design by: amanda dennis, andrew gilmore, john wayne hill, and katie o’donnell advised by: eli...
TRANSCRIPT
![Page 1: Design by: Amanda Dennis, Andrew Gilmore, John Wayne Hill, and Katie O’Donnell Advised by: Eli Blevis and Jason de Runa](https://reader038.vdocuments.net/reader038/viewer/2022110100/56649de85503460f94ae27ac/html5/thumbnails/1.jpg)
Design by: Amanda Dennis, Andrew Gilmore, John Wayne Hill, and Katie O’Donnell
Advised by: Eli Blevis and Jason de Runa
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Personalized care is preferred
Volunteers are inconsistent resources
Non-profit Organizations have more financial difficulties
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Lack of health insurance in the area
Paid health care has better integrity and higher quality
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Volunteer physicians have a greater sense of dedication to the public’s health
Volunteers have less urgency for deadlines
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Literature review
Interviews
Online and paper survey
Rapid ethnography
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Person to person communication issues
No mass communication
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Volunteers and staff are over taxed
No backup volunteer list
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Cramped office spaces
Lack of software use and understanding
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Volgistics
Currently paying 87 dollars per monthCurrently holds clinical volunteers recordsOffers online schedulingTouch screen kiosk sign-in compatibleSupports multiple administratorsAbility to send mass emails
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iSalus
No monthly feesStores electronic medical recordsFew administrators neededPatient scheduling
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Constant Contact
Currently paying $24 /monthNot updated oftenProvides html emailsUsed to send mass emails to volunteers
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Volunteers would like an online scheduling system
Volunteers appreciate consistent scheduling
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Volunteers would like to schedule in advance with flexibility
Scheduling has been both over-booked and under-booked
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Initial contact
OrientationVerboseUnnecessaryMixed messages
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Initial contact
Application/screeningMeet with LoraineDiscuss availability, communication,and positionInitial scheduling
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Practitioners
Scheduled in 2 month incrementsStored in excel by LoraineLoraine sends out “fill holes” messagesLoraine sends the excel file to ElizabethElizabeth fills in time blocks in iSalus
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Lay Volunteers
Scheduled inconsistently between departmentsScheduling methods:
emailbinder/print outsscreening meeting
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Inefficient methods of communications
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Communication on a personal and mass scale is lacking
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Internal communication is lacking
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There are too many volunteers per staff member to schedule
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Volunteers would like to schedule themselves
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Scheduling processes are inefficient
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Patient care is compromised by inefficient scheduling
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Inconsistent internal volunteer scheduling methods
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Resources are used inefficiently
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Limited methods of recognizing volunteers for their efforts
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Hire more staff
Online calendar
More administrators in charge of scheduling
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Uniform system of scheduling
Volunteers schedule themselves
Post schedules around office
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Volunteer substitute list
Kiosk for electronic sign-in
RFID sign-in
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Upgrade and make better use of Volgistics
Train staff on Volgistics
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Google calendar
Paper calendar
Excel calendar
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Mass e-mails
Location based maps
Suggestion box
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Automated scheduling reminders
E-mailSMS (text messaging)Twitter
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Documentation of procedures
Volunteer page on website
Online chat room
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Informational videos
Electronic bulletin board
Online forums (“take my shift”)
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Internal management status meetings
Twitterspaces
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Incentives
Partner with other clinics to post volunteer of the month
Political / City recognition
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Giveaways
Online volunteer profiles
Newsletter recognition
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Online chat room
Volunteer Events
Social networking
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Sporting events and leagues
Drinking socials
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Events to spread VIM’s name
More office space
Better use of current office space
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Re-evaluate the budget
Online application process
Fundraiser events
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Volgistics
Uniform scheduling system Online calendarOnline trainingSpread task of scheduling
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VicNet
Volunteers manage theirscheduleView available time slots
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VicTouch
Electronic sign in and sign outAllows tracking of volunteer hoursAllows admin to see who is signed in
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Recognition
Set up an area for recognitionMethods of Recognition
Quarterly nominated awards Hour based awards
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Recognition
Volunteer Appreciation DayCommunity partnerships for recognition
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Communications
Monthly department meetingsNewsletterDocument procedures
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Upgrade Volgistics
Contacting VoligisticsBuy a touch screen and PC for VicTouch
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Customize Volgistics
Add fields (i.e. – substitute) Create calendarsSet up tracking and rewards
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Import all data into Volgistics
Volunteer recordsTraining documentsDocumented procedures
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Training
Volunteersi.e. Self schedule
Department headsi.e. Managing schedules
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Methods of Recognition Awards
Quarterly nominated awardsHour based awards
Partnerships
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Communication
Set up a time and place for department heads to meet monthlyDesign a monthly newsletter
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Phasing out old software
Constant ContactExcel sheetsPaper calendars
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Currently:
Volgistics: $87/mo
Constant Contact: $24/moTotal: $111/mo
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Upgrading Volgistics 2000 archived records
1000 active records2 adminsVicNet & VicTouch
Total $100/mo
Needed: Touch screen monitor & PC: $500-$800
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April – June
Buy and upgrade scheduling system
Spread task of scheduling
Document Procedures
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July - September
Import data to Volgistics
Train volunteers
Document Procedures (cont)
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October - December
Begin full use of Volgistics
Implement awareness opportunities
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January - March
Phase out old software
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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