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Case Study Children's Health of Orange County (CHOC)
Challenge The Joint Commission requires performance evaluations to be done at minimum once every three years. CHOC's goal was to have a minimum 60% completion rate for evaluations.
Solution VSys One and VSys Live - all hosted by VSys One.
Who Children's Health of Orange County is a regional pediatric healthcare network with a 334-bed main hospital facility in the City of Orange, and a hospital-within-a-hospital in Mission Viejo. CHOC offers many primary and specialty care clinics, more than 100 additional programs and services, a pediatric residency program, and four centers of excellence: The CHOC Heart, Neuroscience, Orthopaedic and Hyundai Cancer Institutes. Annually CHOC cares for about 185,000 children and has approximately 1,000 active volunteers.

CHOC began using VSys One as their Volunteer Management Solution in 2009. In 2013 they added VSys Live to provide their volunteers with a portal for self-management. They continue to expand their use of the product as they learn new features. Additionally, they use the VSys Kiosk for check-in and out. A total of six volunteer management staff use the system which is hosted by VSys.

What I love is that the product that we have today is not the same from nine years ago. It has evolved based on customer's feedback and requests. And I appreciate being able to call customer service with a problem, and then learning that there are features that are there to suit my needs. Karina Vargas, Resource Supervisor
Children's Health of Orange County

Recognizing that online evaluations (a paperless process) yield higher response rates than a paper process, and paper processes are more labor intensive to implement as they involve staff scanning forms, CHOC designed performance evaluations using online applications that are first completed online by the volunteer, then approved and commented on by the volunteer's supervisor.

VSys Live Applications

CHOC created two dynamic VSys Live applications: one for volunteers to complete and one for their supervisor to view and complete. Each of these applications contained the fields from the certification that were applicable to them - the volunteer only saw their fields to be completed, and when the supervisor approved them they would see the volunteer fields "read-only" and also be able to both view and edit the supervisor fields.


VSys sent automatic e-mails to eligible volunteers asking them to log into VSys live to complete their self-evaluations.

After each volunteer successfully finished their self-evaluations, a notification went automatically to the supervisor for them to complete the their evaluation. Towards the end of the process, a report could be run of performance evaluations that were missing supervisor evaluations, and that used to send a gentle reminder to to the supervisor.


CHOC ran occasional advanced exports to view which volunteers and supervisors needed to be reminded to complete their respective parts in the performance evaluations. Although no volunteer asked for a copy of their performance evaluation, they had the ability to print out a custom report that included their fields and the supervisor fields.


CHOC's goal was to get a 60% participation rate: they managed to get a 74.7% response from volunteers and supervisors!

I've spoken with other VSys One users from other hospital facilities, and was initially surprised at how differently they organize their data from us. But then I realized that this is the beauty in the products...we can turn it into what works for us. Karina Vargas, Resource Supervisor
Children's Health of Orange County