Our team has put together these best practice documents for you, as a tool to help in the months leading up to camp or school starting and throughout the season. Please share these documents with your directors, administrative staff, nurses and health staff.
Each sections outlines ten to-do items. We recommend reviewing this document in full now, and referencing time-specific pages as you go
In this article:
After Signing Up
- You'll be given access to the application, and directed to complete information about your organization and provide details about your upcoming season.
- Meet with your health staff and leadership team to decide which forms you'd like included in your account. Make sure to review your health forms, permission slips, and activity releases. See Account Setup Checklist.
- We'll need you to upload a full list of your session and program names, along with the start and end dates for each. If you are using our online registration system, we'll also need you to include tuition and deposit amounts, as well as any add-ons or coupons.
- We need to know when you'd like to launch your account. Once we go live, your families will receive an email invite to begin completing the health information for their participants. For organizations using our online registration system, this will be the date that you can open your registration. If you have forms that take longer to complete (e.g. a doctor's physical form), we recommend giving your families at least a few months to complete the forms. After submitting your forms for approval, we will provide you with an estimated launch date.
- Introduce CampDoc.com or SchoolDoc.com to your families! Include information in confirmation packets, newsletters and your website. Take a look at our sample introductory letter; feel free to use it as you'd like and make any edits to best fit your needs.
- Once your test account is ready, do a thorough review with your team to make sure everything is included and laid out as you'd like. If there are any changes you'd like to make, work with your account manager until everything is perfect. See Test Account Checklist.
- If your organization is not using our online registration system, we'll need you to send on over a current registration list. If you have participants who will be attending multiple sessions, please list them on separate rows within the spreadsheet. It is very important that the session/program/cabin fields match in both the groups and participant spreadsheet so that the application can link each participant to the correct group.
- If your organization is using our online registration system, your account manager will send over a special link for you to post on your website where families can register!
- You'll want to get some provider accounts created too. You will need to decide what kind of access you want to give your nurses and health staff. There are no additional fees for provider accounts, and we recommend that every provider have their own account, with unique email addresses and passwords. Users should never share passwords.
- Include a link to our knowledge base on your website to help guide families. If your families have any questions please encourage them to contact our support team.
Please use the sample introductory letters below to introduce CampDoc or SchoolDoc to your families and participants.
We recommend you send a message like this every season so your families and participants know what to expect. Many of our organizations send these out in an email ahead of time, include it in their newsletters, or post them on their website. Feel free to use theses letters as you'd like and make any edits to best fit your needs.
- Choose at least one member of your team to be the CampDoc or SchoolDoc leader. You'll always be the front line for your families, and our organization find that it's helpful to have a representative from their organization who can answer general questions about our application if needed.
- Encourage your health staff and leadership team to take part in a training session, and read through our training materials. Participating in a training webinar will save you time in the long run and make for a smooth transition.
- Outline expectations and set guidelines for your families. Will you make exceptions and accept paper copies or faxed records of forms? We have found that our organization that have the best success are those who strongly encourage families complete the forms entirely online and only make exceptions on special occasions.
- Review our Support Guidelines so you can correctly relay what we are and are not able to do for your families. For example, we cannot enter health information for your families over the phone; this information is extremely sensitive and needs to be entered by the family directly.
- Check your News Feed for important notifications, especially bounced emails. If there are accounts with invalid emails, you will want to follow-up with the family to get their correct email address and delete the bounced email from the participant's account. Without a valid email, your families will not receive any notifications from our application.
- The alerts tab will also notify you of any demographic change requests. Families are not able to update their participant's name or date of birth without your approval. If you accept a change request, don't forget to update those changes in any external databases to prevent duplicate accounts from being created.
- If your organization is not using our online registration system, you will want to send us updated registration spreadsheets after the initial launch to make sure no one is left out. Most organization send updated spreadsheets every week.
- Plan to check-in with your families and participants a few weeks after the initial launch. Our organizations have found it extremely helpful to send an email to their families a few months before the first day, thanking those who have completed their forms ahead of schedule, and reminding those who still have missing information.
- Make sure your organization's office and health center have internet access and up-to-date hardware. You can connect to our application with the latest versions of Chrome, FireFox, Edge and Safari. You may use desktops, laptops, tablets or mobile devices.
- Set a downtime procedure. What will you do if you lose your WiFi connection or the power goes out? We recommend downloading and storing a backup copy of health profile PDFs to keep on a fully charged laptop or tablet.
- With your first day right around the corner, you'll want to make sure your nurses and health staff are familiar with our application. Encourage them to take part in a training session and read through the training materials. It is helpful to have them learn the system before the first day, and we recommend they explore filtering, reports, as well as the eMAR and health log early on. Invite them to contact us at any time, so we can answer any questions they have prior to the first day.
- Your staff should begin reviewing accounts. Decide who from your team needs to be part of the review process (e.g. administrative staff, nurses, physicians). The system has two default categories, a general review and medical review, but these can be modified and additional review categories can be added on the Settings page if needed.
- Your review team will want to check completed records to make sure all documents look legible and up-to-date. If a family uploaded an incorrect or illegible document, you'll want to contact them and make sure they provide an updated document before their session begins.
- As you review your health records, look for any red flags and contact families for participants that may need to provide additional details. For example, if you notice that a family listed that their participant has a history of asthma, but there are no asthma medications listed, you may want to contact them to clarify. Use the Notes section to keep track of the communication.
- Consider adding additional note categories for your organization. The Notes section is an internal communication tool for you to keep track of any special issues or outstanding items that need to be addressed about your participants. Think of notes as an electronic sticky note!
- Consider increasing the frequency that reminder emails are sent to help encourage families in completing their accounts. You can adjust the frequency to any interval at any time you'd like.
- Some families will always require a little extra encouragement to complete their forms. We recommend sending personal emails or calling families who have not started completing their accounts to ensure a smooth check-in day.
- If you've collected any paper forms from families, make sure to upload them into each participant's health profile before the first day. We strongly advise against keeping records in multiple formats (paper vs electronic), so in the event of an emergency you are accessing all records in the same place.
- Are there any special locations at your organization that you want to include in the Health Log? If so, you can add these on the Settings page!
- Make sure to update your account with any participants who change sessions or cancel. This will help make sure that your families receive correct email reminders, and that all of your reports are correct on the first day. You may also want to create a “duplicate report” and merge extra participant accounts, to avoid confusion for future sessions and summers.
- Create a plan for families that did not complete the health information prior to the first day. Consider having a tablet or computer workstation onsite for families to complete and update information for their children on the spot.
- At check-in, make sure that the medications for every participant match their medication confirmation form and the medication entries in their health profile. Discuss any discrepancies with families.
- Are there special issues that you need to discuss with parents at drop-off? Print out a Notes report to follow-up and discuss any of these outstanding items with families at check-in.
- Do you want to include cabin or team data in your account? Once cabin or team assignments are finalized, if you want to filter by cabins or teams for reports, send us over an updated spreadsheet, including a column with cabin or team data.
- Is there any special health information your unit leaders or counselors should know about? Consider creating a medication summary report, so they are aware of when their participants take medications. Or maybe create a custom report of those participants with asthma or other chronic conditions.
- Does your kitchen need a list of participants with food allergies? Print out an allergy report for them!
- Decide how you will administer medications. Will you chart using the paper medication administration record (MAR) or electronic medication administration record (eMAR)? If you do not have internet access where you dispense medications, it may be best to chart by hand using the paper MAR.
- Every time you administer medications, double check and make sure that every participant received every medication. If you are using the eMAR, filter for participants with missing medications.
- Contact families who never completed their accounts; they can still complete their health profile online even after the first day. You may also update participant health profiles for them over the phone, or may have families fax you any missing documents.
- Start charting any illnesses or injuries in the Health Log. The Health Log is set up as a SOAP note (an acronym for subjective, objective, assessment, and plan), a standard method of documentation most healthcare providers are familiar with. Check your alerts for any participant's that require follow-up (e.g. a participant scraped their knee earlier in the week, and your nurse needs to follow-up in a few days to make sure everything is healing properly).
End of Season
- Check for unlock requests; these are families who need to update health information for their participants. You will get an alert notifying you of unlock requests. You can accept or deny their request. If you approve an unlock request, make sure to review what updates were made. Does the participant have a new dietary restriction? Did the family add a new medication?
- Create a risk management policy. Will your nurse review the health log statistics to look for trends at the end of every session? With a quick analysis, you may be able to catch an infection from spreading through a particular cabin, or prevent additional sprained ankles during a basketball game. Discuss with your staff ways you may be able to reduce common illnesses and injuries.
- Do you need to send a copy of any illness/injury reports home with participants? Download or print out health log visits to provide to families.
- Have any nurses or health staff left? You may want to deactivate their provider accounts, if they no longer need access to participant health information.
- Debrief with directors, administrative staff, nurses and health staff. Discuss what went well and areas that can be improved. At any time throughout the season, let us what we can do to improve your experience. If you need suggestions on best practices, or if there is a report or filter you'd like to see added in, we'll do our best to guide you and make improvements mid-summer.
- Do you have a specific example of how our application was helpful in improving the health and safety at your organization? We would love to feature you in a case study. Contact your account manager and let them know!
- At the end of the summer, while everything is fresh in your head, review your health form. Were there any important medical questions you forgot to ask that you'd want to include next year? Were there any questions you'd want to remove?
- Don't worry, even though the summer is over with, you'll still have access to your account. You can pull up health profiles, reports or illness/injury data at any time in the off-season.
- Keep an eye out for our end of summer survey. We love feedback and use your suggestions to make improvements and add new features for future summers.
- Love CampDoc.com or SchoolDoc.com, and ready to sign up again? Let us know! :)