20140517 WHF volunteer teams roles and responsibilities

WOMEN’S HEALTH FAIR – MAY 16, 17, 2014 EVENT TEAMS – ROLES & RESPONSIBILITIES AIM to Prevent Station (Location: Open Area on Friday & Saturday) This team will explain the Center’s AIM to Prevent program to conference attendees and convince them to join the program. At this event, participants and their spouses will have the option to get a FREE women’s screening on Saturday. If the husband has not been screened before, they have to use the self-pay option ($125.00 for the lab fees), and do their fasting lab work on Saturday with their spouse.

If the husband is already an existing participant, then only the woman need come in on Saturday.

If the attendee wants to sign-up (for this FREE screening, or screening at a later time), then they should be directed to the Sign-up Station.

Sign-up Station (Location: Open Area on Friday/Saturday) This team will assist participant to sign-up for the Center’s screening program: • verify if the participant is already signed-up in SATHI (update/proceed with appointments if appropriate) • verify if participant qualifies for the FREE screening – husband already a participant, or husband also screening on Saturday • have them fill out the correct web contact form on southasianheartcenter.org • export the participant to Appointment-Quest • create the HRA, LAB appointments for the participant. For the special case where they qualify for the FREE screening, setup the LAB appt. for May 17.

• set the participants as scheduled in SATHI with a record of their appointments.

• create a task in SATHI for Rosina to process their credit card payment (except for woman who qualify for the FREE screening) Ask-a-doc Station (Location: Open Area on Friday & Room 206 on Saturday) This team of physicians is responsible to consult with attendees on first-come first-served appointment basis, and answer their questions. Recommended consult time is 5 minutes. Emphasize making use of the screening opportunities at the health fair. There will be free BP check for every attendee who stops by, as well as the FREE women’s screening. Guide them on BP, cholesterol, diabetes, general medicine or cardiology specific issues.

Snack-Challenged Station (Location: Open Area on Friday & Saturday) This team will present the taste test to attendees, explain about “Red” and “Green” Snacks, and guide attendees to talk to the AIM to Prevent team to sign-up for our program. Our registered dietician will provide additional training.

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Biometrics/Data Entry (Open Area on Friday, Room 207 on Saturday) This team will help take physical measurements (height, weight, blood pressure, and waist circumference) and/or enter biometrics/research consent information into SATHI. This team is also responsible to collect the appointment slip (which contains the biometrics). The appointment slip should be used for those participants who are going to complete the AIM to Prevent program (the participant will bring an appointment slip if they have gone through the sign-up process). The BP Screening Form should be used for those participants who are only doing their BP screening at the health fair. Participants who present with a high BP reading should be tested twice, and should be directed to the attending physician/RN for further counseling.

Laboratory Check-in Station (Location: Outside Room 207, Saturday only) This team will be stationed outside Room 207, and in direct line of sight as attendees come to the laboratory draw area. This team is responsible to greet attendees, find their paperwork, provide a clipboard, and direct them inside the room to Laboratory Paperwork Station where they would review the forms. The Check-in Team will also explain the setup, flow, and steps the participants have to follow at the health-fair.

Laboratory Paperwork Station (Location: Room 207, Saturday only) The laboratory paperwork team will help participants understand the laboratory and Center paperwork package. They will: • review the laboratory requisition to verify information contact and DOB information • get signatures on the Medical Records Release (MRR), Notice of Privacy Practices (NPP) • explain our research program, and consent participants to the study (get signatures). If they consent for additional blood draw, mark the lab requisition accordingly.

• if the participant “sticker” is not on their form, affix the sticker on the research consent and the appointment slip • copy MRR or NPP forms as requested by participants; give of extra copy of research consent form if asked by participants • unclip paperwork from the clipboard, and separate research consent for Data Entry team, and keep MRR and NPP forms together • periodically send the filled-out research consent information to the Data Entry team • direct participants (with their appointment slip and 3 copies of the lab requisition) to the laboratory draw/biometrics waiting area Women's Health Fair Check-out Station This team will be responsible for explaining what to expect after the lab draw is complete, and prepare them for the next steps.

• the lab results will be available within 10 working days • once we have reviewed the results, and prepared a personalized “Results and Recommendations” (RAR) report, they will receive an email asking them to schedule a RAR appt.

• provide participants a blank food journal form, instructions on how to make food journal entries, and remind them to bring the journal back at the time of their results and recommendations appointment • explain the heart health coaching program • ask them to visit the Snack Challenged/Taste Test booth in the Open Area.

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Breakfast Station (Room 206) This team will be responsible for preparing the breakfast table and setting up the breakfast items: • hot-cereal (individual pouches) • Whole wheat bread with peanut butter • Cut-fruit • Prepare hot water for cereal in tea/coffee warmers • Keep area clean • Setup serving trays, bowls, small plates, spoons, napkins, serving spoons Flow Management (Open Area on Friday, Room 207 on Saturday) Have people seated in designated areas waiting for services such as Ask-a-doc, Biometrics, Signup, Laboratory Draw, Laboratory Paperwork Stations, etc.)

Lab Processing (El Camino Hospital Lab) This team will be responsible for all the research samples, process/aliquot/label/store the samples, and update SATHI with storage information.

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