Volunteer Manual

Volunteer Manual

• Welcome
• Acceptance
• Attendance
• Uniforms
• Relationship with Staff
• Infection Control
• Fire Safety & Emergency Procedures
• Guidelines for All Volunteers
• Resources for Patients
• Patient's Bill of Rights
• HIPAA Privacy and Security
• Resources for Volunteers
• Health Screening
• FAQ's

Welcome to Stony Brook University Medical Center

Welcome to Stony Brook University Medical Center.  We are delighted that you will be joining us.

By becoming a volunteer at Stony Brook University Medical Center, you are joining an organization dedicated to the highest standards of patient care, medical education, and scientific research. A Commitment to excellence at Stony Brook University Medical Center is essential to serving the health care needs of the Long Island community.  As employees and volunteers, we are responsible for ensuring patient -centered quality care by striving for excellence in all that we do and for creating a positive work environment.  You can help.  You’re a part of it.

The Stony Brook University Medical Center Mission is to provide excellence in:

• Patient Care
• Community Service
• Education
• Research

Vision
Stony Brook University Medical Center strives to maintain and improve its positions as a nationally recognized leading provider of state-of-the-art- tertiary healthcare services. The reputation for providing premiere healthcare services is based upon our ongoing strong emphasis on drawing local, national and international patients. We pledge to focus our efforts to ensure we can always be the first choice hospital for patients, referring physicians, healthcare professionals, and research collaborators.

Stony Brook University Medical Center Values

In order to fulfill Stony Brook University Medical Center’s mission of excellence in patient care, community service, education and research, we have established these values as the foundation of our actions.  All those we serve and those with whom we work are encouraged to judge us by our ability to live by these values.  Because values are critical to an organization’s culture and its ability to function effectively, the leadership staff of Stony Brook University Medical Center has worked diligently to ensure that these principles are representative of the standards of our employees and medical staff.

We hope that your experience here will be both interesting and enjoyable.

Please read this orientation manual carefully.  It contains important information that will assist you in carrying out your volunteer duties.  The Department of Volunteer Services staff, as well as the staff of the department, to which you are assigned, will be happy to answer any questions you may have.

Acceptance, Classification & Assignment of Volunteers

Volunteers must be at least 14 years of age.  Volunteers between the ages of 14 and 17 are enrolled as junior volunteers.  Those 18 years of age or older are senior volunteers.

Before you are accepted into the program and given an assignment, you must:

• • complete an application which includes a medical reference signed by your physician
  • attend an orientation program
  • receive a medical clearance from Employee Health Service

All volunteers will be recruited and assigned in accord with the State University of New York's equal opportunity, affirmative action, and labor relations policies without regard to sex, race, religion, national origin, age, physical disability, or martial status.

Volunteer assignments will be made in accord with your interests, abilities, and vocational goals and in accord with the needs of the Hospital, which will be the ultimate determining factor.  No volunteer assignments will be made except upon the request and agreement of the department to which the volunteer is assigned.

Upon acceptance into the volunteer program, you must agree to accept and abide by the policies of Stony Brook University Medical Center and the Department of Volunteer Services and the department to which you are assigned.  If in the opinion of the Director of Volunteer Services and/or the supervisor of the department to which a volunteer is assigned, a volunteer displays conduct that is not in the best interests of the Stony Brook University Medical Center and its patients, the volunteer may be counseled and asked to leave.

You are cleared to start your volunteer service when the following items have been completed:

• • You have completed an orientation session given by the department of volunteer services
  • You have met with or have spoken to a departmental supervisor and have set up a volunteer schedule
  • You have received a phone call from the volunteer office notifying you of the completion of the employee health assessment
  • You have notified the volunteer office of your schedule and start date at least one day prior to the anticipated day (before Noon)*

On your first day* of volunteer service you will receive the following:

• • I.D. badge
  • Departmental Orientation Checklist (to be returned within two weeks to the volunteer office)
  • Clearance Letter to be given to your supervisor
  • Instruction in the appropriate procedure for reporting absences
  • Timesheet
  • Uniform (the cost of the uniform is $19.99 and can be paid by means of cash, credit card, or personal check.

* Please note:  All weekend and night volunteers must report to the volunteer office during regular business hours (Mon – Fri 8:30am – 4pm) to complete the above referenced items prior to their first day.  Advanced notice is required so that we can prepare the necessary materials.  Thank you.

Attendance
Volunteering requires a firm commitment.  At the Stony Brook University Medical Center, we ask each volunteer to agree to serve at least three hours a week. Please do not accept an assignment unless you have given serious thought to the demands it may place on you.

Volunteers are expected to be prompt for their assignments and to sign in and out each day.  When you arrive for your assignment, sign in on the daily attendance roster and on your own individual time sheet.  Report to your departmental supervisor when you arrive and when you leave.  At the end of your assignment, please be sure to sign out on your individual time sheet.  Monthly and cumulative totals of hours of volunteer service will be calculated by the Department of Volunteer Services.

Hours for Volunteering

As a general rule, volunteers are assigned to work at regularly scheduled times each week, between the hours of 8:00am and 9:00pm.
In accord with New York State Department of Labor guidelines, Junior Volunteers are not permitted to work after 7:00pm.  All Senior Volunteers must leave the Hospital by 9:00pm, except volunteers assigned to the Emergency Department with prior permission from the Department of Volunteer Service.

Volunteers are not permitted to work in areas other than those to which they are assigned except with the permission of the Department of Volunteer Services.  If you wish to change your schedule or to add additional hours, please call or stop by the Department of Volunteer Services.

Absences

Please do not report for duty if you are sick or otherwise unable to carry out your assignment.  If you must be absent for a day, call your departmental supervisor as soon as possible.

Leaves of Absence

The Volunteer Services Office may grant leaves of absence to volunteers.  If you intend to be absent for three weeks or more, please contact the Department of Volunteer Services to request a leave of absence.  If you go on a leave of absence, please contact the Department of Volunteer Services before you return to discuss your schedule and assignment.

Leaving Volunteer Service

When the time comes for you to leave volunteer service, please notify the Department of Volunteer Services as soon as possible.  Please be sure to return your identification badges on your last day of service.  If you would like a letter of reference or other verification of your volunteer service, we will be happy to supply one for you.

Excessive Absences

Volunteers who do not report to their scheduled assignment for three consecutive weeks will be considered to have resigned from the volunteer program, unless they have been granted a leave of absence.  When a volunteer is absent for three weeks, his or her individual time sheet is removed from the sign-in book and kept in the inactive file in the Department of Volunteer Services office.

Volunteers who have been placed on inactive status should not report to their assignments until they have been reactivated by the Department of Volunteer Services staff.  We cannot guarantee that a volunteer will be reassigned to the same time and department after having been placed on inactive status.

Uniforms
Volunteers are required to be in uniform when they are on duty.  Uniforms should be purchased from the Department of Volunteer Services on the volunteer's first day of service.  The cost of the uniform is $19.99.  Payment can be made by check, credit card or cash.

Types of Uniform

Female volunteer: Cherry red jacket. 
Male volunteer:  Tan jacket.

Volunteers are expected to keep their uniforms clean, neatly pressed and in good repair, and to report to the Hospital in proper uniform, clean, and well groomed.  A neat and professional appearance is required. Jeans, tee shirts, shorts, platform shoes, clogs, or sandals are not permitted to be worn with the volunteer uniform.

Identification Badges

Every volunteer will be issued a Stony Brook University Medical Center identification badge.  One should be worn as part of the uniform. It should be worn on the volunteer's outermost garment, above the waist, so that it is clearly visible.

The identification badge should be worn at all times while the volunteer is on duty in the Hospital.

The identification badges will carry an expiration date of 1 year from the date they were issued.  Volunteers are responsible for arranging for the renewal of their badges.  During the month before your ID badges expire, please contact the Department of Volunteer Services to arrange for a new ID.  Identification badges are not transferable.  They are the property of the Stony Brook University Medical Center and must be returned to the Department of Volunteer Services when you leave volunteer service.

Relationship with Staff

Each volunteer is a member of the Department of Volunteer Services and works under the general supervision of the Department's Director and staff.  When you receive your assignment, you will work under the direct supervision of a member of the staff of the department to which you are assigned.  The staff member will be responsible for orienting you to the department, assigning your duties, pointing out any special restrictions or precautions, and for providing on-site supervision.  Please report to your supervisor each time you arrive at the department or leave for the day.  Call your supervisor if you cannot report for duty as assigned.

Volunteers must accept supervision gracefully and follow all instructions exactly as they are given.  Ask questions if you have any doubts or reservations concerning a staff member's instructions.

Volunteers do not replace paid staff.  Each volunteer assignment is designed to supplement and enhance staff functions in order to make each patient's stay at Stony Brook University Medical Center as pleasant and comfortable as possible.

Do not request medical advice, treatment, drugs or supplies from the staff of the Hospital.  If you become ill or are injured while on duty, notify your departmental supervisor and the Department of Volunteer Services at once.  If medical evaluation or treatment is necessary, the Employee Health Service or the Emergency Department, as appropriate will provide it.

Volunteers should not attempt to provide any form of professional or medical services to patients.  If a patient needs medical or nursing attention, inform the staff of the department at once.

Infection Control

 
All members of the Hospital Staff, including volunteers, must cooperate in controlling the spread of infection.  Procedures for the control of infection are designed to minimize the spread of infection from:

• • patient to patient
  • patients to personnel (including volunteers)
  • personnel to patients

Handwashing

One of the most important things you can do to minimize the spread of infection is to practice good handwashing technique.  Wash your hands:

• • when you report to your assigned area of volunteer service and when you leave
  • before and after breaks and meals
  • after you use the restroom
  • after any personal contact with patients
  • after you handle any materials (linens, food trays, etc.) used by patients
  • or when hands are visibly soiled

When washing your hands:

• • wet hands with warm water
  • apply approximately one teaspoon of liquid soap to the palm of the hand
  • personnel to patients
  • rub hands vigorously to work up a full lather, with particular attention to areas in between fingers and the nails for 10-15 seconds
  • rinse hands and dry thoroughly with clean paper towels
  • hand operated faucet handle must be turned off with a clean paper towel

It is acceptable to use an alcohol-based hand rub when hands are not visibly soiled, or in areas where a hand washing sink is not readily available.

Hand Hygiene Instructions for Volunteers in Patient Care Areas

Volunteers who select assignments that involve direct patient contact (Nursing, Physical Therapy, Occupational Therapy, Patient Transport, Emergency Department, etc.) must adhere to the additional hand hygiene requirements as follows:

• • Finger nails are to be neatly trimmed and maintained at a reasonable length (not longer than ¼” beyond the finger tip)
  • Artificial nail enhancements are not to be worn. Non-chipped polish is permitted, but anything applied to nails other than polish is considered an enhancement.  This includes, but is not limited to: artificial nails, tips, wraps, appliqués, acrylic, gels or other additional items applied to the nail surface.

Isolation

It is also important that you recognize isolation areas and do not enter isolation rooms unless you have received explicit permission from the nurse.  Under no circumstances should a volunteer enter a room of a patient who is in Respiratory Isolation.  Respiratory Isolation entry requires the use of a reusable fitted N95 respirator, which is not issued to hospital volunteers.

An isolation room can be recognized by the presence of a yellow card that says:

"Disease - Specific Precautions
Visitors - Report to Nurses' Station Before Entering Room"

The card is posted near the door, outside the patient’s room.  An isolation room can also be recognized by the presence of a yellow card outside the room.  If you encounter an isolation room, do not go in.  Check with the nurse on duty and obey the nurse's instructions.

Certain areas of the Hospital should not be entered without special precautions.  These areas include the Operating Room, the Recovery Room (AICU), Labor & Delivery, and the intensive care units (ICU's).  The precautions might include wearing an isolation gown, scrubs, or other protective clothing.  Please take care to recognize these areas and be sure to comply fully with the precautions.

Gloves, Masks, and Gowns

At times and in certain areas of the Hospital, you may be required to wear disposable gloves, masks and/or gowns.  These items are to be used only once and disposed of properly. Universal Precautions are to be used in the care of all patients. If you have any questions about the proper use or disposal of these items, please ask the nurse on duty.

Bloodborne Pathogens

Bloodborne pathogens are transmitted through body fluids, primarily blood and semen, although all body fluids and tissues should be regarded as potentially infectious.  The most common modes of transmission are sexual contact, needle sharing, and to a lesser degree, infusion of contaminated blood products.  These organisms are not transmitted by casual contact, touching or shaking hands, eating foods prepared by an infected person, or from drinking fountains, telephones, toilets, or other surfaces.  To eliminate the risk of infection, under no circumstances should a volunteer handle any item that may contain blood and/or body fluids or handle needles.

Don'ts

• • Do not report for volunteer service if you are sick, especially if you have a fever, diarrhea, or a skin infection.
  • Do not eat or drink in a patient's room.
  • Do not eat or drink anything from a patient's tray.
  • Do not enter an isolation room unless you first check with the nurse.
  • Do not attempt to clean up spilled specimens.
  • Do not handle needles.
  • Do not touch any item that may be contaminated with blood and/or body fluids.

If you have any doubts about your safety or about procedures for infection control, please ask the nursing staff on duty.  If you have additional questions, please contact the Department of Volunteer Services.  We will put you in touch with the Healthcare Epidemiology Department at 444-2239.

Hospital Fire Safety & Emergency Procedures

Fire Safety

The Hospital uses a network of Fire Wardens who act as emergency coordinators for each of the fire-safe areas.  When the alarm system is activated, the Fire Warden in the area will coordinate the situation until emergency personnel arrive.

As part of the hospital’s fire response plan, volunteers are expected to assist the nursing staff and be under the direction of the fire warden, clearing halls, closing doors and evacuating patients.  If at the time of the fire alarm, you are with and responsible for a patient, you will stay with that patient and assist in their evacuation under the guidance of the Fire Warden.

The Hospital is monitored by a fire alarm system that includes smoke and heat detectors, as well as manual pull stations near all the exits. The fire alarm system uses bells and chimes to notify occupants of an emergency.

Bells – Follow The Appropriate Evacuation Procedure For Your Area

Chimes – Be Aware - An Alarm Has Been Activated In Another Area

Tower Floors (8T - 19T): If the bells on a floor ring, this means that the alarm system has been activated on that floor.  If the chimes sound, this means that the alarm is on another floor.  Tower floors are divided into two fire-safe areas (north & south towers).  The Fire Warden in these areas will determine which tower is in alarm by checking the annunciator panel in the elevator lobby.  On tower floors, we move people to the opposite tower of the alarm (e.g., if the alarm is in the north tower, people are moved to the south tower).  If further evacuation is necessary, the Fire Warden or other emergency personnel will notify and assist the occupants of the area.
Network Levels (1L - 5L): Each floor is divided into fire-safe areas.  If an alarm is activated on a network level, the bells in that fire area will ring and the chimes will sound in all other areas.  You should evacuate the area in alarm by going from an area in which bells are ringing and fire alarm strobe lights are flashing to an area in which chimes are sounding.

Procedure For Actual Fire/Smoke Conditions

A Code RED is the signal phrase for an actual fire or smoke condition i.e. an employee actually sees flames or smoke.  If you see fire/smoke, call out code red, pull the nearest fire alarm pull station and dial the hospital operator at 321 to report.  Use this acronym as a memory trigger for the following actions during fire.

R.A.C.E. 

Corresponding Activities

Telephone operators will be notified (by emergency personnel only) to announce a Code Green when all is clear and normal work practices may be resumed.  This is typically only done when a Code Red is called.  You should always know two ways of exiting from any area to which you are assigned.

In case an emergency evacuation is necessary, do not use the elevators during a fire alarm unless you are instructed to do so by emergency personnel.

If you are physically handicapped, please notify the Director of Volunteer Services so that precautions can be taken to ensure your safety.

Quarterly fire drills are conducted throughout the hospital.  You will be expected to participate in and respond to the drill as appropriate.

Other Safety Hazards

Various areas in the Hospital contain hazardous biological, chemical and radiological hazards.  As a volunteer, you will not be assigned to areas or functions in which you may be exposed to these hazards.  If you have any doubts concerning your safety or the safety of others, please report your concerns to the Director of Volunteer Services or your departmental supervisor at once.  Do not attempt to clean up any spilled or soiled material.  Report all safety hazards immediately.

Guidelines For All Volunteers

If you are injured or become ill while you are on duty as a volunteer, notify your departmental supervisor and the Department of Volunteer Services at once.  If treatment is necessary, it will be supplied by the Stony Brook University Medical Center Employee Health Service or Emergency Department as appropriate.

Every injury sustained by a volunteer while on duty the must be reported immediately to the Department of Volunteer Services and your departmental supervisor.  All injuries must be evaluated and documented as soon as possible.

Accidents

If you have an accident of any sort - spill a specimen, damage Hospital property or equipment, cause an injury to a patient - do not attempt to correct the situation yourself.  Instead, notify your departmental supervisor and the Department of Volunteer Services immediately. 
Notify your departmental supervisor and the Department of Volunteer Services at once if you witness an accident or unusual incident at the Hospital or if you observe any safety or health hazard.

All traffic accidents should be reported as soon as possible to Campus Police at 333

Smoking

Smoking is prohibited in all areas of the Hospital and also within 50 feet of the entrance doors.  Smoking is not allowed in the laboratories, patient rooms, treatment areas, elevators, restrooms, hallways, or waiting areas.  Volunteers should not smoke while on duty in any area of the Hospital.

Gratuities

Volunteers should not accept money or gifts of any significant value from patients or their families.  If someone offers you money, explain that you are not allowed to accept it.  You might suggest that they make a donation in your name to the Stony Brook University Medical Center Auxiliary to be used for the purchase of needed medical equipment.

Emergencies

If an emergency occurs and you need help immediately, dial "321" on any hospital telephone.  Tell the operator your location, the nature of the emergency, your name and status (volunteer).

Use of Telephones

Hospital telephones are to be used only for Hospital Business.  Public pay phones are located throughout the Hospital for your personal calls.  Please do not use the Hospital telephone system to place personal calls.

Please ask your family and friends not to call you at the Hospital except in an emergency.  On weekdays (Monday through Friday, 8:30 am to 5:00 pm) emergency calls should be placed to you through the Department of Volunteer Services at 444-2610.  In the evening and on weekends, volunteers can be reached in an emergency by dialing the main Hospital switchboard at 689-8333 or the Hospital Information Desk at 444-7686.

Wheelchair Safety

When using a wheelchair to transport a patient to a destination in the hospital you must:

• • Place the wheelchair close to the patient
  • Always lock the wheels before the patient gets into or exits the chair
  • Be sure the footrests are up
  • Stand close to patient as he/she ambulates

When transporting the patient make sure the patient is facing forward.  When going into elevator pull the patient backwards into the elevator; always advise the patient you are doing this.  Pay attention to the patient; avoid long conversations with friends and other staff.

What Volunteers Cannot Do

To protect yourself, Stony Brook University Medical Center, and its patients, you must accept certain limits on your activities.  As a volunteer at Stony Brook University Medical Center, you must not

• • Give medications of any kind
  • Transport medications
  • Handle controlled substances
  • Take telephone treatment messages or orders from physicians
  • Transcribe physician's orders
  • Make entries in a patient's chart
  • Empty bedpans
  • Discard needles
  • Give bed baths
  • Raise or lower a bed without the nurse's permission
  • Lift a patient or change a patient's position in bed
  • Give food or drink to a patient without  the nurse's permission
  • Feed patients without the nurse's permission
  • Escort patients on stretchers alone
  • Escort patients who are on IV medications alone
  • Escort critically ill patients alone
  • Enter an isolation room without the nurse's permission
  • Care for patients in isolation rooms without the nurse’s permission
  • Attempt to give any form of medical or nursing care, including first aid or CPR
  • Attempt to perform any duty you have not been taught to do

Resources for Patients

Gift Shop

The Hospital Gift Shop, sponsored by the Stony Brook University Medical Center Auxiliary and staffed by volunteers, is located on level 5, just off the main lobby.  The shop has a variety of flowers, toys, cards, candies and other gifts for sale.

Patient Representative

A patient representative is on staff to address any questions, concerns or problems that a patient or their families may have about service or care at the Stony Brook University Medical Center.  Volunteers should refer complaints made by patients or their families to the patient representative at ext. 444-2880.

Social Work Services

The Social Services Department at Stony Brook University Medical Center is staffed by professional Social Workers who assist patients with the financial, emotional, and social aspects of their health care.  The patient's physician or nurse can arrange for a visit by a social worker.

Chaplaincy Services

The Hospital's chaplaincy service provides spiritual care to patients of all denominations.  The nursing staff can arrange for a visit by a Hospital Chaplain.  A meditation chapel is located on Level 5, just off the main lobby.

Patient's Bill of Rights

The staff of professional and lay personnel at Stony Brook University Medical Center recognizes that while you are a patient here you have a right, consistent to the law to:

• • Understand and use these rights. If for any reason you do not understand or need help, the hospital must provide assistance, including an interpreter.
  • Receive treatment without discrimination as to race, color, religion, sex, national origin, disability, sexual orientation or source of payment.
  • Receive considerate and respectful care in a clean and safe environment free of unnecessary restraints.
  • Receive emergency care if you need it.
  • Be informed of the name and position of the doctor who will be in charge of your care in the hospital.
  • Know the names, positions, and functions of any hospital staff involved in your care and refuse their treatment, examination or observation.
  • A no smoking room.
  • Receive complete information about your diagnosis, treatment and prognosis.
  • Receive all the information that you need to give informed consent for any proposed procedure or treatment.  This information shall include the possible risks and benefits of the procedure or treatment.
  • Receive all the information that you need to give informed consent for an order not to resuscitate.  You also have the right to designate an individual to give this consent for you if you are too ill to do so.  If you would like additional information, please ask for a copy of the pamphlet "Do Not Resuscitate Orders - A Guide for Patients and Families."
  • Refuse treatment and be told what effect this may have on your health.
  • Refuse to take part in research.  In deciding whether or not to participate, you have the right to a full explanation.
  • Privacy while in the hospital and confidentiality of all information and record regarding your care
  • Participate in all decisions about your treatment and discharge from the hospital.  The hospital must provide you with a written discharge plan and written description of how you can appeal your discharge.
  • Review your medical record and obtain a copy of your medical record for which the hospital can charge a reasonable fee.  You cannot be denied a copy solely because you cannot afford to pay.
  • Receive an itemized bill and explanation of all charges.
  • Complain without fear of reprisals about the care and services you are receiving and to have the hospital respond to you and if you request it, a written response.  If you are not satisfied with the hospital's response, you can complain to the New York State Health Department.  The hospital must provide you with the Health Department telephone number.
  • Authorize those family members and other adults who will be given priority to visit consistent with your ability to receive visitors.
  • Make known your wishes in regard to anatomical gifts.  You may document your wishes in your health care proxy or on a donor card, available from the hospital.

The Stony Brook University Medical Center Patient Services Representative is available to help any patient who has a question about his or her rights.  Volunteers should refer all questions concerning patients' rights to the Patient Services Representative at 444-2880.

HIPAA Privacy and Security

 
What is HIPAA?  The Health Insurance Portability and Accountability Act of 1996.  A HIPAA Training Handbook has been issued to you to review and use as a resource.  If you have additional questions about patient privacy, contact the Volunteer Office at 444-2610 or the Office of Compliance at 444-5776.

Confidentiality of Information

Patients have a right to expect that any information about their medical history, condition, or treatment will be held in the strictest confidence.  Volunteers must respect this right and must never share information about any patient with anyone outside the hospital.

Do not seek out information about any patient by reading the patient's medical record or by probing the computer.  Do not discuss any patient's medical condition or treatment with the patient or with the patient's visitors.  Do not discuss a patient's condition or treatment in the public areas of the Hospital (cafeteria, elevators, lobby, etc.).  If you must speak with a staff member about a patient, be sure to do so in an area where you will not be overheard.

HIPAA Security

In some assignments you will be given access to patient information via the computer.  To ensure password security:

• • Don’t tell anyone your password
  • Don’t write your password down anywhere
  • Don’t let someone see what you are entering as your password
  • Make sure your password cannot be easily guessed.
  • If you think there is even a slight chance someone knows your password, change it

If you are using a computer in your volunteer assignment, follow these hints for safe computing:

• • Never leave your computer, workstation, or your terminal without first logging off
  • Never share your login or password
  • Never leave sensitive information around in paper or magnetic form
  • Always keep sensitive information in a secure place
  • Never browse and look at sensitive information that you don’t have a need to know to perform your work responsibilities

Resources for Volunteers
HIPAA Privacy and Security

Lockers

Lockers in the lounge may be used to store personal belongings.  Volunteers wishing to use the lockers should bring their own locks.  Please use the lockers only while you are working as a volunteer.  Stony Brook University Medical Center is not responsible for the loss or theft of property left in the lounge.  Any loss or theft should be reported promptly.

Meals For Volunteers

In appreciation of your valuable service to Stony Brook University Medical Center, the administration has arranged for you to receive free refreshments in the Hospital cafeteria each time you come in for volunteer service.

Meal cards are available in the volunteer office: Monday – Friday from 8:30am – 4pm. After hours meal cards are available at the Information Desk (Monday-Friday 4-8:30pm and Saturday, Sunday and Holidays from 11am – 8:30pm.) A staff member will ask you to print your name and department next to the meal card number you receive.

Take the meal card to the cafeteria.  You may receive up to $4.50 worth of food free of cost.  If you select items valued at more than $4.50, you must pay the difference.  You will not receive any change if you select items valued at less than $4.50.

Take your tray and the meal card to any cashier.  You must also present your ID badge to the cashier.  The cashier will retain your meal card.

You are entitled to a meal card only when you are at the Hospital for volunteer service.  You must be at the Hospital to volunteer for a period of three or more hours to receive a meal card.  The pass is valid only on the day it is issued.

Free Parking for Volunteers

Volunteers are entitled to one parking validation for each day of service, or any appointment relating to volunteer business.  Please park in the hospital parking garage and bring your parking ticket into the volunteer office for validation Monday – Friday from 8:30am – 4pm. Validations are available after hours at the Information Desk (Monday-Friday 4-8:30pm and Saturday, Sunday and Holidays from 11am – 8:30pm.)

Health Screening

All volunteers are required to receive a medical clearance from the hospital's Employee Health Service prior to their initial assignment, and to have a reassessment of their health status annually. Volunteers are not charged for these clearances or assessments.
Prior to placement, each new applicant must:

• • Submit a medical reference form signed by a licensed physician
  • Complete an Employee Health History
  • Receive a PPD test for tuberculosis
  • Have or submit evidence of laboratory tests showing immunity to rubella (measles), rubella (German measles) and varicella (chicken pox).

You may have the PPD and immunity tests done by your private physician; if so, you must give us written results of the test signed by your physician. The PPD test must be interpreted (read) 48 to 72 hours after it is placed. You may have the PPD interpreted by your physician or by the Employee Health Service at the hospital. If your physician interprets the test, you must give written results signed by the physician.
A second PPD is required within two months of starting.
Each year, you will receive a notice from the Department of Volunteer Services informing you of the need to schedule an appointment for an annual health update at the Employee Health Service. For your protection, and the protection of others at the hospital, it is essential that you schedule the appointment and receive a health assessment promptly. Please notify the Volunteer Office if there are any problems.

Frequently Asked Questions

How long must I wait before I can start volunteering?

After your completed application is reviewed by the volunteer staff you will be asked to make two appointments – one for Employee Health and one for Volunteer Orientation. It can take anywhere from two to four weeks before you can begin.  The Employee Health Department offers assessments to new volunteers every two weeks.  The Volunteer Orientation coincides with the Employee Health schedule.  You may find that it will take upwards of four weeks to begin if you apply during the early summer or early fall, our busiest time of year.

What days of the week and times are Employee Health and Volunteer Orientations held?

The Employee Health Department permits volunteers to schedule their appointments on Tuesdays only.  The appointments are given in 15 minute intervals between the hours of 8:30am and 3:15pm.  During the school year, appointments between the hours of 2pm and 3:15pm are reserved for volunteers who are between the ages of 14 and 17. The Employee Health assessment consists of a tube of blood drawn from your arm to test immunities to Rubella and Rubeola. A PPD is also administered to test for Tuberculosis (this is a two part test consisting of a planting and a reading 2-3 days later.) The Employee Health appointment is free of charge.

Volunteer Orientation is a two hour session that is scheduled on the Thursday or Friday during the same week as the Employee Health appointment. The Volunteer Orientation covers topics such as: fire safety, patient confidentiality, general procedures, attendance, infection control, etc.  You will also have your Identification Badge picture taken on the day of orientation. There is one morning and one afternoon orientation session scheduled each month.

How do I find out what departments I can work in?

When you deliver your application to the Volunteer Office you will have an opportunity to view our Volunteer Role Description Book which lists all of the assignments available to volunteers.  You choose the assignment!  Once your application is submitted you may start calling the department supervisor to discuss placement and a schedule. A staff member from Volunteer Services will notify you via telephone of your clearance to start and will ask you for the schedule you worked out with the departmental supervisor.  You will then be given a start date.  Usually, you can start your Volunteer Service sometime during the later part of the week following your Employee Health and Orientation appointments.

What is the difference between a Junior and Senior Volunteer?

A junior volunteer is someone who is between the age of 14 years and 17years.  A senior volunteer is someone who is 18 or older.  Junior Volunteers are not permitted to work after 7pm and may be restricted from some assignments.  Take notice on each page of the role description book to check if the department you are interested in is open to all volunteers or just senior volunteers only.

Do I need to wear a uniform?  Do I have to purchase one?

Yes, all volunteers are required to be in uniform when reporting for volunteer service.  The only assignment exempt from the uniform rule is, Child Psychiatry.  Volunteer uniforms are available for purchase on the volunteers first day of service. The cost of the uniform is $19.99.   If the cost of the uniform will create an economic hardship for any volunteer, speak with the Volunteer Services staff privately for an alternative solution.

What about parking and meal cards?

All hospital volunteers are eligible for free parking on their day of service or when they are visiting the hospital for a volunteer-related appointment.  When arriving at University Hospital, please park in the visitor’s parking garage and bring in your parking ticket for validation.

Volunteers are entitled to a meal voucher which has a value of $4.50 and is issued daily after a minimum of 3 hours of volunteer service is completed.