Script & FAQs

FAQ: What do I say if my patient asks about my lanyard/badge?

Note: This is just a suggested script, and you are the person who understands each patient-physician relationship best and knows what you personally are most comfortable with.

Patient:
What’s up with your lanyard?

Your Response:
Great question. I want you to be able to vote in the upcoming election in a safe and healthy way. You can use your phone right now to check your voter registration and request your ballot to vote from home.

I’ve got to run, but all you have to do is point your camera at this QR code, or you can text this number. The platform will walk you through all the steps.

Patient:
Well, who are you voting for?

Your Response:
I’m voting for you and your health. In fact, I’m voting for all of my patients. I would love if you could support me and my colleagues in healthcare by making sure to vote this fall.

Q: How do I bring up voter registration to my patient?

COVID-19 Relevant Response: With all that’s going on with COVID, I really want to make sure that you can vote in the safest and healthiest way possible. And the best way to do that would be to vote from home. I can help you make sure you’re registered and help you get your vote-from-home ballot while you are here in the office today.

General VotER FAQs:

If you don’t find what you’re looking for on this page, you can always contact us.


Is there a one pager or brief explanation I can show my admin about VotER?

  • Yes. Please see below.

I want to help patients register via a poster and text code while they wait.

  • Contact your clinic manager. Clinic managers often decide what signage goes up in a clinic setting, you can show them a model poster and see if this is an idea that might work for your clinical setting.
  • Contact your Emergency Department Operations director. Some hospitals have committees that determine what signage can go up in the hospital. Your operations manager can help to navigate this approval document.

I want to help providers at my institution register patients via the Healthy Democracy Kit.

  • Get the sign-up link here!
  • Send out to colleagues in your social network.
  • Send out to colleagues via a department mailing list (consider seeking approval from department chair, coordinator, or chief resident before sending department-wide emails, depending on your clinical setting)

I’ve had an issue with my Healthy Democracy Kit and I want to chat with someone about it.

  • Feel free to text our on demand tech support service at: eight 4 eight 2 one eight 000 nine.

I want to make sure my colleagues at my institution are registered to vote. What are some easy ways to do that?

  • Studies show that health care providers vote at lower rates than the general population so your Healthy Democracy Kit can be used to help your colleagues as well as patients.
  • You can also add this to your email signature:
  • I want to make sure you have a healthysafe voting experience. Click here to register to vote and request a mail-in ballot to vote from home. 

I’m not sure which option is best for my clinical setting.

  • Many providers in our network have tried multiple means to get their institutions and colleagues on board. You can check out our Resources page to see your options.
  • Feel free to contact us, we’re happy to troubleshoot what option might work best for you.

What are the HIPAA issues when doing voter registration?

  • Because the patient inputs their own information in an opt-in fashion this information is not subject to HIPAA regulations.
  • In the event that you help the patient put their information into the online voter registration platform to help them register to vote you should not use patient data from their medical record to fill out voter registration forms. Only use information you received directly from the patient.

What are the rules around voter registration in hospital settings?

  • What is not permissible:

The IRS states that 501(c)(3) organizations are “prohibited from directly or indirectly participating in – or intervening in – any political campaign on behalf of or in opposition to any candidate for elective public office.”

  • What is permissible:

The IRS affirmatively states that “501(c)(3) organizations may conduct voter engagement or connect with candidates on a nonpartisan basis.” This includes encouraging voter participation, educating voters, and talking to candidates about issues. 501(c)(3) organizations may conduct or promote voter registration.

Specifically, what can I say and not say regarding voter registration as a clinician?

You can provide information about how VotER can be used to request a mail in ballot. You can bring up voter registration. You can not say anything about specific candidates, Instead, only answer simple facts like what party they are in, if they’re an incumbent or challenger or where they live. Don’t state your preferences.

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