Real Stories: How Volunteer Management Software Transformed Hospice Programs

Volunteers play a crucial role in hospice programs, offering compassion, support, and companionship to patients and their families. However, managing a large volunteer workforce efficiently can be a challenge without the right tools. Many hospices have struggled with outdated systems, manual processes, and time-consuming administrative tasks—until they made the switch to volunteer management software.

In this post, we’ll explore real stories from four hospice organizations that transformed their volunteer programs with Volunteer Impact and the tangible benefits they experienced.

North London Hospice: A Streamlined, Secure System

The Challenge:

North London Hospice (NLH) was relying on a custom-built system that was little more than a glorified spreadsheet. It couldn’t store all the necessary volunteer information, lacked customization options, and made reporting difficult. Additionally, data security was a growing concern.

The Transformation:

After switching to Volunteer Impact, NLH immediately noticed the difference:

• 🔒
  Secure data access: The software ensured secure permissions, restricting sensitive volunteer data access solely to authorized personnel.
• 📊
  Improved tracking and reporting: Automated volunteer hour logging and real-time feedback collection made it easier to assess impact.
• ⏰
  Time savings: The software saved an estimated 1,068 hours annually, allowing staff to focus more on volunteer engagement.

“Volunteer Impact saves us a lot of time from administrative tasks, giving us more opportunities to strengthen relationships with our volunteers.” – Debbie Usiskin, Volunteer Engagement Officer

HOSPICE OF WICHITA FALLS: OVERCOMING MANUAL INEFFICIENCIES

The Challenge:

For over 30 years, Hospice of Wichita Falls relied on paper records and Excel spreadsheets for volunteer management, leading to cumbersome data entry, inaccuracies, and compliance risks. Managing volunteer shifts, tracking hours, and ensuring Medicare audit compliance were time-consuming and prone to errors. Handwritten logs often resulted in misinterpretations, and reporting required extensive manual effort. An audit highlighted the need for a more organized, centralized system, and a grant opportunity finally motivated the transition to digital solutions.

The Transformation:

With Volunteer Impact, the hospice experienced:

• 🗓️
  Simplified volunteer scheduling: Shifts were managed through an easy-to-use portal instead of spreadsheets, improving coordination.
• 📈
  Automated reporting and compliance: Accurate data tracking streamlined Medicare audit preparation, reducing administrative burden.
• 📱
  Volunteer-friendly tools: The mobile app allowed volunteers to log hours, communicate, and engage with the organization more efficiently.

Despite initial resistance from some volunteers accustomed to traditional methods, a structured onboarding process, training materials, and one-on-one guidance helped ease the transition. The results? A 1,413% return on investment and over 978 hours saved annually.

“Volunteer Impact has exceeded our expectations in user-friendliness and security. The mobile app has been a game-changer for our team.” – Darbi Glassburn, Director of Palliative Care and Volunteer Services

Foothills Country Hospice: A More Efficient and Scalable Program

The Challenge:

Foothills Country Hospice Society (FCHS) relied on multiple disconnected systems for volunteer tracking, scheduling, and reporting. Volunteer onboarding and training were inefficient, and staff spent too much time manually entering data.

The Transformation:

By implementing Volunteer Impact, FCHS:

• ⏱️ Reduced time spent on administrative tasks by 1,268 hours per year
• 🤝 Improved volunteer autonomy: Volunteers could manage their own schedules and update profiles online.
• 📑
  Enhanced reporting: Data on volunteer hours and certifications was now available instantly for grant applications.

“If you’re spending all your time figuring out schedules and entering data, you can’t grow your volunteer program. Volunteer Impact gave us time to focus on people.” – Bonnie Palmer, Coordinator of Volunteer Services

Demelza Hospice: A Centralized Volunteer Management Solution

The Challenge:

Demelza Hospice Care for Children struggled with fragmented systems, including donor management software, spreadsheets, and paper records. Volunteer data was scattered, and the lack of automation made administration overwhelming.

The Transformation:

After transitioning to Volunteer Impact, Demelza Hospice experienced:

• 🚀

  Faster volunteer onboarding: Registration, background checks, and training could be completed in hours instead of months.

• 💬
  Seamless internal communication: Managers across different locations could access relevant volunteer data securely.
• ➕ Expanded program capacity: The hospice launched new volunteer roles and services with the time saved.

“We saved 1,376 hours annually, allowing us to expand our programs and give more time to supporting families.” – Jade McManus, Voluntary Services Officer

The Common Thread: Efficiency, Security, and Growth

Each of these hospices faced unique challenges, but all shared the same goal—improving their volunteer management processes to better serve their communities. Volunteer Impact empowered them to:

• Reduce administrative burdens
• Improve data security and compliance
• Streamline volunteer onboarding and scheduling
• Enhance reporting capabilities for better decision-making

For hospices looking to maximize the impact of their volunteer programs while minimizing administrative headaches, Volunteer Impact offers a proven solution.

Are you ready to transform your volunteer management? Learn more about Volunteer Impact today.