October 05, 2012
Requests for Medical Assistance
Should a visitor to the PERC become ill or if someone comes to the PERC to request medical assistance, please call 911 using the staff phone. Dialing 911 on an internal phone will connect you to the Medical Emergency Response Center located on the medical campus.
The 911 operator will ask your location and the reason for calling. A medical responder as well as a security officer will both be dispatched to the location requested.
If you have any questions, please let me know. Hopefully you will not need to use this information, however, if a medical emergency occurs, you should not hesitate to call 911.
Thanks again for your help.
April 24, 2012
New Procedures for Mailing PERC Materials
I am excited to let you know that PERC mail will now be delivered and picked up via Campus Mail Services. Any outgoing mail (overdue notices, expert searches, etc.) should be placed in the mail box located outside the PERC door (next to the Information Guides rack).
Mail pickup/delivery times are approximately 9:00am and 1:00pm. When opening the PERC in the morning, please check the computer desk drawer for any mail from the preceding day that should be placed in the mail slot. Likewise, when closing the PERC at the end of the day, please make sure that all mail in the slot has been retrieved. Any mail still in the slot should be locked in the computer desk drawer for the morning staff/volunteer to place in the slot.
Additionally, we will no longer be using postage stamps for items being mailed. Instead, a bar code label will be affixed to the envelope, either just below the return address, or to the right of the return address. (Click to go to PERC Intranet: https://www.sitemaker.umich.edu/percintranet/mail_packages
These bar codes are located in the staff desk, bottom drawer, in a file labeled Postage Stamps. I have placed a yellow instruction sheet in the file with the labels showing the correct placement of the bar code label.
Finally, I updated the Opening/Closing Procedures link on the PERC Intranet to reflect these changes. Click below to go to the link.
Please note that Information Packets to in-patients, should still be either tubed or given to a Tech Squad student volunteer to deliver.
I am really excited about this change. Please let me know if you have any questions. Thank you!
February 20, 2012
Handling Distressed Patients
Recently we've had several patients experiencing emotional distress in the PERC, and I wanted to share with you our changed protocol (it's better!) for dealing with patients who could benefit from the presence of a social worker.
If/when a distressed patient comes into the PERC, and you want to call for social work support, the first action to take is to page the social work triage pager, which will go to Laura Munger. That pager number is 2754. To send a page, please visit this page https://umhspaging.med.umich.edu/smartweb/ and enter the pager number, add Laura to the recipient list, enter the PERC phone number, and then send the page. Someone will get back to you quickly.
Another great resource we have for distressed patients is the Practical Assistance Center (PAC). The PAC can be reached at 7-0859. More information about the PAC can be found at their website, http://www.cancer.med.umich.edu/support/practical-assistance.shtml.
The PAC is currently staffed by social workers, and is in the process of hiring a full-time triage social worker.
I want to make sure everyone understands that you are not required to intervene for patients in distress, nor are you required to calm anyone down or solve their problems. I know it can feel overwhelming when someone is upset, and everyone wants to help, but please understand that we have professional social work staff who are trained to deal with exactly these kinds of situations. Please call them! You, as a volunteer or staff member, are only required to be professional, kind, and to contact the appropriate staff members, either at the social work triage pager number or at the PAC.
If you run into any difficulties or want to talk over a situation, please don't hesitate to call me at 6-7518 or send an email to email@example.com.
October 05, 2011
Flu Policy 2011
This entry should be read by both PERC Staff and Tech Squad Volunteers.
Once again, UMHS joins dozens of other health care institutions nationwide in requiring influenza (flu) vaccination or protective mask use during flu season.
This means that everyone who volunteers at the health system must receive a flu vaccine by Dec. 1, or will be required to wear a surgical or isolation mask for all face-to-face patient interactions or when entering patient rooms during flu season, which typically lasts several months.
The flu shots are free for volunteers. Click on the following link for additional information and a list flu shot clinics.
Remember, it will be up to all of us to ensure that we prevent the spread of flu from those who work here to those who place themselves in our care. Thank you in advance for your help.
If you have any questions regarding this policy, please let me know. --Lori
August 16, 2011
Infection Control Procedure Update
Good afternoon everyone! I have some updates to our infection control procedures used on the iPods and laptops that we lend to patients in UMHS and at the Cancer Center. Last week I met with Melissa Thakur, an infection control specialist, to make sure that our laptop and iPod cleaning process was robust enough to make sure that our devices would not be the source of disease transmission at UMHS. While most of the process will stay the same, I wanted to share a few notable differences that came out of the conversation. I will also update the procedures on the PERC intranet for reference.
1. The biggest change is that from now on, in addition to wiping down the surfaces (i.e., countertops) on which we clean the laptops/iPods at the beginning of the shift, we now wipe down that surface each time we clean a laptop/iPod. So let's say you set a "dirty" laptop down on the cabinet to get ready to clean it. You then clean it with a Lysol wipe, and before setting it back down on the cabinet, wipe the surface of the cabinet to make sure you are putting a "clean" device on a "clean" surface.
2. Contact precautions procedure changes: There are two changes to share about handling devices that were used by patients under contact precautions. Firstly, according to Melissa, all items removed from the room of a patient under contact precautions are supposed to be wiped down by nursing staff before leaving the room. To be sure, we will also continue our practice of wiping down devices used by patients under contact precautions with bleach wipes. The main change will be that we will no longer wipe the screens of laptops with bleach wipes. Since patients do not usually touch the screens of the laptops in the course of regular use, the risk of transmitting infection via the screen is low. In addition, I will be ordering Virex for the iPods, as bleach is counter-indicated for touch screen devices and can damage the screens. Continue using the bleach wipes on iPods until the Virex arrives.
3. Another note about contact precautions: Always bring devices used by patients under contact precautions back in a fresh clear bag with a "Contact Precautions" sticker on it. Make sure your cart is stocked with a couple of clean clear bags and a sheet of "Contact Precautions" stickers. This will ensure that the "dirty" devices don't touch anything "clean" in the PERC before the device gets cleaned.
These are the changes we've made to our procedures. If you have any questions at all, please ask Lori or myself.
And to all our volunteers who are leaving us for the rest of the summer, and who may or may not be returning in the fall, thank you for your hard work!
November 30, 2010
New Infection Control Cleaning Procedures
This entry should be read by both PERC Staff and Tech (formerly iPod) Squad Volunteers.
The UMHS Infection Control Policy for cleaning electronic devices (such as MP3 Players, iPods, and Laptops) loaned to patients has been revised. Please click on the following link to familiarize your self with this revised policy.
Please don't hesitate to contact me with any questions. Thanks again for all your help!
October 07, 2010
Four issues of Thrive Magazine are out of print and therefore no longer listed on the rack outside of the PERC. These issues are: Fall 2007, Spring 2008, Summer 2009, and Fall 2009.
If a patron requests a copy of an out of print issue, you can print the PDF version by using the following link:
If you have any questions, please let me know. -- Lori
June 24, 2010
Recently, a patron noticed, prior to checking out a CD, that the CD was missing from its case. As a result, please begin verifying that the CD is indeed inside the case when when checking CDs and DVDs both IN and OUT. In instances where a CD is missing, please notify me.
If you have any questions, please let me know. Thank you again for all your help.
April 29, 2010
New Pre-Paid Envelopes!
I am very excited to tell you about a change in the envelopes that we will be using for our evaluations. We will no longer be required to label and stamp the envelopes that we provide our patrons with evaluation forms. Instead, we will be using pre-addressed, pre-stamped envelopes.
Instead of labeling and affixing postage on the envelopes, we will need to stamp them PERC. Since the stamp is on order and the envelopes have arrived, I have printed some PERC labels for use until the stamp arrives.
In addition, we will now be offering patrons who wish to return borrowed PERC materials via the mail large (8"x14"), pre-stamped, pre-addressed envelopes. These envelopes will also require the "PERC" stamp as explained above.
If you have any questions about this new procedure, please let me know. Thank you all again for your super help!
March 15, 2010
Sharps Disposal Inquiries
Hello Volunteers -
Patients may be visitng the PERC requesting information on disposal of sharps that they use at home. Should you get any inquires regarding sharps disposal, please ask the patron complete a Professional Search Request form.
Information on Sharps Disposal can be found at the Medical Waste Regulatory Program Website. On this site you can find a list of sharp disposal guidelines by county in Michigan.
If you have any questions, please let me know. Once again, thanks for all your help.
February 08, 2010
Amnesty for lost ID badges
The Hospitals and HealthCenterspolicy requiring the visible
presentation of identification badges is essential to maintaining a
customer-friendly approach while reinforcing our commitment to safety
and security for staff, patients and their families. It is imperative
that staff immediately report all lost or stolen ID's to Security
Services and get a replacement to demonstrate the importance of
In an effort to ensure full compliance, there will be an upcoming
"amnesty" week for staff who have *lost* their badges and have not yet
replaced them. There is never a charge to replace expired or about to
be expired (30 days) ID badges. Stolen badges should be reported to
Hospital Security as soon as possible so an incident report can be
filed. There is no charge to replace a stolen ID badge.
All staff who have lost their ID badge should go to theKey/ID office at
Med-Inn on Level 1 (C158) to obtain replacement identification. There is
normally a $20 fee for this service. However, If your card is lost,
there willbe no charge for replacement during the below dates and times,
so please plan accordingly:
(M-F) February 15-19 from 6:00 AM - 6:00 PM
The Key/ID office phone number is 763-6376.
We do offer other amenities for employees looking to renew their badges
· Until further notice, NCAC is offering to renew your ID badge
during the following days/times as an addition to their services:
Ø Tuesdays 8-9:00 AM(exept when a holiday falls on a Monday –
Labor Day and Memorial Day)
Ø Wednesdays 8-9:00 AM
Ø Thursdays 3-4:00 PM
· To better assist the off-site patrons of the KEYID Office
needing to find parking, Parking Services has provided a 15-minute
“KeyID Office Only” parking space on the surface lot behind the Med
Employees need to bring their M-Card along with a signed form, if any
department changes. Forms can be found at
(http://www.med.umich.edu/security/keyid.htm). Otherwise, they can
fill out paperwork on-site. The only other requirements will be turning
in your old ID card and being prepared to take an updated picture.
January 14, 2010
PERC Public Computers
Recently, a number of employees have come to the PERC to use the Public Computers. Since these computers are for patients and their caregivers only, please ask staff members to refrain from using the PERC computers. If you have any questions regarding this issue, please let me know. Thanks for your help!
December 21, 2009
Coffee Service at the Cancer Center
Recently I received a reminder regarding the Coffee Service at the Cancer Center. The Care Ambassadors are not permitted to give out coffee, etc. to staff or other volunteers around the Cancer Center. Unfortunately, we only have enough supplies to provide these services to patients and families. Thanks for your understanding and cooperation in this matter.
August 31, 2009
A message from Volunteer Services
The Volunteer Services office asked us to remind our current volunteers to check the date on their ID badge...badges need to be updated annually. If your badge is more than one year old please visit the volunteer services office to update your credentials. Its a very quick process.
Also, if you ever forget your ID badge at home, please get a temporary one at the Mott Badging Desk by the Mott West elevators.
August 25, 2009
Lets fight the flu
In preperation for the flu season we will implement a new infection control policy at the PERC:
Visitors are asked to sanitize their hands before they use a computer. Please note the new poster on the PERC counter.
Voluneers: please sanitize your hands and clean the phone, keyboards, mice, mouse pads, and counter area near the computers with a wipe at the beginning of the AM shift. PM volunteers should sanitize hands and clean the keyboard, mouse, mouse pad and counter area near the staff computer only.
Please help us to win the fight against the flu. This U-Tube video is great to "get in the spirit" :)
Thank you very much for your cooperation.
August 03, 2009
Arriving on time to your shift
Please note that the PERC is now required to submit -- in advance -- any closings during business hours to the Patient Education Program Manager. We ask that you do your utmost to arrive on time. Recently, we have received a few phone calls about the PERC being closed at 9:00 am. If there is an emergency that prevents you from arriving promptly at the beginning of your shift, please do the following as soon as you able:
Page Lori at 936-6266 Page ID #30855. Wait for Lori to call you back to confirm that she has received your message and will cover for you until you arrive. If you have not heard from Lori within 5 minutes, then page Ruti at 936-6266 Page ID #8583. Wait for Ruti to return your call and confirm that she will cover for you until you get there.
Other phone numbers to try are:
Lori's and Ruti's office: 936-9947, Lori's cell phone 734-904-2120 or Ruti's Cell phone 734-476-4800.
If you are late to an afternoon shift, we ask that you follow the same procedure. Please DO NOT contact an iPod Squad volunteer directly.
Ruti and Lori
July 02, 2009
Items for Review
I wanted to take a few moments to review some basic PERC rules:
1. No eating is allowed in the PERC. Patients, visitors, staff and volunteers are not permitted to eat in the library.
2. Beverages can be consumed in the PERC. However, it is strongly encouraged that beverages be in containers with lids; extra care should be used when consuming beverages near the computers.
3. Cell phone usage in the PERC is not permitted.
4. Patrons may print up to 50 pages per day from the PERC computers.
5. Please ask patrons visiting computer sites with sound to use the headphones or earbuds provided.
If you have any questions, please let me know!
March 18, 2009
Book Check-In Procedure - Please Review
There seems to be some confusion regarding the process to check-in borrowed materials since we are still working with two catalogs. As a result, the procedures for material check-in during the transition from Spectrum to EOS are listed below.
Please start the check-in process by the scanning the material through Spectrum (the old catalog). After you input the material number either by typing or scanning, review the screen. If it says that the material is IN, you must then move to the EOS system.
To check-in material with EOS:
1. Open the EOS Staff Mode page
2. Enter the user name and password.
3. Point your curser on "Circulation" and click on "Check-in".
4. Scan or type the five digit material number in the text-box and click check-in button.
Working between the two catalogs can be confusing, so please do not hesitate to ask ask me any questions regarding this procedure. I will also be happy to walk you through the process as well -- just ask!
January 20, 2009
Preparing expert search packets
Please help Lori and me by preparing the expert search packet - the cover letter, evaluation, self-addressed and large envelopes - before you even begin searching.
After you prepare the packets you may start searching and adding materials for review.
When the packets are not prepared in advance by the volunteers, it adds another step to the process and causes a delay in sending the search to the patient. Your cooperation with this is greatly appreciated.
January 19, 2009
Material Check-In Procedure
As you know, a new catalog system called EOS has been installed at the PERC. We are currently transitioning to the new system; however, until all materials checked out on the old system (Spectrum) have been returned, we will need to be very careful when checking materials in. Until further notice, start by the scanning the material in through Spectrum like we always have. Check the screen, if it says that the material is already in that means it has been checked out on EOS.
This is how you check in a material on EOS:
1. Open the EOS staff mode page
2. Enter the user name and password
2. Point your curser on "Circulation" and click on "Checkin:.
4. Enter the five digit material number in the text-box and click checkin button.
You may also use the scanner instead of typing in the material number.
January 14, 2009
iPod Procedures - Out-Patient Checkout
Prompted by a recent iPod "GLITCH", the "Start of the Shift" procedure has been modified, and now include the following:
Special instruction for the PM shift volunteer: please ask the morning volunteer if there are any iPods out that need to be returned to the PERC before the end of the day.
In addition, please be diligent when reviewing the Checkout form completed by the patient. Please make every effort to get a cell phone number that the patient can be reached on while in the center. Also, obtaining an exact location (i.e. Infusion 2, Infusion Chairside, Infusion Bed, Clinic XXX) would be helpful should the patient not have a cell phone on which to be contacted. Any information that will assist the afternoon volunteer in locating the patron would be helpful. Remember, if the iPod is not received by our 5:00 pm closing time, the patient cannot receive their driver's license.
Thank you for all your help. Lori
January 05, 2009
Changes to chemotherapy folder requests procedure
As of now, it will not longer be possible to FedEx the chemotherapy folders that patients call us to request. The packets will mailed via US Mail. Since US Mail delivery takes at least 5 days, it does not make sense to mail the packets to patients who have appointments less than a week away from the date they called.https://sitemaker.umich.edu/percintranet/chemo_information_packets
When Patients ask for chemo folders please ask them when their appointment is. If it is less than a week away please tell them that they will recieve the folder during their visit. Please also ask them for the name of their doctor. This will help us improve the distribution of the folders. Please write on the fax the name of the patient and the doctor and just indicate that the appointment is less than a week away and fax to Melissa.
If the appointment is more than a week away please continue to do the same thing we have been doing up until now i.e: fill out the form and fax to Melissa.
Please note more specific instruction on the PERC Intranet.
December 09, 2008
DO NOT LEND list
Please make sure to review the DO NOT LEND list every time you start a shift. Some individuals have lost their iPod checkout privileges and we must make sure they do not check out an iPod again. The DO NOT LEND list is taped inside the checkout clipboard. If someone on the list wants to check out a device, please let them know that you are not able to check it out to them because they lost their loan privileges. They can talk with me about renewing these privileges again.
December 03, 2008
Survey Monkey Additional Request
When entering data into SurveyMonkey, please initial and date the evaluation form after you enter the information online. This will ensure that the each evaluation is entered only once and will assist in compiling accurate data. Thank you for your always wonderful assistance!
November 18, 2008
SurveyMonkey - FAQ
Several questions have arisen regarding using SurveyMonkey to enter our evaluations data. This is a new tool for us as well and the problems you have encountered helped us to revise the procedure of entering the data. (Thank you for your patience). Please use the following guidelines when entering data. And, please let me know if any additional questions or problems arise.
1. From now on we will number each evaluation prior to entering the data. This will help us to find the specific evaluation when we review the data collection. Lori will number the evaluations before she gives it to you to enter. From our user account we have the ability to browse the evaluations so we will be able to track and find them if necessary.
2. If the user does not provide an answer, just skip to the next question. SurveyMonkey will keep track of the skipped answers. Please do not enter NA for no answer; instead, leave blank and proceed to the next question.
3. If you have begun to enter a survey, and you are puzzled as to how to enter the data, please indicate it on the form and flag it. The numbers we put on the evaluation (see bullet point 1 above) will enable us find it in the online system so we can fix it. Please give Lori or Ruti all the survey sheets with questions – they will input these sheets.
As always, thank you for all your great help.
November 13, 2008
How to Check Voice Mail
As the iPod program is growing, patients occasionally leave messages either requesting to reserve a device or to let us know that they have returned the device to the Book Return. This is why it is very important to check the voice mail every morning and whenever you see the red light on the telephone. Here are the instructions for checking voice mail.
1. Pick up the receiver and press the Message key. When prompted for Mailbox, press the # key.
2. Next you will be prompted for the Password. Type the Password and press the # key. (If you do not remember the password, please let me know.) At this point you will be able to hear the message(s).
3. If you need to listen to the message again, you can press 2 to replay. If you are comfortable that the call can be deleted, press 76. If the message requires action by either myself or Ruti, please notify me by email.
November 05, 2008
Best Way to contact Lori & Ruti
The best way to contact Lori or Ruti is through the Paging System. Since we may not always be at our desk or in the building when you want to speak with us, the Paging System is the best way to contact us. Whether you are at home or at the PERC, this is always the best method to reach us.
To Page call 936-6266 and enter the ID number of the person you are trying to reach.
Your first point of contact is Lori. Her pager ID number is 30855.
Lori works part time so if you don't hear back from her within 10 minutes or so, please page Ruti at ID number 8583. If you don't hear back from Ruti, page Melissa Dymond, the Patient Education Administrative Assistant, at ID number 32605.
If you have any questions regarding the Paging System, please let Lori know.
October 30, 2008
With the holiday season approaching please be more vigilant about the security of your personal belongings. Please keep your purses put away and locked up! Purses, wallets, cell phones and iPods have diseappeared in the past and PERC is a public space.
October 28, 2008
I have created electronic versions of our evalutions. No, we are not going to as our patrons to fill out electronic evaluations, we will still keep our evaluations in paper form. The electronic versions would help us to tabulate the data.
I added links to the electronic survery on our bookmark page. Lori will show you how to enter the data. It is very very simple. Thank you very much for your help with this task.