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Hospice of Wichita Falls' Journey to a New Volunteer Management System

Volunteering at a hospice-2

Industry

Hospice

Challenge

For over 30 years, Hospice of Wichita Falls relied on manual systems such as paper records and Excel spreadsheets to manage their volunteers and clients. This cumbersome process led to inaccuracies, inefficiencies, and significant time wastage, necessitating the need for a more organized and centralized system.

Results

The implementation of Volunteer and Client Impact has significantly improved operational efficiency, program management, and communication at Hospice of Wichita Falls. The software has revolutionized volunteer scheduling, centralized reporting, and improved internal communication, resulting in better coordination and operational efficiencies.

Key Product

Volunteer Impact

978
Hours Saved per Year
$24,214
Value of Staff Time Saved
1,413%
Return on Investment

Everything was written by hand on paper and then transferred to spreadsheets. It was occasionally difficult to read volunteers' handwriting, which decreased accuracy. Relying on paper and spreadsheets proved to be time-consuming and it didn't provide the degree of precision we wanted.

Darbi Glassburn

Director of Palliative Care and Volunteer Services

Volunteer Impact has truly exceeded our expectations in terms of user-friendliness for both our volunteers and staff, bringing us great satisfaction. In cases where we encounter unfamiliar features or questions, the support options provided by Better Impact can always progress us through any challenge.

Darbi Glassburn

Director of Palliative Care and Volunteer Services

After transitioning to Volunteer and Client Impact, we have observed a notable increase in volunteer hours as our volunteers were previously estimating their time spent; often underestimating it. As a hospice organization, it is essential for us to meet Medicare's requirement of having at least a 5% volunteer match with direct patient care, making it crucial for us to accurately track volunteer hours, which we are now accomplishing.

Darbi Glassburn

Director of Palliative Care and Volunteer Services

Founded in 1985 Hospice of Wichita Falls is the first and only communitybased nonprofit hospice in Wichita Falls Texas-1

About Hospice of Wichita Falls

Founded in 1985, Hospice of Wichita Falls is the first and only community-based nonprofit hospice in Wichita Falls, Texas. With a mission to provide 'Care, Hope, and Support for All When Illness Threatens Life,' the organization serves 12 counties in Western North Texas and relies heavily on the contributions of 189 volunteers.

The Challenge

Hospice of Wichita Falls faced significant administrative challenges due to their reliance on manual systems. Everything was written by hand on paper and then transferred to spreadsheets, leading to frequent issues with reading volunteers' handwriting and decreased accuracy. This time-consuming process didn't provide the degree of precision they desired, which was critical for meeting Medicare's requirements. The organization needed a more efficient system to manage their 189 volunteers and the extensive documentation required for compliance and reporting.

The Solution

Hospice of Wichita Falls discovered Volunteer and Client Impact by Better Impact and decided it was the optimal solution to address their needs. The decision was supported by the software's user-friendly features, comprehensive tracking capabilities, and secure management of sensitive information. 'Volunteer Impact has truly exceeded our expectations in terms of user-friendliness for both our volunteers and staff, bringing us great satisfaction,' said Darbi Glassburn, Director of Palliative Care and Volunteer Services. The transition process was smooth, with the software simplifying volunteer scheduling, record-keeping, and report generation. Additionally, the support options provided by Better Impact helped the team navigate any unfamiliar features or questions.

The Results

After implementing Volunteer and Client Impact, Hospice of Wichita Falls saw a remarkable transformation in their operations. The software saved them 978 hours per year, translating to a value of $24,214 in staff time saved. The return on investment was a staggering 1,413%. 'After transitioning to Volunteer and Client Impact, we have observed a notable increase in volunteer hours as our volunteers were previously estimating their time spent; often underestimating it,' noted Darbi Glassburn. This improvement was crucial for meeting Medicare's requirement of a 5% volunteer match with direct patient care. Overall, the software enhanced accuracy in tracking volunteer hours, improved internal communication, and centralized reporting, leading to greater operational efficiency and better volunteer engagement.

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Case Study - Hospice of Wichita Mockup