Volunteers i n Medicine

1. Volunteers in Medicine Design by: Amanda Dennis, Andrew Gilmore, John Wayne Hill, and Katie O’Donnell Advised by: Eli Blevis and Jason de Runa

2. Predispositions Personalized care is preferred Volunteers are inconsistent resources Non-profit Organizations have more financial difficulties

3. Predispositions Lack of health insurance in the area Paid health care has better integrity and higher quality

4. Predispositions Volunteer physicians have a greater sense of dedication to the public’s health Volunteers have less urgency for deadlines

5. Research: Methods Literature review Interviews Online and paper survey Rapid ethnography

6. Research: Communications Person to person communication issues No mass communication

7. Research: Resources Volunteers and staff are over taxed No backup volunteer list

8. Research: Resources Cramped office spaces Lack of software use and understanding

9. Research: Tech Systems Volgistics Currently paying 87 dollars per month Currently holds clinical volunteers records Offers online scheduling Touch screen kiosk sign-in compatible Supports multiple administrators Ability to send mass emails

10. Research: Tech Systems iSalus No monthly fees Stores electronic medical records Few administrators needed Patient scheduling

11. Research: Tech Systems Constant Contact Currently paying $24 /month Not updated often Provides html emails Used to send mass emails to volunteers

12. Research: Scheduling Volunteers would like an online scheduling system Volunteers appreciate consistent scheduling

13. Research: Scheduling Volunteers would like to schedule in advance with flexibility Scheduling has been both over-booked and under-booked

14. Research: Scheduling Initial contact Orientation Verbose Unnecessary Mixed messages

15. Research: Scheduling Initial contact Application/screening Meet with Loraine Discuss availability, communication, and position Initial scheduling

16. Research: Scheduling Practitioners Scheduled in 2 month increments Stored in excel by Loraine Loraine sends out “fill holes” messages Loraine sends the excel file to Elizabeth Elizabeth fills in time blocks in iSalus

17. Research: Scheduling Lay Volunteers Scheduled inconsistently between departments Scheduling methods: email binder/print outs screening meeting

18. Insights: Communications Inefficient methods of communications

19. Insights: Communications Communication on a personal and mass scale is lacking

20. Insights: Communications Internal communication is lacking

21. Insights: Scheduling There are too many volunteers per staff member to schedule

22. Insights: Scheduling Volunteers would like to schedule themselves

23. Insights: Scheduling Scheduling processes are inefficient

24. Insights: Scheduling Patient care is compromised by inefficient scheduling

25. Insights: Scheduling Inconsistent internal volunteer scheduling methods

26. Insights: Resources Resources are used inefficiently

27. Insights: Recognition Limited methods of recognizing volunteers for their efforts

28. Insights: Overview

29. Concepts: Scheduling Hire more staff Online calendar More administrators in charge of scheduling

30. Concepts: Scheduling Uniform system of scheduling Volunteers schedule themselves Post schedules around office

31. Concepts: Scheduling Volunteer substitute list Kiosk for electronic sign-in RFID sign-in

32. Concepts: Scheduling Upgrade and make better use of Volgistics Train staff on Volgistics

33. Concepts: Scheduling Google calendar Paper calendar Excel calendar

34. Concepts: Communications Mass e-mails Location based maps Suggestion box

35. Concepts: Communications Automated scheduling reminders E-mail SMS (text messaging) Twitter

36. Concepts: Communications Documentation of procedures Volunteer page on website Online chat room

37. Concepts: Communications Informational videos Electronic bulletin board Online forums (“take my shift”)

38. Concepts: Communications Internal management status meetings Twitterspaces

39. Concepts: Recognition Incentives Partner with other clinics to post volunteer of the month Political / City recognition

40. Concepts: Recognition Giveaways Online volunteer profiles Newsletter recognition

41. Concepts: Comradery Online chat room Volunteer Events Social networking

42. Concepts: Comradery Sporting events and leagues Drinking socials

43. Concepts: Other Events to spread VIM’s name More office space Better use of current office space

44. Concepts: Other Re-evaluate the budget Online application process Fundraiser events

45. Concept Systems: Uniform Scheduling System Volgistics Uniform scheduling system Online calendar Online training Spread task of scheduling

46. Concept Systems: Uniform Scheduling System VicNet Volunteers manage their schedule View available time slots

47. Concept Systems: Uniform Scheduling System VicTouch Electronic sign in and sign out Allows tracking of volunteer hours Allows admin to see who is signed in

48. Concept Systems: Awareness Opportunities Recognition Set up an area for recognition Methods of Recognition Quarterly nominated awards Hour based awards

49. Concept Systems: Awareness Opportunities Recognition Volunteer Appreciation Day Community partnerships for recognition

50. Concept Systems: Awareness Opportunities Communications Monthly department meetings Newsletter Document procedures