MER (Monitoring, Evaluation, and Reporting) Mechanism Project: "Free Health Camp with Free Medicine"

 MER (Monitoring, Evaluation, and Reporting) Mechanism

Project: "Free Health Camp with Free Medicine"

1. MONTHLY PROGRESS REPORT SYSTEM

A. Excel-Based Dashboard (For Analysis & Storage)

File Name: FHC_MER_Monthly_Report_[MM-YYYY].xlsx

Sheet 1: EXECUTIVE DASHBOARD (Summary View)

Metric	Monthly Target	Actual Achievement	% Achievement	Cumulative (FY)	Trend (↑→↓)
CAMP OPERATIONS
Health Camps Conducted
Total Patients Served
Average Patients per Camp
PATIENT DEMOGRAPHICS
Male Patients
Female Patients
Pediatric Patients (<18)
Elderly Patients (>60)
MEDICAL SERVICES
Consultations Provided
Basic Diagnostics Performed
Referrals Made
MEDICINE DISTRIBUTION
Prescriptions Dispensed
Medicine Units Distributed
Medicine Cost Value ($)
DISEASE PATTERNS
Top 5 Diagnoses
Chronic Disease Cases
Preventive Care Cases

Sheet 2: HEALTH CAMP MASTER LOG

Camp ID	Date	Location	Type (General/Specialty)	Lead Doctor	Volunteers	Start Time	End Time	Total Patients	Total Consultations	Medicine Cost	Weather	Issues Faced

Sheet 3: PATIENT REGISTRATION & CONSULTATION

Patient ID	Camp ID	Reg. Time	Name	Age	Gender	Contact	BP	Weight	Temp	Symptoms	Preliminary Diagnosis	Doctor Seen	Prescription Given	Referral Needed	Follow-up Required	Severity (Mild/Mod/Severe)

Sheet 4: MEDICINE DISPENSARY LOG

Dispense ID	Camp ID	Patient ID	Medicine Name	Generic Name	Batch No	Expiry Date	Quantity	Unit	Cost per Unit	Total Cost	Dispensed By	Stock After	Notes

Sheet 5: INVENTORY MANAGEMENT

Medicine ID	Medicine Name	Generic	Category	Opening Stock	Received	Distributed	Damaged/Expired	Closing Stock	Min. Stock Level	Reorder Needed	Supplier	Unit Cost

Sheet 6: REFERRAL & FOLLOW-UP TRACKING

Referral ID	Date	Patient ID	Patient Name	Condition	Referred To	Contact Attempted	Appointment Date	Status (Scheduled/Completed/Lost)	Outcome	Notes

Sheet 7: VOLUNTEER & STAFF DEPLOYMENT

Staff ID	Name	Role	Camp Date	Hours Served	Tasks Performed	Patient Load	Performance Rating	Notes

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B. Airtable Base (For Collaborative Data Collection & Reporting)

Base Name: Free Health Camp MER

Table 1: Health Camps (Core Table)

Fields:

• Camp ID (Auto-Number, e.g., FHC-CAMP-001)

• Camp Name (Text: e.g., "Riverside Community Health Camp")

• Date (Date)

• Location (Text with GPS coordinates)

• Type (Single Select: General/Maternal-Child/Diabetes/Eye/Dental/Other)

• Lead Doctor (Link to Medical Staff Table)

• Volunteers Count (Number)

• Start & End Time (Date & Time)

• Total Patients Served (Roll-up from Patients Table)

• Weather Conditions (Single Select)

• Photos (Attachment)

• Status (Single Select: Planned/In Progress/Completed/Postponed)

• Post-Camp Report (Long Text)

Table 2: Patients (Linked to Camps)

Fields:

• Patient ID (Auto-Number, e.g., FHC-PAT-001)

• Camp Attended (Link to Health Camps Table)

• Registration Time (Date & Time)

• Name (Text)

• Age (Number)

• Gender (Single Select)

• Contact Number (Phone, optional)

• Vital Signs (Multiple fields: BP, Temp, Weight, Height)

• Chief Complaint (Long Text)

• Symptoms (Multiple Select)

• Doctor Consulted (Link to Medical Staff Table)

• Diagnosis (Multiple Select with custom entry)

• Severity (Single Select: Mild/Moderate/Severe)

• Prescription Given (Link to Medicine Dispensing Table - multiple)

• Referral Needed (Checkbox)

• Follow-up Required (Checkbox)

• Notes (Long Text)

• Consent for Data Use (Checkbox)

Table 3: Medicine Inventory

Fields:

• Medicine ID (Auto-Number)

• Brand Name (Text)

• Generic Name (Text)

• Category (Single Select: Antibiotic/Analgesic/Chronic/Other)

• Dosage Form (Single Select: Tablet/Syrup/Ointment/Injection)

• Strength (Text: e.g., 500mg, 5%)

• Batch Number (Text)

• Expiry Date (Date)

• Supplier (Link to Suppliers Table)

• Unit Cost (Currency)

• Current Stock (Number, with formula)

• Minimum Stock Level (Number)

• Storage Requirements (Single Select)

• Status (Single Select: Active/Low Stock/Expired/Discontinued)

Table 4: Medicine Dispensing (Links Patients & Inventory)

Fields:

• Dispensing ID (Auto-Number)

• Patient (Link to Patients Table)

• Medicine (Link to Medicine Inventory Table)

• Quantity Dispensed (Number)

• Instructions (Long Text: e.g., "1 tablet twice daily for 5 days")

• Dispensed By (Collaborator)

• Date & Time (Date & Time)

• Cost Value (Formula: Quantity × Unit Cost)

• Follow-up Date (Date, calculated)

Table 5: Medical Staff & Volunteers

Fields:

• Staff ID (Auto-Number)

• Full Name (Text)

• Role (Single Select: Doctor/Nurse/Pharmacist/Volunteer/Coordinator)

• Specialization (Text, if applicable)

• Contact Information (Phone, Email)

• Availability (Multiple Select: Days available)

• Camps Attended (Roll-up from Health Camps)

• Total Hours Served (Roll-up)

• Training Completed (Multiple Select)

• Performance Rating (1-5 Stars)

Views & Dashboards:

• Upcoming Camps Calendar: Monthly schedule view

• Patient Triage View: Real-time during camp (by severity)

• Medicine Alerts: Low stock & expiry warnings

• Disease Surveillance: Diagnosis trends by location/time

• Referral Tracker: Open cases needing follow-up

• Photo Gallery: Camp documentation

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2. SUPPORTING DETAILS & FORMATS

A. Data Collection Workflow

1. Pre-Camp (3 days prior): Inventory check, staff assignment, forms printing

2. During Camp: Patient registration → triage → consultation → pharmacy → exit

3. Post-Camp (Same day): Data entry, stock reconciliation, preliminary report

4. Weekly: Referral follow-ups, inventory replenishment

5. Monthly: Comprehensive analysis, disease pattern reporting

B. Monthly Narrative Report Template

text

FREE HEALTH CAMP PROGRAM
Monthly Progress Report: [Month, Year]

1. EXECUTIVE SUMMARY
   - Camps conducted vs. planned
   - Key health outcomes
   - Notable success stories
   - Major challenges

2. CAMP OPERATIONS ANALYSIS
   - 2.1 Geographic coverage
   - 2.2 Patient demographics breakdown
   - 2.3 Staff/volunteer utilization

3. CLINICAL SERVICES OVERVIEW
   - 3.1 Consultation statistics
   - 3.2 Top 10 diagnoses (with percentages)
   - 3.3 Referral patterns and outcomes
   - 3.4 Preventive care services provided

4. MEDICINE MANAGEMENT
   - 4.1 Distribution summary
   - 4.2 Inventory status and value
   - 4.3 Expiry management
   - 4.4 Cost per patient analysis

5. PUBLIC HEALTH INSIGHTS
   - 5.1 Disease pattern trends
   - 5.2 High-risk population identification
   - 5.3 Seasonal health issues observed

6. QUALITY ASSURANCE
   - 6.1 Patient satisfaction feedback
   - 6.2 Clinical quality indicators
   - 6.3 Incident reports and resolutions

7. FINANCIAL SUMMARY
   - 7.1 Medicine expenditure
   - 7.2 Operational costs
   - 7.3 In-kind contributions

8. LESSONS LEARNED & RECOMMENDATIONS

9. ANNEXES
   - Annex A: Detailed camp-wise data
   - Annex B: Medicine inventory report
   - Annex C: Case studies and photographs
   - Annex D: Patient testimonials

C. Standard Operating Procedures & Checklists

Pre-Camp Setup Checklist:

• Site confirmed and permissions obtained

• Triage, consultation, pharmacy zones marked

• Medical equipment checked and calibrated

• Medicine kits prepared with 10% buffer

• Registration forms, prescription pads printed

• Staff briefing scheduled

• Emergency protocols reviewed

• Transportation arranged

Patient Journey Protocol:

1. Registration: Basic details, unique ID assigned

2. Triage: Vital signs, chief complaint, severity assessment

3. Consultation: Medical history, examination, diagnosis

4. Pharmacy: Medicine dispensing with clear instructions

5. Exit: Follow-up advice, referral if needed, feedback collected

Post-Camp Closure Checklist:

• All patient records collected and secured

• Medicine stock reconciled

• Equipment cleaned and packed

• Site cleaned and restored

• Staff debriefing conducted

• Preliminary data entered into system

• Thank-you notes to volunteers

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3. MEDICINE RECEIVING & INVENTORY TEMPLATE

A. Physical Medicine Receiving Voucher

text

============================================================================
       FREE HEALTH CAMP - MEDICINE RECEIVING & INSPECTION VOUCHER
============================================================================
Receipt No.: FHC-REC-___     Receiving Date: __/__/____     Time: ______

Supplier Details:
Name: _______________________________________________________
Contact Person: ____________________ Phone: __________________
Invoice No.: _______________________ Delivery Note No.: _______

| S.No. | Medicine Name | Generic Name | Batch No. | Expiry Date (MM/YY) | Quantity Received | Unit | Unit Price | Total Value | Condition (Good/Damaged) | Accepted Qty | Rejected Qty & Reason |
|-------|---------------|--------------|-----------|---------------------|-------------------|------|------------|-------------|--------------------------|--------------|-----------------------|
| 1     |               |              |           |                     |                   |      |            |             |                          |              |                       |
| 2     |               |              |           |                     |                   |      |            |             |                          |              |                       |
| ...   |               |              |           |                     |                   |      |            |             |                          |              |                       |
| **TOTAL** | **-**   | **-**        | **-**     | **-**               |                   | **-**|            |             | **-**                    |              |                       |

Storage Instructions Followed: □ Refrigerated □ Room Temp □ Protected from Light

Quality Control:
Appearance: □ Satisfactory □ Unsatisfactory
Packaging: □ Intact □ Damaged
Expiry: □ >6 months □ 3-6 months □ <3 months (REJECT)

Received By:                            Verified By (Pharmacist):
Name: ________________________           Name: ________________________
Signature: ___________________           Signature: ___________________
Date: ________________________           Date: ________________________

Supplier Acknowledgment:
We confirm the delivery and acceptance/rejection as noted above.
Supplier Representative Signature: ___________________________

B. Digital Equivalent (Airtable Form)

Form Name: "Medicine Delivery Receiving"

• Fields mirror physical form with additional features:

  • Barcode scanning option for batch numbers

  • Automated expiry alert (<6 months triggers warning)

  • Photo attachment for damaged goods

  • Direct link to inventory table for stock update

  • Approval workflow (Received → Pharmacist Check → Approved)

C. Daily Dispensary Reconciliation Form

text

Date: __________    Camp ID: __________    Pharmacist: ___________________

Opening Stock (from previous camp/inventory): __________ units

| Medicine | Opening Stock | Distributed Today | Damaged/Lost | Closing Stock | Matches Physical Count? (Y/N) |
|----------|---------------|-------------------|--------------|---------------|-------------------------------|
|          |               |                   |              |               |                               |
|          |               |                   |              |               |                               |

Discrepancies Noted: ____________________________________________________
________________________________________________________________________

Verified by: _______________________    Time: _________

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IMPLEMENTATION FRAMEWORK

Phase 1: Foundation (Month 1)

• Database setup and customization

• Staff training on data collection

• Medicine procurement system establishment

• Template forms printing

Phase 2: Pilot (Month 2)

• 2 pilot camps with full MER implementation

• System refinement based on feedback

• Data quality validation

Phase 3: Scale-up (Month 3-6)

• Full implementation across all camps

• Monthly review and quality improvement cycles

• Donor reporting templates developed

Phase 4: Evaluation (Month 7-12)

• Impact assessment framework activation

• Patient outcome tracking system

• Cost-effectiveness analysis

KEY PERFORMANCE INDICATORS

1. Coverage: Patients served per 1,000 population in target area

2. Accessibility: % patients from vulnerable groups (women, elderly, poor)

3. Clinical Quality: Appropriate diagnosis and treatment rate

4. Medicine Management: Stock-out rate (<5% target), expiry wastage (<2%)

5. Referral Effectiveness: Follow-up completion rate (≥80% target)

6. Patient Satisfaction: Satisfaction rate (≥90% target)

7. Efficiency: Cost per patient served, patients per staff hour

DATA SECURITY & ETHICAL PROTOCOLS

1. Patient data anonymized for reporting

2. Informed consent for photography and data use

3. Secure storage of medical records

4. Confidentiality agreements for all staff

5. Regular data backup procedures

This comprehensive MER mechanism ensures systematic service delivery, accountable medicine management, quality healthcare provision, and evidence-based decision making for sustainable community health impact.