Six free Excel workbooks for hospices, free and charitable clinics, and health nonprofits. No account, no email gate. Find them on the hub at volunteerbadge.com/health-volunteer-toolkit or under Health & Wellness Toolkit on volunteerbadge.com/tools.
Read this before putting a name in any of them
A spreadsheet is a poor container for health information — easy to email, easy to copy, and it does not log who opened it. Where you have a clinical or case-management system, that system is the right home for anything identifying a patient. Where these workbooks do touch identifiable information, decide four things before the file exists: where it lives, who can open it, how long you keep it, and how it is disposed of. If you store or sync it through a cloud service, that vendor may be a business associate and an agreement may be required. None of these is a HIPAA compliance program.
The six workbooks
- Hospice Volunteer Hours Calculator — a Medicare condition of participation requires hospice volunteers to provide at least 5% of the total patient care hours of paid employees and contract staff, with fundraising and board service not counting. The workbook categorises each entry, totals the paid hours you mark for inclusion, shows the calculation step by step, and reports the shortfall in hours. It does not say “compliant”.
- Volunteer Clinician Credentialing & Privileging — every credential stays NOT VERIFIED until both a primary-source check date and the name of the checker are recorded. A clinician with any unverified credential outranks every other status on their row.
- Volunteer Health Clearance Tracker — status and expiry only. There is no column for a result, a diagnosis or the reason for an exemption, deliberately.
- HIPAA Training & Access Register — training, refresher due dates, confidentiality agreements and access scope; its status keeps reporting ACCESS NOT REMOVED for anyone who left until the removal is recorded.
- In-Home Visit Safety Log — check-out, expected return and an overdue calculation for volunteers visiting alone. Nothing in it alerts anybody— a named person has to own the check, and Settings has a cell for their name.
- Sliding Fee Scale & Eligibility Worksheet — you enter your own guideline table and adopted discount tiers; it applies them consistently and records the guideline year so a stale table is visible rather than silent.
What arrives empty, and why
The vaccination-style requirement lists, the poverty guideline table and the discount tiers all ship blank. Poverty guidelines are issued annually and differ for Alaska and Hawaii; screening requirements are set by your state, local health authority and setting; a discount schedule is a policy your board adopts. A workbook shipping figures would apply last year’s numbers to this year’s patients and nobody would notice, which is worse than a blank somebody has to fill.
Disclaimers
Each download ends with a Terms & Disclaimer tab. VolunteerBadge and ScreenForge Labs, LLC are not affiliated with the Centers for Medicare & Medicaid Services, any accrediting organization or any state survey agency. The hospice calculator produces no compliance determination. The credentialing tracker performs no verification — licensure and sanction status must be confirmed at the primary source by someone qualified to do it. Nothing here is clinical, legal or insurance advice.
Where screening fits
None of the six is a screening product. Volunteers in this sector are frequently alone with people who are unwell, frail or cognitively impaired, which is where identity verification earns its place. VolunteerBadge screens volunteers for $5 each with photo-ID and biometric verification.