Arkansas Mission of Mercy INSTRUCTIONS FOR ALL VOLUNTEERS

Transcription

1 Arkansas Mission of Mercy INSTRUCTIONS FOR ALL VOLUNTEERS Note to Dental Personnel: Links to additional instructions & an ARMOM dental supply list will be ed to you separately. Continuing Education details will be included in these separate instructions; bottom line is that you keep up with your hours while we confirm that you attended. Contents LOCATION: STATEHOUSE CONVENTION CENTER, LR... 2 DATES... 2 Thursday, May 14 Set-up & Walk-Thru... 2 Friday & Saturday, May Clinic Days... 2 Saturday PM Break Down... 2 VOLUNTEER PARKING INSTRUCTIONS... 2 Bring Your Parking Pass!... 2 Parking Possibilities... 2 Double Tree Hotel... 2 Dickey-Stephens Ball Park, NLR... 2 Public Parking Deck... 3 Saturday Metered Spaces Downtown... 3 Check your hotel parking policy... 3 Allow time to park & walk!... 3 VOLUNTEER CHECK-IN: IN FRONT OF OSAGE ROOM DOWNSTAIRS... 3 VOLUNTEER ASSIGNMENTS CHECK YOUR !... 3 VOLUNTEER CHECK-IN WITH BARCODE SCANNING... 4 MEALS & SNACKS... 4 WHAT YOU SHOULD WEAR P a g e

2 CONTACTS FOR QUESTIONS... 6 ARMOM VOLUNTEER PARKING PASS... 7 Location: Statehouse Convention Center, LR 7 Statehouse Plaza, Little Rock, AR 72201, Link: Statehouse Convention Center LR Dates Thursday, May 14 Set-up & Walk-Thru o Equipment & Supply Set-Up begins approx. 8 a.m. unless you have been asked to arrive earlier. o Volunteer Walk-Thru: At approx. 4:30 p.m. there will be a brief, optional (but recommended) walkthrough of the clinic area. Any volunteer who has checked in may attend the clinic walk-through, but we HIGHLY recommend that any Captains who are on site attend. Friday & Saturday, May Clinic Days Friday & Saturday are Clinic days. Patients begin entering the main entrance of the Convention Center by 6 a.m., and clinics will conclude approx. 4:30 p.m. Saturday PM Break Down Equipment tear down/pack-up begins Saturday afternoon at approximately 3:00 p.m.; we plan to finish Saturday evening. Volunteer Parking Instructions Bring Your Parking Pass! PRINT your 2015 Volunteer Parking Pass, preferably in color. It s on the last page of this document. On the days you work the event, display the pass on your dashboard. Parking Possibilities Double Tree Hotel We have been allotted only 50 free parking spaces on Friday & Saturday, on a first-come, first-serve basis in the public parking lot under the Double Tree Hotel on Markham just west of the Old Statehouse Museum. (Our earlier quote of 100 or 150 free parking spaces was incorrect.) Dickey-Stephens Ball Park, NLR Volunteers may park free of charge May 15-16, during the day only, at Dickey-Stephens Park, 400 West Broadway, North Little Rock, AR 72114, Website: The Arkansas Travelers have games both nights, so we request that all volunteers clear the lots by 5 p.m. You MUST have your ARMOM parking pass on your dashboard. 2 P a g e

3 We plan to have a shuttle running from Dickey-Stephens to the Convention Center from approximately 4:30 a.m. to 4:30 p.m. We will confirm these times in a later . Public Parking Deck Public Parking Deck at 2 nd & Main No known discount for volunteers. Saturday Metered Spaces Downtown On Saturdays, metered parking spaces in downtown areas are free, but keep in mind there are a lot of downtown activities happening at the same time this weekend. Check your hotel parking policy Volunteers staying at area hotels should make themselves familiar with parking policies at those locations. Allow time to park & walk! We know many of you already plan to report very early for your shift, but please allow extra time for parking and walking from your car this year! And again, carpool if at all possible! Volunteer Check-In: in front of Osage Room downstairs Volunteer Check-In will be downstairs in the Statehouse Convention Center, west end, in front of the Osage Room, downstairs from lobby of the Little Rock Marriott Hotel. Look for signs to direct you. Important: Unless you are spending the night at the Marriott, do not use the lobby entrance to the Convention Center; that lobby and escalators are for hotel guests only. Instead enter the Convention Center from the Main Street Entrance on Markham (across from Main Street), then go down the ramp or elevator and take a right and go down the hallway to the Osage Room. Volunteer Assignments Check your ! A link to your specific assignment/schedule will be in our s to you. This year we also have a mobile app you can use from a smart phone. Look for an about that soon. Be sure to note your assignment(s), dates, and SHIFT START time(s)! IMPORTANT: The SHIFT START time is the ACTUAL time you are expected to be at your work area at the clinic -- READY TO WORK. Allow plenty of time before your shift start time for parking, checking in, changing into your t- shirt, and eating, if desired. If you have any last-minute volunteer schedule changes, please make them yourself by logging back into your registration online -- As Soon As Possible using the link ed to you for viewing your schedule. If you cannot log in for some reason, ARMOMvolunteers@comcast.net to notify us of any last-minute schedule changes. But our responses after Wednesday, May 13 th will be very limited. 3 P a g e

4 Every effort has been made to place volunteers in the positions requested. However, this was not always possible. We appreciate your flexibility as we do our best to meet patient needs! Volunteers whose schedules indicate Where Needed as the assignment will be given specific job assignments on site, once we know where any shortages occur due to cancellations, noshows, etc. Volunteers scheduled for both AM & PM shifts will get lunch breaks. These volunteers should make arrangements with other volunteers and their area Captain to stagger breaks. This will allow us to keep patient service as consistent as possible. We are NOT able to render dental services to ARMOM Volunteers on the same day they volunteer. If you had hoped to receive dental care at ARMOM, please log in and cancel your volunteer status for the day you want service, as soon as possible. On the clinic day during which you hope to receive dental service, we cannot let you cut in line. Instead please plan to follow regular patient procedures. It s more fair to other patients if you stand in the patient line, then sign up/check in as a patient, instead of as a volunteer, on that day. Volunteer Check-In with Barcode Scanning What to Bring: If possible, bring your confirmation from us that includes the barcode. You will be checked in by barcode scanner, which enables us to easily keep track of Volunteer hours. Your name tag will also have a barcode, so plan on having it scanned EACH DAY if you work multiple days. Make sure the person scanning your badge sees your name on the scanner screen before you go into the clinic. Bar codes on smart phones are acceptable. Where: Volunteer Entrance to the Statehouse Convention Center is on Markham at the Main Street Entrance (facing the corner of Markham & Main). Go downstairs and head west down the hall toward the Marriott lobby. Depending on what color t-shirt you ll be wearing, you ll go to one end or the other of the Volunteer Check-In tables. Look for signs to direct you. (Patients will enter the far east entrance of the building and go down those escalators to be checked in.) When: Arrive 30 minutes before your Shift Start time. Refer to your schedule and allow extra time if you want to eat. Breakfast starts at 4:30 a.m. Once you re checked in: You will be directed to a volunteer Director or Captain, who will explain your assignment in a brief Huddle/orientation session, then send you to your work station. All volunteers need to have registered online by noon May 7th in order to be guaranteed a t- shirt and in order for your name tag to be printed in advance. Volunteer registration link: ( We do not plan to register new volunteers on site, except for dental personnel and interpreters (to fill shortages in those areas). Meals & Snacks Breakfast, lunch, snacks, soft drinks, and water for volunteers will be provided in the Volunteer Break Room in a conference room close to Volunteer Check-In. Follow the signs. As mentioned above, if you wish to eat in the Volunteer Break Room before your shift starts, be sure to allow extra time. 4 P a g e

5 Be sure to coordinate lunch and snack breaks with your area captain so that patient treatment and flow are not negatively affected by too many volunteers taking breaks at the same time. What You Should Wear For your safety and comfort: COMFORTABLE, CLOSED-TOE SHOES: Clinic days will be long (but rewarding)! Sneakers are fine. Closed-toe shoes are required! This is very important! Blue jeans or scrub pants are best. Do not wear shorts nor open-toed shoes. At check-in for your first shift, an ARMOM Name Tag and an ARMOM 2015 T-shirt will be issued to all volunteers who registered online by May 8th. Volunteers who registered after May 8th will only receive an ARMOM T-shirt IF extras are available after check-in on Saturday. Plan to change into your ARMOM T-shirt after checking in. There are restrooms near Volunteer Check-in. It is important that you wear your ARMOM name tag at all times. Those who work multiple days should keep track of their name tag throughout their time at ARMOM. Plan on having your name tag scanned every day that you work. Once you have your badge, scanning is quick. We will be collecting name tag holders at the end of the event to save costs for next year. Boxes to collect name tag holders will be in the Volunteer Check-In area. We cannot be responsible for your personal items; no lockers are available. A limited number of disposable gowns will be available for dental/medical personnel. You can request one on the clinic floor when your shift begins. Volunteer T-shirts are color-coded to aid efficiency and patient flow. Volunteer check-in will be at 2 separate ends, separated by Volunteer Type as shown below. ( This End is the west end of the Volunteer Check-In area, closest to the Little Rock Marriott lobby.) 5 P a g e

6 Volunteer Mixer Friday evening May 15 You are invited to join us for a get-together honoring ARMOM volunteers in the Riverview Room of the Downtown Marriott on Friday, approximately 5:30 p.m. More details will be announced during clinic hours Friday. Contacts for Questions Dr. Terry Fiddler, ARMOM Executive Director, fiddler@tcworks.net, Dr. Mark Murphy, Volunteer Director, drmmurphydds@sbcglobal.net, Candice Murphy, Volunteer Registration & Communications Captain, ARMOMvolunteers@comcast.net Dr. Steve Kilpatrick, ARMOM Clinical Director, srkaacp@swbell.net, Dr. Gerald Friend, ARMOM Pediatric Clinic Director, bettyfriend@aol.com Dr. Bill Alfonso, Surgical Director, skalfonso@sbcglobal.net Drew Ramey, ARMOM State Coordinator, drew@arkansasdentistry.org, Your Parking Pass is on the last page of this document. 6 P a g e

7 ARMOM VOLUNTEER PARKING PASS ARMOM 2015 May in Little Rock Volunteer Parking Pass 7 P a g e