CampDoc Integration

CampDoc Integration


CampDoc is a service company that provides an online health and medical records system. The system can be used to securely manage medical information for your event attendees. The system is primarily used for resident camps, but can be used for any event which you want to collect and manage participant health and medical information.

CouncilWare has implemented an integration into the CampDoc system so that data can be exchanged between CouncilWare and CampDoc and you can track health procedure statuses in CouncilWare. -- For example,.. If you use CampDoc to collect the Scouting America Annual Health and Medical Record (AHMR), you can see directly from CouncilWare if the AHMR has been collected or not and identify those people prior to them checking in for the event.

Note that our integration takes the approach that the CouncilWare attendee record is the master record of truth. Our integration will add attendees to CampDoc as they register, remove CampDoc registrations as attendees are deleted, and will update CampDoc records (names, other personal information) as those items are updated in CouncilWare.

Getting Started with CampDoc Integration

Getting our CampDoc integration initially set up is very straightforward, but because of the security required for medical records, it requires several steps in which you must work with both the CouncilWare support team and the CampDoc Client Success Team. Initial authorization only has to be done once. After you have the initial setup completed and CouncilWare is connected the CampDoc system, implementing the functionality in your various events is just a matter of turning the integration on for each event you want to use it with, and making a couple of configuration settings for each event.

Step 1 - Let Us Know

Before you can do anything with the CampDoc integration, you must let us know you want to use it. We will go into your MyCouncil instance and turn it on.  You can just send us a support ticket and request that we turn it on for your council. Likewise, if you wish to discontinue using the integration, let us know and we will turn it off for your council.

Step 2 - CampDoc Authorization

Once we have turned the integration on in your MyCouncil instance, you need to authorize our application to connect with the CampDoc system. There are two parts to this process.  Authorization is done in the Site section of the Admin DashBoard in CouncilWare and can only be done by a Site Administrator.

In the MyCouncil SvcApp browse to - Admin > Site > Manage Settings and Options > Authorize CampDoc Services 


Part 1 - Redirect URI

You must first provide a URL from CouncilWare to the CampDoc team. This is called the Authorization Redirect URI. Its just an internet link. Click the <copy> button to copy it to your clipboard and then you can paste it in an email to send to your CampDoc representative. Its not a secret value, so don't worry about sending it via email. The CampDoc team must enter this into their system before you can do Part 2.  Do not start Part 2 until you get confirmation from CampDoc that they have received and entered this URL into their system.

Part 2 - Credentials

You will receive your authorization credentials from CampDoc. Your CampDoc representative will provide these to you in a secure manner (these ARE secret values).  Make sure you have these before you start the authorization process and store these values in a secure location, you may need them in the future to re-authorize. You will get the following values from CampDoc... 
  1. Organization ID (Org ID)
  2. Client ID
  3. Client Secret
  4. Authorization Username (Email Address)
  5. Authorization Password
Enter the Org ID, Client ID and Client Secret values into the fields on the screen above, then click the <Submit> button in the upper right of the screen. Your browser will then open up a CampDoc login screen. You will need to enter the Authorization Username in the Email Address field and your Authorization Password in the Password field and click <LOG IN>.

After you click LOG IN, the CampDoc system will ask if you want to give access to CouncilWare.  Click the <ALLOW> button to allow CouncilWare to access your CampDoc instance. CampDoc will then redirect your browser back to the MyCouncil SvcApp where it will indicate that the authorization has been completed. Congratulations!!

Re-Authorization

There may be an instance where the authorization from CampDoc expires. This can happen when you don't use CampDoc for an extended period of time. If this happens,  you will need to re-authorize CouncilWare to access CampDoc. This is done by going through the steps outlined in "Part 2" above. CouncilWare saves your credentials so don't have to enter them in again, however, you will still need to login to CampDoc with your Authorization Username and Password - so make sure you store those in a secure location.

Setting up Events to use CampDoc

Event Configuration

After CampDoc authorization is complete, you need to enable CampDoc for each of the events you want to use it with. By default, CampDoc integration is DISABLED for each event and you must turn it on only for the events you need it for.  To enable and configure CampDoc for a specific event, go into Setup Registration for that particular event. This obviously has to be done by someone who has the authority to setup registrations in CouncilWare. From the Setup Registration page, for your event, click into the Other tab. There is a panel on that page titled, Integrations and Services, and in that panel will be a line titled, CampDoc Health Forms Integration. Click the <configure> button associated with this item.


In the configuration dialog (shown below), click the checkbox to Enable CampDoc Integration for this Event. You then must select a Profile Identifier. Be sure you understand the ramifications of your choice for Profile Identifier. The Profile Identifier is the data element that uniquely identifies each CampDoc profile. Your two choices are...
  1. Attendee ID - the CouncilWare Attendee ID will be used to identify each CampDoc profile. That means that profiles in CampDoc are unique for each event and health form data stored in CampDoc will not carry over from one event to the next. You may be charged more as well, because you ultimately use more profiles. Talk to your CampDoc representative to be sure.
  2. Member ID - the Attendee's Scouting America Member ID will be used to identify each CampDoc profile. This allows your attendees to fill out health information and have it carry over from one event to the next. However, it also REQUIRES that you collect Member ID from your attendees.
Once you choose a Profile Identifier, and synchronization begins with CampDoc, you cannot go back and change this value. We recommend that you use Member ID.


Once you get the configuration set, you need to make the CampDoc integration active. Do that by clicking on the Active button to switch it from NO to YES. If you ever need to shut the CampDoc integration off for a particular event, you can always shut it off using the Active setting. When set to NO, the integration will not attempt to connect to CampDoc (for this event) in any way.

Variant Configuration

The next step in event setup, is configuring your Variants. Each Variant may have an independent health forms requirement. Some attendee types may require to only bring a health form whereas others may require connection to CampDoc. This is achieved by adjusting the Health and Medical Options for each Variant. To do this, edit each of your attendee Variants, in the Setup Registration dialog and click into the Other tab. There will be a panel titled, Health and Medical Options. In that panel set the Health Forms Provider. To connect the Variant to CampDoc, select the option "Submit Health Form through CampDoc Medical System". Once you choose this option, several other fields will appear. These are a checkbox to control whether the CampDoc system is Active for this Variant. If the box is not checked, your attendees of this Variant will not be synced to the CampDoc system. Make sure this is turned on when you are ready to use it. It can be turned off at any time to stop syncing with CampDoc.  Additionally, a new panel will appear titled "CampDoc Health Forms Provider Options" as shown below...
All attendees synced with CampDoc must be registered to a Group. The first field in the CampDoc Health Forms Provider Options panel, is the CampDoc Group. This is a "tree" structure and shows the CampDoc Groups you have created in the CampDoc administrative portal. Please consult with your CampDoc representative for a discussion of what are Groups, how to use them, and how to set them up. They must be set up in CampDoc first before you can access them here. Click on the Group you wish to use with this particular Variant.

If you are using "Reviews" in CampDoc, and want to track the status of those Reviews, enter the Review's Labels into the final field in this panel. Make sure each Review Label is entered precisely as it is in CampDoc. If you want to track more than one Review, enter the Labels for the additional Reviews separated by commas. As with Groups, please contact your CampDoc representative for a discussion of Reviews.

Viewing and Using CampDoc Information

Attendee Data

CampDoc data is directly related to your Attendees and as such, is shown in views of your Attendees, specifically in the Event, Attendee and Group DashBoards. Look for the Health and Medical Information panel in these Attendee views for CampDoc information. Not all information is always shown. Data shown is dependent upon who is viewing the Attendee.  
The following information is shown in this panel...
  1. Health Forms - Indicates the Health Forms Provider associated with the Attendee's Variant. In the example shown above, we are using the CampDoc Health Forms Provider.
  2. Status - Shows the status of the Attendee's Profile in CampDoc. This can include whether the Profile has been started or not, the percent complete of the Profile and the status of any Reviews. Please consult your CampDoc representative for what these items are.
  3. Access CampDoc - This button is allows the Attendee to directly access their CampDoc profile.  When clicked, a popup will open. The popup has another button to access CampDoc. Clicking the button in the popup will redirect your browser directly into CampDoc and will login to the Attendee's Profile. The Access CampDoc button will ONLY be visible if the email address of the CampDoc profile matches the email address of the Attendee. For security purposes, the link to CampDoc changes each time the popup screen opens and can only be used one time, after which you must close the popup and click the CampDoc Medical Records Access button again to re-open the popup and generate a new link.
  4. Provider Info - These fields represent some key CampDoc data identifiers and can be used when working with CampDoc representatives to debug issues. They are only visible to your council's Site Administrators.
  5. Admin Controls - The Disable CampDoc Sync button can be used to temporarily stop CouncilWare from syncing the Attendee's data with CampDoc. This is useful if someone has entered an incorrect Scouting America Member ID or other similar issue. You can stop the CampDoc sync, resolve the error, and then re-enable the sync function. This button is also only visible to your council's Site Administrators. When CampDoc sync is disabled, and Enable CampDoc Sync button is shown so you can re-enable syncing. Additionally, a Remove from CampDoc button is also shown to allow you to remove CampDoc profile registration. That will allow you to reset data if needed.

Check-In Issues

When enabled, CouncilWare will indicate Check-In Issues for attendees when CampDoc Profiles are not 100% complete and when Reviews are also not 100% complete. Check-In Issues are visible to Event Administrators, Attendees and Group Leaders to track attendees and make sure that all of the the data they are responsible for providing have been provided. Check-In Issues are also visible when using the Check-In tools in CouncilWare to make sure you have all required information for each attendee before checking them in at the event.