Run a screening camp and track arrivals

From planning a free camp to counting how many referred people came for treatment, step by step, including offline screening and linking people to patient records.

A camp is worth what it brings back to the hospital. This walk-through follows one free eye camp from planning to the sponsor's report.

Before you begin

• The Charity module is on. See Camps & Outreach.
• If a donor pays for the camp, record their sponsorship first. See Donations & Funds.

Where to find it

Open Hospital → Finance → Camps & Outreach.

Before the camp

1. Click New Camp and fill in the name, place, dates, team lead and budget.
2. Choose Paid from (the fund) and Sponsored by (the sponsorship).
3. Set Status to Planned and click Save camp.

On the camp day

1. Open the camp and set Status to Running.
2. For each person, click + Screening, record them and click Save & next.
3. Always take the ID card number where you can. It is what links them later.
4. Tick Referred to the hospital for anyone who needs surgery, a clinic visit or glasses.
5. Record medicines handed out with Medicine.

No signal at the venue? Keep recording. The page shows how many screenings are saved on the device; click Sync now when you are back online.

After the camp

1. Set Status to Completed and enter What it actually cost.
2. Print the Transport list for the surgery-day pick-up.
3. As referred people come in, link them under These people look like patients on our register, or click Register as patient on their screening.

Report to the sponsor

1. Open the camp.
2. Read screened, referred, arrived, operated and cost per arrival.
3. Click Print Report and Outcomes.

The same numbers appear in the camp register in the Reports Library.

Common questions

A patient came but the camp did not count them. Their screening is not linked. Link it; arrival then counts any visit on or after the camp date.

The match suggests the wrong person. A phone number can belong to a whole family. Link only when the name and age agree.

Can I record a camp after it happened? Yes. Enter it with past dates and add the screenings from the paper register.