Managing Your 9Health Fair

Spring 2020

Presented by Alex Andrews, Stacey Brake & Kimberly Penney

Agenda• Introductions

• New Staff Members

• Resources and Reminders

• Reminders – Before Your Fair

• Reminders – Day Of Your Fair

• Reminders – After Your Fair

• Your Questions

New Staff• Kristin Richert – Volunteer Engagement and

Communications Specialist.

• Amy Friel – Director of Digital Programs

• Payal Kohli, MD – 9News / 9Health Medical Reporter

Resource Guide

2020 Update Plan– Complete new Resource Guide pages will be distributed by your

9Health Fair Liaison or shipped to your Site Coordinator

– Non-Medical section will be delivered by your Liaison or with your Site Grant in February

Optional Screening Section– Gives basic screening information only

– Complete protocols are available in the Resource Library at www.9healthvolunteer.org (new VMS)

Resource Library• Login to www.9healthvolunteer.org to access:

1. Resource Guide – by section2. Individual screening/station protocols3. Monthly “Nuts & Bolts” e-Newsletters4. Promotional materials for your local publicity, and more5. Medical Resources for your Registration Educator and Ask A

Medical Question/Get A Referral volunteers6. Volunteer Management Tools7. Website Training Videos (including Model Fair) and PDF’s8. Step-by-Step guides for Centrifuge and Online Registration9. Improved! Best Practices Section

e-Newsletters

Watch your email for monthly “Nuts & Bolts” andNewsletters and read them, because:

• Important due dates are listed• Many of your questions are answered• Informs you of changes that are occurring• Lists Leadership Volunteer Opportunities

“Volunteer Voices” is accessible on 9Health’s home page under “Volunteer/Newsletters”

Need Resources?• Resource Library is accessible to all volunteer’s

on VMS

• Click on the ‘Help’ or ‘Toolbox’ in the VMS for

direct support from Galaxy Digital

• Reach out to your Liaison or the Volunteer

Engagement team for any additional questions

regarding the website

• New Volunteer Management System Webinar:

https://youtu.be/O6YVvDLw5EE

More Resources: Training Videos

• Additional in-depth training videos for volunteers are available at:

• https://www.9healthfair.org/volunteer/volunteer-training/OR

• Go to: www.9healthfair.org→ hover over “Volunteer” →Click on “Training” to review available videos.

• When a volunteer registers, send them a link to appropriate training videos

Archived Volunteers• ALERT – You can still access Archived volunteers in

the Fair Management System. Note that you should ignore “Imported” volunteers

• SEARCH for previous year volunteers from 2019 Season

– Send a “Save the Date” for the 2020 Season

• This small effort now will pay off in the future for your 2020 fair

New Volunteer Mngt System (VMS)• VMS is from Galaxy Digital (software company)

– www.9healthvolunteer.org

– Training link and slides available

– Volunteers will now register and be managed through the new VMS

– Day-of the fair volunteers will receive confirmation and reminder messages through the new VMS

Medical Volunteer Resources• Contact your 2019 medical volunteers & ask them to

volunteer again!

• Contact medical professionals in your area: Safeway/Albertson’s, Target, clinics, medical & nursing schools, and more

• The Health & Wellness team will reach out to agencies on our Health Screening Partners list -please do NOT contact these agencies on your own to recruit volunteers

Exclusive Volunteer Discount• Register online or at the fair and receive a 20%

discount on all screenings!• Valid for all 9Health volunteers – We want you to take

care of yourselves, just like you take care of others!• Easy Ways to receive your discount!

– Register Online at www.9healthfair.org and enter the discount code ThankYouVol20 (Not case sensitive) during checkout, OR

– At the fair of your choice, tell the cashier that you are a 9Health volunteer and would like to receive your 20% discount

How do I help my volunteers participate in a fair?

• Have volunteers attend another fair • Offer a predraw for your volunteers

– Sites must guarantee 50 or more participants– Must coordinate with Client Services at 9Health

• Open early for volunteers• Rotate volunteers into blood lines during slower times • Be creative! How else can you support your volunteers

to Own Their Health and use 9Health services?!?!

Friends/Family Discount

• Share online Discount Code: MyFirst9HF (Notcase sensitive) with your friends and family who have never attended a 9Health Fair

• They will receive 20% off all health screenings when they register online at www.9healthfair.org

• AND, Two Package Discounts! More information on next slides

Package Discounts for 2020• Participants should receive one “package pass” worth $10 off their

order and Baseline Health.

– Baseline Health Package includes Blood Chemistry and A1c blood screenings.

• Participants should receive two “package pass(es)” worth $20 off their order for Essential Health.

– Essential Health Package includes Blood Chemistry, A1c and Vitamin D blood screenings.

• Participants will then pay the cashier with their “package pass(es)” plus another form of payment for the remaining balance.

Sample of “Package Pass”

Front

Back

Screening Package Educator OR SPE• Have SPE work side-by-side with Medical Registration

Educator

• SPE can go down the On-Site Registration line to educate people

• They will have a bundle of the “9Health Package Pass” slips of paper to hand out

• Utilize the “Screening Package Educator Protocol” in Section 7, pages 14 to 16

– Q&A list available to support with this role

Help Your Site by Expanding Your Volunteer Team!

More fun! Specialized positions! Decrease work for every person!

• CO-Leadership – find another person you work well with to plan together

• Publicity Coordinator – get the word out in your local community – this is the best way to increase participation at your fair

• Volunteer Coordinators (Medical & Non-Medical) – dedicated to communicating, placing, and thanking your volunteers

• Training Coordinator – handles training of the screening/station leaders and ensures all protocols are available for volunteers on the day of the fair

• Food Coordinator – arranges for a light breakfast, beverages, and snack foods for your volunteers

Help Recruit Volunteer Leaders With This Sign

• Hang in Volunteer Breakroom or at Volunteer Check-In

• Add your site’s coordinator names in each box, as appropriate

9Health Fair T-Shirts• A link will be sent via Nuts & Bolts to order t-shirts online:

– Designate one leadership volunteer to order

– 9Health will cover the cost of up to 10 shirts!

– Additional T-shirts for day-of volunteers can be ordered for $5 each

– NO payment required at time of online order

– Site leader will be sent an Invoice after the Spring 2020 fair season for additional t-shirts ordered

– All shirts are Royal Blue

Vouchers for Site Leadership• Each site team will be

given blood screening vouchers

– If additional vouchers are needed, please contact your Staff Liaison

• Client Services will send the vouchers to the Site Coordinator for distribution

Vouchers for your community• For individuals in need within your community

• Each site will receive three Blood Chemistry vouchers

• An additional 15 vouchers may be requested if there is a need in your community. To request more vouchers, contact terri.kuehn@9healthfair.org

– Requests due by 2/15/2020

• For help developing a voucher distribution plan, contact Virginia Pivik, Community Outreach Specialist at virginia.pivik@9healthfair.org or call 303-324-5075

Online Registration • Participants should:

– Arrive at the fair with a 2-page, single-sided print-out

– Check in at the Online Registration table; receive stickers to give to phlebotomist

– Online registrants bypass On-site Registration, Form Check, and Cashiering, and proceed to the blood draw area – merging into the existing line

• The following volunteers should be trained on basics of Online Registration:

– Online Registration volunteers

– All Ambassadors and Traffic volunteers

– Cashier Supervisor and Lab Supervisor

Online Registration (cont.)• Print Online Registration Report from your Coordinator

Dashboard

• Online Registration will stay open until the minute before your fair opens to the public, but don’t worry, you can manage this!

– Prepare by having:• extra volunteers

• extra Online Exception Reports (spreadsheets) printed from Resource Library

• extra Online Registration pages 1 and 2 for participants having issues accessing their form or printing double-sided from Resource Library

• Watch training video and send it to your day-of-fair volunteers

NEW Participant Dashboard

• Want to learn more about the Dashboard?

https://www.9healthfair.org/screenings-and-results/

• Shows year-over-year trends

• Color coding to show if results are concerning

• Education is attached to each blood screening result

Cashiering• Cashier forms and supplies will be sent directly to

the Cashier Supervisor

• Never send currency to the 9Health office -currency must be converted to a cashier’s check

• Any cashiering questions, contact 800-332-3078

– Terri Kuehn ext. 1214

• Statewide sites will again receive credit card machines

REMINDERS - BEFORE YOUR FAIR

Start Planning!

• Decide what screenings you would like to offer

• Enter the number of screening and station volunteers on the 9Health website by Friday, January 31, 2020

• Invite community clubs or high school/college clubs to organize parts of your fair; including set-up, tear-down, etc.)

• See “Planning” section of your Resource Guide

• Ask for donations in advance

Training & Event Dates

• Managing Your 9HF Webinars

• Virtual Model Fair Video

• Other Website Trainings – Lab, VMS

• Packing Days – 2/18 (statewide) & 3/17 (Metro)

• Supply Delivery Schedule (your Liaison will share this)

(Sent in NUTS & BOLTS eNewsletter)

Returning Signage• 9Health Fair Razor Flag

– Many Spring 2020 9Health Fair site will receive a 7’ 9Health Fair Razor Flag

– The razor flag:• Is the property of the 9Health Fair site to be stored at the

site and used for this and subsequent 9Health Fair seasons• Can be used to show participants the entrance to your

9Health Fair site or parking lot• Can be used to attract participants to your 9Health Fair site

Returning Signage• 9Health Coming Soon Signs

– Each site will receive 20 Coming Soon signs to post when the site’s banner is displayed (two weeks prior to your fair date) around your community to emphasize your upcoming 9Health Fair

– These signs are the property of the 9Health Fair site to be used for this and subsequent 9Health Fair seasons

– These signs can be customized as determined by each site

Local Publicity• Local publicity is key!

– Create a publicity plan using the “Local Publicity Checklist”, (example shown on next two slides). Download yours on the Resource Library!

• Use the Resource Library– Local Publicity Resources: flyers, logos, webinars & MORE

• Publicity Nudges- Publicity Nudges will continue weekly in emails are sent to your

publicity coordinator beginning eight weeks before your fair date

- Publicity Nudges are a short reminder of publicity activities that you can be focusing on that week

Local Publicity (cont)• Examples of Interesting Things to Promote:

– Pack Discounts – Baseline Health & Essential Health– NEW Dashboard for Online Participants– All Blood Screenings, including hsCRP & Blood Type– Your Optional Screenings– 9Health eTools

• https://www.9healthfair.org/etools/

– Education organizations attending your fair:• Interactive Education Center (“IEC”) organizations• Total Wellness Zone vendors• 9Health sponsors

Video Creates Excitement!• People trust branding – a video coming from you will mean

more to your participants

• Videos remembered 43% of the time

• Text remembered 18% of the time

• 64% of customers will buy a product watching a video – use this to boost online registration

• Share your video or pictures on social media – tag 9Health Fair (@9HealthFair) and 9Health will share your video

• Ideas: take a picture of your fair site, make a video with your team about and to promote your 9Health Fair

9Health eTools

Smoking Cessation

• Colorado Quit Line – cessation support from a coach

• BecomeAnEx – anonymous, text-based cessation support

A suite of free, evidenced-based, virtual prevention tools to empower you to own your health throughout the year

Staying Healthy

• National Institutes of Health – tips to guard yourself from germs

Mental Health Support

• Take our online Anxiety or Depressions screeners

• Can qualify for follow-up support

• Currently available in Denver, Longmont and Pueblo, but expanding resources

Heart Disease Risk

• Mayo Clinic Heart Disease Assessment –gauge your risk for cardiovascular disease

Site Grants• Sites will receive funds, based on participant numbers – No

application needed

– Use funds to support volunteers or purchase items related to running your fair

– Also intended to purchase food for the Nourishment Station (juice and crackers, etc.) and, if funds available, food for your volunteers

– Keep receipts to reconcile expenditures and return to Client Services at 9Health - return instructions will be included with your check

Supplies

• 9Health Fair Screening/Station Supplies:

– The number of screeners/stations determines the supplies sent to your site

– Inventory supplies upon receipt to ensure proper amounts have been received

• 9Health will provide copies of ALL Basic Protocols and Tally Sheets:

– Included in your supplies

– Sites will still need to print any Optional Screening Protocols

Supplies (cont.)

• Laboratory Equipment/Centrifuges

– Questions? Contact Melissa Dye at Quest Diagnostics with any concerns (800-765-2655 ext. 6591 or 303-899-6591)

• Supply delivery from National Guard

– The National Guard members will contact your Equipment & Supply Coordinator before drop-off. The Site Coordinator will be contacted if the Equipment Coordinator cannot be reached.

– Questions? Contact David Quintana, Manager of Operations and Logistics by phone or text at 720-987-9855

Important for Lab Area!

• Lab Supervisors should supervise the lab area and not draw blood or be used as the “hard stick” draw

• Phlebotomists MUST wear gloves when actively drawing blood - this is for the safety of both the phlebotomist and the participant, and is a 9Health mandatory policy

Colon Cancer Screening Kits

• Dispose of any expired kits or those that will expire within six months.

• Write 9HF on the inside tear-off flap of the yellow return envelope.

REMINDERS - DAY OF YOUR FAIR

When a screening is changed or cancelled…

Update your website screenings list

– Log on to 9Health website (www.9healthfair.org – for participants and www.9healthvolunteer.org – for volunteers) OR

– Contact your Staff Liaison

Onsite Registration Form

Authorization Form• What is the form?

– If signed, provides authorization for Use by 9Health of Protected Health Information

– Completion by On-Site Registrants is Optional

– Now a part of the Online Registration process

• How and why is this tied to On-site Registration form?– Allows 9Health to inform participants of new or existing

health programs and education

– There is a checkbox on the Participant Registration Form

Authorization Form - Reminders

• Form will be given to all On-site Registrants with their Registration Form

• Form Check Station will collect both signed and unsigned forms (in marked envelopes) for return to 9Health

• The “Signed Authorization Form” check-box is no longer yellow and has moved to the left

Authorization Form - Online

• The Authorization Form has been incorporated into Online Registration for all Online Registrants

• No additional procedures are required for Online Registrants

Exit Surveys

• Delivered with 9Health Fair supply boxes• Utilize check-out volunteers for this station• Return completed Exit Surveys in provided manila

envelope• Exit surveys should be returned to 9Health with

your supplies or to any 9Health Staff member at your Fair site

Just in case…

• Accidental Needle Puncture/Biohazard Protocol:

– Please make sure the Medical and Site Coordinator are alerted

– Participant is asked to stay at blood draw station

– Wash wound of exposed party

– Call 9Health Nurse immediately at 303-588-0093

Just in case... (cont)

• Cashiering Issues:

– contact Terri at 303-698-4455 ext. 1214

• Online Registration Issues:

– contact Melody at 303-698-4455 ext. 1206

– or Dain at 303-698-4455 ext. 1202

Tips to Help Run a Smooth Fair• Assign volunteers prior to day-of the fair

• Email reminders to all volunteers with logistics and protocols!!!

• Check with participants in line that may need water or a chair

• Assign volunteers as “place holders” for participants needing to sit

• Write in “Fasting Hours” and “Witness” the participant’s Online Registration form before sending them to the blood draw area

REMINDERS – AFTER YOUR FAIR

What Goes Where? – Statewide (Sec. 4, pg. 7)Pickup by Quest Diagnostics: Back to 9Health Fair: To Your Cashier Supervisor:

• Blood specimens

• Pap smear specimens

• Lab Supervisor Confidential Envelope

o Biohazard & Incident Reports

o Phlebotomy Agreements

o White copies of Add-On & Refund Sheets

• Centrifuges

• Biohazard Waste

• All unused lab supplies

• Specific envelope with Screener Tally Sheets

• Unused Pap supplies and Colo Cancer Screening Kits

• Blow tube reimbursement sheets

• All cash and coin should be converted to a

Cashier’s Check (check cost to come from cash)

• Yellow copies of Add-On & Refund Sheets

• Reconciliation paperwork

• Green copies of On-Site Participant Form

• Rubber stamps & ink pads

• From Form Check

o Labeled envelope containing yellow

copies of signed Marketing

Authorization Forms

• From Exit Survey Volunteers

o Labeled envelope containing completed

Exit Surveys

To the National Guard: What Stays at Your 9Health Fair Site:

• “B” boxes (blood pressure cuffs & stethoscopes)

• Vision charts

• Occluders (for vision screening)

• Tape measures

• Unused Certificates of Appreciation

• Unused “Volunteer 9“ pins

• Unused badges

• Flashlights

• Scales

• Ask a Medical Question/…Referral files

• Site Banner

• Razor Flag, if applicable

• “Coming Soon” signs

What Goes Where? – Metro Area (Sec. 4, Pg.8)Pickup by Quest Diagnostics: Back to 9Health: To Your Cashier Supervisor:

• Blood specimens

• Pap smear specimens

• Lab Supervisor Confidential Envelope

o Biohazard & Incident Reports

o Phlebotomy Agreements

o White copies of Add-On & Refund

Sheets

• Biohazard waste

• All unused lab supplies

• Screener Tally Sheets in the labeled envelope

• Unused Pap supplies and Colo Cancer

Screening Kits

• Blow tube reimbursement sheets

• Vision Screening Supplies (Charts and

Occluders)

• Tape measures

• Unused Certificates of Appreciation

• Unused “Volunteer 9“ pins

• Unused badges/ribbons

• Flashlights (oral health screening)

Ask a Medical Question/…Referral files

• All cash and coin should be converted to a

Cashier’s Check (check cost to come from

cash)

• Yellow copies of Add-On & Refund Sheets

• Reconciliation paperwork

• Green copies of On-Site Participant Form

• Rubber stamps & ink pads

• From Form Check

o Labeled envelope containing yellow

copies of signed Marketing

Authorization Forms

• From Exit Survey Volunteers

o Labeled envelope containing

completed Exit Surveys

District Leadership Team Will Give You: What Stays at Your 9Health Fair Site:

• District Flow Chart

o Centrifuges

o Directional Yard Signs (not “Coming

Soon” signs)

o “B” boxes (blood pressure cuffs &

stethoscopes)

• Scales

• Credit Card Machines

• Site Banner

• Razor Flag, if applicable

• “Coming Soon” signs

NOTE: Excess open gloves and/or gauze can be retained by the 9Health Fair site or donated to a community organization.

QUESTIONS???

Thank you so much for your time and all the hard work you do to improve the

health of your community!

Thanks to our Sponsors & Media Partners shown below