Meet with your Congressional District Office

  1. Contact the AADA Staff at atruhart@aad.org to express interest in setting up an in-district meeting.
  2. Get to know your representative: Identify your federal (U.S. Senate or House) or state lawmaker through the Advocacy Action Center.
  3. Monitor Congressional calendar: District work periods are the best time for lawmakers to meet with constituents back home. Be sure to take advantage of the August Recess.
  4. Schedule an appointment: Send a formal invitation to the lawmaker’s scheduler at least three to four weeks in advance of the proposed visit date.

  5. Email Template

    Dear (insert name),

    I am writing to request a district meeting with (insert elected official). As legislators increasingly play a role in shaping health care policy that impacts patient access to care, I welcome the opportunity to discuss with you some of the challenges and opportunities physicians face in treating their patients.

    My staff and I are available to meet with you on (suggest a few dates). If those dates do not work for you, I am happy to discuss other options with your staff. I can be reached at (insert phone number) or at (insert email).

    Sincerely,

    (insert your name)



  6. About a week later, follow-up your written invitation with a phone call.

Phone call talking points template

  • Hello my name is (insert name).
  • I’m a practicing dermatologist in
  • I’m following up on a written invitation I sent to (insert name of elected official) inviting him/her to my office for a site visit to discuss health care policy and patient access to care.
  • I would like to schedule an opportunity for (insert name of elected official) to visit my office in the next 3 to 4 weeks.
    • Do you have any availability?
    • If they need time to check on the schedule, give them your name, email and phone number.
  • Be flexible. If they are unable to meet on the date(s) you suggested, discuss other options with them.
  • Ask them if there is any required paperwork you need to submit for the meeting.
  • Thank you for your time and I look forward to hosting (insert name of elected official) at my medical office.

 The visit

  1. Be sure all participants are briefed on what to expect.
  2. Share your concerns with your elected official. Utilize the handouts, if available, that AADA staff provide you on the policy or regulatory issue.
  3. Get to the point. Don’t take too long to make your pitch. Tell them who you represent, the number of employees you have, what your primary concerns are, and how and why these concerns are related to a certain piece of legislation or regulatory requirement.
  4. Double check your facts and figures. Make sure that you are presenting accurate information.
  5. Thank your elected official for specific votes and efforts where they have supported AADA’s legislative agenda.
  6. Take a photo with the elected official and your staff. Please share with AADA staff.

 

The followup

  1. Thank your elected official for the visit.

  2. Thank you note Template

    Send by email or regular mail

    Dear (insert name),

    Thank you for taking the time to meet with me on (insert date).

    As a constituent I appreciated the opportunity to tell you about my profession and the impact health care policy has on patient access to care. It was an honor to host you.

    (Insert main points from the meeting as a way to reiterate your position.)

    Please do not hesitate to contact me at (insert phone or email) if you have any further questions regarding (insert legislation or regulation name). I welcome the opportunity to serve as a resource for you on these important issues.

    Sincerely,

    (insert name)


  3. ​Follow-up with AADA staff. Share any action items resulting from the visit with AADA’s Advocacy and Policy team and be sure fill out our Feed Back Form.