care ambassador volunteer program for groups & organizations
TRANSCRIPT
]
GROUP COORDINATOR PACKET
Improving the quality of
your life through patient-
centered care
Care Ambassador
Volunteer Program
for Groups &
Organizations
Volunteer Services
249 W. Sixth Ave., Chico, CA 95926 ● (530) 332-4575 ● www.enloe.org/volunteers
GET READY…
We are thrilled that your group is
generously providing time to
volunteer and to share its time and
talent with Enloe Medical Center.
Your involvement with the Care
Ambassador program will impact
the experience of our patients and
visitors in a positive and
meaningful way. As Care Ambassadors, you and your team will share in the joy of volunteering
and gain first-hand knowledge of how Enloe Medical Center improving the
quality of your life through patient-centered care.
We thank you for choosing to coordinate your group’s participation. As the
Volunteer Coordinator for your group, the following information has been put
together to help support you. Please prepare yourself and your group by
reviewing the information in this packet. And thank you for coming to share
your care!
WHEN TO COME
Plan to arrive at the main hospital lobby
promptly at the start of your two hour
shift block. First-time participants will
have a brief orientation and training
session.
WHERE TO PARK
Volunteers are expected to park in the
parking structure located at the corner
of 6th Avenue and Magnolia. Entrance
to the parking garage can be accessed from both 6th Avenue and 7th Avenue.
WHAT TO WEAR
A Care Ambassador unisex apron will be issued to your team members when
they arrive. We suggest you dress comfortably, however, your clothing must
also meet hospital dress code. A professional appearance is necessary in the
hospital work environment to establish a feeling of confidence and credibility
Volunteer Services
249 W. Sixth Ave., Chico, CA 95926 ● (530) 332-4575 ● www.enloe.org/volunteers
with the public we serve. Team members must be familiar with and observe the
following guidelines:
• Clothing should be clean and
in good repair.
• Denim of any kind is not
allowed, except for white
denim pants. Mid-calf length
capri pants, skirts, and dresses
may be worn. Shorts may not
be worn. No tight or
excessively baggy slacks may
be worn.
• Shoes should be quiet. Soft
soled shoes such as sneakers or
sandals may be worn. No beach sandals, flip flops, teva style shoes or
other similarly casual/beach shoes may be worn.
• No spaghetti straps, tank tops, crop tops, sweatshirts, flannel work shirts,
or low-necked tops or dresses may be worn. T-shirts may only be worn if
they are part of your team group volunteering uniform.
WHEN YOU ARRIVE AT THE HOSPITAL
A liaison from Volunteer Services will meet team members upon arrival and
provide a brief on-site orientation and training to make sure your group is
prepared and confident.
• The liaison will greet and welcome your team members when they arrive.
• Group members will need to complete any necessary paperwork not
completed ahead of time.
• You will receive a brief orientation to the job, review training and resource
materials, and go on a short tour of the facility.
• We will supply the materials and equipment needed for the day, but your
team needs to bring smiles and positive attitudes.
• The Care Ambassador assignment will last from 1.5-2 hours, depending
on visitor lounge volume and need.
Volunteer Services
249 W. Sixth Ave., Chico, CA 95926 ● (530) 332-4575 ● www.enloe.org/volunteers
WHAT TO EXPECT DURING YOUR VOLUNTEER TIME
A team of two to four Care Ambassadors assist visitors by providing two
primary functions: 1) First and foremost, your team will roll out the Enloe
Medical Center Caring For You Cart, and 2) Care Ambassadors also serve as
Greeters to welcome each visitor entering the main lobby.
Caring for You Cart (2 volunteers). Care Ambassadors visit guests in
main visitor lounges throughout the hospital. The cart offers light snacks,
beverages, a selection of puzzle books, activity kits, fresh magazines,
comfort items, and, most importantly, ready conversation and caring that
seeks to make sure the visitor’s needs are met (your team brings the
caring, we supply the items!).
Volunteers get the cart ready and stocked with available items, visit
waiting areas, and then clean up and store the cart away.
Greeters (1-2 volunteers). Care Ambassadors position themselves near the
front lobby main entrance in order to be the first smile and friendly face a
guest encounters on their visit to Enloe. An optional podium is available
for volunteers who may prefer it. Guests are given a warm “hello” and
then, if requested, directed to the Guest Services volunteers nearby for
further follow-up to a question or need.
GROUP COORDINATOR ROLE
Your role as the Group Coordinator is to help ensure your team has a positive
and prepared experience. Our staff will work with you to help plan your team’s
participation, but your role is critical to their satisfaction. The Group
Coordinator is responsible for the safety and well being of the group by:
• Providing coordination of the dates, times, and team members and
supervision if minors are involved
• Ensuring that all group members are familiar with hospital rules
and procedures related to their service activity
The following checklist has been created to support you in your role. Please call
the Volunteer Services office if you have questions or are in need of additional
resources. We look forward to your group’s involvement in caring for our
community.
Volunteer Services
249 W. Sixth Ave., Chico, CA 95926 ● (530) 332-4575 ● www.enloe.org/volunteers
Group Coordinator Checklist
Talk to Your Team
□ Add the Care Ambassador program to your next staff/group meeting agenda.
□ Prepare copies of the Program Description to share with group members.
□ Make sure all your team members understand the projects goals and
requirements.
□ If appropriate, arrange for Volunteer Services staff to come to your meeting to
help plan and coordinate.
□ Decide if this is going to be a one-time event or something that your group
wants to participate in on-going. If on-going, choose the frequency with
which your group would like to volunteer (e.g., once a week, once every two
months, etc)
Complete Application Materials
□ Turn your Group Volunteer Application in to the Volunteer Services office.
□ Each individual group member will also need to complete a Short-Term
Application (for >30 hour s of service). If members will be re-occurring have
them complete this form now, ahead of time.
□ If minors will be participating, a parental release will need to be completed.
□ Review Orientation & Training material. Your group members will get a
copy when they arrive for their volunteer day.
Plan Your Involvement
□ If ongoing, then pick a re-occurring schedule you feel your group can
comfortably commit to
□ Select the date and time that your group would like to fill a Care Ambassador
shift. It may be a good idea to have more than one day in mind in case your
first choice is already taken.
□ Arrange your date/time schedule with the Volunteer Services office.
□ Coordinate which group members will be coming on your assigned day to
volunteer.
Volunteer Services
249 W. Sixth Ave., Chico, CA 95926 ● (530) 332-4575 ● www.enloe.org/volunteers
□ For volunteers under the age of 18, the following adult to minor ratios are
needed: 15-17 years of age, a 1:4 ratio; for 12-14, a 1:2 ratio; for 8-11, a 1:1 ratio.
This activity is not suitable for children under age 8.
Prepare the Team
□ Make sure that group members are familiar with the appearance policy.
□ Arrive at the start of your shift time on the first volunteer day. A Volunteer
Services liaison will meet you in the main lobby and help prepare your team.
□ Help group members complete a Short-Term Application (for >30 hours if
they have not already done so)
□ Help group members complete a Service Agreement and Safety Orientation
□ Secure photo releases for your team members. We may take pictures of your
team. Due to privacy laws, you cannot take your own photos inside the
hospital.
□ Attend a brief Orientation & Training session to acquaint your team with the
essential duties and resources for the volunteer service.
Come Share and Care
□ Get the cart ready. Assemble the podium if more than 2 team members are
volunteering. Your will be oriented to these items on your first visit.
□ Refer to your training materials if you are unsure of what to do or say.
Scripts, maps, and reference materials have been provided.
□ Share your smile and kinds words as you visit with our patients and visitors
and show how much you care.
□ Enjoy your experience!
Reflect & Reward
□ Validate your group members who participated by publicly noting it at the
next group meeting. Ask them to share what they enjoyed most.
□ Provide us with feedback by completing the follow-up survey .
□ Pick another date/time for group members to come again.
□ Consider a quarterly or yearly celebration for all team members who have
participated. Group Coordinators will be invited to attend our annual
Celebration of Volunteerism dinner event.