Signup Clinic

by Jacob Clarke | 2021/10/14

A professional-grade volunteer management software for managing volunteer sign-ups at free clinics.


Medical schools and their students can give back to their communities by helping under-served populations. At Saint Louis University (SLU) and many other schools, students commonly organize free clinics to serve patients. When I first joined SLU's student-run clinic, the Health Resources Center (HRC), the team relied on a combination of disjointed google sheets and outdated sign-up software for their volunteer management. At the time, I was learning about web development and saw the perfect opportunity to help St. Louis' under-served communities while putting my web development skills to the test. The result was SignupClinic.

HRC clinics are similar to many other student-run clinics. Students often need to complete trainings (e.g. Phlebotomy Training) before signing up for a position (e.g. Phlebotomy), and different clinics (e.g. OB clinic) require a different number of sign-ups for each position. Working with HRC leadership, I designed SignupClinic to match the HRC's specific needs.

This post serves as an introduction to SignupClinic. I will walk you through the different features in the app and have provided animations for visualization.

Trainings

As described above, trainings give you the ability to restrict positions to students who have completed the required prerequisites. In SignupClinic, clinic administrators can create trainings and assign students to them as shown below.

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Position and Clinic Types

After creating a training (e.g. Phlebotomy), it can be assigned to a position (e.g. Phlebotomist). Only students with the proper trainings will be able to register for the position. Positions can also be designated as "lottery" and "non-lottery" positions. We will discuss these later.

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Once a position is created, it can be assigned to a clinic type; this will serve as a template for scheduling new similar clinics.

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Scheduling

Great! We have a training, position type, and clinic type. We can now schedule our first clinic! After admins have created a clinic, students can visit the clinics tab to sign up for its available positions. Each position displays the number of available slots and the number of students who have signed up so far.

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Non-lottery positions work in a first-come-first-served manner. The position is locked once the number of sign-ups reaches the number of available positions. Lottery positions may have an unlimited number of student sign-ups. After enough students have signed up, clinic admins can choose to run the lottery. The lottery will randomly select and assign students from the pool of those that have signed up.

Roster and Reviewing

At the HRC, we track the sign-ups of each student. Based on the number of hours they have volunteered, students are eligible for several awards and honors. The roster tab of SignupClinic is designed for reviewing volunteer hours.

The animation below shows the process of looking up a student by their first and last name. Additional filters are available to select a student by year of graduation and other characteristics such as the total number of hours volunteered.

After selecting a student, clinic admins can review the student's total number of hours and shifts. Additionally, they can review a breakdown of the student's most recent volunteer positions. Students often want to view their own stats; this page is available to them as well.

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Conclusion

SignupClinic has been a great success, often managing over 100 weekly sign-ups. This post was just a sampling of the several features provided by the app. We are constantly providing updates to the application and have several new features in the works. We are currently hoping to expand to help other student-run clinics as well. If you are a part of the leadership at your school-run clinic, please consider reaching out to me at jacobclarke718@gmail.com.