Nobody can tell me whose clearance expired.
Immunizations, checks and training dates live in a spreadsheet column. The problem shows up at the annual audit, months late.
Hospitals and health systems
Volunteer management for hospitals and health systems
Every site runs its own program, every clearance stays current, and the system director finally sees all of it in one place.
Trusted by
- Main Line Health
- University of Maryland Medical System
- CHUM
- CHU de Québec
- CHU Sainte-Justine
- CIUSSS de l'Est-de-l'Île-de-Montréal
Sound familiar?
What we hear from volunteer coordinators before they switch to Vome.
Each hospital runs its own system.
Every site keeps its own lists and sign-up sheets, and nobody at the system level can report across them.
IT won't approve another password.
Health system IT wants single sign-on and a completed security review before anything goes live.
SCREEN
Nobody reaches a patient with a step missed
An onboarding sequence runs training, documents and checks in order. Volunteers can't book a shift until every step is complete. See how it works →
- Immunization records and references uploaded by the volunteer
- Background checks through Sterling Volunteers and Verified First
- Expiry dates with reminders to the volunteer and the coordinator
- Yearly collection rounds for flu shots and annual declarations
BACKGROUND CHECK Background check · patient-facing roles Connected
Provider
Sterling Volunteers
Package
Healthcare · criminal record + identity
Applicant
Riley Tremblay
Status
- Awaiting consent
- Verification in progress
- Cleared
Renewal Auto-renew every 12 months
ORGANIZE
Each site independent, one view at the top
Give every hospital its own site with its own coordinators. They see only their volunteers. The system director sees and reports on everything. See how it works →
- Custom admin roles and permissions per site
- Shared volunteer database with site-level views
- Reports across all sites or one at a time
- Single sign-on for staff on the Ultimate plan
CUSTOM VIEWS Saved views
Active view North campus · expiring soon
Applied filters
- Site is North campus
- Flu vaccine or mask fit test expires within 30 days
- Status is Active
Sorted by expiration date · ascending
7 volunteers match
SCHEDULE
Companionship visits and the auxiliary gift shop, every week
Hospital volunteers commit to a regular slot. Assign them to a whole shift series at once, and let the wider pool pick up open shifts. See how it works →
- Shift series for recurring commitments
- Waitlists for popular roles
- No One Dies Alone vigil volunteers called in when a patient has no one with them
- Automatic replacement when someone cancels
- Kiosk check-in at the volunteer office
CREATE SHIFT Weekly companionship visits
Opportunity
Companionship program
When
Mon to Fri · 8:00 – 12:00
Repeat
Weekly until June 28, 2026
Capacity
Min 2 Max 6 Waitlist on
Reservation
InstantRequest approvalAdmin-assign
Visible to
Tag: Cleared · 18+ · Site: North campus
The requirements you answer to, covered
What hospitals have to show before a volunteer starts, and how Vome keeps it for you.
Clearances before patient contact
Volunteers in patient areas need current immunizations, background checks and training, renewed on a set schedule.
Vome tracks every expiry date, reminds both sides before it lapses, and opens a collection round each flu season so every volunteer who owes a new record is asked for it.
Security and privacy review
Health system IT expects single sign-on, strong privacy controls and a completed security questionnaire.
Vome is HIPAA compliant and signs a Business Associate Agreement (BAA), offers single sign-on on Ultimate, stores Canadian data in Canada and meets Quebec's Law 25.
From application to the ward
- 01
Apply
An application form with your screening questions, on your own recruitment page.
- 02
Screen
You review applications and decide who moves on, and when.
- 03
Onboard
A sequence runs training, documents and checks, and tells you when each step is done.
- 04
Assign
Place them on a weekly shift series, or release them to book open shifts.
Report more than hours
After each shift, volunteers answer a short form you design. The numbers add up on your dashboard for your board, funders and annual report.
- Patients and visitors supported
- Wayfinding assists
- Discharge escorts
- Gift shop hours
- Comfort rounds
- Companionship visits
Questions hospitals ask us
Straight answers about how Vome works for programs like yours.
Still have questions? Talk to our team
Can each hospital in our system manage its own volunteers?
Yes. Each hospital gets its own site with its own coordinators and permissions, and system-level admins report across all of them. Multiple sites are available on the Enterprise plan and up.
How do we know when a volunteer's clearance expires?
Every onboarding step can carry an expiry period. Vome reminds the volunteer and the coordinator before it lapses, and the expirations report shows everything due.
Can we collect flu shot records again every season?
Yes. Make the flu shot record an ongoing requirement, choose who owes it, and add a collection round (for example 2026-27 Flu Season) with an opening date, a deadline and a closing date, repeating every year. When the round opens, everyone who owes it is asked for it. You set it up once instead of editing expiry dates by hand every fall, and annual health declarations or confidentiality agreements work the same way.
Can we run our patient partner program in Vome?
Yes. Patient partners (patient and family advisors in many US systems) apply through their own form, sign the confidentiality agreement and complete orientation in an onboarding sequence, then join the committees and projects they're assigned to. Their profile keeps their experience and availability, and their hours are tracked like any volunteer's.
Do you support single sign-on?
Yes, on the Ultimate plan. Staff sign in with their hospital credentials, and access ends centrally when someone leaves.
Is Vome HIPAA compliant, and will you sign a BAA?
Yes. Vome is HIPAA compliant and signs a Business Associate Agreement (BAA). Canadian data is stored in Canada, and Vome meets PIPEDA and Quebec's Law 25.
Several hospitals or departments? Give each its own site and coordinators, with central reporting, on Enterprise.
Compare plansRun things a little differently?Vome molds to how your organization is structured and run: your sites, your roles, your forms, your steps.
Tell us about yoursReady to see it in action, or want a walk-through with our team?
Sign up for free or schedule a demo to see why thousands of volunteer managers and coordinators are choosing Vome.