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Host a Screening

Hosting a Heart Screen

Thank you for sharing your interest in hosting a Play For Patrick Youth Heart Screening!

In order to host a successful screening, we will need your assistance.  You will need to identify your school Administrator/Principal and four key school contacts.  Each of these key school contacts have specific roles and are listed below.  Please be sure to share this information with the specific contacts. 

If you work in the medical field, you may also want to consider being the Volunteer Coordinator for your school!

We will work closely with you and your school/organization to help coordinate a successful screening!  Once you obtain the names/emails/phone numbers of your key school contacts, please complete the interest form.  Our team will assign a Play for Patrick representative to each of the key contacts.  The Play for Patrick representative will work with you and the school key contacts to coordinate a successful Play for Patrick youth screening.   

After you have reviewed this information and have identified your key contacts, we invite you to submit an interest inquiry below:


KEY ROLES REQUIRED FOR A SCREENING

The following explains the role of the School Administrator/Principal and the roles of four key school contacts.   

SCHOOL ADMINISTRATOR / PRINCIPAL ROLE:

  • Obtain district “sign-off” if necessary to host a youth heart screening in your school.

  • Identify and assign names to the four “key contacts” within your school that will be responsible for specific roles: Office Administrator, Booster Club/PTA President, Facilities Manager, and Volunteer Coordinator.  These people and their roles are extremely important; they provide a strong foundation for the success of your school youth heart screening.   

  • Obtain the support for a Play for Patrick youth heart screening from your staff including but not limited to Athletic Director(s), Teachers, School Counselors, Coaches, Athletic Trainers, Student Council, etc.

OFFICE ADMINISTRATOR ROLE:

  • Coordinate with the host school Administrator/Principal to select potential youth heart screening dates. We will approximately 2-3 hours the day/evening prior to the screening event for set-up and a full day 7AM-6PM on the day of the screening. Be prepared to offer several potential dates to the Play for Patrick key contact.

  • Once a date is agreed upon by school & Play for Patrick, reserve space/time for the set-up and for the screening event.  

  • Communicate to Staff/Students/Parents the specifics of the event - through district web site, daily school announcements, email, parent communications, coach/athlete communications, etc.

  • Our volunteers primary language spoken is english.  If your school has students who require an interpreter, please provide interpreters to assist the volunteers and students throughout the screening process.  Please notify the Play for Patrick contact of the number of students who will require an interpreter.

  • Volunteer Parking Permit - if a volunteer parking permit is required, communicate specifics to the Play for Patrick contact.

  • Student Registration - the majority of students will register and select a time for their screening on the playforpatrick.org website.  If a student does not have access to a computer, s/he can complete a “paper” registration Heart Health History forms and consent waiver prior to the screening.  Play for Patrick will provide the school with these forms upon request.

BOOSTER CLUB / PTA ROLE:

  • The Booster Club/PTA usually provides the Play for Patrick volunteers a continental breakfast, lunch and afternoon snacks/drinks.  

  • A “Hospitality Room” is a smaller area close to where the screening takes place.  It is where the self-serve continental breakfast and afternoon snacks/drinks are provided.  

  • Lunch is provided in a larger area in the school. The space should be large enough to serve and seat up to 75-100 volunteers.  Lunch is usually served from 11:30AM - 1PM.

  • The Booster/PTA parents provide the food, drinks, paper goods, serving dishes, electrical cords etc.

  • The Booster/PTA parents set-up and takedown the Hospitality and Lunch rooms on the day of the event.

  • The heart screening is usually scheduled for 8am - 4pm.  Volunteers will visit the Hospitality room as early as 7:30AM. They visit the Hospitality room throughout the day for snacks/drinks.

FACILITIES MANAGER ROLE:

  • Communicate to Play for Patrick contact any building codes or specific requirements

  • Assist Play for Patrick contact by providing a “walk-through” of the space(s) to determine needs

  • Assist with opening/locking doors as needed on day prior and day of the event

  • Identify hospitality room and lunchroom space and coordinate with Booster/PTA key contact

  • Provide Play for Patrick contact list of where current AEDs are within the school & athletic fields

  • Assist in acquiring equipment needed for the screening and hospitality areas (see "How to Host a Screen" PDF below.)

VOLUNTEER COORDINATOR ROLE:

The key to a successful screening is dependent upon volunteer support. Each Play for Patrick screening requires 100-130 volunteers to screen ~250 students.  The volunteers needed are medically trained and non-medical.  We have a small core group of Play for Patrick volunteers that may volunteer at your screening.  Please keep in mind, without the sufficient number of volunteers, the number of the students screened may be need to be decreased.   

  • Recruit a community/local Physician who will be present at the screening and will participate/partner with the Play for Patrick Medical Director. This Physician buy-in is the key to hosting a successful heart screening.

  • Recruit a minimum of 25 - 30 medically trained parent volunteers to assist with the event (MD’s, Nurses, Nursing Assistants, Medical Technicians, EMT, Firefighters/Police etc.)

  • Recruit 25-30 Non-medical parent volunteers to assist with the screening event

  • Recruit student volunteers to assist with the setup and takedown of the screening event.  Honor Students/Athletes are great volunteers and may be awarded volunteer hours per school policy.

  • Coordinate with the Booster Club/PTA and recruit parent volunteers to manage/maintain the Hospitality Room throughout the day of event


VOLUNTEER ROLES NEEDED

Non-Medical Roles Medical-Only Roles

SCREENING SETUP
Help setup for the event

 

VOLUNTEER CHECK-IN STATION
Welcome volunteers at the Check-In table

 

STUDENT CHECK-IN STATION
Welcome students, verify completed paperwork

 

HEIGHT/WEIGHT STATION
Measure & record height & weight

 

ECG DATA ENTRY
Work beside ECG Tech. Complete simple data entry of medical history into a computer screen

 

CPR/AED STATION
(INSTRUCTORS AND HELPERS)

CPR Instructors and Helpers are needed to teach students/parents bystander CPR/AED use

 

CHECK-OUT STATION
Receive/organize final screening paperwork from students, provide educational pamphlets/materials

 

POST SCREENING CLEAN-UP & TAKE DOWN
Post-screening - assist with take-down/clean-up

No medical personnel will be asked or expected to perform any task out of their comfort zone or training. The medical positions are meant for the education of providers as well to improve knowledge and skills that can enhance your daily practice.

 

BLOOD PRESSURE STATION
Take manual blood pressures

 

ECG STATION TECH
Conduct ECG screenings and record/print results

 

COACH
Instruct ECG techs & ECG data entry volunteers on ECG processes. Guide students through screening, answer questions, provide support, fill volunteer spots as needed

 

MN LICENSED CARDIAC ECHO TECHNICIAN​ & STUDENTS
Complete a limited cardiac echocardiogram.  A Cardiologist will be available to consult with the Echo Tech if needed

 

PHYSICIAN/ADVANCE PRACTICE PROVIDER (APP)/MEDICAL & APP STUDENTS

Assess student heart sounds, review student medical history forms or review normal cardiac test results with students & family, abnormal results will have cardiology & physician back-up & supervision

 

EQUIPMENT NEEDED

MAIN SCREENING AREA EQUIPMENT NEEDED ~ Most host schools utilize their main gymnasium for the Play for Patrick youth heart screening. We are able to facilitate a screening in most spaces provided.

 

#

ITEM

# NEEDED

NOTES

1

Tables - rectangular

28

All stations. Prefer 6 foot rectangular tables.

2

Chairs

125

All stations

3

Student Desk Chairs

4

Built in desk chairs - used for student blood pressure station

4

Garbage Cans

5 Large

All stations

5

Garbage Cans

10 Small

Echocardiogram Stations

6

Electrical cord covers

As needed

If applicable to cover cords to prevent tripping

7

Gym Mats

4

CPR/AED Training

8

Volunteer Parking On-site

100-150  spaces

Notify Play for Patrick if volunteer parking permits are required

9

Privacy window/door coverings - Tape & Paper

As needed

Cover windows on doors accessible to the gym for privacy. Lock doors for privacy if applicable

10

Do Not Disturb signs

As needed

Do Not Disturb signs for any locked gym doors

 

HOSPITALITY ROOM EQUIPMENT NEEDS:

  • Your school Booster Club/PTA President is your contact for planning

  • The Hospitality Room can be a smaller room located close to the gym/screening area.

  • The Lunch space should be large enough to serve and seat 75-100 volunteers

 

#

ITEM

# NEEDED

NOTES

1

Tables - serving food

Per Booster Club

Buffet style for food/beverages

2

Tables - seating

75-100

For volunteers and school staff/Boosters

3

Extension cords

Per Booster Club

 

4

Garbage Cans

Per Booster Club

 

HOW TO HOST A SCREENING - FULL PACKET