Health Clinic Workbook

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
SEED TO OAKS
WHOLEHEALTH
KENTUCKY
Health Clinic Workbook
We are leading the way in whole person health
services by mobilizing local churches to the
front lines of social change.
www.seedtooaks.com
1

SEED TO OAKS
Table of Contents
Introduction
Page 03
The Ten Step Process
Step One: Understand the Clinic
Step Two: Decide to Host a Health Clinic
Step Three: Build the Right Team
Step Four: Understand Your Community
Step Five: Discern a Direction
Step Six: Make a Plan
Step Seven: Cast the Vision
Step Eight: Mobilize Volunteers
Step Nine: Host your Clinic!
Step Ten: After Clinic Follow Through
Page 04
Page 04
Page 06
Page 08
Page 09
Page 11
Page 18
Page 19
Page 20
Page 22
2

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
Introduction
About Seed to Oaks
Seed to Oaks envisions a world where every local church is restoring its community
to physical, social and spiritual health. Our mission is to mobilize local churches to
the front lines of social change. We are a multifaceted non-profit based in
Louisville, KY that partners with churches and non-profits to, among other things,
offer free professional medical and dental care to the surrounding communities.
Our expertise is in helping churches cultivate a stronger and more powerful
presence in their community; one that is capable of meeting real needs as a means
of making disciples and advancing the great commission.
About This Workbook
This workbook is an accompaniment to Seed to Oaks Health Clinic Manual. The
workbook is designed to help you make decisions about your clinic and keep all of
your information in one place. It is intended to be used as a customizable template
to plan to implement your free one-day clinic; providing acknowledgement of state
requirements, gathering a lead team, implementing services, logistics, forms, and
planning the size of a clinic.
This entire workbook is available to our church partners in an electronic Dropbox
for copy, ease of use, adaptation, and implementation.
3

SEED TO OAKS
Step One:
Understand the
Clinic
3. How do you imagine hosting a health cilinic
will change or impact your church?
Summary
A health clinic is a one-day event focused on
mobilizing health professionals to provide free
medical and dental care through the local church.
Free health clinics serve as a lifeboat for people
who have urgent needs and have not been able to
receive care anywhere else. Health Clinics are a
powerful way for the church to meet real needs,
advance the great commission, foster our own
spiritual growth, and make God’s infinite fame
visible to a watching, hurting world. God promises
to heal sin sickness (Ps. 103:3), the root of all our
diseases. Therefore, we believe that medical
providers are good and necessary, but that the
Great Physician in Jesus Christ is better (Mk. 5:31-
32).
4. How do you imagine hosting a health clinic
will change or impact you personally?
Step Two: Decide to
Host a Clinic
Questions for Reflection
1. What, if anything, has changed in your
understanding of what a health clinic is or why
hosting it at your church is important?
2. Where does the gospel fit in hosting a health
clinic?
Summary
One of the very first tasks in coordinating a health
clinic is to talk to your pastor. Hosting a health
clinic will require the commitment of many church
members, three to four months of planning and
the support of your pastor. Each church is
different. You will want to focus your efforts within
your church’s established channels of ministry. It
is important to be honest with yourself and how
your church leadership has received the idea of
hosting a clinic. You need your church leadership
to affirm your affinity, ability, and opportunity to
do this job as well as the idea of hosting a clinic.
4

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
Meet with you pastor
Pastor’s Name:
Date of meeting:
/ /
Are you ready for the meeting?
o I can cast the vision
o I understand and can communicate the
benefits of hosting a clinic:
§ Clinics help fulfill the Great Commission
§ Clinics help make disciples and churches
grow
§ Clinics help communities flourish
o I have ideas on how various existing ministries
can cooperate with the effort.
Is hosting a clinic right for you?
Affinity – Does meeting the health needs of your
community resonate deeply with you? Do you
have a strong passion for this work? Is your
passion strong enough to mobilize God’s people?
Ability – Are you administratively gifted? Can you
lead a team? Do you have proven team leaders
interested in joining this effort? Do you have
mature Christian character?
Opportunity – Do your pastor and others tell you
that you are needed to lead this ministry forward?
Are you the right leader for this effort?
YES
NO
If NO, then who is the right leader for this
effort?
List your ideas here:
§ Sunday Services
§ Sunday School
§ Community Groups
§ Outreach / Mercy Ministry
§ Others:
How did the meeting go?
If NO, then what is the best role for you in
this clinic effort?
Is hosting a clinic right for your church?
Affinity – Does meeting the health needs of your
community resonate deeply with your pastor and
church members? Does your pastor have a strong
passion for this work? Is his passion strong
enough to mobilize God’s people?
Ability – Does your church have enough people to
join this cause? Are proven team leaders
interested in joining this effort? Do they have
mature Christian character?
Opportunity – Does your pastor tell you that this
ministry is needed? Does the church desire to
host a clinic? Does the community want it?
5

SEED TO OAKS
Will your church host a clinic?
YES
NO
Schedule the clinic date
What is the proposed date of your clinic?
/ /
Step Three: Build
the Right Team
Team Member #1: Pastor
Name of Leader:
Top Responsibilities:
o Choose and affirm the Clinic Coordinator
o Cast vision to the congregation
o Encourage the clinic lead team
Top 3 measurable priorities:
o Recruitment of a Clinic Coordinator
o Be familiar with the health clinic process
o The congregation is on board with the vision
Team Member #2: Clinic Coordinator
Name of Leader:
Summary
Building the best volunteer team possible is
important to the success of your clinic. You want to
select individuals who have demonstrated:
§ Biblical Character
§ Ability to work on a team
§ Expertise in the area of needed leadership
These ten leadership roles highlight fundamental
leadership positions needed to succeed at a
health clinic. For smaller clinics, members of the
leadership team will likely fulfill one or more
roles. For larger clinics, the leadership team may
determine that additional roles, not mentioned
here, are needed. Some of these roles may not be
necessary, if you choose not to provide that
service at your clinic. It is up to you!
Top Responsibilities:
o Select the clinic leadership team
o Schedule clinic leadership team meetings
o Administer and organize all clinic activities
o Encourage the clinic lead team
Top 3 measurable priorities:
o 4-8 people clinic leadership team
o Execute the health clinic processes
o Ensure all clinic details have been tended to
Team Member #3: Volunteer Coordinator
Name of Leader:
Top Responsibilities:
o Provide service to volunteers by responding to
their needs quickly
o Recruit a team of volunteers to join the effort
o Organize the volunteer area activities
o Equip volunteers to prepare for clinic day
6

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
Top 3 measurable priorities:
o 2 volunteer coordinator helpers
o Provide clinic coordinator a needs list for the
volunteer area
o Oversee volunteers on clinic day
Team Member #4: Nursing Coordinator
Name of Leader:
Top Responsibilities:
o Select the services that the nursing area will
provide
o Recruit a team of nurses to join the effort
o Administrate and organize all nursing area
activities
o Attend clinic lead team meetings
Top 3 measurable priorities:
o 3-5 volunteer nurses
o Provide clinic coordinator a needs list for the
nursing area
o Organize the clinic nursing area and
Coordinate the nurse’s area day of clinic
Team Member #5: Medical Coordinator
o Administer and organize the clinic medical
area
Team Member #6: Dental Coordinator
Name of Leader:
Top Responsibilities:
o Select the services the dental area will provide
o Recruit a team of dentists, hygienists, and
dental assistants to join the effort
o Administrate and organize all dental area
activities
o Attend clinic lead team meetings
Top 3 measurable priorities:
o 1-5 volunteer dentists and/or hygienists
o Provide clinic coordinator a needs list for the
dental area
o Organize and coordinate the clinic dental area
day of clinic
Team Member #7: Meal Service
Coordinator
Name of Leader:
Name of Leader:
Top Responsibilities:
o Select the services that the medical area will
provide
o Recruit a team of doctors and/or nurse
practitioners to join the effort
o Administrate and organize all medical area
activities
o Attend clinic lead team meetings
Top 3 measurable priorities:
o 1-5 volunteer doctors and/or nurse
practitioners
o Provide clinic coordinator a needs list for the
medical area
Top Responsibilities:
o Select the meal the clinic will provide
o Recruit a team of volunteers to join the effort
o Purchase food, or seek donations of food, for
guests and volunteers
o Administrate and organize all meal area
activities
o Attend clinic lead team meetings
Top 3 measurable priorities:
o 5+ meal service volunteers
o Provide clinic coordinator a needs list for
the meal area
o Organize and coordinate the meal area on
the day of clinic
7

SEED TO OAKS
Team Member #8: Allied Health Services
Coordinator
Name of Leader:
Team Member #10: Communications
Coordinator
Name of Leader:
Top Responsibilities:
o Select the Allied Health Services that the clinic
will provide and find community partners to
serve
o Recruit a team of volunteers to join the effort
o Administrate and organize all area activities
o Attend clinic lead team meetings
Top 3 measurable priorities:
o 2+ volunteers
o Research and recruit local service providers to
round out medical services
o Administrate and organize all Allied Health
Services area activities
o Provide hospitality and support to community
partners providing services
Team Member #9: Logistics Coordinator
Name of Leader:
Top Responsibilities:
o Compile all the supplies that need to be
picked up and returned for the clinic
o Recruit a team of volunteers to join the effort
o Administrate and organize the pickup and
return of all supplies
o Attend clinic lead team meetings
Top 3 measurable priorities:
o 5+ volunteers
o Compiled list of supplies with a plan to pickup
and return
o Ensure all supplies are picked up by day of
clinic and returned after the clinic.
Top Responsibilities:
o Get the word out with all clinic volunteer and
supply needs
o Recruit a team of volunteers to join the effort
o Direct contact and guest questions to the
correct lead team member
o Attend clinic lead team meetings
Top 3 measurable priorities:
o 5+ volunteers
o Compile and advertise lists of needed supplies
and/or volunteers on local media
o Ask area churches, social organizations and
schools to invite guests
Step Four:
Understand Your
Community
Summary
To ensure that you are successful in providing
health services that your community actually
needs and desires, take time to reflect, research
and talk to your community about what they want,
before you decide what services to provide.
Write out a Community Profile
Look Up – What does God desire for your specific
8

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
community?
Step Five: Discern a
Direction
Look Around – Describe your community
Summary
Based on the needs of your community, the
professional or licensed talents within your
congregation and your community partners, you
will want to select the services to provide at your
clinic.
Consider Legal Ramifications
Look Out – What are the health needs in your
community?
In Kentucky charitable clinic registration is
overseen by the Cabinet for Health and Family
Services’ Charitable Health Care Services Program
of the Health Care Access Branch. The state’s
website with requirements can be found at
www.chfs.ky.gov by searching “Charitable Health
Program”.
For information on charitable clinics and
Charitable Clinic registration, contact:
Medina Tipton-Branch Manager, Health Care
Access Branch, KY Department of Public Health
Email: Medina.Tipton@ky.gov
Phone: (502) 564-8966 x4012, Fax: (502) 564-0655
Look Within – What are people saying are the real
clnic needs?
o Have you registered your clinic with the State
of Kentucky?
o Will you purchase medical malpractice liability
insurance (It is fully reimbursable by the
Kentucky Department of Insurance after clinic
registraton)?
9

SEED TO OAKS
State law regarding malpractice premium
reimbursement can be found by searching
Kentucky Revised Statute (KRS) 304.40-075.
For more information on submitting a request for
reimbursement of malpractice premiums, contact:
Tiffany Lyons, Insurance Policy Specialist I, Property
and Casuality Branch, Office of Insurance, Division
of Insurance Product Regulation
Email: tiffanyk.lyons@ky.gov
Phone: (502) 782-5288, Fax: (502) 564-5299
What Services do you want to offer?
Preventative Health Care
o General health screenings,
o Glucose/diabetes checks,
o Hearing and vision screening, and
o Flu shots
o Other
o
o
o Benevolence assistance
o Spiritual care
o Other
o
o
Did you check with the State Medical
Board for the latest Charitable Clinic rules
and regulations?
Medical Board contact: 502-429-7510
Dental Board contact: 502-429-7280
What will be the location of your clinic?
List your top potential clinic partners:
Other Churches
Dental Care
o General dental health screenings
o Oral hygiene instruction
o Fluoride treatments
o Tooth extractions
o Fillings
o Other
o
Community organizations and local businesses
Medical Care
o General medical screenings,
o Acute illnesses (cold, flu, etc.)
o Work and sports physical exams
o Basic medicine
o Other
o
o
Mercy Ministry
o A warm meal
o Canned goods
o Second-hand clothing
Medical Institutions
10

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
What is your deadline to confirm clinic
services?
/ /
/ /
Step Six: Make a
Plan
Summary
Creating a clear plan for the clinic defines the
steps that need to be taken to achieve the
expectations and goals set before the leadership
team. After registering with the state, establish a
timeline that will alleviate frustration and
uncertainty, as well as give the leadership team a
common goal.
Create a timeline counting back from the clinic
date to best prepare for the clinic.
Four Months Before the Clinic
The Pastor may help the Clinic Coordinator
kick off interest in the clinic by choosing to do
one or more of these things.
o Show the Seed to Oaks Medical Clinic
video before church services
o Lead a call to action with Scripture to stir
hearts and invoke service
o Offer the Clinic Coordinator medical and
dental contacts from within the church or
community that you believe would be a
good fit for the Leadership Team/Clinic
o Recruit marketing and outreach volunteers
to help neighborhood guests and
volunteers find out about the clinic
o Schedule Leadership Team meeting date
Initial Leadership Team Meeting Date:
/ /
Clinic Coordinator
o Contact your Seed to Oaks Clinic Stategist
with questions you may have before or
because of your Leadership Team meeting
o Explain Leadership Team roles and what is
expected
o Identify a Leadership Team and key
volunteers for each area
o Answer questions from attendees about
the leadership team
o Schedule next meeting
o Update the Pastor on your progress
o Make the ask. Invite qualified people to
join the team
Three Months Before the Clinic
Leadership Team Meeting
Date of Meeting:
/ /
Clinic Coordinator
o Contact your Seed to Oaks Clinic Stategist
with questions you may have before or
because of your Leadership Team meeting
o With the help of the team, identify
community partners to ask for donations
and volunteers
o Plan clinic signage and compare pricing,
find out when you need to order, so that
11

SEED TO OAKS
your team can work on raising money to
get signs donated beforehand
o Encourage and pray for the Leadership
Team, address their needs and answer
their questions
o Update Pastor with needs and progress
The Volunteer Coordinator is ready to answer
volunteer questions.
o Recruit volunteers
o Email church groups a “Save the Date”
o Work with the Clinic Coordinator to plan
the layout and categories of the electronic
volunteer sign up page
o Plan a “Hospitality” sign up category to
cover various greeting, waiting room, exit
volunteer positions
o Work with Dental, Medical and Nursing
leads to post volunteer needs with local
professional associations
o Answer volunteer questions efficiently
The Nursing Coordinator is planning the
nursing area of the clinic.
o Recruit Nurses to serve at the clinic
o Develop the services that nurses will
provide at the clinic
o Work with Dental and Medical
Coordinators to adopt a Blood Borne
Pathogen Policy and training (Sample
Policy in Appendix)
o Provide the Clinic Coordinator a needs list
The Medical Coordinator is working diligently
to find medical providers for the clinic.
o Recruit Medical Professionals
o Create a list of services and decide the
number of medical professionals needed
o Seek donations for the Medical Area
o Work with Dental and Nursing
Coordinators to adopt a Blood Borne
Pathogen Policy and training (Sample
Policy in Appendix)
o Provide the Clinic Coordinator a needs list
The Dental Coodinator will help staff the
dental area with volunteer professionals.
o Recruit Dental Professionals
o Seek dental specific donations
o Plan a list of services and decide how
many volunteers are needed in Dental
o Work with Nursing and Medical
Coordinators to adopt a Blood Borne
Pathogen Policy and training (Sample
Policy in Appendix)
o Create a list of dental equipment to
borrow, then seek to borrow
o Provide the Clinic Coordinator a needs list
The Meal Service Coordinator has been
seeking meal donations.
o Plan meal and meal service area layout
(See Sample “Chili for 100” recipe in
Appendix)
o If needed, find out where to obtain the
food permit
o Seek donations
o Provide the Clinic Coordinator a needs list
The Allied Health Services Coordinator has
been finding volunteers and researching
services for the clinic.
o Invite medical trade schools to secure
services such as massage therapy,
physical therapy, hearing screenings, over
the counter pharmacy, flu shots, etc.
o Plan and share a list of allied health
services that will be hosted by the clinic
o Ensure that each provider offering
services with needles/lancets has their
own protocol and disposal plan
o Provide the Clinic Coordinator a needs list
The Logistics Coordinator will begin working
on a plan for clinic traffic, inside and outside
the clinic.
12

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
o Help design clinic services flow plan to
include volunteer entrance and guest
entrance and exit
o Begin guest and volunteer parking plan
o Ascertain church guidelines for unused
chair storage and hanging clinic signs
o Arrange to borrow pipe and drape from a
business to create exam room privacy
o Plan for secure storage of borrowed items
The Communications Coordinator is planning
outreach and marketing strategies.
o Develop a plan to use social media for
clinic outreach and marketing
o Obtain lists of supply and volunteer needs
from Clinic Coordinator and begin asking
for both from a specific area of the clinic
each week.
o Help gather a list of companies and
organizations that may be able to provide
advice or volunteers
o Begin to compile a list of contact
information for organizations that may be
able to help get the word out to guests for
your clinic
Two Months Before the Clnic
Leadership Team Meeting
Date of Meeting:
/ /
Clinic Coordinator
o Contact your Seed to Oaks Clinic Stategist
with questions you may have before or
because of your Leadership Team meeting
o Compile area needs and communicate
those updated needs as often as needed
o Email needs list to community partners
o Secure dates for a clinic donation table
and return at the church (eg. The 3
Sundays before the clinic)
o Arrange for a notary to be at the clinic for
medical professionals who do not have
access to a notary beforehand
o Pray over the Clinic volunteers and guests
o Update the Pastor on clinic needs and
progress
Volunteer Coordinator
o Recruit volunteers
o Post electronic clinic sign-up page
o Send sign-up “link” to the Leadership
Team and post it on social media
o Attach a “Medical Recruitment Packet” link
in the volunteer sign up page
o Ask church “Small Groups” to adopt the
clinic
o Update the Leadership team with
volunteer numbers and needs
Is the Medical Professional Recruitment
Packet easily accessible to educate and
recruit medical and dental professionals?
YES
NO
Nursing Coordinator
o Recruit Nurses to serve at the clinic
o Plan the best set-up for nursing area flow
o Review medical forms and submit updates
Medical Coordinator
o Use the Recruitment Packet (found in the
Clinic Appendix) to educate and recruit
Medical Professionals
o Decide the best flow for the medical area
o Collaborate on a “Guest Referral List” of
free and sliding scale area clinics
o Seek donations for the Medical Area
o Review medical forms and submit updates
13

SEED TO OAKS
Dental Coodinator
o Use the Recruitment Packet (found in the
Clinic Appendix) to educate and recruit
dental professionals
o Register the Dental Clinic with the Board
of Dentistry
o Collaborate on a “Guest Referral List” of
free and sliding scale area clinics
o Seek dental specific donations
o Plan dental area flow based on
assessments and sevices to be performed
o Review dental forms and submit updates
Meal Service Coordinator
o If the meal will be prepared by volunteers,
enlist cooks and equipment
o Obtain food permit
o Continue to seek donations for supplies
Allied Health Services Coordinator
o Create and update a spreadsheet with
community partners
o Follow-up with medical trade schools that
have not commited
o Recruit a pharmacist to oversee the over
the counter pharmacy
o If possible, find alternate professionals for
allied health services that have not been
filled
Logistics Coordinator
o Recruit people for security and parking
o Have a plan to easily identify parking and
security volunteers
o Check with neighboring businesses to gain
permission to use their parking lots for the
clinic
o Schedule the pick-up and return of
borrowed items
o List set-up and tear down instructions
o Locate, copy and share the building’s
Emergency Plan
Communications Coordinator
o Help develop a press release and a plan to
get the word out to the community
o Contact area churches to invite them to
participate in the clinic
One Month Before the Clinic
Leadership Team Meeting
Meeting date:
Pastor
/ /
o Restate clinic vision and update
churchgoers on clinic vision and progress
o Let the church know about the donation
drive and volunteer needs
Clinic Coordinator
o Contact your Seed to Oaks Clinic Stategist
with questions you may have before or
because of your Leadership Team meeting
o Update social media and community
partners with current needs
o Oversee the creation of donation bags or
lists in $10-12 increments for churchgoers
to take and return to the donation table
o Schedule Leadership Team members to
oversee donation table for the 3 weeks
o Advise Team to inventory donations as
they are received, if possible
o Authorize the Clinic Flyer design and
content for physical and digital
distribution
o Update the Pastor on your progress
Volunteer Coordinator
o Continue to recruit volunteers
o Find creative ways to plug in volunteers
that are not medical professionals
14

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
o Let medical and dental coordinators know
the professionals who need to turn in
required documents
o Create a spreadsheet to plan for list of
“Thank You Notes”
Nursing Coordinator
o Recruit Nurses to serve at the clinic
o Plan the best set-up for nursing area flow
o Update the leadership team with
volunteer numbers and needs
Medical Coordinator
o Use the Recruitment Packet (found in the
Clinic Appendix) to educate and recruit
Medical Professionals
o Decide the best flow for the medical area
o Seek donations for the Medical Area
Dental Coodinator
o Continue to recruit dental professionals
o Seek dental specific donations
o Provide Logistics Coordinator a finalized
list of equipment to be picked up and
returned
Meal Service Coordinator
o Set schedule for meal preparation or for
delivery of donated food
o Continue to seek donations for supplies, if
needed
Allied Health Services Coordinator
o Update Leadership Team on the services
that have confirmed for the clinic
o Contact all allied health service providers
to ensure that they know any special
arrival or set-up details
Logistics Coordinator
o Create guest and volunteer parking plan
o Plan pick-up and return of borrowed items
o Oversee clinic set-up
Communications Coordinator
o Contact local businesses for permission to
hang a Clinic Flyer
o Create social media challenges
encouraging churchgoers to promote the
clinic and spur donations
o Prepare clinic flyer routes and plan to lead
those who volunteer for distribution
o Make certain signage advertising the clinic
is displayed at the church
Schedule a donation event at the church
before the clinic. During the event seek
clinic donations in $10-$12 increments.
Donors should be encouraged to return
donations to the same location the
following week.
Two Weeks Before the Clinic
Leadership Team Meeting
Meeting date:
Pastor
/ /
o Remind churchgoers to take (and return) a
donation bag or list
Clinic Coordinator
o Contact your Seed to Oaks Clinic Stategist
with questions you may have before or
because of your Leadership Team meeting
o Oversee the management of the donation
table at the church
o Flyer distribution should be 2 wekks
before the clinic. What is your flyer
distribution date?
/ /
o Continue to pray for and encourage the
Leadership Team
o Pray for the clinic volunteers and guests
o Plan fora Leadership Team follow-up
meeting or luncheon
15

SEED TO OAKS
o Update the Pastor on clinic progress and
needs
Volunteer Coordinator
o Continue to recruit volunteers
o Close filled roles on the digital sign up
sheet and direct volunteers to available
opportunities
o Give medical and dental coordinators an
updated list of professionals who stil need
to turn in required documents
o Create a spreadsheet of volunteer that can
be updated with volunteer names,
additional languages spoken, area of
service, license numbers (if applicable),
notes and arrival times
Nursing Coordinator
o Recruit Nurses to serve at the clinic
o Make certain donations allow all of the
services that were planned
Medical Coordinator
o Use the Recruitment Packet (found in the
Clinic Appendix) to educate and recruit
Medical Professionals
o Seek donations for the Medical Area
Dental Coodinator
o Continue to recruit dental professionals
o Seek dental specific donations
Meal Service Coordinator
o Check in to ensure details of meal service
donations or that volunteer cooks and
borrowed roasting pans, etc. are in
working order and ready to go
o Continue to seek donations for supplies, if
needed
o Ask “small groups” to bake cookies for the
clinic dessert
Allied Health Services Coordinator
o Update Leadership Team on the services
that have confirmed for the clinic
o Update Logistics Coordinator of any pick
ups that should be made for the clinic
Logistics Coordinator
o Create plan for moving chairs to or from
the “clinic” spaces of the church
o Make a checklist for the pick up and return
of borrowed items
Communications Coordinator
o Maintain contact with area churches,
organization and businesses to update
clinic needs
o Continue to give voice to the clinic mission
o Keep social media updated with current
clinic needs
One Week Before the Clinic
Leadership Team Meeting
Meeting date:
Pastor
/ /
o The last big push from the Pastor comes
the Sunday before the clinic with an
announcement of most critically needed
supplies and volunteers
Clinic Coordinator
o Contact your Seed to Oaks Clinic Stategist
with questions you may have before or
because of your Leadership Team meeting
o Pray over and encourage the Leadership
Team
16

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
o Pray over specific clinic needs, the
Leadership Team, clinic volunteers and
the guests
o If necessary, decide if there are any
services that need to be canceled due to
lack of supplies or volunteers
o Keep the Leadership Team informed of all
updates and changes
o Purchase necessary supplies to provide
basic services that were not donated
Volunteer Coordinator
o Continue to recruit volunteers, if needed
o Update medical and dental coordinators
on who stil needs to turn in required
documents
o Send an email with arrival instructions,
attaching the spreadsheet that has been
created and updated (email to the
Leadership Team too)
o Prepare for volunteer sign in. Digital is
easiest, but have paper forms onhand for
those volunteers who are not preregistered
o Create a “Thank You Email”, including a
feedback link for all volunteers to receive
after the clinic
Nursing Coordinator
o Recruit Nurses to serve at the clinic
o Provide quality control on any medical
equipment that will be used during the
clinic
o Plan to present or support a Blood Borne
Pathogen and Stick Protocol training if
your nurses are performing blood tests
Medical Coordinator
o Use the Recruitment Packet (found in the
Clinic Appendix) to educate and recruit
Medical Professionals
o Decide the best flow for the medical area
o Seek donations for the Medical Area
o Plan to present or support a Blood Borne
Pathogen and Stick Protocol training
Dental Coodinator
o Get in touch with all dental volunteers and
let them know dental area specific
instructions and set up
o Seek dental specific donations
o Plan to present or support a Blood Borne
Pathogen and Stick Protocol training
Meal Service Coordinator
o Set schedule for meal preparation or for
delivery of donated food
o Plan to move food, equipment and
supplies to the church during set up
o Make a volunteer plan that includes three
different areas of “Meal” volunteers;
cooks, food line servers, and cafeteria
bussers
o Arrange to donate left over food from the
clinic, if possible
Allied Health Services Coordinator
o Update Leadership Team on the services
that have confirmed for the clinic
o Address any community partner
requirements for set-up
o Inform Volunteer coordinator of any
documents that will need to be collected
during volunteer sign in
o Create an OTC Pharmacy inventory of
medicine and quantities on hand
Logistics Coordinator
o Discuss delivery and return schedule with
the Leadership Team
o Prepare signs for volunteer entrance and
parking are ready to go
o Oversee clinic set-up (Sample set-up
check list in appendix)
o Prepare for clinic tear down
17

SEED TO OAKS
The Friday evening before a clinic is a great
time for set-up. When is your set-up date?
/ /
Communications Coordinator
o Recruit a photographer to take pictures
during clinic set up and during the clinic
o Confirm local media outlets that will be
attending
o Plan to use statistics from the clinic to
prepare social media posts and emails to
community partners after the clinic
NOTE: The following is a list of
suggestions. Please consider one or two
actions that you would like to apply to
your clinic’s circumstances.
Communicate Vision Often
Consider various ways to communicate your vision
weekly. Choose one or two ways to communicate
your clinic vision.
o Sunday announcements/Church bulletin
o Weekly email updates
o Social Media posts
o Other:
Key Stakeholders Vision Buy-in
Step Seven: Cast the
Vision
Keep the Church engaged
Remind the church of clinic donation and
volunteer needs. A successful clinic is supported
by a large number of non-medical volunteers and
inexpensive donation requests. Select a few ways
to engage the Church.
Summary
The Clinic Leadership Team must cast the vision
for the Charitable Clinic ministry in your church
and in your community. It takes dedication to
details and a Leadership Team of exemplary
character to keep people interested in this
ministry. Initially, some volunteers and community
partners will be attracted to the Christ-like
character of ministry leaders before they are fully
invested in the vision of the ministry.
Communicating ministry acheivements, needs and
success stories will often allow the church,
community partners and neighborhood to transfer
their investment from a Leadership Team Member
to the Charitable Clinic Ministry.
o Mark clinic needs in $10 limits on grocery
bags at a donation table at church
o Ask a blogger to donate his/her time to
“follow” the clinic planning process.
o Encourage church groups to “adopt” an
area of the clinic (See Appendix for Clinic
Adoption)
o Arrange social media donation challenges
to find volunteers or collect donations
Keep community partners engaged
Community partners are able to provide much of
the care at a clinic and some are able to provide
needed supplies and equipment. Be creative
when asking local organizations to participate.
Think through how each one may be able to
contribute and customize correspondence based
on their wishes. Pick one or two ways to engage
partners.
18

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
o Send a donation request letter (See
sample Donation Request Letter in
Appendix)
o Start a newsletter to share needs and
God-sized dreams for the clinic’s future
o Create donation acknowledgement signs
for partners of the clinic and take photos
with the sign to thank them
o Hang a clinic sign at each partner’s
establishment
o Give partners the opportunity to teach you
about their services or how they could
best help you serve the community
o Map the neighborhood around the clinic
and distribute clinic flyers to each home
and business
o Hang flyers in neighborhood stores,
restaurants and meeting places
o Invite district, city and state leaders to
tour the clinic in action
o Add the clinic date to community
calendars in various media sources
o Create a list of social services and
organizations in your city to email a flyer
to invite their clients to the clinic
Keep Other Churches Informed
It is gracious to share your intention to host a
Charitable Clinic with other churches. Explain your
hope to have their participation in the clinic
however they feel led to serve. This is one way to
foster unity and commonality amongst believers
in your area. One or two of these options will help
connect the clinic to other churches.
o Invite community churches to participate,
even “adopt” an area of the clinic
o Invite participants from other churches to
be part of your lead team
o Provide clinic tours for churches that are
potential clinic hosts
o Show gratitude for each church that joins
the clinic mission by listing them as a
clinic partner on your social media
Keep the Community Informed
Declare the excitement of this opportunity with
the community! Invite the community to attend
and receive services at the clinic. Now is the time
to share the appeal of the ministry with residents,
community leaders and neighborhood businesses.
A few of these ideas can help keep the community
informed.
Step Eight: Mobilize
Volunteers Before
the Clinic
Summary
Volunteers are the true lifeblood of a free health
clinic. Each person is gifted in some way to serve
at a charitable clinic, whether they are a medical
professional or not. If you are able to enlist an
army of volunteers, tasks can be appointed to
these capable individuals reducing the load that
the leadership team will bear, and in turn, allow
more people to be blessed by serving in this
ministry. Volunteer opportunities can be broken
down to “Before the Clinic”, “During the Clinic” and
“After the Clinic”. This section describes some of
the volunteer opportunities that happen before
the clinic.
Before the Clinic
Donate Supplies
o Needs list is completed and posted
19

SEED TO OAKS
o Business donation request letteris
complete
o List organizations to ask for donations
volunteers to set-up a charitable clinic.
o Pick up borrowed or donateditems
o Inventory and secure borrowed supplies
and equipment until set up
o Mark off parking spots for specialty mobile
screening or treatment units the night
before
o Hang signs to help create clinic flow
Clinic Set-up
o After donations are inventoried decide if
any services will be cancelled, or if items
need to be purchased, if the budget allows
Recruit Medical/Dental Professionals
o “Medical Professional Recruitment
Packet” is available to churchgoers
o Medical and dental professionals within
the church are aware of the clinic and are
actively seeking collegues to serve.
o Encourage the Leadership Team to post
medical and dental professional
volunteer opportunities on social media
Clinic Set-up is a time when many volunteers
catch the vision of the Charitable Clinic. Once the
transformation from church to facility begins, it
becomes real. Set-up volunteers will:
o Pray over the volunteers and the clinic
o Confirm that forms are printed and in the
proper areas of the clinic
o Have a clear set-up plan in place
o Move tables and chairs
o Create exam rooms, if needed
o Sort and stock clinic areas with supplies
o Finalize and print a pre-clinic OTC
Pharmacy inventory for medical and
dental providers
Pass out Flyers
Flyer distribution is an effective way to invite
guests to the clinic. Volunteers can be utilized in
various ways to help with flyer distribution
Step Nine: Host
Your Clinic!
o make flyer route maps
o distribute flyers to homes and businesses
o deliver or email flyers to other churches
and social service offices for distribution
Preparing for Set-Up
The Logistics team will be hard at work in the days
and hours before the clinic, working to borrow,
collect and transport everything needed for
Summary
The planning is over and it is time to host a clinic.
There will be volunteer and guest greeting, last
minute challenges to work through, volunteer
training and clinic touring happening, so take a
20

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
moment and enjoy what God has accomplished
through the leadership team and get busy doing
the Lord’s work.
During the Clinic
Expect Challenges
Give the day and the clinic to the Lord! Remember
that even with preparation and training you will
face unexpected challenges on clinic day. It is best
to have plans in place to handle some of the more
common things that may come up at a clinic,
without spending too much time planning for
things that may or may not need to be addressed.
Topics of public and volunteer safety and security
should be thought out and submitted to
professionals in their field for opinions. Based on
this planning, and these opinions, have plans in
place before an issue is raised at the clinic.
Handling Clinic Flow
Prior to the clinic you should have walked the
clinic with the lead team and planned where each
station of the clinic will be hosted. Sometimes
during a phone call with an outside service
provider you find that they have special
requirements that would dictate a specific room
or location that they need in order to provide
services. You may need to switch areas of the
clinic or just move that one services to
accommodate that special need. Sometimes
changes need to be made to accommodate other
services that logically follow one another, so
planning them nearby one another is wise. Since
things can be change up until the day of the clinic,
you can print clinic maps for each service area to
show where every other service is located.
o A plan is in place to give each guest a
medical record number
o Guest forms are printed and at Guest
Registration
o Print clinic maps
o Prepare the Exit Table
o Hang signs for upcoming church events
Guest Advocate
A guest advocate is the clinic guest’s friend and
guide as they make their way through the clinic
services. Advocates are the only volunteer
position at the clinic that should be filled by
believers in Christ.
o The advocate and guest will each share
their own story and a warm meal together.
o The advocate always prays for the guest
and can use the span of the clinic to share
the Gospel message.
Guest Advocate Training
Each Guest Advocate is asked to cover a lot of
material in order to be properly “trained” to serve
at the clinic. Confirm the Guest Advocates’
understanding of their training often to ensure
that each guest will have the best clinic
experience they are able.
o A Pastor or clinic leader will lead a short
devotional and provide scriptural support
for the the Clinic ministry
o Guest Advocates will receive instruction
on the relational aspects of advocacy and
relating to guests that may be different
than themselves
o There will be a brief HIPAA training
o Explanation of clinic services
o Question and Answer time
o A tour of the facility to understand flow
o A time of prayer
Medical Forms
Having volunteers help guests fill out medical
forms is a great way to show respect and to
welcome guests to the clinic. This is a popular
area of service for volunteers who may be too shy
to serve as a guest advocate or who may have a
physical limitation that does not allow them to
walk the clinic all day.
o I have added my church’s logo to forms
21

SEED TO OAKS
o Guest Registration volunteers have been
trained on guest forms
Exit Table Opportunities
Hospitality Volunteers at the Exit Table will be the
last point of contact for guests. The Exit Table will
be a collection point for clinic supplies, including
pens, clipboards and forms; and a place of
outreach and invitation. You may choose to offer
guests a Bible and invite each one back for:
completion services.
What services will you add?
o Bibles
o Insurance Enrollment
o Food Items
o Clothing
o Spiritual Care
o Other:
o Sunday services
o The church’s next event
o Health Classes
o Bible Study
Hospitality
A team of volunteers ready to roll out the red
carpet for guests and volunteers is a caring idea.
These volunteers serve in many ways, scattered
throughout the clinic.
o Guest greeters who assign medical record
numbers
o Guest Registration
o Guide Community partners to their table
to set up before the clinic
o Conduct guest surveys
o Pass out Bibles at the exit table
o Beverage service for other volunteers
o Greet guests on each floor or new area to
announce the services available
o Interview community partners to ensure
improvement for next time
Additional Services
This is your church’s opportunity to meet
additional community needs by offering each
guest an outreach Bible, prayer, second-hand
clothing, food items and more. Outside social
sevice agencies may also be invited to provide
Medicaid insurance enrollment, employment
services and adult high school diploma
Step Ten: After
Clinic Follow
Through
Summary
The Charitable Clinic is prayerfully just the
beginning of the hospitality and connections that
your clinic guests will experience from your
church. There may be guests who will return for
neighborhood outreach events, others will
develop friendships with believers from your
church and possibly return to attend church
services. There may be others still who will
develop a relationship with Jesus. Following up
with guests shows that care continues after the
clinic.
After the Clinic
Follow through with Volunteers and Community
Partners
There is more work to be done after a clinic.
Volunteers should be given the opportunity to
provide feedback, key volunteers should be
celebrated and everyone involved should be
thanked for their efforts. Check the boxes of
suggestions that you choose to develop.
22

WHOLEHEALTH KENTUCKY | HEALTH CLINIC WORKBOOK
o Include a feedback survey link to all
volunteers in a thank you email
o Offer pastors photos and clinic data to
share from the pulpit with churchgoers
o Assign volunteers to write thank you notes
to volunteers, partners and donors shortly
after the clinic
o Plan a leadership team celebration to
show appreciation for the talents and gifts
of the team.
o Based on feedback and personal
observation plan changes to improve your
next clinic
Follow through with Guests
Any guest who completes an outreach form or who
agrees to follow up with a volunteer Registered
Nurse after the clinic may be contacted after clinic
day. To strengthen the healthy choices that some
guests experienced during and since the
Charitable Clinic we will focus on the health
services that you may choose to offer within the
weeks and months after the clinic. Check the post
clinic follow through that you want to focus on:
o Medical professional clarify instructions
regarding a guest’s medical care
o Host a prescription drug drop off
o Have a themed “mini-clinic” for back to
school, sports physicals, or flu shots.
o Registered Nurses hold classes on health
related topics
o Enlist a volunteer nurse to host a first-aid
table at other church or community events
Deepen New Relationships
Some guests never expected to find themselves in
a church, not to mention receiving free healthcare
services at that church. Just walking into a church
is a big step for some guests. Emphasis should not
only be placed on the invitation back to church for
Sunday services, but also on building healthy
relationships. Friendship may be fostered by
extending invitations to other health events,
seasonal church celebrations and participation in
existing mercy ministry outreach.
Home Visitation
During a clinic a volunteer may notice medical or
other reasons to suggest follow up with a guest in
their home. After verifying the guest’s permission
for a home visit, these are ways that guests can be
followed up with in their own home after a clinic.
o Pastors can visit, pray and answer
theological questions.
o Mercy volunteers can insulate windows,
cut grass or deliver a meal.
o Licensed, trained and insured Registered
Nurses can talk to a guest to make sure
that the guest understands everything
they heard from the doctor, dentist, and
pharmacist at the clinic.
Obligations after the clinic
o Return anything borrowed, including
dental equipment, pipe and drape and
exam tables
o The Dental Lead should provide the names
and license numbers of all dental
professionals to the Board of Dentistry
within 15 days of the clinic
o If necessary, plan for medical waste to be
stored in a safe location until the
scheduled pick up after the clinic
o Update the state Health Care Access
Branch with additional licenses and
notarized statements that are not already
on file for your Charitable Registration
o If you purchased Malpractice, report the
names of each medical and dental
provider who needed coverage
23

SEED TO OAKS
1303 S. Shelby Street
Louisville, KY 40217
502-7910-OAKS
24