Strengthen Your Healthcare Volunteer Workforce with Screening, Training, and Risk Management

Volunteers provide invaluable support in many healthcare operations. Their dedication enables broader programming, reduces costs, and fosters a sense of community. However, selecting, training, and managing volunteers requires thoughtful strategies to maximize their contributions while minimizing risks.

The Importance of Screening Volunteers

Volunteers often represent the face of an organization, interacting with vulnerable populations and handling sensitive roles. Implementing structured screening processes helps ensure volunteers align with your organization’s values and responsibilities.

Why Screening Matters:

• Inadequate screening can lead to theft, reputational damage, or harm to the community. Background checks help identify individuals with histories of misconduct.
• Screening determines if volunteers are suitable for roles such as handling money, working with vulnerable populations, or operating vehicles.
• Volunteers reflect the organization’s image. Choosing individuals who share your mission ensures the organization’s reputation remains intact.

Best Practices for Screening:

• Collect detailed information, including references and prior experience.
• Verify character and credentials with at least two non-relative references.
• Conduct interviews to discuss skills, interests, and fit for the role.
• Include background checks for national criminal records, sex offender registries, and motor vehicle records where applicable.

Some organizations are enhancing traditional screening methods to adapt to evolving challenges:

• Examining a candidate’s online activity provides insights into their judgment and alignment with organizational values.
• Periodic rescreening ensures continued adherence to policies and expected behavior.
• Short-term assignments allow organizations to assess fit and commitment before formalizing roles.

Managing Liability Under the Volunteer Protection Act (VPA)

The Volunteer Protection Act of 1997 shields volunteers from certain civil liabilities, provided they act within their job descriptions and without gross negligence. However, organizations remain liable for volunteers’ actions. This dual responsibility emphasizes the need for comprehensive risk management.

• Establish a dedicated risk management committee.
• Secure general/professional liability insurance to cover bodily injuries, property damage, and related legal costs.
• Implement robust training programs to prepare volunteers for their roles and mitigate risks.

Developing Effective Volunteer Training Programs

A well-designed training program will empower volunteers while minimizing potential risks. Training should cover:

• Educate volunteers on the organization’s mission, history, and community impact.
• Provide hands-on guidance for tasks, especially those involving specialized equipment.
• Conduct safety briefings to protect volunteers and the community.
• Introduce policies on harassment, reimbursements, and other critical areas.

Sustaining a Thriving Volunteer Workforce

Effective volunteer management requires continuous oversight to ensure adherence to policies while boosting morale:

• Monitor performance and provide constructive feedback.
• Recognize volunteer contributions with tokens of appreciation or formal events.
• Address grievances promptly through a structured policy.

Checklist for Volunteer Management:

• Maintain clear job descriptions for all roles.
• Provide a comprehensive safety handbook.
• Require waivers acknowledging policies and procedures.
• Train staff to supervise and interact effectively with volunteers.

Volunteers are the lifeblood of many healthcare organizations, but their impact depends on thoughtful management practices. Screening, training, and liability management ensure a safe and productive environment for your volunteers and the communities they serve. By prioritizing these elements, your organization can confidently leverage its volunteer workforce.