| CIRCLE FAMILY FIEALTHCARE NETWORK VOLUNTEER PROGRAM POLICY & PROCEDURES |
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CIRCLE FAMILY HEALTHCARE NETWORK VOLUNTEER PROGRAM POLICY & PROCEDURES POLICY: It is the policy of Circle Family HealthCare Network to make use of volunteers to support and enhance the agency’s mission by utilizing their skills and professionalism in the workforce to add an extra dimension of care and services within the agency.
PROCEDURES: 1.
When an inquiry to volunteer is received via telephone or walk-in, it is routed to the Human Resource Office. The Human Resource Associate or designee will conduct an on phone or in office information screening session, and if necessary, provide a volunteer packet in addition to scheduling a volunteer orientation, which is conducted by the Human Resources department. Frequently, staff members and/or consultants for specific duties identify volunteers. At which time the staff member/consultant will notify the Human Resource Associate, who will arrange appropriate orientation through human resources. It is the responsibility of the referring staff member/ consultant to manage volunteer schedules and provide complete reporting (see section four). 2. During orientation, the volunteer will complete all necessary paperwork required for Human Resource and Development purposes. Volunteer files are established to gather record and maintain information concerning volunteer staff at CFHCN. A file folder will be maintained in the Human Resource Office on every person who volunteers at CFHCN regardless of capacity. These files will aid in placing and tracking volunteers, providing emergency information quickly, if needed, and provide data for reports that will be generated concerning the use of volunteers at this agency. Applicants will be required to attend a session on confidentiality and HIPPA training; both will be conducted during orientation and includes a signed agreement. Upon completing orientation, the new volunteer will receive a thank you letter from the CEO. 3. The composition of a volunteer file will include the following: Volunteer application, current volunteer position description (if appropriate); 2 letters of reference; authorization for background check; volunteer agreement: volunteer request forms will be added as submitted. In addition, the file folders of volunteers who are selected to work with children must contain finger prints and background check form prior to assignment. 4. Volunteers will be monitored/supervised by the requesting party, unless otherwise noted. The requesting party will act as a liaison between the volunteer and Human Resource Office Volunteer Program Manager (Human Resource Associate). All volunteers are required to complete a bi-weekly time sheet that will be submitted to the Human Resource Office. Volunteer time sheets will be given to the volunteer and signed by supervisor. If a volunteer is only providing service for one day, then the time sheet should be signed and submitted the following business day. The purpose of the timesheet is to collect data on number of hours that the agency is receiving in volunteer work for monthly reporting. If for any reason, the volunteer chooses to terminate his/her volunteer agreement with CFHCN the Human Resources Department should be notified immediately. In addition, if staff chooses to assign different and or additional duties to the volunteer, the Volunteer Program Manager (Human Resource Associate) should be notified immediately. 5. When requesting a volunteer(s), the Unit Director or designee will complete the Volunteer Request form and submit it to the Human Resource Associate via fax or inter-office mail at least 10 business days in advance of project if possible. Most volunteers have other obligations that require they be given time to adjust their schedules. Once in receipt of request, the Volunteer Program Manager (Human Resource Associate) will contact the volunteer best suited for the position and will then forward the applicant information to the requesting party who if necessary, will review the application and interview the applicant to determine the appropriateness of the applicant for the assignment and the program/project. If no volunteer is available for project, the Volunteer Program Manager (Human Resource Associate) will notify the requesting party. Human Resources Department |