Clinic sessions
A Tuesday evening clinic (5:00 to 8:30 PM), a Thursday day clinic, a wellness clinic on the 2nd Saturday of each month, a yearly health fair, and a front-office position for 3 volunteers at 6 hours a week.
For free and charitable clinics
Volunteer management for free and charitable clinics
Nehemiah helps free and charitable clinics credential and schedule volunteer clinicians. Each role gets its own checklist, and clinic nights fill from people who are cleared and free.
Last updated
- Roles in the clinic template
- 16 clinical and support roles, from physician to front desk
- Tracked by role
- Licenses, NPDB queries, BLS, TB, immunizations, HIPAA and OSHA training
- Expiration reminders
- 60, 30, 14, 7 and 1 days before a license expires; 30, 14, 7 and 1 for most other items
- Exclusion screening
- The OIG exclusion list every month; SAM.gov stays a staff check
- Clinic nights
- Recurring sessions that fill from people who are cleared and free
- Patient records
- Not stored. Nehemiah manages volunteers, not patients.
Requirements
What does a free clinic need to track for volunteers?
Paperwork that depends on the role. Everyone signs agreements and gets a background check and an exclusion check. Anyone who sees patients adds HIPAA training and TB screening. Licensed clinicians add a verified license, an NPDB query, malpractice coverage and the medical director’s credentialing approval.
- One checklist per role. Each volunteer is asked only for their own role’s items, never for the checks your team runs.
- One review queue. Nehemiah pre-checks each upload for the right document, name and dates. Clear reads can be approved for you; anything else waits in one queue for a person.
- Reminders before anything lapses. Licenses and BLS cards get a heads-up 60, 30, 14, 7 and 1 days ahead; most other items 30, 14, 7 and 1.
- No paperwork, no shift. Until blocking items are done, auto-fill won’t invite someone and the check-in kiosk asks them to see the coordinator.
Requirements by role in the clinic template
| Who | The volunteer | Your team |
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| Every volunteer All 16 roles |
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| Patient-facing roles Every role except General Support, which needs HIPAA training only |
| Reviews uploads the AI pre-check doesn’t clear |
| Hands-on clinical roles Providers, nurses, medical assistants, lab and phlebotomy, students |
| Reviews uploads the AI pre-check doesn’t clear |
| Licensed clinicians Physicians, NPs, PAs, RNs, LPNs, pharmacists, behavioral health counselors |
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| Specific roles |
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Volunteer credential and compliance tracking How to track volunteer credentials
Template
What does the clinic template include?
A clinic that’s ready to edit: 16 roles with their requirements, recurring clinic sessions, an application that collects license details, urgent emails and Autopilot recipes already switched on. Tell Ask Nehemiah what’s different about your clinic and it sets that up, with every change logged and undoable.
- Providers
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- Physician (MD/DO)
- Nurse Practitioner
- Physician Assistant
- Nursing
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- Registered Nurse
- Licensed Practical Nurse
- Clinical support
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- Medical Assistant
- Lab / Phlebotomy
- Pharmacy
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- Pharmacist
- Pharmacy Technician
- Behavioral health and language
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- Behavioral Health Counselor
- Medical Interpreter
- Patient services
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- Front Desk / Registration
- Patient Navigator
- Care, students and support
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- Chaplain / Prayer Partner
- Health Professions Student
- General Support
Also in the template
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Application form
Asks for license number and state, specialty, NPI, languages spoken and when each person can usually serve. License details land on their record, ready for credentialing.
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Urgent emails
“Clinic closed today” for weather or emergencies, and “Urgent: provider needed”, which lets a provider claim an uncovered session in one tap.
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Autopilot recipes, already on
Welcomes, paperwork chasers, expiration reminders, a hold when something expires, shift reminders, open-shift fill, thank-yous and a Sunday schedule digest.
Onboarding
How does a new clinical volunteer get onboarded?
The Volunteer Concierge runs it. It welcomes each new volunteer, asks only for what they can do right now, opens an approval to-do for your team, chases the role’s paperwork once you approve, and invites them to a first shift they’re cleared for.
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Sign-up
Maya applies for Lab / Phlebotomy
She writes “Thursday afternoons, 1 to 5.” Nehemiah saves “Every Thursday, 1:00 – 5:00 PM” to her profile and opens an “Approve Maya for Lab / Phlebotomy” to-do for your team.
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Right away
One welcome email
It asks only for what she can do now: the two agreements and an emergency contact, each with its own link. It never asks her for the background check or the exclusion check; those belong to your team.
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After your team approves her
The role’s paperwork
Within the hour (during sending hours, 9 to 6, Monday to Saturday), Nehemiah asks for her TB result, her Hepatitis B, MMR and varicella records and the rest of the Lab / Phlebotomy checklist. Each upload is pre-checked; clear reads can be approved for you, and the rest wait in your review queue.
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Days 2, 5, 9 and 14
Friendly follow-ups
If she stalls, reminders go out 2, 5, 9 and 14 days after her last step: by default between 9 AM and 6 PM, Monday to Saturday, never more than 3 a week. After the fourth, your team gets a “Call Maya” to-do.
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Cleared
Her first shift
Once she’s approved and every blocking item is done, Nehemiah invites her to the soonest open shift she’s cleared and free for, with one-tap Yes and No buttons.
You choose how much it does: Off, Assist (it drafts, your team sends), Autopilot or Full. Approving someone for a role is always a person’s call.
Scheduling
How do you schedule clinicians with irregular availability?
Set each clinic session up once as a recurring schedule, then give volunteers standing commitments like “every 2nd Tuesday”. When a session still has open spots, Nehemiah invites people who are approved for the role, have their blocking paperwork done and are free, with a one-tap Claim this spot link.
- Patterns that match real clinics. Every Tuesday evening, every Thursday, the 2nd Saturday of the month, or a one-day health fair.
- Standing commitments. A physician who serves every 2nd Tuesday is added to those sessions automatically.
- Availability in their own words. Volunteers write “Thursday afternoons, 1 to 5” and Nehemiah saves it as a schedule.
- Auto-fill from cleared people only. Starting 10 days ahead, it invites up to 4 people per open spot by default. First come, first served; extras join a waitlist.
- Cancellations re-offered. When someone can’t make it, the spot goes to the next best fit. For a last-minute gap, “Urgent: provider needed” asks your providers in one email.
- Front-desk check-in. A PIN-locked kiosk on a tablet records hours and flags anyone missing blocking paperwork.
Screening
Does Nehemiah check the OIG exclusion list?
Yes. Every month, Nehemiah checks your volunteers against the HHS-OIG List of Excluded Individuals/Entities (LEIE) and flags possible matches for your team. SAM.gov stays a staff check.
- Names are matched, and dates of birth too when both sides have one.
- A possible match keeps the person off the schedule while your team checks, and opens a to-do.
- The volunteer is never emailed about a match.
- The clinic template’s check covers OIG and SAM.gov, so a clear OIG result is recorded and your team still confirms SAM.gov.
- If the monthly list can’t be downloaded, nothing is approved.
Privacy
Does Nehemiah store patient information?
No. Nehemiah manages volunteers, not patients. Keep patient names and health details out of Nehemiah, including notes and emails.
Read next
Guides and comparisons for clinics
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What free clinics verify for volunteer clinicians, and how re-credentialing works.
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A step-by-step method, a sample role-by-requirement matrix and a reminder rhythm.
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How the long-standing hospital and hospice platform and Nehemiah differ, sourced and dated.
FAQ
Free clinic questions
Is Nehemiah HIPAA compliant?
No. Nehemiah manages volunteer records, not patient records, and we don’t sign BAAs today. Don’t store patient information in Nehemiah.
Security and privacy Does Nehemiah handle FTCA deeming?
No. Nehemiah tracks each clinician’s malpractice or FTCA coverage as a requirement your team confirms, renewed yearly in the clinic template. The deeming application itself goes to HRSA.
Credentialing volunteer clinicians How often are volunteer clinicians re-credentialed?
The clinic template renews license verification, the NPDB query and the medical director’s credentialing approval every 2 years. Items your team verifies show as expiring soon in your compliance matrix, and volunteers get reminders for the items they renew themselves. Change any cycle to match your policy.
How to track volunteer credentials We’re not in South Carolina. Does the clinic template still fit?
Yes. The South Carolina items (the state license lookup, the SC volunteer provider agreement and pharmacy technician registration) are there as examples. Rename, replace or remove any requirement or role, or describe the change to Ask Nehemiah.
Can health professions students volunteer?
Yes. The Health Professions Student role carries the patient-facing and hands-on clinical requirements plus a student supervision agreement, and a person approves each student for the role before they’re scheduled.
Can a requirement follow the flu season?
Yes. A requirement can be good through a set date instead of a number of months. The template’s flu vaccine counts through July 31 each year and doesn’t block scheduling, and it asks volunteers who decline to wear a mask during flu season.
How much does it cost?
Nehemiah is in early access, so there’s no public price list yet: each organization’s price is agreed with us directly.
PricingTell us about your volunteer program.
We’ll show you Nehemiah running with your own roles, schedule and paperwork.