SITE PREPARATION
– best to be done 1-2 DAYS IN ADVANCE or on the AM of the medical mission
– prepare large and readable / colorful SIGNS with NUMBERS
SIGNS
- Registration
- Vital Signs
- Counseling (may be incorporated into the waiting area)
- Waiting Area
- Dental or Medical (Adult or Peds)
- Pharmacy
– determine how best to hang / attach signs to structures
– need to last all day given weather
– consider wind direction, rain, repeat usage of signs
– set up tables and chairs
TABLES needed in:
Pharmacy – approx 15 – 20 ft – (can be in a U shape if only 2-3 people or space is limited extra table (small) if available for education/translation for med instructions
MDs – 1 small per MD or 1 medium (5-6 ft long) per 2 MDs
Dental – for instruments 1 medium table per Dentist or hygienist
– for pulling teeth (some dentists can use chairs instead – inquire prior to mission)
– for cleaning 1 medium or larger table for sterizliation
CHAIRS needed in:
Pharmacy – as they wait for their meds to be processed (approx 20 chairs)
Medical – 3 -4 chairs per MD (1 for MD, 1 translator, 1-2 for pts)
Dental – 1 per dentist
(if space allows, you may have a chair for pts to sit during recovery
Counseling – 1.5 counselors / provider and add 2 chairs per counselor
for example, if you have 2 MD and 1 dentist and 1 hygienist = 4 providers therefore, 6 counselors needed 18 chairs in counseling section needed
STATIONS DESCRIPTIONS
Specific comments:
1 Registration – may be combined with VS if space or personnel is limited will need a table or clipboard to write Name, Age, Village, Weight (since this does not require medical knowledge)
2 Vital Signs – write down on sheet Temperature Blood pressure, Pulse, Resp Rate record known allergies chief complaint
depending on how the demand of pts needed to be seen, your providers may have to limit the # of problems being addressed check in should then inform the pt that they will address their top 1 or 2 concerns. this really helps to be able to see more pst while addressing each person’s main concerns.
STATION LOCATION CONSIDERATIONS
Consider the FLOW of people as they go from 1 thru 6 Consider bottle necks and monitor flow throughout the day
Counseling can sometimes take a long time with individuals and so some people may be let go to see the doctor or dentist and then instructed to return afterward
Pharmacy is usually the last to be done b/c the medical and dental clinics give Rx
Pharmacy should be at a location that is: cool (for the medications) and lighted (to read the small print and count pills and mix powdered antibiotics not in direct afternoon sun large enough space to accommodate the spreading out of meds multiple long tables needed
Dental Clinic Needs water source — if not running water, may have water jugs/ canisters to sterilize instruments all day clean shallow plastic trays / pans to sterilize sturdy chairs (leans back on chairs during tooth pulls) or tables good lighting and ventilation!
Counseling Except at the very start of the day, there is usually a long waiting period before seeing the doctor or dentist. Therefore, the Counseling may be done during
this wait period. Counseling seats are usually separated from the crowds, however, for more privacy during counseling and prayer.
The number of counselors may be approximated using the suggestion of
1.5 counselors per provider (doctor and dentists)
More counselors are usually needed in order to not have to rush through meeting the spiritual, mental and emotional concerns of people.
Emergency Station is usually near the MD’s
Epinephrine bag and pre calculated directions / kg should be readily visible. For example, Epipen (adult and pediatric), Benadryl IM, Decadron or Kenalog IM
Nebulizer with tubing and masks should be centrally available
CLOSING UP FOR THE DAY WITH MORE CLINIC DAYS AHEAD
Packing efficiently will save you much time and headache!
Label boxes using different colors for different locations
Label all 4 sides and top in top left or top right (whichever)
eg:
Pharmacy Large RX symbol in RED ink
Dental Large D symbol in BLUE ink
Medical Large M symbol in BLACK ink or A for Adult and P for peds, etc.
This way, unloaders can efficiently take boxes to the appropriate station without confusion
SUPPLIES LIST FOR STATIONS
ALL STATIONS
Packing tape for boxes
Markers for boxes on the first clinic day
Trash bags
Gloves
Hand sanitizer pump bottles (1 per 2 providers)
PHARMACY
Long tables to spread meds out
Pill cutters
Pill tray and counters (helps to minimize touching pills and faster in counting) Medication bags (small)
Medication bottles (need to stretch meds and pour out portions out of original bottles) White rectangular address labels to write instructions and stick onto bags/bottles
Pens with water resistant ink so it doesn’t rub off in case of rain
Marsh pens to label bottles, bags, boxes, etc
Gloves to avoid touching pills with bare hands
Clipboard to hold papers while processing (some prefer just using a bottle of med!) Extra zipper type gallon size zip lock bags & smaller boxes to organize meds after being prepacked into small baggies
Pre- packing of meds and vitamins into smaller baggies – requires hours but will save a lot of time at the pharmacy rush during actual clinic
If multiple days of a medical clinic are planned, then some medications may be running low. A revised medication list should be given to the providers — at the end of each clinic day, the lead pharmacist should meet with the organizers to adjust the list of available medications
DENTAL
Tools categorized into different cases/containers
Sanitize all tools before packing up for the day
Take stock of any supplies running low, especially anesthesetic
MEDICAL
Urine Dipsticks
Urine hCG
BGM with Strips and Lancets
Nebulizer with tubing and mask for Peds and Adults
Epinephrine vial and syringe – dosages should be clearly printed on bag or on paper dosages for pediatric and adults Decadron or Kenalog
Each Provider should bring their own equipment: Stethoscope, Otoscope, Ophthalmoscope, Light source, ruler, hammer, pens