Arlington County Public Health Volunteer Management System

Presentation Transcript

Arlington County Public Health Volunteer Management System Developed by the GWU Institute for Crisis, Disaster, and Risk Management for Arlington County, Virginia

Presenters Jan Tenerowicz, RN BSN, Arlington County Medical Reserve Corps Coordinator Valerie Seefried, MPH, Research Associate, George Washington University Institute for Crisis, Disaster, and Risk Management

Today's Presentation The ACPH-VMS - who, why, how, and what ACPH-VMS outline Implementation steps and methodologies

Who? Arlington County Public wellbeing Volunteers

Arlington County Urban region 26 square miles Across from Washington, DC Federal and corporate worksites (Pentagon) Reagan National Airport Metro 198,267 populace – different

Public Health Division Department of Human Services Division Core general wellbeing administrations and general wellbeing reaction to crises 227 representatives - full/low maintenance 65 medical caretakers 1 crisis organizer 1 disease transmission expert

Arlington County Volunteers Office of Emergency Mngt. Resident Corps Dept. Human Services Vol. Office Public Health MRC

Public Health Volunteers Medical Reserve Corps 185+ pre-enlisted therapeutic care experts and others with pertinent aptitudes Spontaneous Medical Advisory Group Other County Employees

MRC Challenges How would you deal with the handling of both pre-enrolled AND unconstrained volunteers through a similar framework? How would you realize that volunteers are legitimately credentialed? How would you know whether the data on pre-enlisted volunteers in your framework is progressive? How would you realize that volunteers have been legitimately advised and are set up to fill in as volunteers?

Why? Sorted out structure Process, prepare, and oversee Public wellbeing application Mass Clinics Epidemiology and reconnaissance Quarantine and detachment Community data Integrate specifically into the occurrence Flexible and adaptable

How? George Washington University Institute for Crisis, Risk, and Disaster Management Research based model Public wellbeing coordinated effort Funding Private establishment

What? ACPH-VMS Project Objectives Organize general wellbeing volunteers/bunches supporting general wellbeing episode reaction Integrate into ICS/IMS – NIMS consistence Process and list volunteers for employment coordinate Orient and "without a moment to spare" prepare Ensure volunteer security Maximize volunteer experience

GWU Project Team Personnel Joseph Barbera, MD – Principal Investigator Anthony Macintyre, MD – Subject matter master/ explore/author Valerie Seefried, MPH – GWU Project Coordinator/ PH ability

GWU Project Team Personnel Lissa Westerman, RN - Bridge between ACPH & ICDRM, nursing & general wellbeing mastery Greg Shaw, DSc – GWU Project Administrator/ topic master/ preparing improvement Sergio De Cosmo – Software & electronic aptitude, frameworks designing

GWU Volunteer Management System 'ISSUES & OPPORTUNITIES MODEL' Lauren Fernandez, MS – Subject matter master (broad experience as a volunteer crisis responder), frameworks building, Doctoral Research based: Volunteers as dangers Incident dangers Volunteer abilities VMS Interventions to minimize Risks and expand Opportunities (abilities) ICS/IMS Interventions to bolster a successful VMS

Arlington County Public Health Volunteer Management System Project Deliverable The 'Bundle ': 'Framework Description & Concept of Operation' 'Position Description/Qualifications' 'Occupation Action Sheets' 'Structures and Process agendas'

Advantages of the ACPH-VMS ICS/NIMS consistent Integrates specifically into Incident Management Manages volunteers all through the span of their volunteer experience Scalable & staffed by

Arlington County Public Health Volunteer Management System Incident Management Operations Section Logistics Section Plans/Info Section Finance/Admin Section Supply Unit ACPH-VMS

Volunteer working inside the reaction framework Volunteer handling, acknowledgment, task Volunteer land at the scene/site Affiliated Pre-enrolled Volunteers Recruited Volunteers Spontaneous Unaffiliated Non-preregistered Volunteers Integrating Volunteers into the Response

Stages Described in the Concept of Operations

ACPH-VMS Organizational Chart VMS Manager Safety VMS OPS Chief VMS LOG Chief VMS Plans Chief VMS Admin/Finance Chief VMS Volunteer Processing Branch Director VMS Incident Integration Branch Director On-Site Volunteer Coordinator (ICS/IMS) Registration Supervisor Volunteer Tracking Supervisor VPOA Leader Credentials Verification Supervisor 'Inconvenience Desk' Supervisor Assignment Supervisor Assignment Briefing Leader Full Activation & staffing of all positions… Deployment & Out-preparing Leader Volunteer Recruitment Supervisor

ACPH-VMS Organizational Chart VMS Manager Safety VMS OPS Chief VMS LOG Chief VMS Plans Chief VMS Admin/Finance Chief VMS Volunteer Processing Branch Director VMS Incident Integration Branch Director On-Site Volunteer Coordinator (ICS/IMS) Registration Supervisor Volunteer Tracking Supervisor VPOA Leader Credentials Verification Supervisor 'Inconvenience Desk' Supervisor Assignment Supervisor Assignment Briefing Leader Partial Activation with least staffing for little occasion… Deployment & Out-preparing Leader Volunteer Recruitment Supervisor

ACPH-VMS Processes There are 3 noteworthy segments: Management Incident Integration Volunteer Processing

ACPH-VMS Management Oversees preparation/grounding Sets operational periods, arranging cycles & goals Ensures adjust use of structures Assures satisfactory general capacity of VMS Assures security of volunteers & VMS staff Public data & contact

Incident Integration Identifies volunteer needs Informs Processing Branch about positions to be filled Monitors and tracks volunteers Maintains "inconvenience work area" work Answers questions Documents any unfriendly occurrences

ACPH-VMS Organizational Chart VMS Manager Safety VMS OPS Chief VMS LOG Chief VMS Plans Chief VMS Admin/Finance Chief VMS Volunteer Processing Branch Director VMS Incident Integration Branch Director On-Site Volunteer Coordinator (ICS/IMS) Registration Supervisor Volunteer Tracking Supervisor VPOA Leader Credentials Verification Supervisor 'Inconvenience Desk' Supervisor Assignment Supervisor Assignment Briefing Leader Incident Integration Deployment & Out-handling Leader Volunteer Recruitment Supervisor

Volunteer Processing "Preparing & Managing the Volunteer" Assign & Equip - Train Register & Verify Deploy & Monitor Re-Assign or Out-Process Collect

VOLUNTEER MANAGEMENT POST & INCIDENT INTEGRATION DEPLOYMENT/OUTPROCESSING VPOA BADGING WAITING/STAGING AREA REGISTRATION ASSIGNMENT BRIEFING CREDENTIAL VERIFICATION ASSIGNMENT

ACPH-VMS Organizational Chart VMS Manager Safety VMS OPS Chief VMS LOG Chief VMS Plans Chief VMS Admin/Finance Chief VMS Volunteer Processing Branch Director VMS Incident Integration Branch Director On-Site Volunteer Coordinator (ICS/IMS) Registration Supervisor Volunteer Tracking Supervisor VPOA Leader Credentials Verification Supervisor 'Inconvenience Desk' Supervisor Assignment Supervisor Assignment Briefing Leader Volunteer Processing Deployment & Out-preparing Leader Volunteer Recruitment Supervisor

Each VMS Staff Position Description Qualifications Job Actions Supporting Tools

" TOOLS' The "apparatuses" created are a mix of: NIMS Compliant Management Forms Volunteer Processing Forms Templates Process Checklists Job Action Sheets

Key Criteria for Tool Development Based on lessons learned Drives the framework through powerful administration and volunteer handling methods Based on ICS/NIMS Paper-based arrangement yet in a perfect world electronic

SETTING-UP THE VOLUNTEER MANAGEMENT SYSTEM NOTIFICATION & ACTIVATION of ACPH-VMS  ACTIVATION PROCEDURE (VMS A1)  NOTIFICATION & ACTIVATION MESSAGES (VMS A2) MOBILIZATION of ACPH-VMS  MOBILIZATION CHECKLIST (VMS L1)  ACPH VPOA & VMC SITE SELECTION (VMS L2)  ACPH VMC SITE SET-UP (VMS L3)  VPOA/ACPH-VMC SIGNAGE (VMS L4)

RUNNING THE VOLUNTEER MANAGEMENT SYSTEM MANAGEMENT TOOLS required for ACPH-VMS  INITIAL EVENT LOG (VMS 201)  ORGANIZATIONAL CHART (VMS 207)  PERSONNEL CHECK-IN LIST (VMS 211)  VMS ASSIGNMENT LIST (VMS 203)  JOB ACTION SHEETS  VMS HEALTH & SAFTEY PLAN (VMS 208)  VMS OPERATIONS WORKSHEET (VMS 215)  SITUATION UPDATE (VMS 209)  GENERAL MESSAGE (VMS 213)  INCIDENT EXPENSE LOG (VMS M3) LOGISTICS TOOLS required for ACPH-VMS  TRANSPORTATION REQUEST LOG (VMS L5)  MEDICAL PLAN (VMS 206)  COMMUNICATIONS PLAN (VMS 205)

COORDINATING WITH THE INCIDENT COMMAND/MANAGEMENT SYSTEM (ICS/IMS) INCIDENT INTEGRATION TOOLS required for ACPH-VMS  ASSIGNED VOLUNTEER SCHEDULING & TRACKING FORM (VMS T1)  TROUBLE DESK INFORMATION FORM (VMS T2)  VOLUNTEER INCIDENT REPORT (VMS T3)  VOLUNTEER PERFORMANCE EVALUATION FORM (VMS 226)

RECRUITING VOLUNTEERS INTO THE VOLUNTEER MANAGEMENT SYSTEM VOLUNTEER NOTIFICATION & RECRUITMENT TOOLS  VOLUNTEER RECRUITMENT REQUEST PROCESS/TEMPLATE (VMS R1)  NOTIFICATION MESSAGES FOR PRE- REGISTERED VOLUNTEERS (VMS R2)

PROCESSING V