakers

• Testimony on HB 456 – Healthcare Reform

• Email Save the Day 3/08• Email weekly 4/08 til 5/14/08 – new registrations• Spring Conference – Advocacy Day Announcement• Announcements to Legislators – 1 week before.• Post your pictures – people love them.

Registration and Appointments• On-line with Telusys & few walk-ups

• Get the home address – needed to match to legislator.

• CAPWiz and OH State Legislator directory • Start Appointment calls 2 weeks before – use a

script. Usually requires call-backs so be available.• Email and/or Fax Appointment confirmations• Print-out appointment sheets for advocates.

Sponsors• Created Sponsor packets• Accepted Fee or in-kind service• Logos prominently displayed in materials and

signs.• Display Tables at Reception• Sponsors - CSC, eHealth Ohio, HealthBridge,

HPIO, OHA, OHIMA, OneCommunity

Advocacy DayOhio HIMSS Advocacy Day - Columbus, OH - Ohio Hospital Association, Riffe Center,

Senate Building, Ohio Statehouse Atrium.

9:00 - 11:00 AM Advocacy Day Training - Ohio Hospital Association (OHA)Ohio HIMSS Advocacy Day Overview - Richard MooreOHA - Kim Keiser, CIO OHAOhio Issues & HISPC Update - HPIO - Bill MitchinHow to Meet with Legislators - Tom Leary HIMSS Dir Federal Policy

11:00 AM - 1:00 PM Meet wih Legislators Riffe Center & Senate Building

1:00 PM - 2:00 PM - Lunch OHAA funny thing happened on my way to a healthcare bill. - Tom LearyHealthcare Bills S.1693 & H.R.1467

2:30 AM - 3:30 PM - Meet with Legislators Riffe Center & Senate Building

4:00 PM - 7:00 PM - Reception Statehouse Atrium with LegislatorsR. Steve Edmonson, CIO State of Ohio

Lessons Learned• Be respectful, on time and on message.• Be flexible – weather, committee meetings, legislative

scheduling, venue prep., Attorney General scandal, etc.• Plan venues way ahead if you can.• Would have liked better PR• Legislators are looking for resources on Healthcare.

Contact led to Testimony.• Maintain points of contact – leave behind folder, follow-up

thank you, respond to requested info.• Build Advocacy Day into your Chapter Sponsorship.• Have a co-Chair or Chair-in-training to pass-on knowledge.• Just do it! You will see immediate results.