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