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Volunteers i n Medicine. Design by: Amanda Dennis, Andrew Gilmore, John Wayne Hill, and Katie O’Donnell Advised by: Eli Blevis and Jason de Runa. Predispositions. Personalized care is preferred Volunteers are inconsistent resources Non-profit Organizations have more financial difficulties.

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volunteers i n medicine

Volunteers in Medicine

Design by: Amanda Dennis, Andrew Gilmore, John Wayne Hill, and Katie O’Donnell

Advised by: Eli Blevis and Jason de Runa

predispositions

Predispositions

Personalized care is preferred

Volunteers are inconsistent resources

Non-profit Organizations have

more financial difficulties

predispositions1

Predispositions

Lack of health insurance in the area

Paid health care has better

integrity and higher quality

predispositions2

Predispositions

Volunteer physicians have a greater sense of dedication to the public’s health

Volunteers have less urgency

for deadlines

research methods

Research: Methods

Literature review

Interviews

Online and paper survey

Rapid ethnography

research communications

Research: Communications

Person to person

communication issues

No mass communication

research resources

Research: Resources

Volunteers and staff are over taxed

No backup volunteer list

research resources1

Research: Resources

Cramped office spaces

Lack of software use

and understanding

research tech systems

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

research tech systems1

Research: Tech Systems

iSalus

No monthly fees

Stores electronic medical records

Few administrators needed

Patient scheduling

research tech systems2

Research: Tech Systems

Constant Contact

Currently paying $24 /month

Not updated often

Provides html emails

Used to send mass emails to volunteers

research scheduling

Research: Scheduling

Volunteers would like an online scheduling system

Volunteers appreciate consistent scheduling

research scheduling1

Research: Scheduling

Volunteers would like to schedule in advance with flexibility

Scheduling has been both over-booked and under-booked

research scheduling2

Research: Scheduling

Initial contact

Orientation

Verbose

Unnecessary

Mixed messages

research scheduling3

Research: Scheduling

Initial contact

Application/screening

Meet with Loraine

Discuss availability, communication,

and position

Initial scheduling

research scheduling4

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

research scheduling5

Research: Scheduling

Lay Volunteers

Scheduled inconsistently between departments

Scheduling methods:

email

binder/print outs

screening meeting

insights communications

Insights: Communications

Inefficient methods of communications

insights communications1

Insights: Communications

Communication on a personal and mass scale is lacking

insights communications2

Insights: Communications

Internal communication is lacking

insights scheduling

Insights: Scheduling

There are too many volunteers per staff member to schedule

insights scheduling1

Insights: Scheduling

Volunteers would like to schedule themselves

insights scheduling2

Insights: Scheduling

Scheduling processes are inefficient

insights scheduling3

Insights: Scheduling

Patient care is compromised by inefficient scheduling

insights scheduling4

Insights: Scheduling

Inconsistent internal volunteer scheduling methods

insights resources

Insights: Resources

Resources are used inefficiently

insights recognition

Insights: Recognition

Limited methods of recognizing volunteers for their efforts

concepts scheduling

Concepts: Scheduling

Hire more staff

Online calendar

More administrators in charge of scheduling

concepts scheduling1

Concepts: Scheduling

Uniform system of scheduling

Volunteers schedule themselves

Post schedules around office

concepts scheduling2

Concepts: Scheduling

Volunteer substitute list

Kiosk for electronic sign-in

RFID sign-in

concepts scheduling3

Concepts: Scheduling

Upgrade and make better use of Volgistics

Train staff on Volgistics

concepts scheduling4

Concepts: Scheduling

Google calendar

Paper calendar

Excel calendar

concepts communications

Concepts: Communications

Mass e-mails

Location based maps

Suggestion box

concepts communications1

Concepts: Communications

Automated scheduling reminders

E-mail

SMS (text messaging)

Twitter

concepts communications2

Concepts: Communications

Documentation of procedures

Volunteer page on website

Online chat room

concepts communications3

Concepts: Communications

Informational videos

Electronic bulletin board

Online forums (“take my shift”)

concepts communications4

Concepts: Communications

Internal management status meetings

Twitterspaces

concepts recognition

Concepts: Recognition

Incentives

Partner with other clinics to post volunteer of the month

Political / City recognition

concepts recognition1

Concepts: Recognition

Giveaways

Online volunteer profiles

Newsletter recognition

concepts comradery

Concepts: Comradery

Online chat room

Volunteer Events

Social networking

concepts comradery1

Concepts: Comradery

Sporting events and leagues

Drinking socials

concepts other

Concepts: Other

Events to spread VIM’s name

More office space

Better use of current office space

concepts other1

Concepts: Other

Re-evaluate the budget

Online application process

Fundraiser events

concept systems uniform scheduling system

Concept Systems: Uniform Scheduling System

Volgistics

Uniform scheduling system

Online calendar

Online training

Spread task of scheduling

concept systems uniform scheduling system1

Concept Systems: Uniform Scheduling System

VicNet

Volunteers manage their

schedule

View available time slots

concept systems uniform scheduling system2

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

concept systems awareness opportunities

Concept Systems: Awareness Opportunities

Recognition

Set up an area for recognition

Methods of Recognition

Quarterly nominated awards

Hour based awards

concept systems awareness opportunities1

Concept Systems: Awareness Opportunities

Recognition

Volunteer Appreciation Day

Community partnerships for recognition

concept systems awareness opportunities2

Concept Systems: Awareness Opportunities

Communications

Monthly department meetings

Newsletter

Document procedures

strategies

Strategies

Upgrade Volgistics

Contacting Voligistics

Buy a touch screen and PC for VicTouch

strategies1

Strategies

Customize Volgistics

Add fields (i.e. – substitute)

Create calendars

Set up tracking and rewards

strategies2

Strategies

Import all data into Volgistics

Volunteer records

Training documents

Documented procedures

strategies3

Strategies

Training

Volunteers

i.e. Self schedule

Department heads

i.e. Managing schedules

strategies4

Strategies

Methods of Recognition

Awards

Quarterly nominated awards

Hour based awards Partnerships

strategies5

Strategies

Communication

Set up a time and place for department heads to meet monthly

Design a monthly newsletter

strategies6

Strategies

Phasing out old software

Constant Contact

Excel sheets

Paper calendars

costs

Costs

Currently:

Volgistics: $87/mo

Constant Contact: $24/mo

Total: $111/mo

costs1

Costs

Upgrading Volgistics

2000 archived records

1000 active records

2 admins

VicNet & VicTouch

Total $100/mo

Needed: Touch screen monitor & PC: $500-$800

strategies delivery overview

Strategies: Delivery Overview

April – June

Buy and upgrade scheduling system

Spread task of scheduling

Document Procedures

strategies delivery overview1

Strategies: Delivery Overview

July - September

Import data to Volgistics

Train volunteers

Document Procedures (cont)

strategies delivery overview2

Strategies: Delivery Overview

October - December

Begin full use of Volgistics

Implement awareness opportunities

strategies delivery overview3

Strategies: Delivery Overview

January - March

Phase out old software

acknowledgements

Acknowledgements

Eli Blevis

Jason De Runa

Loraine Addison

Bryce Wininger

The Volunteers at VIM

LuMaxArt http://flickr.com/photos/lumaxart/

Pizza Express, Jimmy John’s, and Coca-Cola