How To Join HOPES Staff

All EVMS students are invited to apply for HOPES Staff.

More than 130 EVMS students run HOPES.  Most positions are selected in January or September. Those who apply for HOPES Staff are encouraged to take Junior Clinician or Front Desk shifts to become familiar with HOPES operations. Please remember that only busy students with exams run HOPES - there is no office staff.

 

HOPES chooses new staff members using the same process as the residency match.  You may be asked to interview for more than one position.

Below, you can find descriptions of all HOPES Staff positions. If you have a question about a particular position, feel free to email the person who currently holds the position or leads the team. Please direct general questions to the Student Relations team at hopes4students@googlegroups.com.

 

All HOPES staff members are required to attend quarterly Clinic meetings. Overall time commitment varies by position.

 

In addition to the job descriptions below, you may find this interest matrix to be helpful.

The Teams

Case Managers

Lead: Rohini Siva, MD'23

Job Description: Case managers are assigned 2 to 3 clients and are responsible for assisting clients with managing their clinic visits and healthcare needs. Case managers are expected to communicate with their clients on a regular basis and assist clients with any concerns regarding their healthcare, such as prescriptions, medical appointments, and specialty referrals.

Time Commitment: Up to 3 hours per week, depending on the client's needs.

Continuity Coordinators

Leads: Eunice Wu, MD'22, Yasmina Abdous, MM'20 and Kathy Hopkins, MD'22

Job Description: The Continuity Coordinator team is a diverse and dynamic group of approximately 15 people. It allows students to explore nearly every facet of patient care. Each continuity coordinator is responsible for:

  • Patient education and follow up after each visit to the clinic

  • Using appropriate resources to manage patient referrals

  • Scheduling patients and making reminder calls regarding a patient's upcoming visit

  • Patient follow up between clinics involves communicating with case managers, following up with lab results, identifying a patient's physical and socioeconomic needs, and overseeing patient education programs

Time Commitment: Duties are performed on a rotating schedule. Time commitment for phone duties ranges from 1 to 2 hours. Time commitment for clinic duty ranges from 4 to 5 hours. You can expect to have 0 to 2 clinic shifts per month and 1 to 3 phone shifts per month.

Eligibility: MD, MPA and MM classes prior to rotations.  Summer availability is a plus.

Information Technology

Leads: Pierce Publico, MM'20 and Ayan Ali, MD'22

Job Description: The EMR/IT Team is responsible for:

  • Ensuring the Clinic's HIPAA compliance

  • Leading the transition to an electronic medical record system

  • Assisting with clinic research on the EMR platform

  • Constructing and maintaining the EVMS HOPES Clinic website and the internal wiki

Time Commitment: Up to 4 hours per week.

Eligibility: All students are eligible.  Summer availability is a plus.

Innovations

Lead: Parth Patel, MD'22

Job Description: The HOPES Innovations Team is built upon the initiative and creativity of individual Innovators, each of whom takes the lead on one or two innovative projects each semester with the purpose and design to improve the services and accessibility of HOPES to the community it supports. As a student-run free clinic that is constantly evolving, creative solutions to complex problems are essential to our mission of expanding our services, offerings, and capacity at HOPES. Although open on Wednesday and Thursday nights, the business of HOPES Clinic requires constant attention, much of which falls upon the shoulders of the Innovations. Innovations provides a creative license to introduce new concepts to clinic and our presence in the community while also refining the method that we deliver a first class level of care. HOPES Clinic must continue to evolve in order to meet the growing demand of healthcare within the city of Norfolk.

Time Commitment: Up to 6 hours per week. Schedule is flexible.

Eligibility: All students are eligible.  Summer availability is a plus.

Laboratory Services

Leads: Vivian Burton, MD'23

Job Description: The Lab Team runs in-house lab protocols, including blood glucose, urinalysis, pregnancy tests, peak flow, hemoccult, and EKG. We are also in the process of adding new machines allowing us to perform hemoglobin A1C testing, metabolic panels, and kidney function testing. Lab Team members are also responsible for maintaining a consistent history of inventory. Outside the lab, duties include:

  • Coordinating with Development Director to obtain official lab certification

  • Obtaining new lab equipment

  • Expanding lab protocol capabilities

  • Updating current lab protocols

  • Replenishing lab supplies

Time Commitment: Up to 6 hours per week. Team members work 1 to 2 clinic shifts per month (on Wednesdays and Thursdays).

Eligibility: All students are eligible.  Summer availability is a plus.

Monitoring, Evaluation and Quality (MEQ)

Leads: Charlotte Chambers, MD'22

Job Description: The MEQ Team aims to utilize evidence-based clinical practice to help supplement patient care and discover areas for quality improvement within the clinic. This team collects, analyzes, and reports metrics and research to help establish how our clinic is performing and how we need to progress to enhance patient care and the volunteer experience.

Time Commitment: Up to 6 hours per week. Team members work 1 to 2 clinic shifts per month (on Wednesdays and Thursdays).

Special Skills: Students with research experience who are familiar with Microsoft Excel are encouraged to apply.

Eligibility: All students are eligible.  Summer availability is a plus.

Professional Relations

Lead: Sekar Novika, MD'22 and Tyler Fraga, MD'22

Job Description: The Professional Relations Team is responsible for staffing regular and specialty clinics with attending physicians, resident physicians, physician assistants, and other professionals. The Team's objectives include:

  • Maintaining good relationships with existing volunteer professionals

  • Recruiting new volunteers through direct outreach and indirect referrals

  • Maintaining state documentation for volunteers

  • Designing and deploying new outreach and scheduling methods

Time Commitment: Up to 6 hours per week. Schedule is flexible.

Eligibility: MD and MPA students are eligible.  Summer availability is a plus.

Referral Coordinators

Lead: Ty Tran, MD'22 and Abigail Fariscal, MD'22

Job Description: The Referral Coordinator collects the necessary documents and sends them to the appropriate clinic or clinics for patient referrals from HOPES. The Referral Coordinator also follows up on referral statuses, updates documents necessary for referral tracking to Practice Fusion, and acts both as point person for referral questions and liaison between HOPES and the clinics HOPES refers to.

Time Commitment: Up to 6 hours per week. Schedule is flexible.

Eligibility: MD and MPA students are eligible.  Summer availability is a plus.

Shift Managers

Leads: James Reese, MD'22 and Tyler Glendrange, MD'22

Job Description: The role of the Shift Manager is to create and sustain an effective clinic flow for patients, student volunteers, and attending physicians. Shift Managers collect and communicate the weekly clinic plan, and work with other leaders to solve planning issues as they arise. This role is responsible for:

  • Clinic setup and cleanup

  • Volunteer orientation at the start of clinic

  • Adherence to professional standards

The Shift Manager defends smooth clinic operation by serving as a gatekeeper to proposed operational changes. The team is responsible for specialty clinics on Wednesdays, and regular clinics on Thursdays. All team members are trained to support Women's Health and other specialties.

Time Commitment: Up to 6 hours per week. Team members work 1 to 3 clinic shifts per month (on Wednesdays and Thursdays).

Eligibility: MD and MPA students prior to starting rotations. Summer availability is a plus.

Student Relations

Lead: Sekar Novika, MD'22 and Tyler Fraga, MD'22

Job Description: The Student Relations team is responsible for staffing regular and specialty clinics with student volunteers in the roles of Senior Clinician, Junior Clinician, and Front Desk volunteer. To accomplish this important task, the team runs orientation sessions for new students and manages the monthly clinic sign-up process. Essential is to position is maintaining a fair system that gives all EVMS students the opportunity to get involved at HOPES. The Student Relations team also runs the HOPES staff application process, managing applications for all staff positions.

Time Commitment: Up to 6 hours per week. Schedule is flexible.

Eligibility: All students are eligible.  Summer availability is a plus.

Specialty Coordinators

Dermatology

Coordinator: Erin Bartholomew, MD'22

Job Description: Work with the faculty adviser to produce and promote dermatology services at HOPES.  Recruit and retain attending physicians.  Establish and maintain stable processes for clinic events specific to dermatology.  Investigate and pursue opportunities to provide new services, seeking input and approval from the HOPES board at each stage.  Define Clinic Manager and Continuity Coordinator tasks specific to dermatology.  Work with the Clinic Coordinators and other HOPES leaders to recruit, train and schedule clinic staff.

Time Commitment: Up to 6 hours per week. Schedule is flexible.

Eligibility: MD and MPA students are eligible.  Summer availability is a plus.

Ophthalmology

Coordinator: Jody He, MD'22

Job Description: Ophthalmology clinic coordinator responsibilities involve scheduling attendings and setting up clinic once a month. Everything is done via email and non-clinic time commitment is very low, approximately 1 hour/week. Most non-clinic work involves confirming clinic dates with physicians, clinicians, and the local Lions Club. Clinic runs once a month and the coordinator is there from 5:30PM to 9:30PM on clinic nights.  The clinic coordinator meets with a member of the local Lions Club at HOPES at 5:30PM who drops off/picks up additional equipment for clinic. The coordinator then orients all the patients, clinicians, and attendings and explains clinic flow. As patients arrive the coordinator ensures they're properly checked in, evaluated, and discharged. After the last patient is seen, the coordinator ensures all the equipment is properly stored and that clinic is appropriately broken down.

Time Commitment: About 1 hour per week on non-clinic weeks. Four hours in clinic once per month.

Eligibility: MD and MPA students are eligible.  Summer availability is a plus.

Orthopedics

Coordinator: Alex Vo, MD'22

Job Description: The Orthopedics Coordinator is responsible for:

  • Establishing clinic dates with the attending physician

  • Assigning third year surgery clerks to clinic dates to be Senior Clinicians

  • Ensuring adequate materials for cortisone injections

  • Exploring opportunities to get patients physical therapy or surgical treatment

Time Commitment: Up to 6 hours per week. Schedule is flexible.

Eligibility: MD and MPA students are eligible.  Summer availability is a plus.

Women's Health

Coordinator: Emily Breeding, MD'22 and Ariana Spiegel, MD'22

Job Description: Women's Health at HOPES operates weekly clinics and provides a growing list of services.  The Women's Health Coordinator produces and promotes the HOPES Women's Health Clinic in a role similar to the regular Clinic Coordinators. Specific job duties include:

  • Recruit and retain attending OB/GYN physicians.

  • Maintain stable processes for clinic events specific to Women's Health, such as pap smears, microscope setup, and Medicaid paperwork.

  • Work with external vendors such as LabCorp to procure services, and resolve clinic flow and patient follow-up issues resulting from successful engagement.

  • Define Clinic Manager and Continuity Coordinator tasks specific to Women's Health.

  • Work with the Clinic Coordinators and other HOPES leaders to recruit, train and schedule clinic staff.

Time Commitment: Schedule is flexible.

Eligibility: MD and MPA students are eligible.  Summer availability is a plus.

Board of Directors

Members of the Board of Directors oversee clinic operations.  BOD members plan, execute, enforce, evaluate, and revise clinic policy with the goal of making HOPES Clinic a lasting entity that can serve the healthcare needs of citizens of Norfolk without other access to healthcare.  BOD members must be organized and efficient managers of the various student teams they oversee.  Strong skills in time management and delegation allow for successful clinic leadership when faced with competing academic priorities.  Strong skills in facilitating teamwork amongst various members of the HOPES staff are critical to be able to accomplish our goals and mission given our limited time and resources.

Members of the board of directors are expected to:

  • Protect the health of the clinic

  • Resolve conflicts and competing priorities

  • Stay on top of clinic events and issues

  • Delegate tasks and load-level the work of clinic leadership

  • Define and/or approve high-level roles and responsibilities for student volunteers

  • Define and/or approve goals and objectives for the clinic as a whole

  • Choose and promote clinic projects and improvements

  • Maintain a high profile for the clinic among the EVMS and Norfolk communities

Co-Directors of the Board

Co-Directors: Sukhpreet Kaur, MD'21 and Courtney Wallace, MD'21

Job Description: The HOPES Co-Directors:

  • Take responsibility for the HOPES Clinic

  • Respond to pertinent emails within 24-48 hours

  • Oversee all aspects of the management and administration of clinic

  • Manage / Attend all administrative functions or presentations on behalf of the clinic

  • Meet with various community leaders, political figures, EVMS admin and NPH admin as needed

  • Schedule and preside over all BOD meetings

  • Meet with Medical Director regularly

  • Responsible for successful succession

  • Perform any other duties necessary for clinic to function

Time Commitment: 5 to 10 hours per week. Involves frequent daily responses to clinic concerns. Also required to attend twice-monthly board meetings, monthly clinic committee meetings, regular team meetings, training sessions, and outreach events.

Eligibility: MD and MPA students with substantial HOPES experience, preferably with previous staff membership.

Clinic Coordinators

Coordinators: Haley Ward, MD'23, Callie Dacyczyn, MD'22 and Brianna Kelly, MD'22

Job Description: HOPES clinic coordinators work together to manage the overall plans for twice-weekly evening clinics, bringing together physicians, students, patients and specialty coordinators to ensure good patient care, good student learning, and smooth overall operation. Clinic coordinators serve on the board as the primary clinic liaisons, with additional duties such as representing EVMS and setting long term clinic vision and goals. During clinic, each clinic coordinator connects the other student leaders who oversee a subset of clinic operations. A clinic coordinator is present at all times during each clinic. Between clinics, clinic coordinators work to solve a few daily issues escalated by patient continuity coordinators. Clinic coordinators set the agenda for, and run, the monthly clinic leadership meeting. A minimum weekly commitment of ten hours is required. Fifteen hours per week is typical.

Time Commitment: 10 to 15 hours per week. Involves frequent daily responses to clinic concerns. Also required to attend twice-monthly board meetings, monthly clinic committee meetings, regular team meetings, training sessions, and outreach events.

Eligibility: MD students with substantial HOPES experience, preferably with previous clinic committee membership. However, new applications are also welcome. Summer availability is a plus. One  or two Clinic Coordinators are selected in the Spring from the M1 class.  The other Clinic Coordinator is selected from among the Medical Masters graduates who will be starting the MD program at EVMS.

Director of Patient Continuity

Director: Heidi Roeber, MD'21

Job Description: This role is envisioned as "ConCoord on the Board".  The Director of Patient Continuity promotes and supports the work of the Continuity Coordinator team in promoting and supporting the health of uninsured Norfolk adults.  Working with the Concoord leads and the larger team, the Director prioritizes identified barriers to care for HOPES patients, promoting solutions and supporting improvement.  The Director works with other board members and team leads to ensure high quality patient care, and reaches out to community partners to build relationships and solutions for HOPES Concoords and our patients.  The ConCoord team and its leads bear responsibility for stabilizing and improving processes, coming to the Director for support and as a referee.  The Director of Patient Continuity promotes HOPES as a community resource: an integral part of Norfolk healthcare for the underserved.

Time Commitment: 4 to 6 hours per week. Involves frequent daily responses to clinic concerns. Also required to attend twice-monthly board meetings, monthly clinic committee meetings, regular team meetings, training sessions, and outreach events.

Eligibility: MD and MPA students with substantial HOPES experience and previous clinic committee membership, preferably as a concoord.  Summer availability is a plus.

Director of Quality

Director: Molly Snyder, MD'21 and Jason Shugoll, MD'21

Job Description: Duties include:

  • Continuously evaluate clinic operations

  • Coordinate strategies to increase quality and efficiency

  • Ensure that HOPES volunteers and clinicians comply with all applicable EVMS and government privacy, research, and data security policies

  • Consult with the EVMS Director of Quality on best practices for clinical operations

  • Direct the measurement of clinic flow

  • Design, produce and manage clinic improvement projects

  • Create and continuously improve review processes, such as chart review, prescription review, and appointment show rates and followup rates

  • Prepare periodic reports on clinic operations at the direction of the HOPES BOD and Medical Director

  • Provide clinic data to the Development Director for use in grant applications

  • Plan, support and oversee research projects involving HOPES

  • Create and maintain data collections for use in future research projects

  • Recruit, staff, schedule and supervise the research team as IRB studies are deployed in clinic

Time Commitment: 4 to 6 hours per week. Schedule is flexible. Also required to attend twice-monthly board meetings, monthly clinic committee meetings, regular team meetings, training sessions, and outreach events.

Eligibility: MD and MPA students with substantial HOPES experience, preferably with previous clinic committee membership.  Summer availability is a plus.

Director of Innovation

Director: Parth Patel, MD'22

Job Description: Duties include:

  • Organize an annual budget

  • Serve as treasurer

  • Coordinate, author and administer grants in conjunction with the EVMS Foundation through the EVMS Office of Development

  • Complete applications for other gifts, such as the Student Fund

  • Actively search for new modes of fundraising

  • Assist with other BOD responsibilities

Time Commitment: 4 to 6 hours per week. Schedule is flexible. Also required to attend twice-monthly board meetings, monthly clinic committee meetings, regular team meetings, training sessions, and outreach events.

Eligibility: Students with substantial HOPES experience, preferably with previous clinic committee membership.  Summer availability is a plus.

Director of Specialty Clinics

Director: Christian Sanchez, MD'22

Job Description: Duties include:

  • Oversee operations of HOPES Specialty Clinics

  • Serve as a liaison between the specialty clinics and the Board of Directors

  • Assist with other BOD responsibilities

Time Commitment: Up to 4 hours per week. Schedule is flexible. Also required to attend twice-monthly board meetings, monthly clinic committee meetings, regular team meetings, training sessions, and outreach events.

Eligibility: Students with substantial HOPES experience, preferably with previous clinic committee membership.  Summer availability is a plus.

Director of Laboratory Services

Director: Jessica Corder, MD'21

Job Description: Duties include:

  • Oversee operations of Lab Services

  • Serve as a liaison between the lab team and the Board of Directors

  • Assist with other BOD responsibilities

Time Commitment: Up to 4 hours per week. Schedule is flexible. Also required to attend twice-monthly board meetings, monthly clinic committee meetings, regular team meetings, training sessions, and outreach events.

Eligibility: Students with substantial HOPES experience, preferably with previous clinic committee membership.  Summer availability is a plus.