Registration Station Section Protocols
There are a few volunteer areas within this station. Each area is very important to educating the
participants about the screenings that are appropriate for them, accurate completion of the
registration form, the organization and flow of the fair and to assure a friendly and comfortable
experience for the participant. This section will outline the following volunteer areas:
Participant Registration - Tables where forms will be given to participants.
Reach My Doctor Online Registration and Results – This will be set up ONLY if your site is
offering this service. It is important that all volunteers understand the process and most
importantly, how they are affected.
Registration Educators - Volunteers will be available in the Registration Area to answer
questions by participants who are sitting at tables and filling out their forms.
Prior To Fair Day
Site Coordinator or Non-Medical Coordinator should re-confirm the volunteers assigned to
each of the areas within the Registration Station no later than one (1) week prior to fair
date.
Volunteers will be provided with a Reminder/Confirmation letter (see Volunteer
Engagement section of Resource Guide for sample letter) with details regarding the site
location, site contact information and time they are scheduled to volunteer.
Insure you have made an adequate number of copies, in both English and Spanish, of
“Which Low-Cost Screenings Are Right for You Today?” (master copies of these documents
can be found in this section of Resource Guide).
It is recommended that a “Station Leader” be assigned to each of the three areas listed
above and be trained prior to the fair day. Station Leaders will be responsible to train the
day-of volunteers assigned to their respective station.
Participant Registration Area Protocol
Station Leader:
Arrive at site 1½ hours prior to fair time.
Place “Registration” sign at Front Registration Desk.
Place “Low-Cost Screenings Offered Today” sign outlining components of screenings and
prices near Registration Desk.
Day-Of Volunteers:
Arrive at site 1 hour prior to fair time.
Provide each participant with:
o A site map (which may or may not be pre-stuffed in 9Health Fair bag)
o A 9Health Fair bag
o A Participant Registration Form
Every participant must fill out and sign the Participant Registration Form. Participants must
be at least 18 years old.
Make available the “Joint Notice of Privacy Practices” brochures at Participant Registration
Table.
KEEP FORMS IN NUMERIC ORDER, handing them out accordingly. It is very important to
monitor the number of forms in the rare event you run out and need to use blank forms or
have to make copies. If you should run out of forms please see instructions below:
o Denver METRO ONLY
o During the fair, pay attention to the number of participants served, number of
participants waiting, and number of forms remaining; keep Site Coordinator
informed of status so that, if necessary, additional forms can be ordered in a
timely manner.
o When using blank emergency Participant Forms, write the Site Number and
Participant Number (starting with 9000) in the upper right-hand corner of the
form.
o STATEWIDE ONLY
o During the fair, pay attention to the number of participants served, number of
participants waiting, and number of forms remaining. Notify Site Coordinator if
there is a concern that forms will run out.
o If additional forms are needed, take last printed form and black out Participant
Number in upper right corner. Make enough copies to have 3 copies per
remaining participant (one for Lab, one for Cashier, one for participant receipt).
o Write the Participant Number (starting with 9000) and Site Number in the upper
right-hand corners on all 3 copies.
o All information will need to be written 3 times, once on each copy.
Direct participants to registration tables to complete forms using ball point pen only.
Instruct participants to complete all required information (highlighted in yellow on
Participant Form) and to press hard when completing forms.
Remind participants that in order to receive a multi-year report they must provide complete
9-digit social security number and birth date on Participant Form TODAY.
PARTICIPANT REGISTRATION SUPPLIES
9Health Fair Provides:
Site Provides:
Participant forms
Black or blue ball point pens
Participant bags
Chairs
Protocol (in this section)
Tables
“Joint Notice of Privacy Practice” brochures
Copies of site map
Hand sanitizer
Wastebasket(s)
Station signs:
Welcome
Registration
Low-Cost Screening Offered Today
Reach My Doctor Online Registration and Results Protocol
This process allows participants to register and pre-pay for low- cost screenings on the internet and
receive their results securely online a week after they attend a fair. These participants will arrive at
the fair with a 2-page computer printout that is similar to the Lab and Participant copies of the onsite Participant Registration Form. Online registered participants must stop at an online check- in
table, but will bypass Registration, Form Check and Cashier stations.
Minimum Volunteer Requirements: 3 - 2 volunteers at the online check in table, 1 volunteer to
assist in directing participants,
The following volunteers should be trained on the entire Online Registration process:
Online check-in table volunteers
All 9Health Fair Ambassador volunteers
Cashier Supervisor
Lab Supervisor
All screeners should be aware that online registered participants will have a slightly
different looking form
Prior to fair day:
The following items are delivered to the Site Coordinator with the other 9Health Fair
supplies prior to the fair date
o Online Registration participant number labels – these are unique to your 9Health
Fair
o Blank Online Registration participant forms
The following reports are emailed to the Site Coordinator at 2pm the day before the first
day of the fair
o CHECK-IN report – Sorted by Pre-Registration ID (used to check in ALL Online
Registration people and look up the Pre-Registration ID for people that forgot to
print out their forms)
o Blank Exception Report
Here are some TIPS for successful setup
o Do what you can to accommodate two separate registration lines at the beginning
of your fair. (One for on-site registration and one for online registration). Insure
that the lines do not need to cross over one another
o Clear signage makes everyone’s experience better
o Have online registration participants bypass the cashier area altogether, this fulfills
the expectation for expedited service
Day of fair:
Online Registration Volunteers and Volunteer Table:
Setup the Online Registration table with
o CHECK IN and Exception reports
o BLANK Online Registration participant forms
o Online Registration participant number labels
o Colon cancer screening kits (depending on site plan for distribution)
o Pens and wastebasket
Online Registration check in process
o CASE 1: Participant has 2-page Online Registration printouts (98% of
participants)
Volunteer checks off participant’s name on the CHECK-IN report based on
Pre-Registration ID located in upper right of form; note the payment status
column in the CHECK-IN report to see if they cancelled their registration.
Participant completes hours fasting and signature blocks on Online
Registration form.
Volunteer ensures that hours fasting and signature blocks are completed,
then signs and dates the form in the witness block.
If the participant paid for a colon cancer screening kit, hand them a kit
(marked with the site number on the yellow envelope) or direct them to the
colon cancer kit table.
Volunteer gives 1 strip of labels to participant with instructions to bring
them to the blood draw.
If the participant only has 1 page of the report or their report is printed
double sided, please give the participant the second page of the BLANK
form.
EXCEPTIONS: Please record name, address and phone on exception
report
• If the participant is not on the CHECK-IN report, check the upper
section of the Online Registration printout to see which fair they
signed up to attend. If they are at the correct fair, record their
Name, Address and Phone on the Exception Report and follow steps
above. If they are at the wrong fair, they must pay again and will
need to request a refund from 9Health Fair.
• If there are any errors with the registration, record their information
on the Exception Report.
o CASE 2: Participant forgot their printout (2% of participants)
If your 9Health Fair has a computer with internet connection and a printer,
the participant can print another copy from their email; OR If you do not
have a computer, proceed with the following steps:
Search for Pre-Registration ID on CHECK-IN report by participant’s last name,
confirm the participant’s phone number
• If the participant is not on the report, they must pay again today and
can request a refund from the 9Health Fair; record their Name,
Address and Phone on Exception Report.
Check off the participant’s Pre-Registration ID on the CHECK-IN report.
Use a BLANK Online Registration participant form and clearly write the preregistration ID in the box in the upper right hand corner of the form.
On the blank participant form, with an X mark the tests the participant
ordered (indicated on the CHECK-IN report).
Ask participant to step aside and complete information in the boxes
provided on the top of the form.
When they are finished, check accuracy of required fields, witness and date
the form.
If participant paid for a colon cancer screening kit, hand them a kit (marked
with site number) or direct them to the colon cancer kit table.
Volunteer gives 1 strip of labels to participant with instructions to take them
to the blood draw.
o All add-ons and refunds must be done in the cashier area
o Immediately after the fair
If you used multiple CHECK-IN Reports, please consolidate into one
CHECK-IN report
Discard all unused Online Registration participant labels.
Return the CHECK-IN and Exception Reports to the Cashier Supervisor in
your Online Registration envelope.
THANK YOU!
ONLINE REGISTRATION SUPPLIES
9Health Fair Provides:
Protocol
CHECK-IN and Exception Reports (emailed to
Site Coordinator 2pm on day before fair)
Online Registration participant number labels
BLANK Online Registration forms
Colon Cancer Screening Kits (Optional
depending on your setup)
Site Provides:
Pens
Wastebasket(s)
Registration Educator Area Protocol
Station Leader:
Arrive at site 1½ hours prior to fair time.
Place plenty of pens on tables.
Tape copies of “Which Low-Cost Screenings Are Right for You Today?” handouts in Spanish
and English to tables to assist participants in deciding which screenings they want.
Train all volunteers assigned as a Registration Educator.
Day-of Volunteers:
Arrive at site 1 hour prior to fair time.
Assist in answering participant questions.
It is highly recommended to have one or more Medical volunteers assigned as Registration
Educators and available to answer questions about the screenings offered and to assist
participants in marking the tests they want in the test-ordering box on the Participant Form.
Participants should mark with an “X” the tests they want; a cashier will complete the rest
of the test-ordering box.
Registration Educator volunteers will carry copies of the handouts, listed in the box below,
to assist in answering participant questions.
These documents can be found on the Resource List on the 9Health Fair website:
www.9HealthFair.org.
Remind participants that in order to receive a multi-year report they must provide complete
9-digit social security number and birth date on Participant Form TODAY.
Instruct 9Health Fair Ambassador volunteer(s) to direct participants to the Form Check
Station upon completion of the Participant Form.
Many 9Health Fair site volunteers choose to witness forms in the Registration area to help
control lines at the Form Check Station.
REGISTRATION EDUCATOR SUPPLIES
9Health Fair Provides:
Site Provides:
Protocol (in this section)
Black or blue ball point pens and Wastebasket(s)
Hand sanitizer
Chairs and Tables where Participants can fill out forms
Copies of the following materials (for the Registration Educator):
“What Your Blood Chemistry Results Tell You”
“Blood Cell Count Test Explanation”
Copies of “Which Low-Cost
Screenings Are Right for You
“Vitamin D test Explanation”
Today?” handouts – English and
“Hemoglobin A1C test Explanation”
Spanish
“Participant Screening Guide”
These can be found on the Resource List on the 9Health Fair
website.
WHICH LOWLOW-COST SCREENINGS
SCREENINGS ARE RIGHT FOR YOU TODAY?
All Other Screenings and Education are FREE
No matter how many blood tests you choose, one small needle does it all.
All blood screenings are for participants 18 years and older.
For Men and Women – (one small needle does it all)
♥ BLOOD CHEMISTRY SCREENING (12-hour fast recommended) – Gives you information on your blood
sugar (glucose), cholesterol, triglycerides, liver, kidney, bone, thyroid and muscle function. May show warning signs of
diabetes, heart disease and other issues ....................................................................................................................... $30
♥ BLOOD CELL COUNT SCREENING (not included in the Chemistry Screening above) –this test tells you
about the health of your blood and your ability to fight infection; may identify anemia or certain cancers. The four
components of the test include white blood cell count, hemoglobin concentration, hematocrit value and platelet count .... $15
♥VITAMIN D SCREENING –this test plays an important role in evaluating your level of Vitamin D. Vitamin D
helps maintain proper bone health. Low Vitamin D levels have also been associated an increased risk of certain types of
cancers, immune diseases and heart disease. ........................................................................................................................................... $40
♥HEMOGLOBIN A1C SCREENING, (no fasting required)- this test
indicates your average blood sugar
(glucose) level over the past 2 to 3 months—and, by extension, whether or not your blood sugar is being controlled over
time.. ................................................................................................................................................................................................................. $25
♥ COLON CANCER SCREENING (take-home kit recommended for men and women 50 or older, or
with a family history, symptoms or concerns) – This take-home kit screens for signs of colon cancer in
your stool. The mail-in kit is quick, simple and easy to use in the privacy of your home. If you are on a
regular colonoscopy schedule you may not need this test. Speak with your healthcare provider if you have
questions ................................................................................................................................................. $20
For Men Only – (same needle as Blood Chemistry above)
♥ PSA SCREENING (for men over 40 with a family history of prostate cancer and all males between the ages
of 50 to 75(not recommended for men over 75). The US Preventive Services Task Force (USPSTF) has recently
recommended against routine screening of men with the PSA test. Other medical organizations continue to
recommend it. Please speak to your healthcare provider if you have questions –this test may provide an early
warning of prostate cancer or other prostate problems ................................................................................................ $25
For Women Only
♥ PAP SCREENING (for sexually active women 21-years -65 years) – If chosen, this screening may provide
an early warning of cervical cancer. The USPSTF and American Cancer society have recently recommended Pap
screening for women 21-65 years of age every 3 (three) years. Women over 65 are urged to talk with their healthcare
provider about whether or not they need a
screening………………………………………………………………………………………………………. FREE
WHAT YOUR DONATIONS DO
Early Detection, Peace of Mind and Hope♥ Please make a tax-deductible donation to 9Health Fair
today. Every dollar donated helps insure early detection, peace of mind and hope for you, your family, everyone.
NO GIFT IS EVER TOO SMALL – THANK YOU.
Checks and cash accepted. Checks should be made payable to 9Health Fair. Visa and MasterCard accepted at many
sites.
Dé la vuelta para español
¿CUALES SON LOS EXAMENES DE BAJO COSTO APROPIADOS PARA USTED HOY?
Todos los otros exámenes y actividades educativas son GRATIS
Sin importar cuántos exámenes de sangre usted elija, se hará una sola aguja pequeña. Los exámenes de sangre
son sólo para mayores de 18 años.
Para hombres y mujeres (se usa una sola aguja pequeña)
♥EXAMEN QUIMICO DE LA SANGRE (Se recomienda ayuno de 12 horas) – Le da información sobre
azúcar en la sangre (glucosa), colesterol, triglicéridos, hígado, riñón, huesos, tiroides, y función muscular.
Puede detectar signos de diabetes, enfermedades del corazón y otros problemas ........................................... $30
♥CONTEO DE CELULAS EN LA SANGRE (no se incluye en el examen químico mencionado
arriba) –Este examen revela la salud de su sangre y su habilidad para combatir infecciones, puede identificar
anemia y ciertos tipos de cáncer. Los cuatro componentes del examen incluyen conteo de leucocitos
(glóbulos blancos), concentración de hemoglobina, valor de hematocritos y conteo de anticuerpos ................ $15
♥EXAMEN DE VITAMINA D –Este examen desempeña un papel importante para evaluar el nivel de
Vitamina D. La Vitamina D ayuda a mantener la salud ósea adecuada. Un nivel bajo de Vitamina D puede
estar asociado con un aumento en el riesgo de ciertos tipos de cáncer, inmunodeficiencias o enfermedades
cardíacas................................................................................................................................................................................... $40
♥EXAMEN DE HEMOGLOBINA A1C (no requiere ayuda)- Este examen indica el promedio de azúcar
en la sangre (glucosa) durante los 2 a 3 meses más recientes, y, como consecuencia, si se controla o no ese
nivel de azúcar.. ...................................................................................................................................................................... $25
♥ EXAMEN DE CANCER DE COLON (para realizar en la casa, recomendado para hombres y
mujeres mayores de 50 años, con historia familiar de esta enfermedad, o con preocupaciones) – Este
paquete, para realizarlo en la casa, detecta signos de cáncer de colon en las heces. Se trata de una prueba
rápida, simple y sencilla se completa en la privacidad del hogar y se envía por correo. Si usted tiene exámenes
regulares de colonoscopía, quizá no necesite este examen. Si tiene preguntas, consulte con su médico ........... $20
Solamente para hombres – (se usa la misma aguja que para el examen de sangre)
♥ EXAMEN PSA (Para hombres mayores de 40 años con historia familiar de cáncer de próstata y
para todos los hombres de 50 a 75 años. No se recomienda para hombres mayores de 75. El US
Preventive Services Task Force (USPSTF) recientemente se ha expresado en contra de realizar este
examen rutinariamente. Otras organizaciones médicas todavía lo recomiendan. Si tiene preguntas,
hable con su médico. –Este examen puede proveer detección temprana del cáncer de próstata y otros
problemas de próstata ............................................................................................................................... $25
Solamente para mujeres
♥ EXAMEN DE PAPANICOLAOU (para mujeres sexualmente activa de 21 a 65 años) – Si se elige, este
examen puede proveer detección temprana de cáncer cervical. El USPSTF y la Sociedad Americana del
Cáncer recientemente recomendaron el Papanicolaou para mujeres de 21 a 65 años cada tres (3) años. Se
sugiere que las mujeres mayores de 65 años hablen con su médico para saber si necesitan o no este
examen……………………………………………………………………. GRATIS
SUS DONACIONES SON DE MUCHA AYUDA
Detección temprana, tranquilidad, esperanza.♥
♥
Realice hoy mismo una donación deducible de impuestos para 9Health Fair. Cada dólar donado ayuda
a la detección temprana, la tranquilidad o la esperanza para usted, para su familia y para todos.
JAMAS UNA DONACION ES DEMASIADO PEQUEÑA - MUCHAS GRACIAS,
Se aceptan donaciones en cheques y en efectivo. Los chequen deben estar a nombre de 9Health Fair.
Muchos sitios aceptan Visa y MasterCard.
In English on the other side