Guide to Volunteer Engagement and Screening for Medical Organizations and Nonprofits

Gifting your time to serve those in need can be an incredibly rewarding experience, and that’s even more true for the demanding tasks related to volunteer work in a hospital or medical nonprofit. These volunteers frequently fill the gaps and perform functions for which hospital staff often lack the necessary time, creating a caring environment for visitors and patients.

However, for that to work, those volunteers need to be thoroughly trained and vetted. In some cases, the additional tasks related to a medical volunteer position can already discourage some applicants, calling for detailed engagement strategies.

Here’s how your health care organization can ensure it screens volunteers while also maintaining an engaged workforce.

Raising Awareness of Requirements for Hospital Volunteer Background Checks

For a volunteer coordinator at a medical center or emergency department, confirming that all staff meet stringent background and health requirements is paramount. For adult volunteers, these requirements typically include comprehensive background checks, health screenings or proof of immunization and mandatory training sessions. Most likely, they’ll also cover visitor guidelines and patient rights to guarantee that everyone contributes to patient care in a meaningful way.

Typical Requirements for U.S. Hospital Volunteers

Despite common belief, hospital volunteers in the U.S. aren’t required to obtain liability insurance. However, they often have to undergo several pre-service checks. For many nonprofits, organizing these requirements during volunteer orientation poses the biggest challenge.

A typical requirement is a criminal background check, which ensures that volunteers have no history of offenses that could compromise patient safety.

For institutions that work with vulnerable populations, local legislation may require additional checks. One example of that is the California Assembly Bill 506, which mandates background checks and child abuse reporting and training for all volunteers in youth-serving organizations.

In the absence of state procedures, youth-serving nonprofits may contact an authorized agency to request a nationwide background check under the Volunteers for Children Act.

Importance of Clear Communication

Lack of information or unclear guidelines can lead to frustration, delays and longer processing times. To create trust and engage applicants, you should inform applicants that you have to obtain written authorization before conducting any background checks under the Fair Credit Reporting Act.

An applicant might also be unaware that they need to complete a specific training module or health screening before starting their volunteer service. This not only hinders the onboarding process but also impacts the overall volunteer experience, potentially leading to decreased engagement.

To make the most of volunteer shifts, medical organizations should raise awareness of these requirements from day one. With Rosterfy, you can tailor onboarding to each role by:

• Providing volunteer resources like brochures and tutorials.
• Documenting medical records and volunteers’ contact information.
• Embedding training modules as hospital policies evolve.
• Sending updates to new staff or your junior volunteer program for higher engagement.

Rosterfy’s features, such as automated checkpoints for certificates and real-time communication tools, ensure everyone is on the same page and your volunteer program’s compliance with hospital requirements is continuously monitored.

Strategies for Publicizing Volunteer Opportunities as a Nonprofit Organization

If your organization doesn’t follow a strategy to publicize volunteer opportunities, they might as well not exist. You need to draft detailed campaigns to lead different target audiences from unaware to interested and engaged. This process involves:

• Creating compelling role descriptions.
• Developing targeted campaigns.
• Streamlining the application process.

Crafting Effective Role Descriptions

A well-crafted role description not only outlines the responsibilities and expectations but also highlights the impact that applicants can have as a result of that volunteer opportunity. By specifying the skills required, time commitment and the benefits of the role, nonprofits can ensure that they attract candidates who are both qualified and motivated to contribute.

Digital platforms, such as social media, email newsletters and your organization’s website, are essential tools for spreading the word about volunteer opportunities. Social media campaigns can be particularly effective when they include testimonials, success stories or spotlights on current volunteers, which help to humanize your organization.

Rosterfy offers a comprehensive range of tools for volunteer recruitment, starting with the Rosterfy Community Register, linking volunteers to interesting opportunities. Nonprofits and medical organizations can also use it to create targeted campaigns that reach the right audiences through email, SMS and in-app notifications. Thanks to detailed performance reports, organizations can make data-driven decisions and optimize their strategies for better results.

One of the most common challenges in volunteer recruitment is a complex or lengthy application process, which can deter potential volunteers from completing their applications.

Rosterfy can streamline the registration workflow by offering customizable forms, automated follow-ups and easy-to-navigate interfaces that make applying quick and straightforward. By removing unnecessary barriers, nonprofits can significantly reduce application drop-off rates and attract more volunteers to their programs.

Communicating Expectations and Background Check Results to Volunteers

Nowhere is effective communication more important than in medical care. Beyond basic volunteer requirements, you’ll want to clearly convey your expectations and maintain ongoing communication to foster a committed volunteer base that builds trust among those they serve. Here’s how.

Finding Potential Volunteers

Potential volunteers can be found in a variety of settings, both online and offline.

• Online platforms: Volunteer matching websites and social media can help you tap into new demographics while providing dedicated tools for outreach.
• Universities: University job boards are a particularly fertile ground for finding volunteers, as many students seek opportunities to gain experience and develop their skills.
• Regional connections: Community centers, local events and faith-based organizations are excellent venues for recruiting volunteers who are already engaged with local causes.

Once you’ve identified where to find potential volunteers, the next step is to develop strategies for effective outreach. A tailored message may sound like a lot of effort, but it builds rapport immediately.

For instance, on social media, a visually engaging post with a clear call to action may resonate well, while at a university career fair, face-to-face interactions and detailed brochures may be more effective. Email campaigns targeted at specific demographics, or even personal outreach through phone calls or messages, can also make a significant impact.

Importance of Clear and Consistent Communication

Rather than considering communication a one-off task to recruit volunteers, think of consistent campaigns as a method of realigning on your mission and critical requirements, from the first interview questions to ongoing training sessions.

This begins with setting expectations early in the recruitment process, ensuring that volunteers understand the requirements of the role, such as time commitment, responsibilities and the need for background checks.

By constantly re-engaging volunteers, you also don’t need to frontload all information at once to ensure a safe environment. Rather, you can reserve additional training for later and avoid applicants feeling overwhelmed.

To communicate expectations and responsibilities effectively, it’s important to use multiple channels and formats.

Rosterfy offers robust communication tools like custom-branded emails and volunteer reports that can greatly enhance how nonprofits engage with their volunteers. These tools provide insights into confirmed shifts, upcoming training sessions, check-ins and even diversity and inclusion.

Regular check-ins, updates on the impact of their work and opportunities for feedback are all ways to keep volunteers connected and motivated. With these insights, it’s easy to maintain ongoing communication with volunteers and sustain their engagement. Recognizing volunteers for their contributions can become part of your daily routine without taking valuable time away from patient care, thus boosting volunteer retention and satisfaction with ease.

Volunteers are also more likely to commit when they understand the personal and professional benefits they can gain from their service. You can rely on testimonials and research discussing a range of advantages, including personal fulfillment, skill development and a positive impact on the community.

When communicating these, it’s effective to share stories from current volunteers, showcasing how their experiences have been rewarding and transformative. Highlighting these benefits in your outreach and onboarding materials can attract volunteers who are motivated not just by the cause, but also by the opportunities for growth and development.

Make Volunteer Management and Background Screening Look Easy. Try Rosterfy Today.

Managing a volunteer program can be complex, but it doesn’t have to be. With Rosterfy’s seamless integration with Sterling Volunteers, you can streamline background checks, automate onboarding and enhance communication — all in one platform.

Whether you’re a medical nonprofit or a community organization, Rosterfy makes it easy to ensure compliance and keep your volunteers engaged and motivated.

Ready to simplify your volunteer management? Book a call today and see how Rosterfy can transform your program.

About Rosterfy

Rosterfy is used by nonprofits, charities, sporting federations, local governments, and more to better manage their volunteer programs by improving how they can recruit, screen, train, and retain volunteers.

Our market leading technology helps you create an engaging experience throughout the whole lifecycle of your volunteer journey.

Book a call today.

Keep reading more on our blog 

Read more helpful articles on our blog:

• Empathy in Action: Why Volunteers Matter in Healthcare Now More Than Ever
• 11 Ways to Reward and Show Appreciation for Volunteers
• Volunteer Retention 101: Creating a Culture They Can’t Resist