1. Voter Engagement at Health Centers Making It Work at Your Health Center Presented by Marc Wetherhorn Project Director, Community Health Vote

2. REMEMBER ONE RULE: YOU MUST BE NON-PARTISAN You May Not Support or Oppose a Candidate for Public Office

3. Why Offer Voter Registration  Elections matter to the future of health centers and the health of HC patients  The populations least likely to vote are CHC clients  Health centers have a trusted relationship with their patients  Because WE CAN make an impact: between 910,000 and 3 million votes were LOST due to registration problems in 2008, a modest improvement over the year 2000, when between 1.5 million and 3 million votes were lost for the same reason.910,000 and 3 million votes were LOST

4. Results from Community Health Vote 2012

5. Access is the Answer Community Health Center Advocacy Campaign

6. We understood the importance of the advocacy campaigns with what is facing community health centers across the nation. Su Clinica has a core belief in access to health care, so committing to putting the time, effort and resources into the project was really the easy part. There were 10 basic steps to achieving our goals.

7. The first 3 steps were completed: 1.Committing to the Advocacy Campaign as an organization. 2.Identify a group or individuals within the organization who will work on advocacy campaign. 3.Train employees on why advocacy is needed. Make sure they understand direct impact of these issues to Community Health Centers, the patients they serve, their community, their family/friends. The issues you may be focused on are different than ours, it makes no difference. When working with your team be sure there is a basic understanding of why it is important to register voters in your area and how this will impact your organization.

8. Step 4: Decide how you are going to impact the advocacy effort. What methods will you be using. The next step was creating the foundation. We identified 4 ways which our team would be able to assist in the advocacy efforts. Voter Registration Educating Community About Medicaid Expansion and what it could mean for our community Obtaining Voter Commitment Beginning a data base of advocates

9. Step 5: Creating the foundation Next we began creating the foundation by: 1.Changing everyone’s job description to include: “Complies with Community Health Center Advocacy Campaigns to assure success. Maintains Deputy Voter Registrar Certification for Cameron County. In performing this duty will be required to follow the duties as prescribed by the Texas Secretary of State.” 2.Getting everyone on the Outreach Team certified as a Deputy Voter Registrar. 3.Making sure that everyone had a packet that included voter register forms, petitions, letters of support, and advocacy cards with them at all times. This now became part of their every day job duties and could be incorporated into presentations, health fairs and client visits.

10. Step 6: Tracking Each staff member reports their numbers monthly. Because this issue is of importance, I am required to report this data during our monthly Leadership meeting and for our Board of Directors. There is nothing like having to report to your CEO or Board of Directors that will act as a better motivator! Step 7: Focus on Change We realized in order to have the biggest impact to providing Access to Care we were going to need more than signatures on petitions. Creating a real change meant we needed to Register Voters and educate them on why it is important to vote. We were being successful with most of our advocacy efforts but realized we had more work to do for the voter registration.

11. How to make this happen: Community Partners – engage with your community partners. Try to get them to commit to identifying one staff member they can send to get certified as a Deputy Voter Registrar. How this will be an added benefit to the services they provide. Voter Registration Drives – Set up at your clinics or in the community. Send email blasts to community partners, pass out flyers use social media. Public Libraries – This has been a very successful venue for us to use, registering as many as 20 new voters in one day. High Schools – This has also been a very successful way for us to target 18 year olds, and the local School Districts have been supportive. Truancy Programs – We attend weekly meetings that parents and students are required to attend when the children are in trouble with truancy. Setting up we are able to register some students and parents as well. Lobby within your clinics – set up in the lobby of your clinic and conduct short presentations while patients are waiting to see the doctors.

12. Step 8: Promote We have created buttons for staff to wear, flyers, table top displays, coloring page for children, commitment cards… We have plans to coordinate a flash mob. We have about 50 participants who during the course of the dance routine will be holding up signs “Your Vote Counts” “Your Voice Matters” “Access to Health Care – Ask me How!” “Register to Vote Here”. We feel by doing this in front of a large crowd we will get people talking using social media and hopefully attract local media. During National Community Health Center Week, Su Clinica will host 3 large events with over 7,000 visitors at all three sites. We are going to have a very strong push for voter registration at these events. We have invited our Representatives to attend as well as our National Council of La Raza partners.

13. Step 9: Planning Ahead The next step is looking forward. In order for us to grow this effort, we know more people have to be involved. We have identified the college age as the target group to begin with. We are going to the local college campuses talking to students and trying to get them to volunteer to become Deputy Voter Registrars. We are also looking into the possibility of having our clinic sites deemed polling places to provide access to our patients and the community during voting.

14. Finally… Step 10: Don’t Be misinformed Some people feel we are not able to do this because of our 501(c)3 status. This is not the case. When registering people to vote – you do not care how they vote or what party they belong to. Our only goal is to make sure everyone has a voice and is willing to vote.

15. Thank you Cheryl Sproles Director Community Outreach/Community Relations (956) 491-8667

16. Best Practices Voter Registration-Piedmont Health Best Practices Voter Registration-Piedmont Health July 16, 2014 Debra A. Markley, MPH

17. Piedmont Health Services Train all staff Important to share stories where people’s votes do count. everyone a voice  We want to give everyone a voice ~ easy through registration & voting.  Incumbent MS Congressman.  Pharmacy Tech at one of our health centers, registered 12 family members to vote.  Do you know or have you moved since you registered to vote? Has your name or party affiliation changed?

18. Piedmont Health Services In-reach Efforts Talk with all staff. “If we don’t register our patients, no one will.” “Voting community is one that is healthy.” Importance of registering to vote. Not just for themselves but family and friends Public information: Find out if your family members are registered.

19. Piedmont Health Services Importance of completing registration forms in front of staff Two minutes-takes 2 minutes! If a staff member wants to enroll family member, ask them to do this with the family member there. “The dog ate my registration form”, “coffee spilled on it”!

20. Piedmont Health Services In-Reach Process: Flow Front desk, dental and pharmacy staff will make the Ask. “Another service that Piedmont Health provides is voter engagement & registration. Would you like us to update your voter registration today?” Process: The front desk people contacts the Outreach & Enrollment Coordinator, WIC coordinator or the registration person to assist in completing applications.

21. Piedmont Health Services In-Reach Process-Turning in completed forms Work with each health center (front desk or clinical) staff to self identify one employee (two better) that will be in charge of voter registration for their health centers: Voter Registration Champions  This is CRUCIAL! Motivated people can cheer other employees on to continue to make the Ask. Need a cheerleader with a warm personality.  Send in forms biweekly to the Voter Registration Lead ₋Lead will copy & mail /deliver to the Board of Elections regularly.

22. Piedmont Health Services

23. In Reach Process: Piedmont Health SeniorCare (PACE) In the recreational department, the administrator & recreational therapists engage all participants to make sure that they have current registrations if they are able to vote. During early voting, they take all interested participates to the polls in their vans to do curbside voting.

24. Piedmont Health Services Stress importance of doing voter registration for all community outreach with churches, health fairs, businesses, civic and social organizations. Importance of being non-partisan. Community Health Centers want all elected officials to support us! Examples where elected officials stood up for Piedmont Health

25. Piedmont Health Services Remind all outside contacts-We do voter registration! Build on current relationships  Chambers of Commerce  Neighborhood Associations  Businesses that know Piedmont Health  Local universities, community colleges  Local High Schools  Local hospitals  Community Leaders

26. Piedmont Health Services Continue to Encourage Voter Registration Create a fun environment in each health center (ie. Competitions to see who can get the most people). Provide posters and encourage that they be in prominent places. Provide buttons to as many staff as possible! Full court push for NC Provide Important voter information/dates (ie. end of registration, early voting, polling locations…) Implement the “Promise to vote”- develop form with text or email for reminders to vote. Tenacity, hard work- It will pay off with a community of registered and voting members !

27. Piedmont Health Services Contact Information Debra A. Markley, MPH Piedmont Health Services Phone: (919) 537-7495 Email: markleyd@piedmonthealth.orgmarkleyd@piedmonthealth.org www.piedmonthealth.org

28. VOTER REGISTRATION powered by Voter Engagement Resources for Community Health Centers Sylvia C. Whitaker Marketing/Public Relations Consultant 7/15/14

29. Voter Engagement at our Health Centers Combined Resources – Virginia Board of Elections www.sbe.virginia.gov – Community Health Vote www.communityhealthvote.ne t Voter Engagement Resources for Community Health Centers

30. Folder Documents Left Side Voter Engagement Overview: CAC’s/Outreach Workers Items from the Toolkit Making Voter Registration Visible Best Practices Right Side Guidelines for Voter Registration Drives Statutes/Criminal Penalties FAQ’s Voter Registration Application Absentee Ballot/Application

31. Community Health Vote Health Center Toolkit

32. Community Health Vote Follow-up Sheet introduced by Marc Wetherhorn New

33. Making Voter Registration Visible Exam Room Signs – Can be posted on the back of the door – Anywhere opposite where the patient sits in the room – Gives clear direction for follow-up at check- out

34. Table Top Sign Lobby Registration – Clear Plastic T- Frame – Table set-up welcomes patient access without having to ask

35. Poster 12x18 Health Center Entrance Common Gathering Places Waiting Areas Break Room for Health Center Employees

36. Reference Materials  Virginia State Board of Elections  Guidelines for Conducting Voter Registration Drives  Community Health Vote – Fact Sheet  Conducting a Voter Registration Drive in Virginia  Become a Registered Voter, Handout  Best Practices Overview  Relevant Statutes

37. Thank You! Sylvia C. Whitaker Marketing/Public Relations Consultant Southeastern Virginia Health System (757) 591-0887 swhitaker@sevhs.org

38. #1 Best Practice View Voter Registration as Another SERVICE Your Health Center Provides Integrate It into your Health Center’s ONGOING activities

39. Where Is the Best Place? Depends on Your Center: 1.During intake 2.In the waiting room 3.After coverage enrollment 4.During check out 5.At events 6.All of the above

40. Basic Best Practices 1.One-on-one Interactions ALWAYS Work Best Coverage Enrollment – Medicaid, Exchanges Sliding Fee determination Pharmacy window Use outreach workers as “Go To” assisters 2. Someone has to ASK At check in In the waiting room At events Just leaving forms on a table does not work

41. Basic Best Practices 3. How You Ask Matters Training staff on how to ask is critical to success Registration assistance is just another service the center provides its patients and community 4. Visibility Matters Posters everywhere (Back of the exam room Door!) Buttons for ALL the Staff Info forms with check in documents 5. Enthusiasm Matters

44. Best Practices at Intake Give a follow up form to every patient when they check in for their appointments. and allow them to opt- in to get reminders and other information on voting. If they indicate they want to register or update their registration send them to the designated “assisters” Have staff designated to answer questions so the front desk staff can call on them Have Pledge to Vote cards for anyone who says they are already registered.

45. Waiting Room Best Practices Have volunteers or staff at a prominent table or designated place with signage Utilize ‘Active Tabling’ skills (waving, asking questions, smiling, etc.) Volunteers shouldn’t approach patients around the waiting room. The front desk can refer clients to the “table” for help. Give stickers to those who register so others will be encouraged to register

46. Best Practices During Enrollment Ask about registering BEFORE beginning the enrollment process – REMEMBER – its just another service you are providing and it only takes 2 minutes. Use the online registration tool at communityhealthvote.net whenever possible.

47. Working With Partners It is essential to find a trusted, nonpartisan partner. Partners should be utilized during peak times, not every hour the health center is open. Have an agreed-upon schedule. Volunteers need to be well trained, and oriented to community health centers and the sensitive setting they are in. Volunteers and partners you bring should have an understanding of cultural competency for that health center and its patients.

48. Events National Health Center Week – 8/10 - 16 National Voter Registration Day - 9/23/2014 http://nationalvoterregistrationday.org/ Health Fairs Other Community Events

49. Best Practices at Events Make your registration table visible and centrally located Have culturally appropriate staff and volunteers Have everyone staffing the event asking and referring people to the registration table Someone has to be responsible for collecting and securing the completed forms Give out stickers so others will be aware of the service

50. General Best Practices Treat VR as another service you are offering, not as some unrelated activity. Ask more than once. Make sure to contact your county registrar and learn any local requirements for registration or registering voters Designate a staff person at each site to serve as coordinator of your Health Center’s voter registration activities. Use Pledge to Vote cards to engage voters who say they are already registered. Have a system for collecting and submitting completed forms on time.

51. General Best Practices Have Realistic goals and expectations Know the Law. Make sure staff and volunteers are familiar with the federal, state and local laws that govern voter registration in your community and the need to always be NON-PARTISAN. Staff matters. Recruit enthusiastic staff and volunteers and train them not only in the law but in how to approach and motivate potential registrants Help us capture the data for voter education and GOTV activities Ask us for help if you need it

52. Elements of Success Organizational Commitment – Board and staff understand the importance Individual Champions – someone responsible who WANTS to make it work A plan for implementation Know and remind everyone that by engaging your patients you ARE making a difference

53. For More Information or Questions Marc Wetherhorn mwetherhorn@communityhealthvote.net 540-942-3862