Whitfield Village Hall Vaccination Centre Marshal Duties

Tue, Nov 9th 2021 at 12:00 am- Mon, Feb 28th 2022 - 2:00 am

Guidance for Volunteer Marshals at the newly opened Whitfield Vaccinaton Centre

  Whitfield Village Hall Vaccination Centre Marshal Duties

 All Marshals

All Marshals are under the direction of the Clinical Lead. You may be asked to change or instigate new procedures that are not outlined below. You must follow his/her directions.

 Sign in on arrival at the Office and sign out at the end of your shift. Sanitise your hands, on entry to the building and regularly through your shift. Hand sanitisers are located at various points through the building. Wear a face mask available at the clinic.

 Most patients who require a wheelchair, or mobility aid, arrive with their own. There is no wheelchair available in the village hall. 

However tempting and well-intentioned, please do not re-organise the procedures, patient routes or fixtures and fittings as you may create unexpected problems or hazards. For example, chairs should not be moved (unless to accommodate a wheelchair user and then should be returned to original position once space vacated), or additional seating provided in any area, in order to maintain the 2m social distancing requirement and sound infection control. Likewise, to maintain your personal distance, do not ‘administer’ hand sanitiser from the bottle onto the patients’ hands, or wipe down their own wheelchair/mobility aid handles, but direct them to the nearest location where they can do this for themselves.

 The guiding principle is…

                                  HANDS                         FACE                         SPACE                                                

                                                                                                            …and please don’t touch your face.

 • Be aware that the Clinical Lead, is responsible for your safety and welfare whilst you are working on or adjacent to the premises

 • Follow the instructions of the Clinical Lead if different from, or additional to, these instructions

 • Report any problems in the first instance to the Clinical Lead, but if unresolved, advise the volunteer administrator robindodridge@gmail.com

 First and Last Team on Duty 

Please help Centre Staff set up and shut down the clinic. Brown chairs and white tables need to be placed in the main hall for vaccinators and patients’ use.

 Please note, there is no clinic signage or distance markers on the floor. 

There is a one-way system in operation, with the entrance at the front of the building and the exit through the emergency door at the back of the hall. Due to the colder weather, this door should be closed after use and the push bar wiped. Please warn patients to ‘mind the slope’ and wipe the push bar on a regular basis. Windows should be opened (although there is a ventilation system, but not currently in use.) 

Medical supplies, hand sanitiser, wipes, face masks and face shields are available from a locked cupboard. Please return the laminated question sheet to the cupboard at the end of the clinic sessions for the week.

 Entrance – check that the first table is well supplied with hand sanitiser, face masks and face shields which are available with other medical supplies from a locked cupboard at the back of the small hall. The second table is for the use of the Receptionist, who will register patients after Marshal 1 has asked the four screening questions and checked whether the patient has an appointment/walk-in/date of last vaccination.

(See Photo 2)

 Location of Chairs

Until the Clinic is fully established, chairs are only required in the main hall as an observation area.

(See Photo 3)

Three chairs are located in the entrance hall for those who are frail and unable to stand whilst waiting in the queue for vaccination. At busy periods, more may be required. These must be socially distanced. 

Only brown plastic chairs are to be used for patient use, as these are wipeable and not the blue upholstered ones which are stacked in the main hall.

 Location of the Vaccinators

Currently, the layout as shown in the photograph below is in use. The vaccinators are located in front of the stage, and seating for post-vaccinated patients is in front, facing away from them, to provide an element of privacy for those being vaccinated. Screens have not arrived yet, so please be aware of social distancing to ensure patient confidentiality. Vaccinators wipe their own patients’ chairs after use.

(See photo 4)

 The small and main halls are divided by concertina doors. It is the intention of the Clinical Lead to open these and locate additional vaccinators in the small hall area.

 Non-attendance of a Marshal

This may be due to unforeseen circumstances. Although difficult if the clinic is busy, Marshals should work together to cover the position in the centre. To arrange a replacement, telephone – 

 Robin Dodridge: (Home) 01304 830812 (Mobile) 07774 167347

 Dave Smith: (Home) 01304 331848 (Mobile) 07908 777199

 Andrew Eberlein: (Mobile) 07712 864186

 End of Day Routine

An hour before the centre closes, the Clinical Lead indicates to vaccinators that they are going into the ‘end of day routine.’ This is to ensure that no vaccine is wasted. 

• Marshal 1 may be asked to hold patients back in the entrance hall 

• a vaccinator will take the vaccination card, go to the mixing room, obtain a vaccine and then take a patient who is waiting to their area

 • move the patients down the queue

 Patients exempt from wearing face coverings

Marshal 1 may encounter some patients who are exempt from wearing face coverings, but accept the offer of a face shield, which are available on the first table at the entrance. If a patient refuses the offer of a face shield, they are not to enter the building - ask them politely to wait in the lobby. Request Clinical Lead’s assistance via the Receptionist.

 Patients with children 

You may find that parents are accompanied by children, a range of ages, some possibly in buggies. Children are the responsibility of parents at all times, and should remain with the parent throughout the process. Do not allow unaccompanied children to wait in the lobby, entrance or any area, or offer to mind them until the parent returns post-vaccination.

 Patients with accompanying adults

 Additional adults should be with the patient to fulfil some supporting role and not there just to provide company. For example -

 • patient’s carer

 • parent

 • translator 

• support for those with needle phobia

 Marshal 1 should check the need for an accompanying adult, and include that person in the screening procedure in the lobby before admittance to the building. They should be kept together and moved through the vaccination process as a complete unit, and not be separated. If not required, explain that the exit for the patient will be at the rear of the hall and suggest they meet them in the car park.

 Patients with additional needs

 Some patients have additional needs and find the prospect of the vaccination distressing. Their arrival time and specific needs are usually known to Health Centre staff. However, they may be very vocal or not understand social distancing rules. They may need an alternative, quieter route into the vaccination area. Seat them in the entrance area and notify the Clinical Lead that a patient with additional needs has arrived and needs support. Follow the Clinical Lead’s advice re alterations to set procedures, in order to accommodate them. Some wheelchair users may need to exit via the entrance, which is permissible.

 Patients Arriving Without an Appointment for the Vaccination Clinic

 Please check at the start of your shift whether walk-ins are being accepted. If not, then establish what information should be given to the patient. 


 Patients on arrival with dogs, may need a polite reminder that only assistance dogs are allowed into the building.

 Fire or other emergency in the building

 Establishment and management of the evacuation plan, provision and testing of alarms, marking of exit routes etc. is the responsibility of the premise’s owner. In this regard, marshals have no more responsibility than any member of the public, although we must expect, simply because you are wearing hi-vis, that other members of the public will look to you for guidance.

 Consequently, correct actions to take either on discovering a fire, or on hearing the alarm - 

  • Shout: ‘Fire! This is not a drill. Follow me to the safe assembly point now!’ as you leave the building without delay 

• Report to the fire marshal designated by the premises owner’s evacuation plan and offer administrative assistance with head counts and name checks

 Marshals with, or with possible symptoms of, Covid

 • Do not attend Whitfield Village Hall Vaccination Centre

 • Advise volunteer administrator Robin Dodridge by phone 07774 167347 or if no reply then by email to robindodridge@gmail.com as soon as possible, who will liaise with Vaccination Centre staff and arrange a replacement Marshal

 • Arrange a test

 • Follow Government Guidelines

 Regular Covid Testing

 The Government recommends that everyone without symptoms should get tested every 2 weeks, especially if you're leaving the house for a necessary reason such as going to work, shopping for essentials or, of course, volunteering as a Marshal. It’s said that around 1 in 3 people with COVID-19 have no symptoms, so do please get tested regularly to make sure you are not unknowingly spreading the virus. 

 Test centres are being superseded by the introduction of free lateral flow test kits for people without symptoms, which can be picked up from your local pharmacy or they can be ordered online for delivery to your home. The link for ordering for delivery is https://www.gov.uk/order-coronavirus-rapid-lateral-flow-tests 

 Marshal Instructions 

  Marshal 1

Please position yourself so that you are in full view of arrivals through the main door whenever possible. It is important to keep the patient(s) in the outer lobby until the following checks and questions have been completed. After greeting them -

Ask them if they are here for a vaccination – remember face coverings obscure your mouth which makes it harder for hearing impaired patients to communicate

 • Ask them what time their appointment is – if the patient is very early and the clinic is very busy with queues forming, you may have to ask them to go away and return nearer their appointment time

 • Check patient’s face covering is worn correctly (over mouth and nose) 

• Provide face covering if patient does not have one from the first table in the entrance hall i.e., medical masks and face shields (available for those who are exempt for health and disability reasons.) If the patient refuses to wear a face shield, ask them to remain in the lobby and request the Clinical Lead’s assistance via the Receptionist

 Ask the patient (and any accompanying person) the following four questions - 

1. ‘Do you have any symptoms of a cough, cold or sore throat?’ 

2. ‘Do you have a temperature?’

 3. ‘Are you feeling unwell today?’

 4. ‘Any loss of the sense of smell or taste?’

 • If the response is ‘No’, direct the patient to sanitise hands using the sanitiser positioned on the first table in the entrance area

 • Direct patient(s) to register at the next table

 • Direct patient(s) to observe the 2m distancing (and observe) to the entrance to the main hall (there is a natural dividing line on the floor) 

If the response is ‘Yes’, or the patient is unsure, ask them to remain in the outer lobby. Advise the Receptionist. The Clinical Lead/Medical Professional will then assume responsibility for that patient 

 • Clinical Lead/Medical Professional will advise you if this patient is allowed admission 

Marshal 2 

• Receive patient(s) from Reception desk, hold at entrance to the main hall 

• If appropriate, remind patient to have vaccination card ready

 • Direct patient to a free vaccinator

 • Manage flow of entering and exiting patient(s) from vaccination area, maintaining social distancing

 • Direct to chair and ask to wait for length of time specified by the vaccinator – patient needs to self-monitor time (some wish to leave straight away)

 • Observe patients – report any feeling unwell to Medical Staff in vaccination area. However, if the patient becomes distressed, ask other patients to observe the situation while you seek immediate medical assistance

 • Check patient is feeling OK before leaving 

• Direct patient to exit at the rear of the hall

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