Matthew 25 Health & Dental Clinic

Volunteer Handbook

i

M A T T H E W 2 5 H E A L T H & D E N T A L C L I N I C

Volunteer Handbook

2007-2014 Matthew 25 Health & Dental Clinic

413 East Jefferson Boulevard, Fort Wayne, IN 46802

Phone 260.426.3250 • Fax 260.426.0443

Matthew25online.org

2

Table of Contents Contact Information .................................................. 4

Introduction .................................................... 5

Handbooks ...................................................... 5

Mission, Vision and Values ....................................... 6

Matthew 25 Mission Statement ..................... 6

Matthew 25 Vision Statement ........................ 6

Matthew 25 Values ......................................... 6

Brief History .............................................................. 7

Oversight of Volunteers ............................................ 8

The process to become a volunteer .............. 8

Students ......................................................... 9

Shadows ......................................................... 9

Volunteer Commitment ................................ 10 Shifts ......................................................... 10 Job Shadow ............................................... 10 Longevity ................................................... 10 Types of Volunteers .................................. 10

Volunteer Policy ...................................................... 11

Volunteer Rights: .......................................... 11

Volunteer Responsibilities: .......................... 11

Legal Matters .......................................................... 12

Confidentiality Agreement ........................... 12

HIPAA rules .................................................. 12

Other ............................................................. 12

Computers ............................................................... 13

Matthew 25 Computer Uses & Guidelines ... 13

Other Matters of Concern ....................................... 14

Personal Appearance ................................... 14

Smoking Policy ............................................. 14

TB testing ..................................................... 14

Parking ......................................................... 14

Badges .......................................................... 14

Signing In/Out of the Volunteer Computer ... 14

Fire Safety (“CODE RED”) ............................. 15

Tornado or Other Severe Weather ............... 15

Getting Started ....................................................... 16

Application Process ..................................... 16

Orientation.................................................... 16

C O N T A C T I N F O R M A T I O N

3

Training ........................................................ 16

Volunteer Lounge ......................................... 16

Supervisors ................................................... 17

Contacting the Clinic ................................... 17

FAQ Frequently Asked questions............................ 18

Money Matters ........................................................ 21

Making a Donation to the clinic ................... 21

Funding ......................................................... 21

Patient Information ................................................. 22

Who Do We Serve ......................................... 22

How someone becomes a patient ................ 22

Missed appointment policy .......................... 22

How to order/get meds ................................. 22

Scheduling of patients ................................. 22

C O N T A C T I N F O R M A T I O N

4

Contact Information

Mark Dixon Administrator

Ermina Mustedanagic Development Director

Dr. Bradley Isbister Medical Director

Dr. Roger Valliere Dental Director

Samantha Bohnstedt Administrative Assistant

Matthew 25 Health and Dental Clinic

413 E. Jefferson Blvd.

Fort Wayne, IN 46802

Main Line: 260.426.3250

Fax (upstairs): 260.426.0443

Fax (downstairs): 260.426.1129

www.matthew25online.org Find us on Facebook Matthew 25 Medical Clinic hours-normal schedule:

(Medication Room is closed in the evenings)

*These hours are subject to change. No evening clinic on the 5th Tues., Wed., Thurs. of the month.

Matthew 25 Dental Clinic hours-normal schedule:

Mon Tues Wed Thur Fri

8:30 am to Noon Walk In

& Appt.

Closed Walk In

& Appt.

Walk In

& Appt.

Appt.

only

12:30 to

4:00 pm

Appt.

only

Appt.

only

Appt.

only

Closed Appt.

only

5:30 to

8:00 pm

Closed Appt.

only

Closed Closed Closed

*Closed when it is the fifth Tues. evening of the month. Dental will accept

approximately the first 8 patients during first hour of day, subject to

availability of our volunteers.

Mon

Tues

Wed

Thur

Fr

8:30 am to Noon

Appt Only

Appt Only

Appt Only

Appt Only

Appt Only

12:30 to 4:00 pm Appt Only

Appt Only

Appt Only

Closed

Appt Only

5:30 to 8:00 pm Closed

Appt.

only*

Appt.

only*

Appt.

only*

Closed

Vo

lun

tee

r P

ark

ing

Volunteer/Staff entrance to clinic

C O N T A C T I N F O R M A T I O N

5

“…I was sick and you looked after me…’I tell you the truth, whatever you did for one of the least of these brothers of mine, you did for me”’

Matthew 25:36 & 40

Introduction

Welcome to Matthew 25!

Thank you so much for your interest in becoming a part of Matthew 25. We are all so excited that you want to join us and help us with those in need of health and dental care. This handbook was created to help you understand how the clinic operates. Please read through it and familiarize yourself with the rules and regulations here at the clinic.

Matthew 25 provides free health and dental care to residents of Allen County who are uninsured. We provide a variety of specialty clinics along with the general medical and dental care. Some of the clinics include diabetes, blood pressure, ophthalmology, physical therapy, pain management, cardiology and pulmonary. We provide free basic lab test such as urinalysis, blood sugar, hemoglobin, strep throat, and pregnancy. The dental area provides dental care instructions and education, cleanings, fillings, extractions, exams, x-rays, and partial and full dentures.

Matthew 25 would not be able to supply all of this health care and more without our many volunteers. Our volunteers help in many ways from dentists and doctors to receptionists and clerical. We would not be here without you! Thank you for wanting to give back to your community and help Matthew 25 spread the word of the gospel to provide free health and dental care to the residents of Allen County.

Volunteer Coordinator Matthew 25 Health and Dental Clinic

Handbooks

This handbook is provided to you to inform you on policies and procedures for Matthew 25. You may ask to see other handbooks that pertain to your area(s):

Front Desk Manual Dental Hygiene

Student Handbook Dentist Handbook

Medical Clinic Manual Dental Assistance

Patient Assistance Nursing Handbook

Medication Room

M I S S I O N , V I S I O N A N D V A L U E S

6

Mission, Vision and Values

Matthew 25 Mission Statement

Matthew 25 Health and Dental Clinic is inspired by the Gospel to provide free primary healthcare services to uninsured, low income residents of Allen County

Matthew 25 Vision Statement

Matthew 25 Health and Dental Clinic in partnership with the community will assist people in need to secure comprehensive healthcare and wellness education.

Matthew 25 Values

- Faith-based approach to the operations of the clinic

- Compassion for those with medical and dental needs

- Professionalism in providing quality healthcare

- Individual responsibility for one’s own health

- Respect for all regardless of differences

- Stewardship of all our resources.

B R I E F H I S T O R Y

7

Brief History

The Matthew 25 Health Clinic opened on May 1, 1976 as an outgrowth of a prayer group that was concerned about the violence in the inner city – violence in the form of hunger and sickness. The original purpose of the clinic was to provide health screening and health education to the poor. The opening took place at a house on Clay Street. The clinic then moved to the Jefferson Boulevard location.

The Dental Clinic opened in 1979 providing complete dental care for low-income individuals through the cooperation of volunteer dentists, assistants, and hygienist.

Staffed by lay and professional volunteers, the clinic soon became an acute care facility. On average 400 people volunteer at Matthew 25 Health and Dental Clinic during a given year. This includes physicians, dentists, nurse practitioners, nurses, dental assistants, dental hygienists, medication room workers, clerical and many other support volunteers. Referrals to alternate health care providers are made for patients who need either specialized care or require ongoing care for a chronic health condition.

There is an excellent consultation and tertiary care support from the medical and dental community. We provide general medical and dental care, as well as specialty clinics in diabetes, blood pressure, ophthalmology, physical therapy, ear-nose-throat, urology, women’s clinics for pap smears, podiatry, dermatology, pain management, cardiology and pulmonary. Lab tests that can be done here include urinalysis, blood sugar, hemoglobin, strep throat, and pregnancy. Dental services include exams, x-rays, dental home care instructions, cleanings, fillings, extractions, and full or partial dentures.

O V E R S I G H T O F V O L U N T E E R S

8

Oversight of Volunteers

We are a clinic run mostly by volunteers. We are so grateful for each and every one of you. After all, we would not be here without you. We see on average 100 patients a day and would not be able to see that many without volunteers like you helping our staff out. We want our volunteers to get as much satisfaction and fulfillment from volunteering as they can. We want to try to meet and reach each and every one of your needs. We will try to do our best as the staff of the clinic if you are willing to work with us and understand how many of you there are and how the clinic is growing in so many ways. There are so many areas that need help and we ask you explore the different areas when they are in need of help. Please feel open to discuss issues and concerns with the staff or with the volunteer coordinator. Like stated above we would not be here without our volunteers.

The process to become a volunteer

1. Appling – You must fill out an application before becoming a short-term or long-term volunteer. Those who need to fulfill required hours such as students, community service or the like please contact the volunteer coordinator before filling out the application. The application can be found on our website- www.matthew25online.org.

2. Orientation – After you have filled out the application, you must contact the volunteer coordinator to sign up for an orientation. All volunteers need to go through a general new volunteer orientation with the volunteer coordinator. It is very important that a volunteer attends an orientation to help them better understand the clinic and what they should expect from the clinic.

3. Training – After orientation, you will be contacted by the volunteer coordinator about possible training dates/times in the department/area you are interested in volunteering. Here you will receive a more specific, hands-on orientation of what you will be doing in the department from your supervisor. You will also discuss a schedule and times you could sign up to come in. Depending on the department and each volunteer the training period length will vary.

4. Volunteering - After you have completed the above steps you will/should be comfortable to put your skills and trainings to work. Your supervisor as well as other staff and volunteers in your department are always there to assist you in any way needed as you volunteer.

O V E R S I G H T O F V O L U N T E E R S

9

Students

We are a clinic run mostly by volunteers. Most of our students are volunteers as well. However we do help with those students who are required to complete clinical and other school related hours of service. Please be patient with us as we try to organize every student and accommodate to each of your needs. Please read through this manual and try to understand where the clinic is coming from and if we are truly the site for you.

We do take students based on the levels of education they are currently at and their requirements for their externships, internships and required hours. Each student is accepted individually and at the discretion of the clinic and the supervisor/director for the desired area.

Medical and Dental students are very different and treated as separate policies. However every student must abide by all volunteer policies as well as everything listed in this handbook.

Students are responsible for contacting the Volunteer Coordinator first to see if they qualify to do an internship with Matthew 25. If they qualify they are responsible for letting the volunteer coordinator know what contracts, if any, need to be signed as well as the required hours and requirements of the school. The student is also responsible for signing in and out of the volunteer lounge to keep hours up to date.

Shadows

We do take shadows based on the specific department and upon approval of the medical and dental directors. Volunteer physicians and dentists can bring their own shadows when they volunteer at the clinic but they are fully responsible for that student/shadow. If a student would like to shadow a volunteer physician or dentist they must contact the volunteer coordinator. The volunteer dentist or physician must approve the shadow as well as the medical or dental director.

All students must contact the volunteer coordinator first and if accepted will be asked to fill out an application and attend an orientation. You will not be considered a student/volunteer and you hours will not be recorded if you do not.

O V E R S I G H T O F V O L U N T E E R S

10

Volunteer Commitment

Shifts

The shifts recommended that a volunteer commits to is 3-4 hours once a week or once every other week. A clinic is every 3 ½ - 4 hours.

8:30 a.m. – 12:00 p.m. (Morning Clinic)

12:30 p.m. – 4:00 p.m. (Afternoon Clinic)

5:30p.m. – 8:00 p. m. (Evening Clinic)

At the clinic we try to adjust to our volunteers schedule as long as they can adjust a little to ours. These shifts may vary depending on where and what jobs in the clinic you are doing.

We are not open on Weekends

Job Shadow

If you would like to just job shadow a physician, dentist or nurse instead of committing to volunteering please let the volunteer coordinator know ahead of time. We can try to work something out if it fits the clinics schedule.

Longevity

There are two types of volunteers here at the clinic, Temporary/student (or short term) and Permanent (long term). A temporary volunteer is someone who is volunteering at the clinic for only a certain amount of hours and/or getting paid through an outside source, such as Catholic Charities, school, VA to name a few. A temporary volunteer is usually a student, someone between jobs or someone who is not sure if they would like Matthew 25 to be their permanent place to give back to the community. A permanent volunteer is someone who is planning to volunteer here for more than a year. They want Matthew 25 to be the place they feel a part of and a place where they would like to give back to the community.

Types of Volunteers

We have volunteers who come from a professional background that is related to the services at the clinic. These professional volunteers are doctors, dentists, nurses, pharmacists, dental assistants, dental hygienists etc. We have other volunteers that do not have a medical/dental background but other professional backgrounds. These are the many volunteers who are here to volunteer their time and service in a different way such as office work, patient assistance program, clerical, cleaning, patient greeting, patient education etc. Every volunteer is important to Matthew 25. We ask that all volunteers be treated with respect no matter their job here at the clinic. We are all working together to make this clinic a success.

V O L U N T E E R P O L I C Y

11

Volunteer Policy

Matthew 25 Health and Dental Clinic agree to the following understanding with volunteers:

- Volunteers are essential to the purpose and operations of the clinic.

- The service of any volunteer is accepted at the discretion of the organization

Volunteer Rights:

- Volunteers will receive adequate preparation for their responsibilities at the clinic

- Volunteers will work in an environment where they feel valued and appreciated

- Volunteers will receive respectful treatment

- Volunteers have the right to refuse to participate in volunteer activities by merely indicating to the supervisor that they are not comfortable with the assigned duty

Volunteer Responsibilities:

- I will complete and submit a Volunteer Application Form and sign all the necessary agreements within the application form.

- Upon approval of my volunteer application, I will attend position-specific training(s) as required.

- I will complete my volunteer assignment in a satisfactory way (show up on time for training and shifts, stay the required duration, wear my volunteer-name tag while on shift, sign in/out of the volunteer information center to keep track of my hours and treat patients, volunteers and staff with care and respect).

- I will build trusting relationship by treating every coworker/volunteer professionally and by recognizing that each one has areas of expertise.

- I will notify my supervisor or the volunteer coordinator immediately if my availability changes from that indicated on my application form or after my assignment has been finalized.

- I will assure that individual patient care is not compromised for any reason, including the volunteer or patient’s race, color, sex, religion, national origin, age, disability, military status, sexual orientation, ethnicity, culture values or religious beliefs. A volunteer’s failure in this regard is grounds for termination of their volunteer service.

- I will abide by the policies of Matthew 25 Clinic, including, but not limited to, zero tolerance for use of controlled drugs and alcohol, and for harassment of any kind. I agree that Matthew 25 may decide to terminate my relationship with the organization at any time.

- I will uphold every person’s right to privacy and modesty by creating and maintaining a secure, safe and trusting environment.

- I agree to abide by the clinic’s confidentiality statement policy.

L E G A L M A T T E R S

12

Legal Matters

Confidentiality Agreement

Due to the nature of this organization, Matthew 25 Health and Dental Clinic require that all volunteers sign a confidentiality agreement.

I shall hold in confidence all pertinent information. I will not violate the

confidential relationship between Matthew 25 Health and Dental Clinic and its

patients, donors, staff, volunteers, and any other party. I will not remove any

written record from Matthew 25 without expressed written permission and I

will not discuss patient or any other sensitive information with anyone, except

in the performance of my duties at Matthew 25.

I will accept full responsibility for my actions in maintaining the confidential

and privileged nature of all records and information. I also understand that

disclosing information will result in immediate action up to and including

dismissal from my volunteer position.

In addition to my own confidentiality agreement, I agree to hold anyone else I

bring to Matthew 25 Health and Dental Clinic to the same confidentiality

standards. If I bring anyone else to Matthew 25 Health and Dental Clinic as

part of my volunteer experience, I will notify the Matthew 25 Volunteer

Coordinator and ask that the involved person complete a confidentiality

agreement through the Volunteer Coordinator. I understand that I am

ultimately responsible for the confidentiality standards of a person I bring to

Matthew 25 who is not already an official Matthew 25 volunteer.

HIPAA rules

Health Insurance Portability and Accountability Act is a federal law that applies to all health care providers. It is intended to protect the privacy of patient health information. This is why all volunteers must sign the confidentiality statement before they start volunteering at Matthew 25. If you have more questions or would like more information on HIPAA please see the Volunteer Coordinator.

Other

We cannot accept volunteers who are under 18 years of age. We also cannot accept any volunteers who are using the services of Matthew 25 (clients). The service of any volunteer is accepted at the discretion of the organization.

C O M P U T E R P O L I C Y

13

Computers

Matthew 25 has approximately 70 computers which are networked and have access to the internet. Their expected use is for business relating to Matthew 25.

Computers are turned on in the morning and shut down in the evening.

Staff and long-time volunteers have their own log-in; most volunteers have general login and password supplied by supervisor in the area in which you serve.

Matthew 25 Computer Uses & Guidelines

Matthew 25 Health and Dental Clinic (M25 or Clinic) encourages the use of electronic media, especially computers, to fulfill its mission. Towards that goal the following are uses and guidelines:

1. The primary use of computers is to assist in the functions of the clinic.

Clinic programs such as WebChart, Dentrix, Patient Assist2008, Parkview Citrix, Epocrites and others are used constantly.

Patient/Personnel Education programs such as PowerPoint, intranet and DVD presentation will be used.

Administration programs such as email, web resources (web site, internet and intranet), financial and development software are used.

2. Because electronic resources are limited, other uses of computers are discouraged. This is especially true of programs that “stream” video and/or audio. YouTube, internet radio (any kind), other video that plays directly from the internet all are especially detrimental to the functioning of the clinic (dramatically slowing other programs down) and are not to be used.

3. Permission to install programs on any M25 computer is to be given by the Administrator or her designee. Unauthorized programs, when found, will be removed.

If you have any questions on computer and their functions please contact the volunteer coordinator.

O T H E R M A T T E R S O F C O N C E R N

14

Other Matters of Concern

Personal Appearance

We ask that you appear dressed in a professional manner. You may wear scrubs or comfortable clothes as long as they are not baggy, torn or have obscene writing, gestures or pictures. We ask that any facial jewelry or obscene tattoos be covered up. You should be clean, well groomed and wear appropriate clothes.

Smoking Policy

As of June 1, 2007 we are a smoke free facility. There is no smoking within 20 feet of the building.

TB testing

There is a requirement for certain volunteers in certain positions get tested for TB. Those volunteers who have one on one contact with our patients it is recommended you get tested. Those who have a secondary contact with our patients or contact with the volunteers who have contact with the patient we strongly encourage you to have a TB test. Please see the volunteer coordinator or nurse if you have any questions about your TB test.

Parking

You may park in any parking lot. We do ask that you leave the row of parking by the Staff and Volunteer entrance (row of parking facing the 412 club) for those volunteers who are older and have trouble walking. We strongly recommend parking in the gravel lot facing Lafayette Street. We do understand this lot fills up fast. There is also parking available in the St. Mary’s Church parking lot.

Badges

Name badges will be given to you on your first day volunteering at the clinic. Your volunteer pin number will be put on the back of the name tag. Please take it with you when you leave. It is important to always wear your name tag so people know who you are and can get to know you.

Signing In/Out of the Volunteer Computer

It is very important that you sign in/out of the volunteer computer. We need to keep track of all our volunteer hours for our records. These are the records we are able to use for each grant we write. Since we receive no government funding it is very important that every volunteer that comes in is recorded so we provide our grantors with the most accurate account of volunteer services. It is also important for you personally in case you would need a copy of you hours for work, school, or personal records.

O T H E R M A T T E R S O F C O N C E R N

15

Fire Safety (“CODE RED”)

In the event of ANY fire a person (including patient) will immediately pull the fire alarm. This will then notify the Fort Wayne Fire Department, rescue personnel and sound the fire alarm (audio and visual)

If possible page overhead page location of Code Red. Pager should speak loud, clear and give location of “Code Red” three (3) times. Example: “Code Red front waiting lobby, Code Red front waiting lobby, Code Red front waiting lobby”

Fire teams will then activate the plan of action. These fire teams are made up of staff and long – term volunteers. You will be notified and instructed if you are part of a fire team.

If fire is extinguished and does not need full evacuation Matthew 25 Response team will overhead page an “ALL CLEAR, CODE RED, DO NOT EVACUATE” announcement.

Please listen to the team leader in your area. The team leaders for each department will be posted in the volunteer lounge as well as throughout the building. If you have any questions about fire safety, please see the volunteer coordinator.

Tornado or Other Severe Weather

If there is a tornado or other severe weather it is important you are located on the main floor hallways. You may meet other volunteers and staff in the hallway between the volunteer lounge/medication room and dental or between the medication room and nurses station. The volunteer lounge is also a safe place to locate to. If you volunteer upstairs it is important that you use the stairs not the elevator/lift to relocate to a safer place downstairs. You cannot stay upstairs during a tornado or severe weather. If you have not left home to volunteer and severe weather is coming please stay put in your home. We understand if you cannot make it to the clinic to volunteer for that day.

G E T T I N G S T A R T E D

16

Getting Started

Application Process

It is very important for us to have your contact information so you can receive updates on Matthew 25, such as the volunteer newsletter. The application process is also very important for Matthew 25 and for the volunteer. We want to match your skills the best we can within the clinic. The confidentiality form must be signed and the emergency contact information must be filled out. It is also important that we know of any health conditions that you might have that may interfere with your volunteering or in case something would happen we would know you have a certain health condition. (You may fill out an application online www.matthew25online.org or you may fill one out at the orientation)

Orientation

An orientation will take about 45 minutes depending on the amount of volunteers who signed up for the orientation. In the orientation we will talk about the history of the clinic, our mission, vision and purpose. We will talk about clinic basics, phones and computers and about expectations of the volunteer and what the volunteer should expect of Matthew 25. We will also talk about the different opportunities the patients and the volunteers have here, and take a tour of the clinic. I will be able to answer any questions you may have at the end of every orientation. We will also discuss your schedule and area you would most like to volunteer in. It is required that every volunteer come to an orientation so they have an idea of what to expect from Matthew 25 and what Matthew 25 expects of them.

Training

Every volunteer must complete training before they start their volunteering schedule. Training will take place in the department you are interested in. You will receive a more department specific training beyond what was said during the orientation. You will also discuss with your supervisors a schedule of when you can volunteer and sign up for certain times/dates. ll of the clinics trainings will be at a variety of times and days.

There will be additional trainings on the clinic’s many different computer programs and phones. These programs include Web chart, Patient Assistance Program, Dentrix, and any Microsoft word program you are struggling with. If you would like more information on these types of trainings please see the Volunteer Coordinator.

Volunteer Lounge

This lounge is for you, our volunteers. Here you will sign in/out on the computer. Coats can be hanged up on the coat rack in there. There will also be information on the bulletin board about the clinic, our volunteers and other community events. If you would like to post something on the board please contact the Volunteer Coordinator.

G E T T I N G S T A R T E D

17

Supervisors

You will be assigned a staff supervisor. Normally the supervisors are the head of the departments. If you have a concern or question you can ask your supervisor. Volunteers are asked to do as their supervisor says and if the supervisor is not there then the person who is put in their place is the one who you can go to. If you have any questions or conflicts you can bring it up with your supervisor first and then if the problems still consists you can speak with the volunteer coordinator.

Dental Director (Dr. Roger Valliere) – This position coordinates all of the dentists and specialists.

Dental Clinic Coordinator (Crystal Striker) – This person coordinates all of the dental assistants, hygienist, dental students and dental clerical work.

Medical Director (Dr. Bradley Isbister) – This position coordinates all of the physicians, specialists, physician’s assistants and nurse practitioners

Medical Clinic Coordinator (Carla Frymier) – This position coordinates all of the nurses, medical assistants, CNA’s and medical clerical work.

Front Desk Coordinator (Ian White) – This position coordinates everyone at the front desk. Medical check-in, medication check-in, dental check-in, phone operator and work room

Medication Room (Elizabeth Camarillo) – This position coordinates everything that goes on with our medication room.

Patient Assistance Coordinator (Mickie Tanesky) – This position coordinates everything that goes on with the Patient Assistance program. This person coordinates all of the volunteers who work in the PAP room and those who work with a certain pharmaceutical company.

Note: Supervisors are really busy, please be very patient with them as they try to attend to patients, staff, volunteers and students needs.

Contacting the Clinic

Please also note that our phone systems are very busy. It is sometimes very hard to get through to an actual person. If you need to get a hold of your supervisor to call, cancel, and sign up or any other important information please feel free to contact the volunteer coordinator either by email or phone. She will relay your message and or advise your supervisor to contact you.

F A Q S

18

FAQ Frequently Asked questions

Am I required to have an active medical/dental or other professional license as a physician, dentist, nurse etc?

Yes, we need a copy of your most recent license(s) and government issued photo ID (i.e. Driver’s License).

Do I need to carry malpractice insurance to volunteer at the clinic site?

We have what is called FTCA (Federal Tort Claims Act) for our volunteer Doctors and Dentists. This is an application process for malpractice immunity. If you are interested please see the Medical/Dental Director or volunteer coordinator.

How much time is required to volunteer? We ask that you commit to 3-4 hours once a week or once every other week. We are always in need of physicians and dentists so whatever hours you can put in is great. Any hours put in by our volunteers is greatly appreciated.

Who do I contact if I want to volunteer?

You can contact the Volunteer Coordinator. You must fill out a volunteer application so we can recognize all the hours you put into volunteering at the clinic and keep you updated with what is going on with the clinic.

How do I know that I have been accepted as a Volunteer?

You will know that you have been accepted as a volunteer when the Volunteer Coordinator contacts you to start a training session. Please note that we receive many applications a day and to go through all of them takes a while. Trainings also take time and to set one up may take a while. Please be patient as the process to become a volunteer is going to take a while.

Who does the scheduling for Volunteers?

The Volunteer Coordinator and supervisors do most of the scheduling. It is important to let your supervisor know if you will not be able to volunteer on a certain day you signed up for. You may sign up for certain times on the calendar specified for you department. It is very important that you let your supervisor know when you will come in or you use the specific calendar in your department so we can call you in advance if the clinic is cancelled. If we do not know you are coming we cannot call you. Sometimes just telling your supervisor is not enough. They are all so busy that they forget as well. It is better to have it in writing. So please utilize these calendars.

F A Q S

19

Can Volunteers request certain shifts?

Yes, on the application form you can select the times and days that you are available and that work best for you. We will work as hard as we can to make sure everyone gets the shift that they requested. However if you notice that there are more than four people signed up in your area for a specific day, be sure to ask the staff member if you can sign up.

Why are shifts 3-4 hours long?

We are aiming to standardize our shifts. Each volunteer is asked to contribute 3-4 hours every week or every other week. This standardized length creates continuity for patient care, makes a much smoother clinic operation and creates a much stronger volunteer team.

What is the total volunteer commitment?

The commitment varies depending on the description of the volunteer. For students it is nice to have them more than a couple of months, working anywhere between 20-25 hours each month. For permanent volunteers it is nice for them to work anywhere between 6-10 hours a month.

When do volunteers get their work schedule?

There will be calendars in each department for the volunteers to see and sign up for days and times. If you are unable to work the days you are assigned, please notify your supervisor or the volunteer coordinator as soon as possible.

Can I observe the practice of medicine while at the clinic?

Yes and no. All of our volunteers are involved with patient care at the clinic, thus we are all observing the practice of medicine. In regards to the direct observation of the practice of medicine is only really observed with the volunteers trained in that area of the clinic.

Where do I park?

You may park in any parking lot. We do ask that you leave the row of parking by the Staff and Volunteer entrance (the row of parking facing Washington Boulevard) for those volunteers who are older and have trouble walking. We strongly recommend parking in the gravel lot facing Lafayette Street. We do understand this lot fills up fast. There is also parking available in the St. Mary’s Church parking lot.

When do I need to be there for my shift?

Please arrive for you volunteer shift 5-10 minutes before it starts.

F A Q S

20

Who oversees all the volunteers?

The Volunteer Coordinator oversees all of the volunteers. However, there are supervisors in each department that will address any questions, concerns and conflicts as they arise while volunteering. Any conflict or concern that cannot be handled by the supervisors needs to be brought to the volunteer coordinator’s attention.

Can my child accompany me on my shift?

No. Volunteers must be at least 18 years old and have an interest in volunteering. We would like our volunteers to focus on their assigned job so that they do not make mistakes or become distracted continuously.

Do you accept volunteers who are younger than 18 years old?

We ask that volunteers be at least 18 years of age.

What if my availability changes?

If your availability changes, please let your supervisor know immediately or contact the volunteer coordinator and she can relay the information. It is important that we change your schedule on the department’s calendar and have a replacement for your time slot.

How do volunteers contact the clinic?

Volunteers can contact the clinic through phone, mail or email. Please see the information in the contact page of this handbook.

Can I volunteer and be a patient here?

No, you must be either a volunteer or a patient you cannot be both.

What does 125% of the federal poverty level mean?

The United States Department of Health and Human Services establishes the federal poverty level. Matthew 25 Health and Dental clinic serves adults who earn at or below 125% of this level. If you would like to see a complete chart of the different levels please see the Volunteer Coordinator.

Can children receive care at Matthew 25 Health and Dental Clinic?

No we do not serve children here at Matthew 25.

M O N E Y M A T T E R S

21

Money Matters

Making a Donation to the clinic

Money

You can make a donation to our clinic by credit card, check, cash or money order. The donation can be any amount you feel fits your eligibility to give. You can give your donation to our Development Director or the Administrator.

Physical donations

Please ask our development director or staff supervisors of what physical donations we are able accept before you bring them in. We can only take what we use and if we cannot use it our development director or staff supervisor can direct you to who can benefit from your item(s).

Medications

Please see our medication room coordinator if you wish to donate medications. They will be able to tell you what medications we use and can accept.

Funding

Matthew 25 is totally, privately funded. Our revenues come from the following:

Foundations – 45%

Fundraising – 21%

We sponsor two main fund-raisers each year, “The Dr. Phillip O’Shaughnessy Walk/Run for Health.” The race includes a 10k and 5k run and a 5k fun walk.

The other fundraiser is the “Art & Soul”. This is an art auction with cooler sales and a food for the soul walk.

If you have any questions about these fundraisers please see the Volunteer Coordinator.

Hospitals and PHP – 16%

General Donations – 12%

Other – 6%

If you have any other questions about how we are funded or how to make a donation(s) please see our Development Director.

P A T I E N T I N F O R M A T I O N

22

Patient Information

Who Do We Serve

To qualify to be a patient at Matthew 25 you need to be an adult resident of Allen County, have no medical insurance (including Medicaid) (see Dental for certain exceptions), and be at or below our income requirements.

How someone becomes a patient

To apply to become a patient please bring 1. Photo identification 2. Proof of residence in Allen County 3. 1 month of continuous paycheck stubs (within the last two months) 4. Statement of household income which includes legal spouse and dependents 5. Names and address of all physicians, hospitals, etc. that have treated you in the past year. 6. The names, dosages and frequency of all medications you take.

Missed appointment policy

It is clinic policy that you can only miss three (3) appointments before being considered for dismissal from the clinic, so please pay special attention to your scheduled appointments. [A “miss” is defined as an appointment that you missed and did not call ahead to reschedule.]

How to order/get meds

If you have been given refills on a medication, then call the medication refill line, 260-469-0232, 3 to 4 business days before you need to pick up your medication. They will have it ready for you when you come in. If someone else is picking up your medication, please send a note with them giving them your permission. If you have refills & did not miss an appointment, and you called 3-4 days in advance, your medications will be ready. Do not call to check.

Scheduling of patients

New patients must come in and complete paper work to see if they qualify, bringing in the above six items. For Medical-this should be done between 8:30 am and 11:00 am. After qualifying, you will be given an appointment for an exam. For Dental-you must come in M-W-Th-F from 8:30-9:30 to be interviewed and complete paper work. After qualifying, you will be given an appointment for treatment.

Established patients can either make an appointment at the front desk, or call 426-3250 for an appointment during business hours (no appointments are made by voice mail)