Welcome to CampSite

CampSite's Medical module supports HIPAA compliance by offering specific user permission settings regarding the medical data you collect within your database.

As such, you can help control the security of your camp's medical data by restricting access to this information on a per-user basis.

After the Medical module is enabled for a user (which grants them "read only" access to Medical data), you can also grant the following permissions:

 To access the Medical Dashboard, click the Medical link in the navigation bar.

Select "Recent Log Activity" from the Health Center Visit Logs Section.

Click and drag the slider left to right to load log entries based on how many hours ago they were created/updated.

You can adjust the slider in 3-hour increments, spanning from 3 hours ago to 72 hours ago.

View the basic log details, including how long ago the log was created and updated. To view the entire log, click "View log entry..." Click the camper's name to navigate to their profile.

To update any open logs, return to the Medical Dashboard, click View Open Logs, and select the log you wish to edit.

Under Medication Delivery, select the appropriate link for either campers or staff.

Select "Medication Delivery Report" from the Medication Delivery Section.

Filter which medication deliveries are generated into the report.

• Year: Filter by enrollment year.
• Delivered to: Filter for camper and/or staff deliveries.
• Sessions: Filter by which session the campers/staff are enrolled/hired for.
• Date range: Filter by the dates on which medications are scheduled for delivery.
• Deliveries: Filter by the time of day when medications are to be delivered.
• Statuses: Filter by the delivery status of the medication. "Scheduled" refers to medications that still need to be logged.

The results will present each delivery in a separate row, organized alphabetically by the camper or staff's last name. "Logged by" will indicate who logged the medication delivery, and "actual date + time" indicates when it was logged. If the admin took notes when logging the delivery, they'll be listed on the far right.

Notes:

• If the delivery of a scheduled medication is not logged by midnight, CampSite will automatically record it as "Missed."
• If the delivery status was updated - e.g. an admin originally logged the medication as 'missed' but then re-logged it as 'delivered', only the current (most recent) delivery status will display in the report results.

To print the results or export them as a spreadsheet, double click the buttons annotated above.

Select "Medical Delivery Statuses" from the Medical Management Section.

• Add Statuses
• Edit Statuses
• Remove Statuses

By default, your database comes included with the statuses of "Delivered" and "Missed", but you can add additional custom statuses as needed.

Click "+ Add new medication delivery status..."

Type the new delivery status and submit.

Double click directly on a status to edit it. In the text field that opens, re-type the status as needed, then click OK to save.

Note: You cannot edit the "Delivered" or "Missed" statuses that come included with your database.

Double click the delete icon to delete a status permanently.

Note: A status cannot be deleted if was already selected for any medication deliveries. If you remove the status from all deliveries it's associated with (across all years), you'll then be able to delete the delivery status.

When recording a medication delivery (either through the Scheduled Medication Delivery Logging tool, or via the camper or staff profile), all of your medication delivery statuses will appear in a dropdown menu when selecting the delivery status for a given medication.

Select "Medical Deliveries" from the Medical Management Section.

• Add Deliveries
• Edit Deliveries
• Remove Deliveries

Your database comes with "as needed" (for PRN medications), but you can create your own additional deliveries for specific times of the day (e.g. Breakfast; Lunch; Dinner, etc.)

Click "+Add new medication delivery..." to create an additional delivery

1. Enter the name of the medication delivery
2. Select the scheduled time for the medication delivery
3. Click Submit

Note: When filling out your health history form, parents see only the name of the delivery - not the specific time.

Double click directly on the current delivery name or time to edit it. Type the new name or select a new time, then click OK to save changes.

Double click the delete button on the far right to delete a delivery.

Note: Medication deliveries cannot be deleted if any medication delivery logs exists for it already.

Select "Medical Dropdown Lists" from the Medical Management Section.

Click the dropdown list you wish to add values to.

• Add Values
• Remove Values
• Rearrange Values

Select "Medical Log Lists" from the Medical Management Section.

Double click the list icon to expand a list of log items.

• Add Items
• Remove Items

Type a new item into the input field and then click Add medical log item.

Items will appear in alphabetical order and cannot be rearranged manually.

Remove items by either deleting or deactivating them.

Each of your active medical log items will display as a button that can be selected to fill out certain sections of a log entry. Click multiple buttons to select multiple items as needed, and tap a selected item to deselect it.

 To access the Medical Dashboard, click the Medical link in the navigation bar.

Navigate to the Medical Management section of the dashboard and click "Camper printed medical forms."

Note: An admin user must have Medical "Admin" permissions to access Medical Management tools.

From this screen, you can:

1. Create a new printed form.
2. Edit existing printed forms.
3. Delete a printed form.
4. Print form submissions.

Click + Add new camper printed medical form...

1. Enter the name of the form.
2. Upload a blank form for parents to download.
   • If you have a blank form to provide, upload it here. Parents will be prompted to download the blank form and then upload it back you.
   • If you do not upload a file, parents will only be prompted to upload a file (e.g. a copy of immunizations from the doctor; a scan of their insurance card; etc.)
   • Note that parents can only upload 1 file per form.
3. Enter a due date, if applicable.
4. Choose whether to make the form active.
5. Choose whether admins who have "form submission notifications" enabled should receive email notifications regarding this particular form.
6. Choose whether to display this Form during the enrollment process. If yes, also choose whether the form is required to enroll.
   • If the form is not shown during enrollment, parents must navigate directly to the Forms tab to access it.
7. Click "Submit" to create the form.

1. Double click the pencil icon to edit the form settings.
2. Click the form name to view/edit the blank form that your camp uploaded (if applicable).

Double click the delete button to delete a form.

Note: If a form has already been completed by someone, it can't be deleted. If you wish to remove a form that can't be deleted, make the form inactive by editing the form settings.

Double click the print icon to print all submissions your camp has received for this form.

1. Filter form submissions by the date they were submitted. To generate ALL form submissions, leave date range blank.
2. Select the order in which the form submissions will be generated.
3. Click to download the submissions. A .zip file containing all the of submission files will be emailed to you shortly.
4. Click to filter form submissions for a specific session/divisions/bunks.

To access the Forms tab, click the Forms tab in the left sidebar menu.

Custom instructions added to "Health History Form, Part 1" will appear just below the name of the form, as pictured above.

The "Basic Information" section collects height and weight.

1. Custom instructions added to the Basic Information section will appear here.
2. Height and weight are typed into the response fields.

1. Custom instructions added to the Allergies section will appear here.
2. This text is built into the medical form and can't be updated or removed.
3. Click to add additional allergies.
4. Allergy details are entered here (name/type/reaction).

Note that the "Allergy Type" question contains a dropdown list of values to selet from. You can configure which values appear in this list via your camp's "Medical Dropdown Lists" settings. Click here to learn more.

1. Custom instructions added to the Dietary Information section will appear here.
2. Diet details are entered here.

Note that the "Diet Type" question contains a dropdown list of values to selet from. You can configure which values appear in this list via your camp's "Medical Dropdown Lists" settings. Click here to learn more.

1. Custom instructions added to the Restrictions section will appear here.
2. This text is built into the medical form and can't be updated or removed.
3. Restrictions are entered here.

1. Custom instructions added to the Insurance section will appear here.
2. Insurance policy information is entered here.

Each page of the health history form must be signed before submitting.

1. The person completing the form must type their full name as a signature.
2. The form is saved/submitted to your camp by clicking the 'Submit Form' button at the bottom of the page.

Note that if you've made any of the question sections on this page mandatory, page cannot be submitted without completing those sections first. You can control which sections are mandatory via your health history form configuration settings. To learn more, click here.

Custom instructions added to "Health History Form, Part 3" will appear just below the name of the form, as pictured above.

1. Custom instructions added to the Medications section will appear here.
2. This text is built into the medical form and can't be updated or removed.

1. Click to provide additional medications.
2. Medication details are entered here.
3. You can configure which medication delivery times appear in this list via your camp's "Medical Deliveries". Click here to learn more.

Medication Deliveries

1. Custom instructions added to the Forbidden OTC section will appear here.
2. This text is built into the the medical form and can't be updated or removed.
3. Forbidden OTCs are selected by checkmarking the corresponding checkbox.

Note that the list of over-the-counter medications comes provided with this form, but you may edit this list via your camp's "Medical Dropdown Lists". Click here to learn more.

Each page of the health history form must be signed before submitting.

1. The person completing the form must type their full name as a signature.
2. The form is saved/submitted to your camp by clicking the 'Submit Form' button at the bottom of the page.

Custom instructions added to "Health History Form, Part 4" will appear just below the name of the form, as pictured above.

1. Custom instructions added to the Emergency Contacts section will appear here.
2. This text is built into the medical form and can't be updated or removed.
3. Emergency contacts (up to 2) are entered here.

1. Custom instructions added to the Health Care Providers section will appear here.
2. Health care providers are entered here.

1. Custom instructions added to the General Health Questions section will appear here.
2. This text is built into the medical form and can't be updated or removed.
3. Genereal health history is provided by selecting Yes or No for each question. Additional notes can be entered in the textbox at the bottom.

1. Custom instructions added to the General Health Questions section will appear here.
2. This text is built into the medical form and can't be updated or removed.
3. Mental health history is provided by selecting Yes or No for each question. Additional notes can be entered in the textbox at the bottom.

Note that from the admin-side of CampSite, this section is referred to as "permission to treat."

1. Custom instructions added to the Permission to Treat section will appear here.
2. The person completing the form must sign that they agree to this section by entering their their full name into the signature field.

Please note that the text within this section comes provided with the health history form and cannot be edited.

Each page of the health history form must be signed before submitting.

1. The person completing the form must type their full name as a signature.
2. The form is saved/submitted to your camp by clicking the 'Submit Form' button at the bottom of the page.

Note that if you've made any of the question sections on this page mandatory, page cannot be submitted without completing those sections first. You can control which sections are mandatory via your health history form configuration settings. To learn more, click here.

In the example above, Camp Firewood created a printed form (as indicated by the label beneath the form name) to allow parents to upload an immunizations file (e.g. a scanned copy of the camper's immunizations sheet from the doctor).

Please note that no medical forms will display until the camper has begun the enrollment process for the corresponding year.

Printed forms are completed by clicking the name of the form, uploading the necessary file, and submitting the form.

If you upload a blank form that parents need to download and complete, a 'download' button will also appear on the screen pictured above, allowing parents to download the blank form first.

To create printed medical forms, go to the "Medical Management" section of the Medical module dashbord.

The Medical tab appears on each Camper and Staff Profile page.

1. Use the sub-tabs to access the corresponding medical information on the camper. To learn more about each tab, click here.
2. Double click to lock a medical profile.
   Locking the medical profile will remove all of this camper's medical forms from the family's Parent Dashboard to prevent the camper's parents from making any further changes.
3. If your health staff has flagged any information within the camper's Medical tab as critical, a "Critical Medical Information" warning will appear here. Click to open a pop-up window that details which information is critical.

1. Click to print a complete health history .
2. VIew the submission status for each part of your Health History Form
   1. To view the actual form content, click the respective tabs above (e.g. Doctors, Medications, etc.)
3. View the upload status of any printed medical forms
4. After a member of your health center staff reviews someone's medical profile, they should double-click in the "Reviewed by" field and enter their name. This will automatically populate the "Reviewed date".
5. View the name of the parent who signed the camper's "permission to treat", and when
6. Manually mark any form as received so that the camper is no longer asked to fill it out on the Parent Dashboard