Sponsor money tracked
Sponsor coverage planned, receivable and collected, beside budget and actual cost.
NGO and CSR camps
NGO health camp software that turns a camp into numbers a donor can trust
NGO health camp software has to answer the donor's question, how many people did this camp help and what happened to them next, without anyone retyping paper forms. MedBrains records the camp as it runs, follows each referral to the partner hospital, and keeps the sponsor's money and the free medicines accounted for.
Book a demoHow NGO and CSR health camps usually run
Most NGO health camps are partnerships. The NGO knows the community, arranges the venue and the volunteers and brings the people in; a hospital sends the doctors, the lab and often the medicines; a company or trust pays through its CSR budget. Health care, including preventive health care, is one of the activities listed for CSR spending in Schedule VII of the Companies Act, 2013, which is why so many camps have a corporate sponsor behind them.
Each of the three wants something different from the same day. The NGO wants to know who needs a follow-up visit. The hospital wants the people it treats on its own records. The sponsor wants a report it can put in front of its CSR committee. When the camp runs on paper, the report is written last, from a pile of forms, and it is the part most likely to be wrong.
Running the camp
Plan the camp and its money
The camp is created with its type, venue, date, coordinator, team and expected turnout, a budget, and whether services are free or discounted. Supplies are listed with quantity, batch and expiry, and each item can be marked as charged, free, or covered by the sponsor.
Get the volunteers ready
Each team member is added with their role in the camp. Volunteers use the MedBrains staff app on their iOS or Android phone and see only what their role allows. The 18-point readiness checklist covers the things a first-time site misses: permission from the village or local authority, a private screening area, biomedical waste bins and a hand-off plan, and paper forms for when a phone dies.
Register and screen
Each person is registered once and called by the same camp number at every station: registration, vitals, doctor and pharmacy. Screening records vitals, sugar, BMI, vision, a history checklist, findings and ICD-coded diagnoses.
Give medicines and refer
Medicines dispensed at the camp are checked against the person's documented allergies, and a conflict is flagged for the pharmacist. Anyone who needs more care is referred to the partner hospital with urgency, transport, ambulance need and an attendant's contact.
Follow up
Follow-ups are scheduled per person and marked completed, missed or cancelled, which is the number most camps never manage to report.
Impact and donor reporting without patient data
A donor report should count people, not expose them. The camp's dashboard gives the counts: registered, screened, referred, converted to hospital patients, lab samples, follow-ups scheduled and completed. Across camps you get the conversion rate, the screening yield (referrals as a share of people screened), the average cost per patient and follow-up compliance.
The planning summary holds the sponsor's side: planned budget against actual cost and the variance, sponsor coverage planned, receivable and collected, and the value of medicines given free against those sold. That is the report a CSR committee asks for, and every figure in it comes from records made at the camp.
Share the counts, keep the records. Individual screening results belong with the patient and the treating hospital; our DPDP readiness guide explains what consent and purpose limits mean for a camp's data.
When the network gives out
Charity camps go where services are thin, and so is the signal. The camp's packet is downloaded before the team leaves; registration, screening, samples, referrals, incidents, checklist and supply updates are recorded on the device and synced back later, each event tagged with the device and the user, and never creating the same person twice. Billing and converting a follow-up into an appointment wait for a connection.
Working with a partner hospital
MedBrains is hospital management software, so the camp runs on the partner hospital's MedBrains. That is what makes the referral real: a person screened at the camp and referred arrives at the hospital with their camp screening already on the record, and if they were already a patient, they are linked to their existing record instead of being given a second UHID. Camps also appear in the hospital's marketing reports as an acquisition channel, without the reason anyone attended ever leaving the clinical record.
For the full camp day see health camp software. If your sponsor is the company whose employees are being screened, the corporate health camp guide is closer to your case.
What NGO camps get
Free medicines counted
The value of free-issue medicines and supplies, separate from what was sold.
Volunteers on phones
Native iOS and Android staff app, each volunteer seeing only their role.
Referrals followed
Each referral has a status until the person reaches the partner hospital.
Follow-up compliance
Scheduled against completed, per camp and across camps.
Readiness checklist
18 points from site permission to biomedical waste and paper fallback forms.
MedBrains does not produce a formatted CSR annual report or file anything with the Ministry of Corporate Affairs. It gives you the counts and the money; the report is yours to write.
Questions
What is NGO health camp software?
Software an NGO uses with its partner hospital to plan a camp, register and screen people, refer those who need care, follow them up and report the results to its sponsors.
Can an NGO use MedBrains without a hospital?
MedBrains is built around a hospital's patient record, so it fits an NGO working with a partner hospital that runs MedBrains. The camp's referrals then arrive at that hospital already on the record.
How do we report to a CSR sponsor?
Use the camp's counts (registered, screened, referred, followed up) and the planning summary's sponsor coverage, actual cost and free-issue value. Share counts, not individual results.
Can camps be free for patients?
Yes. A camp can be free or discounted, and each service or supply can be charged, given free or covered by the sponsor.
Does it work offline?
Yes. Registration, screening, samples, referrals and incidents are recorded on the device and synced when the connection returns.