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