Glossary of Commonly Used Terms

Account - Organization

An account should be created for every organization that DocNetwork works with and should generally have the same name in the app and in Salesforce.

Account - Participant

Financial record and history of individual participant.

Account Manager

See: Client Success Manager.

ACH Return

A bounced payment, whether due to lack of funds or incorrectly entered account information.

Ambiguous                        Name Conflict

A conflict that indicates duplicate profiles exist for a name and birthdate

App

The SchoolDoc or CampDoc software platform. You can access the platform/app through any web browser. The platform is not a separate mobile app that needs to be downloaded.

Attendance Type

Customizable categories that can provide additional, contextual information in reports. They include categories like "Morning Activity" or “Art Class” rather than the specific session, program, or location captured in registration

Attendance - Record

The full list of Timelines for a single Profile.

Attendance - Timeline

An isolated series of Events from Check In to Check Out.

Attendance - Event

A single entry in the Timeline; either Check In, Attendance, or Check Out.

Audit

A feature that allows users to make changes to your Attendance Records.

Auditor

A provider with permission to access the Attendance Auditors’ tab.

Authorized User

A person owning an email address which can be used to view and edit a participant’s profile

Branding

How a client can customize their DocNetwork application including the log-in page, participant portal, and registration page.

Chargeback

A line item identifying that a transaction was disputed by a user through their credit card company, and the dispute was resolved in their favor, resulting in a return of the funds to the credit card holder.

Client Success                    Lead

The Client Success Lead (CSL) manage a team of pods (or a squad) and oversee the overall portfolio of accounts and the clients experience. The CSLs are some of the most experienced CS team members, and are more behind the scenes and not as directly client-facing as the CSM and IS roles.

Client Success                    Manager

The Client Success Manager (CSM) is the primary point of contact for an organization. They are responsible for the overall business relationship between the organization and DocNetwork. Client Success Managers used to be “Account Managers” so you may see reference to “Account Manager” on older documentation.

Completion Status

The percentage of a Health Profile that has been completed.

Conditions

Options used to filter profiles within the List Builder

Conflicts

A warning the application gives when it recognizes that a registration has information that might not match  the information currently in the account.

Coupons

Discounts or credits offered by your organization (e.g. early bird, sibling, scholarships).

CSV

A file format in Reports which can be edited in a program that allows spreadsheets, such as Excel or Google Sheets.

Custom Labels /                Oliver’s Labels

See also: Oliver’s Labels. A DocNetwork partner offering participants the chance to order high quality labels for the belongings they’re taking to camp. Note: On the participant side these are called “Custom Labels,” but to providers these are called “Oliver’s Labels.”

Custom Text

Text that appears during registration that clients can customize on the Registration Setup page to fit their specific needs.

Customer Support Specialist

The experts at answering questions about the application, responding to complaints, and troubleshooting issues. The support team works with both clients and customers.

Data Import

A participant spreadsheet containing registration information. A DocNetwork team member imports these files

Demographic                      Information

Includes the name, birth date, sex, and (potentially) an identifier of a profile.

Deposit

The upfront fee the participant will have to pay at the time of registration. The deposit cannot be shared between sessions. 

Due Date

The ideal date the organization requests Health Profile forms should be completed by.

Duplicate Profiles

Two profiles that are intended to reference the same participant but cannot be distinguished because one or more are missing a birthdate or identifier.

Edits

Any requested change to the account, typically referring to Health Profile or Registration related changes.

EHR (Electronic                  Health Record)

The collection of forms that an organization requests us to create (may not always be health related in nature).

EHR Organization

Organization that only uses DocNetwork for Electronic Health Records and not for its registration tool.

eMAR (Electronic Medication                        Administration Record)

Feature to electronically chart medications.

Emergency Plan

Feature used to communicate contact information and emergency plans to participants and their families.

Existing Profiles

Participants that already have a profile in the organization’s account.

Expirations

A feature used to prompt participants to either re-enter time-sensitive information (i.e. medical information), or review & confirm past year’s information.

External Payment

A line item used to record a payment accepted outside of the DocNetwork system, such as a physical check or cash.

Groups

Different hierarchical levels of the organization’s sessions/programs that the app uses to create the Group Structure.

Group Structure

The hierarchy in which sessions and programs are organized within the application.

Health Log

Feature used to track illness and injury complaints.

Health Profile

A list of questions customized for an organization based on the forms submitted during setup.

Hidden Sessions

A session that organizations want hiddenfrom the participants so that they can register participants manually from the provider portal (e.g. they have an Application and Accepted session, and the participant’s applications need to be reviewed before they can be move to the Accepted session)

Hide Capacity

Hiding capacity from participants/parents when registering

Identifiers

A sequence of numbers, symbols, and characters that are used to identify a specific profile.If an organization uses identifiers, profiles will be matched according to these identifiers and not according to name and birthdate.

Immunization Module

The module where participants either upload their immunizations dates via a document upload or input them manually.

Implementation                Specialist

The Implementation Specialist (IS) works with our clients to custom build and update their electronic health forms and registration system. The IS is an expert on the way our platform operates and the best way to set up groups, forms, and registration.

Import - Hard Sync

Information in the spreadsheet will replace all registration information currently in the account.  This means that if a registration exists in a profile but not in the spreadsheet, the registration in the profile will be deactivated. A Hard Sync does not replace current users and user email addresses; it can only add new users.

Import - Normal Sync

Information in the spreadsheet will be added to the information already included in the account

Import - Soft Sync

 Information in the spreadsheet will update and replace registrations solely for profiles included in the spreadsheet. Profiles not contained in the spreadsheet will not be affected.

Import Template

Preformatted file you use to complete your import.

Landing Page

The first page a participant sees after they log into their CampDoc/SchoolDoc account

Line Item

An entry in a bookkeeping ledger used to record a financial transaction.

List Builder

Feature used to filter lists of participants and providers into more specific lists based on specific conditions

Lockout Date

The last day participants can make changes to a profile that is 100% complete. Profiles that are incomplete are not locked regardless of the lockout date.

Medkit

Icon at the top of each profile containing a snapshot of a participant’s allergies and medications. If the icon is red, it means there is an allergy with risk of anaphylaxis.

Menu

The main menu in the app

Miscellaneous                    Line Item

A line item entry for non-standard adjustments (e.g., scholarships).

Module

An organization paid feature

New Profiles

New registrations without an existing profile.

Notes

Feature used to add reminders, follow-ups, or red flags to a profile that is only visible by providers with the appropriate permissions.

Notifications

All the messages sent to the participant.

Oliver’s Labels /                Custom Labels

See also: Custom Labels. A DocNetwork partner offering participants the chance to order high quality labels for the belongings they’re taking to camp. Note: On the participant side these are called “Custom Labels,” but on the back end these are called “Oliver’s Labels.”

Organization

Name of the client organization

Paper MAR

 A paper form used to record medication administration offline

Participant

A camper or student attending a program or session

Participant Portal

The portal used by participants and authorized users to manage a participant’s profile

Payment Plan

Allows participants to pay tuition in installments over time. This means that families can pay the minimum deposit at the time of registration and then set up a Payment Plan to pay off the remaining balance.

PDF

A file format in Reports which can only be viewed and not edited.

Permissions

Defined areas of the app which can be restricted based on a provider’s Role.

Pods

Pods are made up of a Client Success Manager and an Implementation Specialist, and are defined by a color, e.g. Purple Pod

Power Tools

A feature works in conjunction with the List Builder and allows you to update Tags and Reviews in bulk and manage Roles.

Primary Provider

Provider with the primary role and can have full access to all functionality of the account.

Profile

The complete file for a participant or provider.

Protection Plan

The Protection Plan is a default part of our registration platform. The Protection Plan offers travel and emergency coverage. It is optional and the participants can decline.

Provider

An employee of the organization with the ability to log in to the organization’s account.

Provider Portal

The provider’s perspective and access within the app. This is where the provider can access the setup of the account

Registration Filter

A way to organize registerable sessions for participants. Sessions are assigned a registration filter during the Group Import, with the column headings ‘Lowgrade’ and ‘Highgrade’”.

Reports

Reports: There are three types of reports that you can select from.

• Standard Reports present templates we have already created for you.

• Custom Reports allow you to create reports based on the questions in your health forms.

• Summary reports show only yes and no answers from the health profile.

Reviews

Reviews are designed to keep track of any red flags or concerns users may have about a participant’s health. 

• A non-sticky review will automatically revert back to a status of No when a change is made to any section of the health profile, so providers know to review it again.

• A sticky review will remain as either a Pending or Yes status if a change is made to the health profile, and will NOT automatically revert to No.

Role

A set of permissions that determine what providers can view and edit. The same Role can be assigned to many providers.

Select Questions

This input type allows users to choose oneitem from a list.

Sessions

The specific program(s) that a participant attends, based on the organization's offerings.

Shortlink

The unique code in a registration link that directs a participant to the correct registerable sessions

Splash Images

See also: Branding. Big, beautiful pictures that represent your organization in specific places across the application.

Squad

A squad is made up of two or more pods and is led by a Customer Service Lead.

Staff

Staff, Counselor, volunteer can refer to one of two things:

1. A type of profile that you require to fill out forms (i.e. if you have your staff also fill out any kind of registration or health form on the app).

2. An employee/volunteer that has access to the app as a provider.

Step (Health Profile)

Refers to each form tab in a health profile (on the right side of the display.

Submenu

The secondary menu nested beneath a menu item

Support Site

Site that houses support articles for organizations and participants.

Support Team

The experts at answering questions about the application, responding to complaints, and troubleshooting issues, the support team works with both clients and customers.

Tags

Any data point that is not being collected in provider’s registration data or in the health profile that they like to be able to filter and report on. Examples include things like cabin, bunk, or dorm.

Teams

The larger divisions within DocNetwork, e.g. the Sales Team, Support Team, Client Success Team, Dev Team, Training Team.

Templates

Preformatted files you can create in Health Log, Send Message, and Custom Report

Timeline

A series of Attendance Events that begin with check-in and end with check-out.

Tracking Board

Allows you to quickly see the location of participants based on disposition

Triage

Allows participants to check themselves into your clinic, and provides staff with check-in data to prioritize which participant to see first.

Trusted Contact

The person authorized to drop a specific participant off and pick them up.

User

A person (oftentimes a family member or guardian) who has access to view and edit a participants profile.

Wordmarks

See also: Branding. Typically stylized text of your organization's name. They are displayed on the registration landing page and at the bottom of the sidebar throughout the app