The problem your project solves

The solution you bring to the table (including technical details, architecture, tools used)

When a crisis situation hits organizations are in desperate need of medical volunteer resources. Today they lack the real time and secure database to find people with suitable competences. Searching, contacting and checking the availability of volunteers is very time consuming. More importantly it doesn't fully guarantee that additional help is secured.

The solution you bring on the table

VAAB is a secure real time medical volunteer management database

Volunteers can offer their skillset and help. Crisis leaders can easily find people with the right competences. They can send out a call to action to suitable volunteers. The volunteers can accept the call if available. Crisis leaders have a clear overview of acceptance without drowning into calls and emails.

The system is built keeping in mind being data secure and GDPR compliant

Technical details: Ruby on Rails, HTML, Bootstrap, API, Airtable etc.

What you have done during the weekend

• This weekend we built our MVP into a scalable platform. VAAB can be now used by any country to find extra back-up forces for healthcare organizations.

• We are in contact with the Latvian Government and they are very interested in adapting the system into local usage as well.

• We have started co-operation with LAMSA (Latvian medical student association

• We have offered the same software to other teams in the hackathon to be used so that every team in Europe could start helping their country today.

• We have been developing service design by improving our website www.vaab.ee, the organisation's registration forms and mapping even more reasons why people could join the platform on a voluntary basis.

• We are working on a bigger picture of the platform - how the system can support the organization even after the crisis has passed.

The solution’s impact to the crisis

VAAB gives the medical personnel back their time to fully focus on saving lives

VAAB has helped the biggest COVID-19 areas in Estonia with more than 1000 medical professionals and more than 200 mental health specialists. VAAB has saved 80 hours of valuable time for the crisis manager within just 15 call to actions.

Looking at the current situation we are convinced that in the future the platform will help Crisis and Human Resource Managers to save a critical amount of time.

“We came across a major resources based on the Estonian Medical Association (EMA) and the VAAB medical professionals volunteer-platforms. The national epicenter of Covid-19 epidemia is on Saaremaa island and thanks to EMA and VAAB we were able to assembly a comprehensive list of medical staff just in a day to support the Military Field Hospital at Saaremaa."

  • Prof. Peep Talving, MD, PHD - North Estonia Medical Center, Professor of Surgery, Member of the Board, Medical Director

According to Martin Kadai, Head of the Emergency Medicine Department of the Estonian Health Board, VAAB has already benefited a lot.

"The advantage of using VAAB is that the manager saves a huge amount of time in a crisis situation, which would otherwise be spent searching for and calling suitable people. At a critical moment, where every minute is counted, he can already deal with the following urgent issues,” said Kadai.

Our long term vision is to help other countries to digitalize and speed-up the way they gather professional volunteers in crisis situations in their country. WHO has also contacted VAAB and has shown interest in our project.

The necessities in order to continue the project

To develop this system fully we do need to cover technical and personnel expenses. At this point we are looking for co-operations and sponsorships to cover monthly expenses.

We have calculated that the minimum cost per month to run the project with personnel costs is 5000€

We are developing a business model to take a monthly subscription fee from the organizations. Up to 500 volunteers would be free to manage on our software. We will implement the business model after COVID-19 breakdown. Until then we are more than happy to support the organizations without using the business model.

The value of your solution(s) after the crisis

VAAB service model idea was developed in co-operation with multiple NGOs before the COVID-19 crisis. Due to the COVID-19 epidemic, we developed VAAB from idea to platform within days and urgently started gathering volunteers for supporting medical organizations.

We have received feedback from a number of hospitals and Health Board that the system is extremely necessary and would be a very important help and support for the healthcare system even in the non-crisis period. It would simplify finding extra backup seasonal forces to quickly find a replacement for a diseased specialist.

„The VAAB platform has been a great help to Kuressaare Hospital during the coronary crisis, but it is also a very good tool afterwards, e.g. during holidays or illnesses. The system is simple and secure, making it much easier for the hospital to find people with medical training.“

  • Lea Kalaus, Kuressaare Hospital Human Resources Manager

VAAB has also been mentioned in Estonian Womens Defence Forces development plan as a tool for gathering volunteers data.

This solution can help multiple organizations in which volunteer managers need a fast overview of the availability of their volunteers. For an example volunteer police, human rescue groups etc.

The URL to the prototype

The prototype can be found here:

http://vaab.herokuapp.com/

Log-in credentials: username: demo@vaab.ee pswd: d3M0p_a55w0rd

The URL to the pitch video

The pitch video can be found here: https://youtu.be/o6Stk_kxk2M

Inspiration

When a crisis situation hits organizations are in desperate need of medical volunteer resources. Today they lack the database to find people with suitable competences and call them to action.

Today’s situation is that volunteers information is kept in insecure excel sheets. It’s very time consuming to reach out and check the availability of volunteers.

What it does

VAAB gives the medical personnel back their time to fully focus on saving lives

Volunteers can offer their skillset and availability. Crisis leaders can easily find people with the right competences.
They can send out a call to action to suitable volunteers. The volunteers can accept the call. Crisis leaders have a clear overview of acceptance without drowning into calls and emails.

VAAB has helped the biggest COVID-19 areas in Estonia with more than 1000 medical professionals and more than 200 mental health specialists. VAAB has saved 80 hours of valuable time for the crisis manager within just 15 call to actions.

How I built it

We have built the first version using #nocode approach. We just used existing services such as Airtable, Typeform etc. Now that we know more specific needs we have built a scalable platform that can be used by any National Healthboard across the globe.

Challenges I ran into

First challenges were scaling the service and finding a viable business model

Accomplishments that I'm proud of

VAAB has helped Republic of Estonia Health Board, Regional Hospital, Kuressaare Hospital, Rakvere Hospital, Tartu University Clinic, Ida-Viru Central Hospital, Family Physicians Association of Estonia and numerous elderly homes across the country. VAAB has saved the crisis leader 80h of valuable time within just 15 call to actions.

According to Martin Kadai, Head of the Emergency Medicine Department of the Estonian Health Board, VAAB has already benefited a lot.

"The advantage of using VAAB is that the manager saves a huge amount of time in a crisis situation, which would otherwise be spent searching for and calling suitable people. At a critical moment, where every minute is counted, he can already deal with the following urgent issues,” said Kadai.

We are in co-operation with Republic of Estonia Ministry of Social Affairs, Republic of Estonia Health Board, Ministry of Economic Affairs and Communications, Accelerate Estonia, GDPR register and others.

What I learned

We learned that the main service flow matches with what is needed by healthcare organizations. VAAB is also needed after Covid-19. We have received feedback from a number of hospitals and Health Board that the system is extremely necessary and would be a very important help and support for the healthcare system even in the non-crisis period. It would simplify finding extra backup seasonal forces to quickly find a replacement for a diseased specialist.

What's next for VAAB - volunteer as a back up

Our long term vision is to help other countries to digitalize and speed-up the way they gather professional volunteers in crisis situations in their country. WHO has also contacted VAAB and has shown interest in our project.

We would like to expand our service outside of Estonia and help other countries with the same service. In this way Health Boards in different countries can start using it already today. We are already in contact with the Latvian government and we hope to co-operate with them soon.

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