Team Awesome

Pablo Acosta Tristan Kotara Brian OFlaherty Muntaha Sheikh Jeanyi Shin Laura Timciuc

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Introduction

The need to educate people about influenza is an important social need that Medical City should consider undertaking in order to give back to the community. Medical Citys mission statement states, we are committed to the care and improvement of human lifein the communities we serve (Medical City, 2013). The past flu season in 2012 was early and widespread (C.D.C, 2011). Our proposal is that Medical City sponsors an event to provide information about the flu for residents of South Dallas and provide free flu shots to the children under five and the elderly. Medical City Hospital, with its diverse and quality resources, would be the ideal hospital to aid in the South Dallas area flu prevention project. Also, the American Red Cross, a nonprofit organization that provides community services and educational programs on health and safety (amongst other services) would also be a great partner to our program (American Red Cross, 2013). We believe that by Medical City partnering with the American Red Cross, together we can implement and evaluate our pilot project Fight the Flu on September 21, 2013 in the South Dallas area community. The goal is to further extend the benefit that flu shots may have to offer, by preventing sickness and eliminating bad health habits that may cause the flu. This program will run for one day for a total of twelve hours. The effectiveness of this program will be evaluated based on its overall results, with the main evaluation characteristic being participation throughout the day. Full program participation would consist of at least 3,000 participants. We expect that at least 75% of these 3,000 individuals will be kept safe from influenza this cold season through our program. The anticipated cost of this project would be $58,480.

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Background Influenza has been around for centuries. While the mortality rates from the flu have greatly decreased over the years due to yearly vaccinations, many poverty stricken individuals are unable to afford a vaccine, leaving them defenseless (Martin et al., 2010). The figure below depicts that as the fall season begins each year, people begin to be afflicted with the influenza virus. One of the major areas affected by this unfortunate situation is right here in our South Dallas, which is greatly underdeveloped and is full of individuals who are struggling and are more susceptible to the influenza virus (Martin et al., 2010). The median family income for married households is $27,000 and the median family income for a single female-headed household is roughly $10,700 in South Dallas (Martin et al., 2010). Not only are they poverty stricken, but they also lack the required insurance to help pay for doctor visits if they were to contract the disease. Since South Dallas residents were estimated to be primarily uninsured in 2004, with 57.3% uninsured, 27.6% having Medicaid, and 15.1% having Medicare, people cant afford the vaccination and many are left to fight this virus alone (Martin et al., 2010). With such low incomes and hardly any insurance, many go without a vaccine, not realizing that if they were to contract the disease they could put their loved ones in danger.

Figure 1 (Situational Update: Summary of Weekly FluView, 2013)

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Many adults can withstand the illness and symptoms of the flu because their immune system is well built and strong. Adults start to infect others one day before symptoms develop and up to five to seven days after becoming sick (C.D.C, 2011). This leaves those with underdeveloped and weakened immune systems more susceptible to the virus if they come in contact with certain ill stricken family members. While poverty is the main factor preventing people from getting the vaccination, there are some specific age groups that are most likely to be gravely affected by the disease. The first is children under the age of five. With close to one of every five childbirths in zip codes 75210 and 75215 (South Dallas Area Codes) being to a teen mother (19 years of age or under), newborns are most susceptible to contracting the disease because the new mothers are unable to provide for their children (Martin et al., 2010). These children are unable to fend off the flu because they have yet to fully develop their immune systems. Children are mainly susceptible because their bodies havent been exposed to viruses for enough time for them to develop the immunity needed to fend off the disease. Each year in the U.S. an average of 20,000 children under the age of five are hospitalized for flu-related complications (Flu.gov, 2013). Children near this age are most susceptible to and must face severe flu-related complications (Flu.gov, 2013). Seniors, on the other hand, have a weakened immune system due to their age, since their immune systems progressively decline and they become more prone to contract certain diseases, such as influenza. As seen in the figure on page four, as people age they become more vulnerable to contracting the influenza virus. As minor as this flu may seem to people, seniors can get incredibly ill and many die (Flu.gov, 2013). A study was conducted that proved that Ninety percent of flu-related deaths and more than half of flu-related hospitalizations occur in people age 65 and older (Flu.gov, 2013). This is an extremely high percentage rate that can easily be prevented through a simple vaccination each year. With this program, we hope to lower this rate tremendously for the year so that ill children and senior citizens are not left on hospital beds with the possibility of death.

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Medical City Dallas and the American Red Cross are dedicated organizations to help people Fight the Flu. Our mission statement at Medical City Dallas is we are committed to the care and improvement of human life and strive to deliver high quality, cost effective healthcare in the communities we serve (Medical City, 2013). We at Medical City have been recognized as a hospital in dealing with cases of influenza virus each year especially around fall and early winter. For this project, we have partnered with the American Red Cross because of their determination to save lives. Their mission statement is Through training and preparedness steps, knowledge becomes action and action saves lives (American Red Cross, 2013). Through this, both organizations are working to help their community. Hundreds of thousands of seniors and children grew ill and a few thousand of them lost their lives to the influenza virus last year nationwide (Medical City, 2013). Had they had the opportunity to obtain a vaccine, they could have lessened their chance of getting ill. That is why all of us at Medical City and everyone at the American Red Cross are so determined to provide help for those individuals who cant fend for themselves so they can Fight the Flu.

Figure 2 (Nicol, 2013)

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Proposal Medical City will have an all-day event on September 21, 2013 to provide free flu shots to the elderly and children less than five years of age. The event will take place for one full day at Yvonne A. Ewell Townview Magnet Center in the gymnasium from 8:00 A.M. to 8:00 P.M. Medical City will need to provide volunteers to administer the vaccinations and more volunteers will be acquired from the help of the American Red Cross. The American Red Cross is a nonprofit organization with ample experience in community service. The Red Cross was founded on May 21, 1881 and is one of the nations premier humanitarian organizations dedicated to helping people in need throughout the United States. Volunteers from the American Red Cross provide care in a variety of areas from health and safety education and training, blood collection processing and distribution, support for military members and their families, international relief and development, and many other areas of service (Red Cross). Working together on this event will help it run efficiently and smoothly. The American Red Cross and Medical City volunteers will start setting up the event at 7:00 A.M. Together the volunteers will bring in all the tables and chairs, pamphlets on the flu, waivers to be signed, water bottles, snacks, posters, flu vaccines, and other important supplies. Volunteers will set up tables and chairs near the entrance of the gym for the volunteers to greet people coming in. The tables will be set up with waivers informing the patients of the flu, pamphlets about the flu, pens, clipboards and other necessities. Tables and chairs will also be set up toward the back of the gym for the stations where the doctors will administer the flu vaccine. Medical City will set up each station with the flu vaccine, gloves, trashcans, and other necessities to operate properly. The Red Cross volunteers will put up posters about the flu around the gym and set up a video for everyone to watch. Volunteers will also set up a table near the bleachers with bottled waters and snacks for those waiting for a free flu shot. We will start accepting people at 8:00 A.M. who will be greeted by volunteers. Each patient must sign a waiver with information about the flu vaccine, which will be provided by Medical City. The American Red Cross volunteers will make sure each person fills out the information correctly. Once the patient has read and signed the waiver, the patient will bring it

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back to the volunteers who will check that it is filled correctly. The volunteer will give the resident an assigned number to be called later as well as a pamphlet about the flu as a future reference. The patient will sit and wait on the bleachers or chairs until their number is called. During the waiting time, everyone will be able to view a projected video on prevention methods of avoiding contraction and spread of the flu. It will also address the symptoms of the flu so they can educate others. Patients may also grab snacks and a bottled water with the Medical City logo printed on it to promote the hospitals goodwill while they wait. Once the patient is called, they will meet with a Medical City nurse to receive their flu shot. After receiving the shot, the patient will be given information about Medical City and exit to the other side of the gym to ensure proper flow of patient movement. The event will end at 8:00 P.M. and both teams will begin cleaning up and packing their belongings. In the event that the flu shots run out before that time, cleaning up will begin earlier with volunteers informing the people coming in of the situation and provide them with pamphlets. The waivers, posters, video presentation, and the pamphlets will all address flu education. Each will contain information on the symptoms of influenza, risk factors of contracting the flu, and ways to reduce catching the virus. The information given to the patients will provide them with valuable information to teach others about the flu and how to prevent spreading the flu. The event will have 13 stations with two seven-hour shifts. For each shift there will be one Medical City doctor for medical emergencies and to answer questions with a nurse at each station giving out shots. Six volunteers from the American Red Cross will greet people coming in and handle the paperwork. Two Red Cross volunteers will direct patients to the correct stations, and one Medical City volunteer will replenish the flu shots for each station. The Red Cross will also provide volunteers, two of whom will direct people after they receive their shot, two others who will take care of the snacks and water and provide additional support where needed. Another person will be assigned to clean up during the event to keep things tidy. There will also be four security officers to ensure safety and order at the event. Both The American Red Cross and Medical City will have an administrator to log the hours volunteered when volunteers check in to ensure that each gets their community service credits. The teamwork of both organizations will ensure the event is a success for the well being of the South Dallas community.

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Plan The event will take place on Saturday, September 21, 2013 at the Yvonne A. Ewell Townview Magnet Center in Dallas, Texas. Our free flu shot event will be hosted in the schools gymnasium. We intend to staff our event with volunteers from the non-profit organization, the American Red Cross. Months preceding the event May 2013 4 months until event During the month of May 2013, Team Awesome will begin drafting the project. Tasks include: Contacting the American Red Cross. Seeking financial aid from Medical City. Marketing our campaign by sending representatives to organizations in South Dallas. Consolidating volunteers, supplies, financing and other essential materials. Contacting the Yvonne A. Ewell Townview Magnet Center in South Dallas to see if they can accommodate our event.

July 2013 2 months until event

The event is approximately two months away. We will also begin following up with the American Red Cross and begin estimating the number of volunteers interested in helping our flu campaign. Tasks for this month include: Focusing on managing the human resource process of our project by recruiting and selecting volunteers. Contacting the volunteers directly. Giving the volunteers information about the date, location, and what the flu campaign intends to accomplish.

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August 2013 1 month until event

The flu campaign begins in approximately one month. At this stage Team Awesome will focus on confirming all of the previous details, primarily the budget and allocation of resources, volunteering, staffing, and verifying the facility to make sure there are no other conflicting events. This month Team Awesome will focus on: Ordering the flu shots Beginning the final phase of our marketing campaign by placing bulletins on transit and railway stations. E-mailing and sending additional representatives as well as flyers to retirement homes, senior centers, and daycares. Confirming all of the details regarding the use of the high school gymnasium. Calling local government officials to make sure all of the legal policies are followed accordingly.

September 2013 3 weeks until event

During the final weeks before the event is scheduled Team Awesome will focus on: Ordering time sensitive medications. Sending e-mail updates to the volunteers and nonprofit agencies. Ensuring shipments of tables, chairs, and other supplies will arrive on time.

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September 21, 2013 Time: 7:00 A.M. Event taking place: Volunteers from the non-profits will arrive and receive their assigned duties for the day. The volunteers will sign legal documents including: forms, waivers, and disclosures. Next, flu campaign members will begin setting up tables, chairs, and posters. 8:00 A.M. The doors to the gymnasium open and our first patients arrive. We anticipate there will be approximately 250 shots per hour and will award flu shots on a first-come, first-serve basis. 2:00 P.M. By this point we will have seen about 1,500 patients and will have already started changing shifts. 3:00 P.M. At this point in our event, we will continue with our assigned duties and expect to have given approximately 1,750 shots. 6:00 P.M. We will be commencing the final hours of the flu campaign. Only two hours remain and at this point, 2,500 patients will have been served. 8:00 P.M. The doors will close and everyone will begin cleaning and putting the tables, chairs, and supplies back in their place. 9:00 P.M. At this point, everyone will begin leaving the gymnasium and the last remaining volunteers will analyze the data and measure the peak times of the event. Everyone will be thanked and the facility will be secured and the premises will be vacated.

Tasks done routinely during all hours of the event:

Volunteers will search the area and make sure everything is in order and ensure patients are being treated well. Flu campaign members will restock supplies and making sure everything is clean and orderly. Our volunteers will ensure everyone who needed a flu shot received it and will give out water bottles.

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Staffing

Estimates/Plans: 12-hour event (8 A.M. 8 P.M.), divided into two 7-hour shifts 3000 total shots administered, averaging 250 shots/hour One nurse administers 20 shots/hour (Average of 3 minutes/shot) Medical City to provide medical staff American Red Cross (ARC) to provide volunteers Reimbursement for medical staff and volunteers as service hours

Medical City One [1] Administrator (Double shift) Two [2] Doctors (One per shift) Twenty-Six [26] Nurses (Thirteen per shift) Total: Twenty-Nine [29] Staff Members

American Red Cross/Volunteers One [1] Administrator (Double shift) Eight [8] Security Guards (Four per shift) Four [4] Line Control (Two per shift) Twelve [12] Check-In (Six per shift) Four [4] Check-Out (Two per shift) Two [2] Clean-Up (One per shift) Two [2] Restock (One per shift) Four [4] Additional Support (Two per shift) Total: Thirty-Seven [37] Volunteers

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Benefits for Medical City Proposal Through the advertisement and goodwill generated by Medical City, this will permeate to surrounding areas to show that the hospital is concerned about all citizens of the Dallas/Fort Worth area, which in turn will generate an increased flow of patients into Medical City. Through the initial investment of this event, the company should see continuing returns and increased loyalty of patients to the establishment. Advertisement via the distribution of flyers about this event will ensure a large turnout, but also act as a promotion for Medical City. To create awareness from this event, the Marketing Department has agreed to acquire media coverage before and during the Fight the Flu event. This will not only raise awareness of the event, but will allow a larger portion of the Dallas area to make note of Medical City. With Texas being one of the areas with the most uninsured and underinsured (Dallas County, 2013), this event will allow Medical City to generate goodwill in the community. This program that we are proposing will allow Medical City the chance to assist and possibly save many children and elderly individuals. Though flu shots are free in some Dallas county locations this year, some individuals may not have the ability or means to make it to one of these clinics (Fincher, 2012). The program is targeted to make sure the elderly and disadvantaged individuals are given the same opportunity to receive these benefits as younger more able individuals. Medical City is currently very active in the community, but this program will be a viable addition to the current social work that Medical City does in the community. These are some of the foundations that Medical City currently supports or contributes to, are: North Texas Food Bank, Heroes for Children, Habitat for Humanity, The Family Place, and The March of Dimes (Medical City, 2013). With the current donations and support of the listed organizations, this will allow Medical City further advertisement of their event, also allowing a broader base of individuals to participate in the event.

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Budget

Items Event Items: Tables Chairs Influenza shots Refreshments/Snacks Entertainment Location rental/hr Marketing: Research Advertising: Development Printing Flyers Total

Quantity 20 1000 3000 3000 10 12

Cost per item $ $ $ $ $ $ 50.00 2.50 5.76 3.00 250.00 1,200.00

Expenditures $ $ $ $ $ $ 1,000.00 2,500.00 17,280.00 9,000.00 2,500.00 14,400.00 5,000.00 5,000.00 750.00 1,050.00 58,480.00

5 $ 5 $ 15000 $ 7000 $

1,000.00 $ 1,000.00 $ 0.05 $ 0.15 $ $

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May 1, 2013 Medical City 7777 Forest Lane Dallas, TX 75230 SUBJECT: Request Authorization for Fight Influenza Awareness Day Dear Erol Akdamar and the Community Engagement Committee, We request an authorization to prepare for Fight the Flu on Saturday, September 21, 2013. This event is to provide free flu shots for select demographics that will not only improve the lives of those in the communities we serve, but also promote the goodwill of Medical City. Thank you for taking the time to review our proposal, and we look forward to your response by May 15th, 2013. If you have any questions or concerns, please contact us at (214)123-4567 or at the email address teamawesome@medcity.com. Sincerely,

Pablo Acosta Tristan Kotara Brian OFlaherty Muntaha Sheikh Jeanyi Shin Laura Timciuc

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References Centers for Disease Control and Prevention. Situation update: Summary of weekly fluview. (2013, April 12). Retrieved from http://www.cdc.gov/flu/weekly/summary.htm Centers for Disease Control and Prevention (2011, June 30). How flu spreads. Retrieved from http://www.cdc.gov/flu/about/disease/spread.htm Dallas County Health & Human Services. (04, 08 2013). Texas vaccine for children program. Retrieved from http://www.dallascounty.org/department/hhs/txvaccforchildren.html Fancher, Julie. "Dallas County offering free flu shots to all residents" DallasNews.com. The Dallas Morning News, n.d. Web. 30 Apr. 2013. http://www.dallasnews.com/health/diseases-cures/headlines/20121018-dallas-countyoffering-free-flu-shots-to-all-residents.ece Flu.gov. (2013). Seniors. Retrieved from http://www.flu.gov/at-risk/seniors Flu.gov. (2013). Children & infants. Retrieved from http://www.flu.gov/at-risk/seniors Kristin L. Nichol, Challenges in evaluating influenza vaccine effectiveness and the mortality benefits controversy, Vaccine, Volume 27, Issue 45, 23 October 2009, Pages 6305-6311, ISSN 0264-410X, 10.1016/j.vaccine.2009.07.006. Retrieved from http://www.sciencedirect.com/science/article/pii/S0264410X09010068 Martin, M., Bray, T., Kibler, J., Thibos, M., Wesson, T., & Hines, J. (2010, Decamber). South dallas research compilation. Retrieved from http://www.dallasindicators.com/Portals/8/Reports/Reports_Internal/South Dallas.pdf Medical City Dallas. (2013). Retrieved from http://medicalcityhospital.com/about/mission-vision-and-values.dot Planned Parenthood of Illinois. (n.d.). Flu vaccine image. Retrieved from http://www.plannedparenthood.org/illinois/flu-vaccine-40303.htm

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The American Red Cross. (2013). About us. Retrieved from http://www.redcross.org/tx/dallas-fort-worth/about The American Red Cross. (2013). Our History. Retrieved from http://www.redcross.org/about-us/history