Episode Summary
In this episode of RecChat our host Zach Malloch is joined by Product Owner Brian Gillilan, Director of Municipal Support Services Cullen Barber, and the Founder and CEO of CampDoc Michael Ambrose to discuss the RecTrac and CampDoc integration. The group touches on the history of CampDoc, the integration steps, and the benefits of linking the two systems.
Recording
Transcript
Zach Malloch 0:00
Good what that means is that we're live here for a very special edition of RecChat, where we have our friends from development and some associates from CampDoc to join us here today. Before we get to introducing people, just to remind everybody, we do have that q&a section right at the bottom of the screen. So any questions that you get during the session, go ahead and put them right there. We'll make a response doc, as we typically do, and I'll try to fit in some of those questions as we have this conversation. But enough about me. We have Brian Gillian and Michael Ambrose from CampDoc, but I'll let Brian kind of take over CampDoc's introduction, if you don't mind.
Brian Gillilan 0:44
Thanks, Zach. So yeah, definitely want to welcome Michael Dominic and Alex from CampDoc. Glad to have him here on a RecChat to discuss our our integration with CampDoc. So again, CampDoc is one of two integrations we have for kind of collecting and storing HIPAA compliant and HIPAA compliant manner health medical information for your patrons. So with that said, I want to kind of do a little intro here in terms of what the CampDoc integration looks like in RecTrac. And then we'll kind of turn the floor over to Michael and his team from CampDoc. And we can kind of dive a little deeper into what they offer and how it complements the RecTrac solution. So well. So I will share my screen here, Michael, anything you want to add before I get started?
Michael Ambrose 1:33
Oh, excited to be here and to chat with everyone.
Brian Gillilan 1:36
All right. Let's see. All right. Everyone able to see my screen at this point. There we go. So Zach, are we seeing RecTrac right now?
I do not see it. Oh, there we go. Yes, there it is.
Cullen Barber 2:09
I see it, Brian. Look's good.
Brian Gillilan 2:11
All right. Okay, so real quick, I want to just won't take up too much time here. But just want to show everyone out there how easy setting up the CampDoc integration is, once you've kind of created an account through the CampDoc team. And there's no licensing costs or fees for this in RecTrac. It's really just between your organization and CampDoc. Where that gets worked out RecTrac just the vehicle to get you there. So. So within RecTrac, enabling this integration is really pretty simple. Through our profile Assignments area of the product. Within static parameters, we have our third party integrations tab. And this tab kind of enables you to just turn on the integration with some credentials supplied to you by the team over at CampDoc. So within this third party integrations, we've got a enable CampDoc integration option here. the requested information here will be provided to you by your CampDoc representative. And then it's really just a matter of hitting that link CampDoc Account button. And you will be prompted to kind of share your RecTrac data with CampDoc. And then when you acknowledge that the two systems are synced up and the integration will be able to function from there for so it's really about a five minute process to actually enable the integration. And then it's up to you as an organization, what programs in RecTrac you turn the integration on for. And that's all controlled at the activity level. So within activity section management and RecTrac, you will have the ability to for specific sections turn on the CampDoc integration. And there's also come some nice built in features for a filtering perspective in RecTrac to be able to within your activity section management data grid, for example, turn on an option to just show CampDoc activities. So you'd be able to kind of drill down to those specific programs that you're looking for, and so on. So I can kind of jump in here to the section management screen. Enabling it for section is really just a matter of turning on a toggle and supplying a couple of dates. So we've got our CampDoc activity toggle and then the ability to supply the due date and lock out dates for that CampDoc information which Michael and his team can elaborate on a little bit in a moment here. But that's really it. That's all you have to do for the integration once that toggle is on the activity. When registration start coming in for that program. They will start getting sent to CampDoc. I got a little bit ahead of myself there there is a a step that has to happen before you open registration which is Prior to opening your registration online, you'll want to you'll need to send CampDoc kind of the list of programs from RecTrac that you are integrating with CampDoc to make that kind of one to one match on the CampDoc side. And we've made that really simple and RecTrac by allowing you to just run our export out of RecTrac that you can send directly to CampDoc to have those records imported on their side. And that is done just through a simple activity report. And you'll have the ability to target just your CampDoc programs on your detailed Criteria tab, you will have an option for just including CampDoc activities. And then we have this CampDoc group Export Report, which gives you the ability to run an export of all your CampDoc programs in a format that CampDoc will be able to import into their system. And then once that's been done, and your groups are in CampDoc, we also have a nice little proof report here that you can run that will actually run the API to verify that we find all those groups on the CampDoc side to really give you the thumbs up that you're ready for registration. So this is something you would typically do seasonally and RecTrac when you're getting ready to open registration for new programs online and then house, you'd get them all set up in RecTrac and then export that set of groups to CampDoc, and away you go. And that's really it in terms of the RecTrac side of the integration, all of the kind of patron invites and everything is handled through CampDoc's API's. And it's all automated through the registration process and RecTrac. So with that, I will see
Cullen Barber 6:45
Brian, can I ask you a quick question?
Brian Gillilan 6:48
Yes.
Cullen Barber 6:48
If somebody forgets to add to the add a class after they've done the initial export and proofing. What is there? What do they have to do to to get the other class in there to make sure it's just rerun the process?
Brian Gillilan 7:03
Yeah, typically just rerunning the export and sending that new group information over to CampDoc will be all that needs to happen to get that new group in. And then there is also for customers that are already working with CampDoc and are already utilizing CampDoc services, it is possible that you may want to turn the integration on in the middle of a registration period. And we can at Vermont systems, we can work with you to create an actual roster export at RecTrac to to export your existing rosters to CampDoc to get those folks in the system and then create some and then any new registrations will go through the API so we can kind of handle both of those scenarios.
Cullen Barber 7:42
Thanks, Brian.
Brian Gillilan 7:43
And then one last thing just to touch on really quickly is these settings at the section level for turning CampDoc on and setting your due dates and your lockout dates can be done through the Bulk Change Program in RecTrac. So if you want to turn it on CampDoc for, you know, 50,80 sections and RecTrac, you can do that all at once rather than having to visit each visit each section individually and section management. All right. I will stop sharing here and give control back. Maybe
Zach Malloch 8:23
Oh, sorry, Michael. I was thinking maybe while we're switching. So while you're sharing your screen, we did get a real quick question for the RecTrac side that maybe it could address to Brian. So Jordan is asking if you can schedule the CampDoc proof report. And if there's any issue with sending the same activity multiple times if you happen to run it more than once.
Brian Gillilan 8:43
So the export is something that you would want to run and kind of proof before you send it to CampDoc. And it's not something we would typically scheduled I don't believe that CampDoc folks on their side are are kind of just waiting in anticipation of always receiving these things. That's something there's probably going to be some communication between your CampDoc account rep. And yourself as an organization when you're sending that information on over and Michael, you can correct me if I'm wrong there.
Michael Ambrose 9:13
Yeah, that's correct. But if you were to resend sort of a master list of activities, it wouldn't be a problem that we would filter out any duplicates based on a group identifier. So it wouldn't be a problem. If you were to re export a master list. That wouldn't be an issue.
Brian Gillilan 9:30
Perfect. Thank you guys. Back over to you, Michael.
Michael Ambrose 9:33
Excellent. Well, thank you so much for the introduction. And thanks for having us on this webinar today. It is great to be here with everybody. A little bit of background on myself and CampDoc. So we have been around for a little over almost 11 years now a little over 10 years. We're approaching our 11 year anniversary. I'm the founder and CEO of CampDoc and started this was the concept for this back in the days of medical school. So I'm a pediatrician and emergency room, pediatric doctor here in Ann Arbor, Michigan and southeastern Michigan. And medicine has become a little more of a hobby, I still practice part time. But otherwise, running and growing the CampDoc platform, we work with about 12 150 Different organizations across the country in all 50 states and quite a few international groups as well. We do quite a bit in the Parks and Rec space, but primarily just in youth related organizations. So also working with YMCA is and Girl Scouts, Boy Scouts, and other municipalities, higher ed colleges and universities as well. And so excited to be partnering with VSI and RecTrac. Excited to get the integration off the ground, we already have a few organizations using it and feedback has been pretty positive so far. Background on CampDoc. So we are a electronic health record system designed for institutions that are not inherently medical. So we're typically not working with doctors offices and hospitals, but working with groups just like yours, where you would typically be required to capture medical information. And so in addition to just collecting forms and documentation, we also have detailed incident reporting systems, medication charting systems, and then the functionality that we were excited to share with you today. Certainly, we could probably fill up an entire hour going through a full detailed demo. But the thing that we've been most excited about is our new COVID-19 screening tools that we've released. As we have started working with a lot of the Parks and Rec departments that that our current customers, we know that many of you are starting to expand some of your after school programming or auxiliary programming, to right allow for some of these school districts that might be running virtual this year. And then in addition, so not just for youth related stuff, but we work we do work with a lot of departments that use our platform for things like swim lessons or other events that you might be holding at some of your facilities. So the we certainly won't be able to go into all the details of CampDoc. But I do want to spend a little bit of time showing you around the the pre screening and screening tool, some background on myself and sort of how we developed this. So I'm pretty involved on the national level with the American Academy of Pediatrics I authored, I was the lead author on the national policy statement on improving health and safety at camp that came out about a year and a half ago, and was invited a few months back to sit as one of three experts, medical experts, working with the American Camp Association, the CDC, the White House and the American Academy of Pediatrics. So a lot of the recommendations that you saw come out from the ACA from the AAP, I was pretty intimately involved on crafting some of those guidelines. And so we know that every state, every county, every city has different rules, regulations, and that those requirements are changing day by day, sometimes multiple times within a day. And so we've everything that we've done within the CampDoc platform is designed to be pretty darn customizable. And so you have the ability to adapt and change. And we know that this is a pretty crazy time for all of you, as the country in different states are starting to open back up and wanting to make sure that you can do it in a safe way. So one of the guidelines, that kind of informed that has come out and that I imagine many of you are experiencing in your own states is this concept of pre screening. And so the tools that we have designed kind of fall into three categories. Pre screening, which is collecting data, before an individual were to arrive on site, screening data that you would capture once they arrive on site, and then sort of reporting or contact tracing, right in the event that you did have an exposure, right being able to quickly and easily and accurately track where something like that may occur.
And so for those of you who have not seen the the camp tech platform, it is a dual portal system. This the portal that we are looking at right now is what we refer to as our participant portal. This is what your families right your your patrons, the individuals would see when they would SSO from or sorry when they would log in from a RecTrac into the CampDoc CampDoc system. And so when they would log in, they would have the ability to certainly fill out all of their health information and We I'll show you some of that as well. But one of the things that we know many of you, and certainly some of the requirements are is that right? Before somebody arrives on site, they have to fill out a series of questions they need to document and take their temperature, they have to document whether or not they've had any COVID related symptoms, have they come into contact with anybody with COVID. And so the screen that you're looking at right now is sort of, you know, this is the the questionnaire, this can, this questionnaire can be entirely customized. And so this is what we would refer to as the provider portal. This is where you would be able to set up sort of your list of questions. And so we can add questions in different formats and different orders, we can make certain questions required. But I have sort of just a sample here just for, you know, for for the demo purposes of kind of three simple questions. And so right prior to their arrival on the site, they can document their temperature, have they had any symptoms? Nope. And if they've been in close contact with anybody that has been diagnosed with COVID, nope, we click that submit button, we can provide an attestation. And then we can document that. As soon as that is documented, the patron would receive a confirmation email documenting that they did actually complete their submission for the day. And then certainly, you would be able to report on all of that as well. And so, as we go into the provider portal, this is now a screen where you would be able to filter down and report and make sure that anybody entering into your facilities, whether that be camp, or any events that you might be holding, you're able to pull and view that data. And so we can drill down based on specific locations. Right, as we want to look at, refer to a certain group select, right we want to look at a camp Maple Leaf versus camp maple syrup, for example, you'd be able to filter down and look for those groups. I saw answered the question kind of in real time, if someone should answer yes to any of the COVID questions, would we be notified? So yeah, so absolutely, you're able to pull up some some of the reporting here as well. And so you can you can few different ways you can do this one, you can download reports to see anybody who has answered yes to any of these questions. So show me anybody that has had a temperature over 100.4? Show me anybody who has answered yes to any of these questions. So you'd be able to generate that report on the fly. Or in real time, if you wanted to ready to be able to. I want to see anybody who has a temperature greater than 100 degrees, it looks like Allison, this is an old result. But all right, Allison flagged positive and she had a temperature of 100.7. And save a few different ways to do it. We know that everybody's facilities, every organization are doing things a little bit differently. But yes, you are able to pull those results, either in sort of report format or filtering in real time. And so the beauty here too, is as requirements are things are changing that you can go on in and you can customize and change sort of your
confirmation that the attestation that they're signing, you can add in or change questions. We have some groups, it doesn't seem to be terribly popular, but some groups where you're actually requiring the family or the individual snap a photo of their thermometer as verification. And so you can actually upload the documents or upload a photo into the system as well. Everything is mobile friendly. About 60% of our users do all of this on a mobile device. So they would be able to snap a picture with their iPhone, or complete the pre Screening Questionnaire on a mobile device as well. And so typically, what we've done and some of the feedback when we had started working with RecTrac was primarily designed around camps and sort of youth programs. But now, as we are seeing more organizations be required to capture medical information or capture COVID Doing this pre screening, they're now using it for their staff year round. Or if you are opening some of your facilities for sports or rec rec stuff, right? This is this doesn't necessarily have to just apply to camps. This is really for any event, or any program that you might be running in addition to sort of what we would refer to as daily prescreening and The interval in which you require your your your patrons to complete this is really up to you daily seems to be right either the evening before or the morning of seems to be most popular. But if you wanted to have people do it every other day or even twice a day, you certainly could do that too. The screen that we're looking at now is, the participant portal to this is another section where you can capture just general health information. This is where you would capture things like allergies, medications, immunization records. Typically, this is where you would capture stuff for camp related programs, where we are starting to see now to in trends is right previously, for general adult, the general adult population, you typically weren't capturing this information. But we do know that there are right high risk high risk groups for COVID in the midst of this pandemic, so those with diabetes or heart disease, high blood pressure, etc. And so there may be right you probably don't for every adult entering in your facility. Unlikely you probably have to capture all very detailed information. But even asking sort of a one time, that's not a question you have to ask daily, but sort of setting up a HIPAA compliance, a single set of questions that have to get answered every three months, once a year, every six months, you can capture that data in here as well. Certainly, one of the things that I've been working on with the ACA and the American Academy of Pediatrics is, as we approach the winter and flu season picks up, that's going to be a little bit of a nerve wracking time for the medical community. And as we're all eagerly awaiting a COVID vaccine to be released, I imagine that will be data that you'll want to capture into here as well. And so within our platform, you can scan and upload a copy of human immunization records, or you'd be able to actually enter in immunization data here too. So, right if you didn't necessarily for your adults, you don't need to cap it on their MMR vaccine data. But you did want to ask about influenza vaccine or COVID vaccine, when it's released, you'd be able to do that here. You can also ask additional COVID screening questions that wouldn't necessarily have to be asked every day. So when was the last time you got to COVID test? Have you traveled outside of the country in the last nine months. And so right and additional set of screening questions you'd be able to ask
the last piece I know we're coming up on time here, the last two pieces I sort of wanted to show you. So that is sort of everything related to pre screening data that you would capture in advance screening is data that you would capture on site. And so we do know that a lot of facilities are infrared thermometers and zap and people as they're entering the buildings. So in addition to pre screening, we do have some facilities and organizations that are doing screening on site. And that would be done in our health log or sort of our incident reporting tool. So as right as Joe enters the building, you'd be able to pull Joe up, we would have a COVID screening command in here, template that would be pre loaded, you type in Joe's temperature, and you would be able to admit him into your facility, or you could discharge or send them home. And so you would be able to track all of that as well. And then it'd be able to get some pretty detailed reporting, in terms of right, who had temperatures how many people were entered into the building, how many people reported cough while they were in your facilities. So going pretty, pretty quickly through all of this. But I did want to I did want to show you a little bit of some of the screening tools. The last piece that I will show you, and some of this may overlap a little bit with some of the functionality within within RecTrac. But you are able to also what we would refer to as capture tag data. And so for things like I'll use camp as an example, if you were to have cabin groups or bus assignments, you would be able to track all of that within CampDoc as well. And then should you have a reportable event that was tracked within a CampDoc, somebody did report a fever, somebody did report a cough, you'd be able to filter and report based on all of that data here as well. So we've only got a few minutes left. I saw I think one or two questions come in. But I can pause here and turn it back over to you, Brian. So very excited. There are lots of other functionality within the CampDoc system. We would love to show you more or talk a little bit more about the integration. And we'd be happy to schedule additional demos to go into some of the software.
Zach Malloch 24:50
Yeah, so I mean, I think Stephens message he's got up there is that 3.1 Most likely looks different because Brian is in the Next Gen UI, and I would guess that you guys are still using the classic UI. That is a good question, Brian, you're still muted, but what version of RecTrac they need to be on to take advantage of CampDoc?
Brian Gillilan 25:10
Yeah. So the recommendation at this point is definitely 3.1.10.04.00 Or later. And, really, this is the case with all of our integrations with third party providers. staying up to date with the most current releases, obviously a best practice, especially when working with any third party integrations within the RecTrac application. We're constantly looking at improvements to the integrations during every development cycle. So the more you stay up to date with the latest version, the quicker you'll be able to take advantage of those new features within the integrations. CampDoc is a good example of of an integration where when we first started working on the integration, there wasn't a direct kind of patron invite sent through the registration and RecTrac, that was a manual step that had to be performed on the CampDoc side. And we just recently added that to the integration. So that's now happening in an automated fashion through the registration process. So there's no manual step needed on CampDoc to send those invites out. So patrons get their invites to CampDoc faster. And so those are all things to keep in mind, anytime you take advantage of one of these integrations is the more up to date, you can stay with RecTrac, the faster we'll take advantage of those new features. So but yes, 3.1.10.04.00 is kind of the latest main release that you would want to be on to take advantage.
Zach Malloch 26:42
And is this part of the old interface as well as the next gen? Or is
Brian Gillilan 26:46
yes, so this is it does not matter if you're using the next gen UI or the classic UI, the integration works in both and exists in both. Obviously, we'd like to get people moving to the next gen UI just because of the improved user experience that it provides. But it certainly does work in both both interfaces.
Zach Malloch 27:08
Okay. There was a real quick question about the difference of screening and pre screening. And I took the liberty of answering that the pre screening is basically done before somebody comes in on site, whether that's the day before or the morning of, and then screening is something that probably staff would assist with, at that point, Michael?
Michael Ambrose 27:26
Correct. And every group is doing a little bit differently. So yeah, typically, with pre screening, that would be something and that seems to be the majority of the requirements. And again, you certainly we would recommend, and we'd be happy to work with you. And talk about, you know, the guidelines specific to your state or county, or city. But yes, typically, the biggest recommendation that we've seen across the country is the pre screening recommendations. So having individuals complete a set of questions prior to their arrival on site. There are some cities where the Department of Health is requiring that screening to be done temperatures be checked on site prior to arrival in the building. And there's certainly some groups that are just opting to do that to be extra cautious. And so this would be the pre screening tool, and then you would go back, but within our health log is where you would do the actual screen.
Zach Malloch 28:25
Okay. All right. So the Brian's Steven Croft is asking if he upgrades from 3.1.09.05 to 3.1.10.04, then that's when you would start to see the extra integration stuff.
Brian Gillilan 28:40
Yes.
Zach Malloch 28:41
Yeah, absolutely.
Brian Gillilan 28:42
And then just to touch base on another thing I saw come through the chat, just a little extra information about the integration itself. The integration is all done through API's. So as soon as a patron registers for a CampDoc enabled program, whether that registration happens through RecTrac, or online through WebTrac, that patron has essentially put in like a little mini queue, and RecTrac, and every 20 minutes, we send that queue of new patrons to CampDoc to have their accounts automatically created on the CampDoc side. And so a patron registering for a program will receive an email invite to fill out their necessary CampDoc information, within 20 minutes of registering for a program. The only time it might take a little longer than that is if we have customers with very, very high volume registrations. And in that case, if the queue gets too large, it may take two 20 minutes cycles for that person to get their their invite, but they should receive that invite shortly after registering.
And sorry, Michael,
Michael Ambrose 29:50
I was a and so that's what allows us to do all of the detailed reporting within CampDoc that the data is always staying in sync. And so we're right, if we wanted to pull a report to say show me all of the participants in this particular program, we have that data because of the the integration with RecTrac. So you would be able in real time to see a list of all of the participants with food allergies, for example, in a particular program. And so that's where that's how the data is staying in sync.
Zach Malloch 30:31
Okay, see, you have a little bit of an off topic conversation. But so the best suggestion would be to contact Dominic, correct, if somebody had questions and wanted to get in. So I'll put Dominic's email into chat here to everybody. And Brian, I apologize. But just to refresh, we don't necessarily need to do anything with VSI sales, they would just work with CampDoc and get the account set up, put it into RecTrac. And,
Brian Gillilan 31:01
and I didn't touch on this either. But if I share my screen again, real quick here. We'd jump into RecTrac, there is also so once customers. So during this onboarding process, there's one piece of information customers will need to work with a VSI representative to provide the CampDoc for their account creation. We're working on automating that right now another good reason to stay up to date on the most latest version. But we do have to supply CampDoc with a redirect URL before you can enable the integration in red track. So that's something you'll need to work with a VSI representative on to kind of get that redirect URL sent to CampDoc for your account to get generated on but once that's generated, there is in the application helping RecTrac. If we just search for CampDoc, you will find some field references related to CampDoc. But you will also find there is a CampDoc topic document in the help as well, that kind of walks through all the pieces of the CampDoc integration from the RecTrac side. I'm doing this on a development server, which is probably not a good idea. But that topic doc exists right there in the application help in three, one 1004. And later. So that kind of walks through the how to enable CampDoc on a section how to do it through the Bulk Change Program. And all the ins and outs of the integration right there.
Zach Malloch 32:36
Okay, and maybe this is a quick question for Cullen. So if somebody did want to set up a CampDoc, would it just be a normal support call? Or would we want somebody to schedule a time to call in for that,
Cullen Barber 32:46
you know, shouldn't take a lot of time. But I think it would be good to, you know, try to schedule that you could put in a support case. And then somebody would could reach out and try to schedule a time to walk through the few steps you need to do so. So I guess a little bit of both, we come to the Support Portal, but just plan on maybe having a time scheduled to complete it.
Brian Gillilan 33:09
Okay, it's certainly so far with customers coming on board with the integration. We've been kind of letting that traffic work from CampDoc to Vermont systems. So once the customers are kind of on boarded on the CampDoc side, the the CampDoc representatives have been reaching out to us at Vermont systems to kind of let us know, they're ready to go with the integration so we can provide them with those redirect URIs.
Zach Malloch 33:32
Okay, great. Well, I think that we've exhausted the questions. So we've been incredibly thorough with telling everybody exactly what's going on here. But of course, we've also given people the ability to reach out directly to you guys, Michael. So hopefully you'll hear from a couple of people. I saw some curiosity there already. So thanks very much for joining us. If anybody has any final thoughts, please go ahead and let us know. Otherwise, we'll say goodbye for now. And we'll talk to everybody next week for virtual symposium and the week after that for another RecChat with topics to be decided.
Michael Ambrose 34:09
Thanks everyone!
Cullen Barber 34:10
Thanks everybody!
Zach Malloch 34:11
All right. Thanks, everybody. Talk to you later.
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