Wisconsin Veterans Home at King N2665 County Rd. QQ King, WI 54946-0600 (715) 258-5586
VOLUNTEER ANNUAL EDUCATION

PRIVACY PROTECTION/PATIENT CONFIDENTIALITY

The protection of an individual’s privacy is a key responsibility we must always remember. All volunteers are expected to recognize Members’ rights, especially that of confidentiality. Volunteers at the Wisconsin Veterans Home have a responsibility to safeguard and keep confidential any Protected Health Information (PHI) acquired during the course of performing assigned volunteer duties.

All volunteers need to understand and follow the rules under the Health Insurance Portability and Accountability Act (HIPAA). All volunteers are to follow the rule, “What you see here and what you hear here, stays here when you leave here.” Also, no photos or recordings of member voices are to be made without written consent of the Member and the Volunteer Services Coordinator.

WHAT DOES HIPAA REQUIRE?

Since HIPAA protects individual health information when it is maintained or transmitted electronically, written, or verbally, volunteers need to know that all individual member and related health information is confidential. It is important for all volunteers to safeguard any member health information encountered during the course of your duties. The safeguards and extensive legislation which have been put into place by HIPAA are designed to safeguard confidential health information.

What does a volunteer need to know about HIPAA?

Protected Health Information (PHI) must be kept confidential. Examples of PHI are as follows:

Personally Identifiable Information (SSN, health information)

Demographic Information (address, phone, age, gender)

As a volunteer, you are required to keep all PHI encountered during the course of your assigned volunteer duties strictly confidential. PHI can be in any form, verbal, written, electronic. Here are some requirements:

Do not discuss PHI in public areas including: elevators, stairwells, open areas.

Secure any records you may be working with before walking away.

Do not discuss with anyone, inside or outside the facility, any PHI you may learn while carrying out your assigned duties as a volunteer.

POSSIBLE OUTCOMES OF NON-COMPLIANCE WITH HIPAA:

The organization may receive specific sanctions such as lawsuits or not be granted accreditation, etc.

The victim may file a complaint for a privacy policy violation. The violator may receive civil or criminal penalties for the HIPAA violation.

The violator may be fined up to $50,000 or imprisoned.

SUMMARY:

All volunteers must be responsible for safeguarding PHI. As a volunteer at our facility, you have a responsibility to keep all patient information learned during the course of your duties confidential and secure. Do not discuss any PHI discovered during the course of your assignments with anyone. Remember that you would want your personal information and healthcare records treated in the same confidential and professional manner. As a volunteer, it is important to take pride in knowing your organization is concerned about privacy and recognizes its importance in providing quality health care.

Personally Identifiable Information Tip Sheet

WHAT IS Personally Identifiable Information?

PII is all protected and unprotected personal information which identifies, or can be used to identify, locate or contact (or impersonate) an individual.

EXAMPLES OF PII ARE:

Full Name (if not common)	Social Security Number	Vehicle Registration

Credit Card Numbers	Birthplace	Screen Name

Debit Card Number	Home Address	Passport Number

Driver's License Number	Digital Identity	Telephone Number

Nickname	Mother's Maiden Name	Email Address

Medical Records	Fingerprints	Date of Birth

Login Name	Certification Numbers	Phone Number (fax number)

Volunteer’s Initials:	_______________________________________	Date:	_____________________

ACCIDENTS AND INJURIES

All accidents, regardless of severity, must be reported to your assignment supervisor immediately.

Remember – Safety is everybody’s business. If you feel uncomfortable or unsafe in any situation, stop immediately. Your next step is to see your assignment supervisor and explain your concerns. If you are not satisfied, you should contact (in order):

Immediate Supervisor

Volunteer Coordinator – 715-258-4247

Security Department – 715-258-5586 EXT: 2220

Volunteers will be asked to fill out an Incident Report (WDVA Form 3282).

Volunteer’s Initials:	___________________________	Date:	__________________________

MEMBER ABUSE

The Wisconsin Veterans Home is entrusted with ensuring the health and safety of the Members who call King their “home.” Member abuse of any type must be reported and addressed immediately. All staff and volunteers must pledge the following:

If I SEE, HEAR, or have KNOWLEDGE of a Member:

BEING HURT

BEING NEGLECTED

HAVING BELONGINGS MISAPPROPRIATED

I will DO the following:

1.	STOP IT.

2.	MAKE SURE THE MEMBER IS SAFE.

3.	REPORT THE INCIDENT TO A SUPERVISOR IMMEDIATELY.

If you identify a concern, which does not constitute abuse, but you feel it is important to make staff aware, please fill out the Volunteer Stop and Watch form. This form can be picked up in the Volunteer Office, in the building where you work, or on our web page. This form should be used if you notice a change with a Member or the Member discloses something you feel staff should know about. It is important that you turn this sheet in directly to someone on the Member’s health care team (Activity Therapist, Social Worker, Executive Director, Director of Nursing or Assistant Director of Nursing) in the building where the Member resides. This information needs to get to the appropriate person in a timely manner without violating Privacy Laws. Many of your interactions with our Members produce Protected Health Information and should be shared with ONLY those individuals listed above as they work directly with the Members and the rest of their care team to provide quality care to each one. The Team at King takes these concerns seriously and will address each concern brought to their attention. If the concern involves Protected Health Information, we will not be able to share the results of the concern with you. However, someone from the Member’s healthcare team may contact you for further information if needed.

Volunteer’s Initials:	___________________________	Date:	__________________________

COMMUNITY RELATIONS / SOCIAL MEDIA

Volunteers and organizations are encouraged to keep the public informed concerning the commendable work they are doing for veterans. Please keep the Home informed of any public information matters which come to your attention, favorable or unfavorable.

If you would like some publicity for your activity, group or organization regarding Wisconsin Veterans Home activities, please contact the Volunteer Services Coordinator and Agency Liaison for approval and coordination.

Social Media Communication: (Taken from AD-124)

Definitions:

Social Media: any web-based or mobile based technology which is used to turn communication into interactive dialogue among organizations, communities, and individuals. Examples would be Facebook, Twitter, Pinterest, etc.

Employee (Volunteer) Communication: In this context, reference is to communication about the Agency, employees, practices, procedures, clientele, events., etc., that the employee (volunteer) is making outside the requirements of his/her job (volunteer role).

No unauthorized postings: Users may not post anything in the name of WDVA or in a manner which could reasonably be attributed to WDVA without prior written authorization from the Secretary’s Office or its designee. Users may not represent any opinion or statement as the policy or view of the Agency or of any individual in their capacity as an employee or otherwise on behalf of the Agency.

Please make sure all photographs and recordings of members have been cleared and permission has been granted by the Volunteer Coordinator.

Volunteer’s Initials:	____________________________	Date:	_________________________

MEMBER CONTACT/HYGIENE

Most Members live at WVH due to treatment for some particular illness or disability.

There is often emotional stress with any illness. At times, Members may seem irritable or withdrawn. Volunteers should not take these attitudes or actions personally, but understand it may be due to underlying emotions or problems.

The illness of a Member often requires that he or she be restricted from certain foods or liquids. There may be other restrictions as well. Under no circumstances should a volunteer give food, liquids, or smoking materials to a Member without first consulting nursing staff.

Sound hygienic practices are crucial to every nursing care facility. For this reason, anyone having contact with Members should:

Wash hands frequently, using soap and water.

NOT enter rooms marked “Isolation” or “No Visitors.”

Stay home if you do not feel well. However, please call and inform the Volunteer Services Coordinator or your assigned supervisor.

Be sure to knock and wait for permission before entering a Member’s room. This can save the Member and you possible embarrassment.

Conversations with Members should be:

On neutral topics such as hobbies/interests.

Give and take, often with you serving as a good listener.

Report any unusual behavior of a Member to the nursing staff or your assignment supervisor. You can also use the Volunteer Stop and Watch form.

Many Members are in a weakened state and are especially susceptible to certain infectious diseases. Two of the most common illnesses are the “common cold” and more serious, “influenza.” These infections are spread through the air via sneezing and coughing or unwashed hands. Individuals with weeping skin lesions or sores can also spread infectious diseases.

Please review the Clean Your Hands informational poster from the U.S. Department of Veteran Affairs (VA).

Volunteer’s Initials:	___________________________	Date:	__________________________

FLU and or MASKING REQUIREMENTS:

When “Flu Season” is officially declared by the Centers for Disease Control (CDC), volunteers who have not had a flu shot will need to wear a mask at all times while at WVH-King. The Volunteer Office will be informed from King Administration when masking season will officially go into effect and will notify the volunteer community.

At this time, the Wisconsin Veterans Home at King will not be offering flu shots to volunteers.

Volunteers are asked to submit proof of Flu Vaccine paperwork to the Volunteer Office.

Once the Volunteer Office receives your flu shot paperwork, please make sure you stop in and get your flu shot sticker to be placed on your volunteer ID badge.

By email:	DVAKVolunteerservices@dva.wisconsin.gov

By mail:	WVH-King Volunteer Services

N2665 County Rd QQ

King, WI 54946

Please review the attached Flu Fact Sheets from the U.S. Department of Veteran Affairs (VA).

Volunteer’s Initials:	______________________________	Date:	__________________________

Volunteer Agreement Taken from Form (WDVA 4704)

Volunteer’s Full Name:

Please provide any updated contact information:

Address:

Phone Number:

Email Address:

This agreement for volunteer services is entered into by and between the volunteer and the State agency named above. The volunteer and the State agency mutually agree to the following responsibilities:

Volunteer

1. Will be under the supervision, direction and control of the supervisor named above.

2. Understands that s/he is a volunteer and NOT an employee of the State of Wisconsin or the State agency named above and is not eligible for any benefits, including Worker’s Compensation.

3. Understands all work rules that are to be followed.

4. Understands that the State agency named above will provide no compensation.

5. Understands that a criminal background check may be conducted in compliance with 38 CFR 51.90, and disqualifying factors may result in termination. Any new criminal convictions should be reported to the Home immediately.

State Agency Named Above

1. Will provide the volunteer with a Volunteer Handbook describing duties to be performed.

2. Will provide training and orientation required to perform the agreed upon duties.

3. Will educate and orientate volunteers on safety awareness in the workplace.

4. Will provide necessary volunteer safety and equipment related items.

5. Will regard the volunteer as an agent of the State as provided in s. 895.46, Wis. Stats. As an agent of the State, the volunteer will be entitled to all the protections provided by s. 895.46, Wis. Stats.

6. Will review and update this Volunteer Agreement on at least an annual basis.

7. Will conduct BID in compliance with 38 CFR 51.90.

Either the volunteer or the State agency named above may cancel this agreement at any time.

_______________________________________________	________________________________

Volunteer’s Signature	Date (mm/dd/ccyy)

_______________________________________________	________________________________

Authorized State Agency Representative’s Signature	Date (mm/dd/ccyy)