From Thousand Smiles Wiki

Latest revision as of 04:50, 17 May 2014

Pre-Clinic Volunteer Coordinator

Description

This person performs various duties that are required to ensure that we have sufficient volunteers in place.

Typical Duties

• Arranges for lunches for clinic volunteers, hospital volunteers, patients/families.
• Coordinates buses and makes sure that buses are ordered.
• Ensures we have hired mexican anesthesiologists for surgeries.
• Monitors the registrations as they occur on the volunteer website.
• Works with the nursing coordinator to estimate number of nurses coming.
• Ensures that job requirements are known and positions are filled before the day of the clinic
• Also, monitors the volunteer site, Facebook, and other resources for questions, concerns from volunteers; ensures that answers are provided.
• Works with the website personnel make sure issues with volunteer site are dealt with
• Uses phone, e-mail, Facebook, or volunteer site as appropriate to communicate with volunteers

Current Owner

• Kim Muslusky

Reports to

• Clinic Manager

Alternates/Delegates

• None.

Day of Clinic Volunteer Coordinator

Friday and Saturday person who makes sure volunteers are welcomed, that jobs are properly filled, and volunteer related issues (problems, need for breaks and food) are satisfied.

• Greets the Mexican Damas who help at registration (if not there, tackles the Mexican Rotarians to do the job...)
• Greets the volunteers at registration
• Find jobs for volunteers, translators, etc.
• Make sure that volunteer lunch people have arrived and are able to do their job
• Greet doctors, dentists, nurses, and volunteers as they arrive and thank them
• Communicate with leaders in various areas and make sure that any issues related to volunteers are dealt with.
• Make sure that somebody is selling tickets for the Friday dinner and let Broncos (the restaurant that hosts the dinner) know by 2pm our totals – ensure that we sell at least 60 tickets
• Pay anesthesiologists at hospital
• Find a person to sell t-shirts
• Assess what needs we will have for staffing the next clinic, and report to the pre-clinic coordinator

Current Owner

• Kim Muslusky

Reports to

• Clinic Manager

Alternates/Delegates

• None.

PR and Communications

Responsible for communications with volunteers and the community.

• Write and distribute thank you notes to various volunteers and donors.
• Post photos on website and Facebook
• Monitor main web page and Facebook
• Perform marketing for TSF via various means,
• Speak at functions for TSF
• Ensure that artwork needed for various purposes is produced
• Produce videos as needed
• Write articles for TSF (Facebook, main web site)

Current Owner

• Kim Muslusky

Reports to

• Board of Directors

Alternates/Delegates

• None.

Clinic Manager

Has overall responsibility for the smooth operation of the clinic and makes sure things not related directly to volunteers are in place. Works with one or more assistants to handle the numerous tasks that are needed to make sure the clinic functions smoothly.

• Either calls Dr. Martinez (hospital manager??) for Friday meeting at General Hospital (or asks Rosie to speak to him) or reminds Bob Chalfa that we need to be sure of availability of Naval Hospital
• Calls or emails person in Mexico who oversees the clinic property to check to make sure internet is working the week before
• Ensures that Ensenada police to set up blockage of the street
• Ensures registration forms for clinic and/or supplies needed for registration are available
• Arrives early to help set up whatever is needed
• Makes sure there are tables and chairs out on the street and a tent if needed
• Checks the kitchen to see what’s needed there (clean table cloth, etc)
• Checks the patio to see that it is set up—if not, help set up, make sure the tables and chairs are clean
• Check in with various coordinators to see if any problems
• Make sure the surgeons’ tables are set with their stuff they use for screening
• Check in with ENT to see that they have what they need
• Check in with audiology to make sure they have what they need
• Check in with Speech to make sure they have what they need
• Check the progress of registration
• Put out fires (problems) anywhere in the clinic
• Assist the nurses if there is a need
• Check in with dental director upstairs
• Make sure that the volunteers get fed
• About 12 noon—start looking at who has to go for blood work, how many surgeries—make sure that the kids who need to go to the lab are rounded up by 1pm and that there is a Mexican Rotarian to take them. If not, find someone else to step up—we are supposed to be done at the lab by 2pm
• Check on nurses and sterilization for any problems
• Ask surgeons about surgery schedule, any needs, concerns
• Make sure that there is food there for families and volunteers

Current Owner

• Kim Muslusky

Reports to

• Board of Directors

Alternates/Delegates

• None.

Clinic Manager Assistant (2)

Reports to the clinic manager and performs required tasks from the following list, and anything else identified by the Clinic Manager

• After lunch, check to see that trash is picked up in the patio, that the kitchen is cleaned up
• Check that the craft stuff is put away, patio somewhat clean
• Check outside the building on the street to see that trash has been picked up
• Check that garbage cans & bags not overflowing
• Walk the clinic and make sure things are put away
• Again walk the clinic to see what’s needed in paper goods, water, cups, etc.
• Put away files that are no longer needed
• Check on crafts
• Bring out toys if needed
• Walk the clinic to replace or clean whatever’s needed
• Empty trash if needed
• Take any needed supplies to hospital

Current Owner

• Kim Muslusky

Reports to

• Clinic Manager

Alternates/Delegates

• None.