Capability Cliff Notes Series PHEP Capability 15—Volunteer Management

1. Capability Cliff Notes SeriesPHEP Capability 15—Volunteer Management What Is It And How Will We Measure It?

2. Learning Objectives • Become familiar with Capability Functions • Become familiar with Tasks that complete the Functions • Understand how these Functions and Tasks are measured or may be measured in the future (Performance Measures)

3. Volunteer Coordination • Volunteer management is the ability to coordinate the identification, recruitment, registration, credential verification, training, engagement, and retention of volunteers to support healthcare organizations with the medical preparedness and response to incidents and events. • How can healthcare coalitions assist organizations in effectively recruiting, acquiring, and using volunteers?

4. Volunteer Management Functions What Are Steps for Effectively Managing Volunteers? • Participate with volunteer planning processes to determine the need for volunteers in healthcare organizations • Volunteer notification for healthcare response needs • Organization and assignment of volunteers • Coordinate the demobilization of volunteers

5. Capabilities and Measures Resources The presentation will be an overview of what the functions and tasks mean, linked to the performance measures. Please note that since the capabilities PDF document has come out, more performance measures have been developed. If performance measures have come out since the creation of the capabilities document below, they have been included in these tutorials following their function slide, even if the PDF lists that there are no measures. For functions that still have no measures, questions for health departments to begin thinking about measures have been included instead. For exact lists of the capabilities and performance measures, and data collected for the measures, documents can be found at these links: For Capabilities, Functions, and Tasks • http://www.phe.gov/Preparedness/planning/hpp/reports/Documents/capabilities.pdf For Performance Measures http://www.phe.gov/Preparedness/planning/evaluation/Documents/hpp-coag.pdf

6. Function 1: Participate with volunteer planning processes to determine the need for volunteers in healthcare organizations Tasks: What steps should healthcare coalitions take to help organizations coordinate volunteers? • Assess which situations would necessitate the need for the use of healthcare volunteers during response and participate in the planning that would provide this option. • Identify the type and quantity of volunteers most likely needed to support healthcare response based on the risk assessments, hazard vulnerability assessments, resource assessments and other data. • Before an incident, participate in planning for pre-incident screening and verification of volunteers’ credentials for professionals that may be used in healthcare organizations’ response. • Before an incident, participate in planning for initial and ongoing emergency response training for registered healthcare volunteers that may be used during response.

7. Function 1 Measurement How does ASPR measure if healthcare coalitions are able to assist healthcare organizations to respond during a medical surge? Percent of HCCs that have plans, processes and procedures in place to manage volunteers supporting a public health or medical incident. • Numerator: Number of HCCs that have plans, processes and procedures in place to manage volunteers supporting a public health or medical incident • Denominator: Number of HCCs identified by awardees Target is 100%. All data elements must be answered ‘yes’ for an HCC to count in the numerator. Specific data elements that were included in the measure can be found at this link on pgs 56-58: http://www.phe.gov/Preparedness/planning/evaluation/Documents/hpp-coag.pdf

8. Function 2: Volunteer notification for healthcare response needs Tasks: How can healthcare coalitions help organizationswith notifying volunteers? • At the time of an incident, determine the volunteers needed to assist the healthcare organization response, including the role and quantity of volunteers needed. Communicate requests using the established volunteer request process.

9. Function 2 Measurement How does ASPR measure if healthcare coalitions are able to assist healthcare organizations to respond during a medical surge? Percent of HCCs that have plans, processes and procedures in place to manage volunteers supporting a public health or medical incident. • Numerator: Number of HCCs that have plans, processes and procedures in place to manage volunteers supporting a public health or medical incident • Denominator: Number of HCCs identified by awardees Target is 100%. All data elements must be answered ‘yes’ for an HCC to count in the numerator. Specific data elements that were included in the measure can be found at this link on pgs 56-58: http://www.phe.gov/Preparedness/planning/evaluation/Documents/hpp-coag.pdf

10. Function 3: Organization and assignment of volunteers Tasks: How can healthcare coalitions help organizations to send volunteers to where they are needed? • Develop a process to assist healthcare organizations with volunteer placement during an incident that includes multi-agency coordination between healthcare organizations in order to prevent conflicts in assignment to multiple places. • Develop a process to assist healthcare organizations with deployment briefings, tracking and rotation of volunteers, spontaneous volunteer management, safety and incident-specific training.

11. Function 3 Measurement How does ASPR measure if healthcare coalitions are able to assist healthcare organizations to respond during a medical surge? Percent of HCCs that have plans, processes and procedures in place to manage volunteers supporting a public health or medical incident. • Numerator: Number of HCCs that have plans, processes and procedures in place to manage volunteers supporting a public health or medical incident • Denominator: Number of HCCs identified by awardees Target is 100%. All data elements must be answered ‘yes’ for an HCC to count in the numerator. Specific data elements that were included in the measure can be found at this link on pgs 56-58: http://www.phe.gov/Preparedness/planning/evaluation/Documents/hpp-coag.pdf

12. Function 4: Coordinate the demobilization of volunteers Tasks: How can healthcare coalitions help organizations to completely demobilize volunteers? • Coordinate with incident management and the jurisdictional volunteer organizations to ensure the proper out-processing of volunteers. • Coordinate with incident management and the jurisdictional volunteer organizations to identify community resources that can support volunteer medical screening, stress, well-being assessments and, when requested or needed, have a process to refer volunteers to medical and mental/behavioral health services, after deployment.

13. Function 4 Measurement How does ASPR measure if healthcare coalitions are able to assist healthcare organizations to respond during a medical surge? Percent of HCCs that have plans, processes and procedures in place to manage volunteers supporting a public health or medical incident. • Numerator: Number of HCCs that have plans, processes and procedures in place to manage volunteers supporting a public health or medical incident • Denominator: Number of HCCs identified by awardees Target is 100%. All data elements must be answered ‘yes’ for an HCC to count in the numerator. Specific data elements that were included in the measure can be found at this link on pgs 56-58: http://www.phe.gov/Preparedness/planning/evaluation/Documents/hpp-coag.pdf

14. Functions HPP-PHEP Shared Measurement How does CDC measure if healthcare coalitions have been able to help organizations to form processes for demobilizing volunteers? Proportion of volunteers deployed to support a public health/medical incident within an appropriate timeframe • Numerator: Number of volunteers deployed to support a public health/medical incident within an appropriate timeframe • Denominator: Number of volunteers requested to deploy in support of a public health/medical incident within an appropriate timeframe Other data elements that are included in calculating this measure can be found at this link, pgs 60-62: http://www.phe.gov/Preparedness/planning/evaluation/Documents/hpp-coag.pdf

15. Additional Considerations For Demobilization What are some other questions that can indicate complete demobilization?: • Are there demobilization records for all volunteers who participated in the incident? • Have all volunteers left the scene and how long did it take them to leave? • Have volunteers received information about medical/mental/behavioral healthcare at demobilization? • Have volunteers received medical/mental/behavioral healthcare after deployment? • Has there been any follow-up on health outcomes for volunteers after deployment? • What were those outcomes?

16. Questions? Please contact: Rachel Coles Program Evaluator--CDPHE 303-692-2764 rachel.coles@state.co.us