Are You Ready To Become A Champion Of Change?
Dear Fellow Healthcare Advocates,
Thank you for embarking on this journey to become a Champion Of Change! Being a Champion Of Change means recognizing that every voice, every action, and every effort contributes to a larger movement. It’s about standing up for what matters, amplifying the voices of those who need representation, and taking steps—big or small—that drive progress. Advocacy is not just about influencing policy; it’s about building connections, fostering awareness, and empowering communities to rally behind meaningful change.
Change begins with individuals like you who dare to make a difference. Your advocacy, your passion, and your commitment have the power to shape the future. Let’s move forward together, ensuring that every step brings us closer to a world where access, equity, and progress are more than just goals—they become reality. This packet is your Grassroots Advocacy Toolkit, specifically designed to support you and others as you navigate the process of driving legislative progress. Inside this toolkit, you’ll find essential resources, including background information on the issues and key materials to help you reach the media, connect with patients, and engage Congress. Some items provide valuable insights, while others are designed to be printed and shared widely with anyone and everyone. The table of contents will serve as your guide, making it easy to navigate through the resources.
If you need assistance, have questions, or want to share your successes, the VGM Group Government Relations team is here for you. We’re happy to help with congressional event scheduling, provide additional resources, and offer expert advice to ensure effective grassroots advocacy efforts.
By joining us in this effort, you are playing a vital role in expanding access to and coverage for home medical equipment items across the country. Your advocacy matters, and together, we can make a difference for all those who rely on and provide home medical equipment, supplies, and services.
Thank you for your support and working alongside our team on this important initiative. Together, let’s make progress—one story, one step at a time.
Table Of Contents
Becoming a Champion Of Change is easier than you might think. Follow along with this guide to see the most effective ways to engage with the media, patient/public advocates, and federal and state policymakers (or legislators).
Building Legislative Connections: Where To Start
Connecting Federal vs. State Legislators: Understanding The Process, Purpose And Impact
Research Your Legislator
Identify Your Goal Or “Ask”
Engage With Your Legislators In Their Office
Regular Follow-up
Preparation For Meeting With Your Legislator
Gather Your Group
Organize Your Talking Points
It’s Meeting Time!
Follow-up Is Key
Legislative Meeting Checklist
Legislative Meeting Evaluation
Understanding The Key Policy Issues
DMEPOS Policy Guides
Attending A Town Hall Or Campaign Event
Finding Event Information
Connecting With Staff At The Event
Staying Focused
Making Your Point Following Up
Navigating Media Outreach
Engage With The Media
Sample Press Release
Building Legislative Connections: Where To Start
Engage with both your state legislators and members of Congress—through their local offices and in Washington, D.C.—to build meaningful relationships using a few simple steps. Regardless of your personal politics, being respectful, polite, and mindful of the official’s time can make a lasting impression.
Connecting With Federal And State Legislators: Understanding the Process, Purpose, And Impact
Connecting with your federal legislators (members of Congress) and state legislators involves different processes, purposes, and levels of impact. Here’s how they differ:
Federal Legislators (Congress)
WHO THEY ARE
Your U.S. Senators and House Representatives.
HOW THEY AFFECT YOU
They make laws that apply nationwide—on issues like healthcare, defense, taxes, and federal funding for programs.
WAYS TO CONNECT
You can call their D.C. or local offices, send emails, use their official websites, or attend town halls. They usually have larger staffs and may take longer to respond due to national demands.
IMPACT OF OUTREACH
Because they represent large populations, your outreach may be one of thousands on a national issue. But persistent and well-organized advocacy can still influence federal policy.
State Legislators
WHO THEY ARE
State Senators and State House Representatives.
HOW THEY AFFECT YOU
They create laws on state-specific issues—such as education, transportation, local taxes, and public safety.
WAYS TO CONNECT
Meet with them or their staff in person in their office at the state capitol or elsewhere in your district as meetings outside the state capitol are often easier to arrange. State legislators live in your neighborhood!
IMPACT OF OUTREACH
State legislators serve smaller constituencies, which means your voice carries greater influence. Even one meaningful conversation can sway a decision or shape legislation.
Research Your Legislator
Details To Look For
PERSONAL INTERESTS
Hobbies, passions, and activities they enjoy.
FAMILY BACKGROUND
Information about their family members and any relevant experiences.
PROFESSIONAL
Career achievements, prior roles, and the committees on which they serve.
KEY ISSUES
Specific topics they are passionate about and have advocated for.
Identify Commonalities
GOAL
Find Your Legislators:
Scan the QR code or use the link below to quickly locate your representatives. congress.gov/members/find-your-member
Find shared experiences or interests that can help build rapport. For example, if their family members use medical equipment, mentioning similar experiences can create an instant connection.
Identify Your Goal Or “Ask”
Preparation
DEFINE YOUR GOAL
Clearly identify your objective before meeting with your legislators.
ORGANIZE YOUR THOUGHTS
Prepare a concise narrative that emphasizes why a bill matters and how its implementation would benefit patients, employees, and their constituents.
SPECIFIC AND DIRECT ASK
A clear and direct ask is essential for an effective meeting, helping to inspire action from legislators.
Engage With Your Legislators
In Their Office
Initial meetings are typically conducted with a legislator’s staff member rather than the legislator themselves, as legislators have demanding schedules filled with events and engagements. However, this should not be seen as a limitation—legislative aides and assistants are the backbone of a legislator’s policy work. They play a vital role in researching issues, analyzing policies, and ensuring their boss is well-equipped to make informed decisions that best serve their constituents. Each staff member specializes in specific policy areas, providing expert guidance and facilitating productive discussions. Establishing a strong working relationship with a legislator’s staff is essential for effective advocacy and collaboration.
Initial Contact
INTRODUCTORY PHONE CALL OR EMAIL
Begin with an introductory phone call or email to the legislator’s local office or their health policy staff in Washington, D.C. Contact information is typically available on the legislator’s official website. Since your concerns pertain to health policy, request to speak with or be connected to the legislator’s health legislative assistant (LA) or relevant staff member.
INFORMATION TO INCLUDE
Your name, company name, where you live, information about your company, number of employees, and additional information about the area and clients you serve.
State Your Ask
CLEAR REQUEST
“Please support bill.”
CONVINCING DETAILS
Include stories and other details that may convince your legislator to support this bill. Explain why this bill would improve the lives of their constituents.
FOLLOW-UP
End the phone call or email with the direct ask again. Thank them and leave your contact information.
Regular Follow-up
Preparation
MAINTAIN RELATIONSHIP
Stay engaged with your legislator by reaching out regularly—ideally once each quarter—via phone or email. Consistent, thoughtful communication helps ensure your priorities remain top of mind and reinforces your ongoing commitment to the issues that matter.
Preparation For Meeting With Your Legislator
Follow these tips to begin the process of building a relationship with your elected officials.
Gather Your Group
PARTICIPANTS
Include state association members, other DME suppliers, hospital case managers, and patients—anyone who can add to the story of the importance of the legislation.
PRE-MEETING
Meet virtually or in person before the meeting to ensure everyone is aligned on the issue. Ensure everyone who has something to say is given a chance to speak to their issue.
During this pre-meeting, you will want to:
1. DEFINE A CLEAR PURPOSE
Establish the meeting’s primary goal in advance—whether it’s brainstorming, providing updates, or making decisions. Clear objectives help attendees prepare and stay aligned.
2. ASSIGN ROLES AND RESPONSIBILITIES
Ensure smooth facilitation by assigning roles like a discussion leader, preparer of materials, timekeeper, or note-taker. Distributing responsibilities keeps the meeting efficient and inclusive.
3. DEVELOP A STRUCTURED AGENDA
Create a detailed agenda outlining topics, time allocated for each, and an organized flow. Share it beforehand so participants can come prepared and stay on track.
4.
PREPARE SUPPORTING MATERIALS
Gather and distribute any visuals, presentations, or data participants might need to engage meaningfully. Having materials ready in advance helps prevent delays.
5. FOSTER ACTIVE PARTICIPATION
Encourage all attendees to contribute ideas and insights. A collaborative atmosphere keeps discussions dynamic and ensures everyone’s voice is heard.
6. ANTICIPATE OPPOSITION
Be prepared to address potential challenges or counterarguments, especially in cases where topics might face resistance or differing perspectives.
7. STAY FOCUSED ON THE ISSUE
During stakeholder meetings, uphold a professional demeanor and remain focused on your objectives. Navigate ideological differences with composure, and avoid distractions from unrelated issues or external pressures.
8.
SUMMARIZE AND DOCUMENT OUTCOMES
Conclude with a recap of decisions, action items, and next steps. Sharing post-meeting notes ensures alignment and accountability across the team.
Organize Your Talking Points
1. PREPARE A ONE-PAGE ISSUE SUMMARY
Create a concise document summarizing your issue(s) to leave with the legislator and their staffer.
2. INTRODUCE THE ISSUE
Start with a clear overview of the problem. Highlight who is negatively affected and answer other key questions like what, when, and why this issue requires their attention.
3. CLARIFY THE ASK
Clearly outline why you need the legislator’s help. Specify how they can support your cause, whether it’s by cosponsoring the bill, leading legislation, or encouraging others to back the bill.
4. SIMPLIFY YOUR MESSAGE
Avoid overwhelming your audience with too much information. Ensure your ask is clearly and concisely stated. To emphasize it, consider making the ask bold.
5. USE VISUAL AIDS FOR VIRTUAL MEETINGS
If the meeting is virtual, incorporate PowerPoint slides to showcase studies, research data, and anecdotal evidence effectively.
It’s Meeting Time!
1. PUNCTUALITY MATTERS
Arrive on time for the meeting. While it’s common for representatives or staff to run late, your punctuality demonstrates professionalism and respect for their time.
2. LEAVE YOUR PERSONAL POLITICS ASIDE
You may not have voted for or agreed with your elected officials’ views—and that’s OK. Regardless of your political alignment, it is the responsibility of both your state legislators and members of Congress to represent you, their constituent, whether in your state capitol or on Capitol Hill.
3. START WITH GRATITUDE
Begin the meeting by thanking attendees for taking the time to meet with you. Follow this with a brief introduction, including your name, your business name, what your business does, and how many people you employ.
4. COMMUNICATE EFFECTIVELY
When given the opportunity to speak, maintain a friendly and factual tone. Avoid being confrontational. Share real-world scenarios that illustrate how your business and customers are being impacted.
5. EMBRACE
CONSTRUCTIVELY
High emotions can surface during meetings, and participants may express frustration or passion. This is normal and underscores the importance of the issues at hand. As long as everyone remains respectful, emotions can enrich the conversation.
6. END ON A POSITIVE NOTE
Wrap up the meeting by thanking them again for their time and consideration. Let them know that you will follow up in the next couple of weeks, giving them time to process the information you’ve provided.
Follow-Up Is Key
The follow-up is the most critical part of the meeting! Legislators and their staffers meet with constituents throughout the day, each presenting a variety of requests. Ensure your issues remain top of mind by following up promptly—ideally within a day of the meeting.
After your meeting, send a thank-you email to the staff member you met with, acknowledging their time and efforts. Include your contact information, along with electronic copies of any materials, issue summaries, or PowerPoint slides that were presented. This reinforces key points from your discussion and provides an easy reference for future follow-up.
Finally, let them know you’ll follow up again soon to continue the conversation and keep the momentum going. This is where the relationship begins—nurture it! Stay in contact with the legislator’s staff and provide updates on key bills as you see them. Consistently touch base with them once a quarter.
Advocacy Assistance
If you want more information on how to get involved or how to reach your legislators’ offices, please reach out to the VGM Government Relations team.
You have sent emails, made phone calls and coordinated a meeting with your legislator or their staff member. Follow this checklist to ensure that your meeting is a success.
Legislative Meeting Checklist Congressional Meeting Evaluation
Establish a date and time with local staff member for an inperson meeting.
Send them briefing materials via email beforehand to allow their staff to prepare.
Invite a short list of clients who would benefit from this ask (other DME suppliers, DME users, and case managers).
Print off multiple copies of supporting materials in this Grassroots Advocacy Toolkit to go over during the meeting.
Establish one person to direct the meeting in an organized fashion.
If you are hosting the meeting in a store, prepare any cookies, snacks, coffee, and water for the elected officials and guests.
Fill out a “Legislative Meeting Evaluation Sheet” with notes, follow up tasks and other information.
With the legislator’s permission, share photos of the meeting on social media with #ChampionsOfChange.
Follow up with the staff member and office with a thank you email for their time and consideration.
Legislative Meeting Evaluation
Date:
Your Name:
Phone number:
Legislator:
Staff members:
With whom did you meet? Member and staff Member only Staff only
Member agreed to support legislation. Yes No
Member agreed to cosponsor legislation. Yes No
Member/staff would like to evaluate further. Yes No
Guests:
Meeting notes:
Requested information and follow-up materials:
Understanding The Key Policy Issues:
Becoming a Champion Of Change is easier than you might think. Follow along with this guide to see the most effective ways to engage with the media, patient/public advocates, and federal and state policymakers (or legislators).
DMEPOS Policy Guides →
H.R. 2005 DMEPOS Relief Act Policy Guide
Durable medical equipment (DME) providers are grappling with rising operating costs like other industries. However, Medicare fee schedules have not kept pace with these increases, creating an unsustainable financial landscape.
Learn More →
H.R. 2902 & S.1406 SOAR Act Policy Guide
Since 2011, oxygen equipment has been part of Medicare’s Competitive Bidding Program, which has led to high costs for patients and limited access to portable high-flow oxygen.
Learn More →
CRT Titanium Carbon Fiber Bill H.R. 1703 & S.247 Policy Guide
H.R.1703 and S.247 aim to enhance Medicare coverage for ultralightweight manual wheelchairs by requiring the Centers for Medicare & Medicaid Services (CMS) to establish specific billing codes for materials used in these wheelchairs.
Learn More →
Telehealth S.1261 & H.R. 1407 Policy Guide
Historically, telehealth services faced limitations, including geographic restrictions, meaning only patients in rural areas could access virtual care. By eliminating these barriers, the bills allow broader access to telehealth nationwide.
Learn More →
DMEPOS Tariff Issue Brief
View how President Donald Trump’s tariffs could impact DMEPOS providers and what can be done to help alleviate some of these pressures.
Learn More →
Attending A Town Hall Or Campaign Event
If a private meeting or tour of your facility with your legislator isn’t possible, there are still ways to engage your legislator in your district.
Attending a fundraising event or town hall-style public event can provide an opportunity to briefly meet face-to-face and discuss important issues.
Here are some tips to make this happen:
Finding Event Information
VISIT THE CAMPAIGN WEBSITE:
Check your member’s campaign website for event listings or contact information for the local campaign office. Fundraisers usually require a monetary donation to attend, but the opportunity to engage face-to-face can be worth it.
CONTACT THE DISTRICT OFFICE:
Call the district office to learn about meet-and-greet opportunities. You can find the closest office on the official legislative website, which is different from the campaign site.
Connecting With Staff At The Event
ENGAGE WITH STAFF:
Legislators—at both the state and federal levels—typically have staff nearby to help events run smoothly. Identify the staff member who serves as the legislator’s "right hand" and politely ask for a brief moment to speak with the legislator. Be prepared to mention healthcare issues or Medicare-related concerns. Don’t forget to request a photo—it’s a helpful way to document and share your engagement. The sooner you make this request, the more likely you are to secure face-to-face time. Also, be sure to ask the staffer for the name and email address of the person to follow up with, whether in the state capitol or in the Washington, D.C., office.
Staying Focused
CHECK YOUR IDEOLOGY AT THE DOOR:
It’s important to engage with both state legislators and members of Congress, regardless of your alignment with their policy positions. During campaign events, they may be addressing their partisan base, which can be challenging if you disagree with their messaging. Stay grounded in your purpose for attending—focus on your issue and avoid being sidetracked by political rhetoric.
Making Your Point
YOUR TURN TO TALK:
When you get the opportunity to speak, be friendly and factual. Avoid confrontation. Share scenarios about how your business and customers are impacted by CMS policy. Tell a true, local, and factual story to make the situation more relatable.
Following Up
SEND A THANK YOU EMAIL:
Follow up with a thank you email that includes bill information and your specific request.
Navigating Media Outreach
Follow these tips to begin the process of building a relationship with your federal and state legislators.
Engaging With The Media
Engaging with local media is a great, cost-effective way for your message to reach beyond your regular customer base. Creating awareness through local newspapers, radio, and television can rapidly grow a movement throughout an entire community. Engaging with local media is not as daunting as it may seem and is a persuasive medium to gain the attention of legislators. It can also have an exponential impact as local media channels can spread through larger outlets and reach an even greater audience.
1. INTERVIEWS:
Interviews with reporters have proven to be very effective in creating greater awareness of what this legislation will provide and how beneficial it will be to those who use DMEPOS. Legislative offices pay close attention to these stories.
2. SOCIAL MEDIA:
Encourage your friends to support this issue by sharing “Calls To Action” and important updates from your state association, VGM, or other trade organizations on Facebook, LinkedIn, X, etc.
3. LETTERS TO THE EDITOR:
Writing a short letter to the editor of your local newspaper outlining the need for this legislation is another way to speak directly to the community. These pieces are typically between 200-500 words, depending on the publication, and submission forms are typically found on the publication’s website.
4. OP-ED PIECES:
Much like letters to the editor, these act as opinion pieces from writers outside of the organization and usually allow for a greater word limit. These are typically accepted when created by the organization’s executives and thought leaders.
Tell Your Story With Five Principles:
1. USE RESOURCES:
Utilize the resources in this toolkit to educate and spark interest in the issue. You are “selling” a story and a cause to the news!
2. CLEAR COMMUNICATION:
Relay the story in a clear, concise way to educate the public who may not understand the issue. Limit the use of acronyms and explain clinical references simply.
3. EXPLAIN IMPACTS:
Explain the ultimate impacts to the individuals who would benefit from this legislation.
4. CALL TO ACTION:
Solidify the final call to action and encourage viewers to contact their legislators to support the issue.
5. SHARE MEDIA COVERAGE:
Providers should share media coverage on their social media pages, send links and newspaper clippings directly to legislators, and ask to schedule a time to discuss the story.
Sample Press Release
FOR IMMEDIATE RELEASE [Insert Date]
MEDIA CONTACT: [Insert Name] [Insert Email]
[Insert Business Name] Backs The DMEPOS Relief Act To Strengthen HME Provider Support
[CITY, STATE] – {Month, day, year} – [Insert Business Name] is proud to stand behind the DMEPOS Relief Act, a crucial initiative designed to improve reimbursement rates for home medical equipment (HME) providers nationwide. This bill secures a higher reimbursement rate—known as the 75/25 blended rate—for durable medical equipment in nonrural and noncompetitive bidding areas under Medicare, ensuring better financial stability for providers until Dec.31, 2025
The legislation, introduced on March 10, 2025, is spearheaded by HME Champions Reps. Mariannette Miller-Meeks (R-IA) and Paul Tonko (D-NY), both serving on the House Energy & Commerce Committee. They are joined by Reps. Randy Feenstra (R-IA) and Jimmy Panetta (D-CA) of the Ways & Means Committee. Additional cosponsors at the time of writing include Reps. Dan Meuser (R-PA) and Claudia Tenney (R-NY)
“This bill has the potential to make a significant difference for HME providers and, most importantly, the patients who rely on their services,” said [Insert First Last Name], [Title] of [Business Name]. “We proudly support this effort to improve access to essential medical equipment for those in need.”
For more information, please contact [Insert Name] at [Insert Email].
