Medications & health
Record a camper's medications, dispense and log doses, manage medication seasons, and print single or bulk health reports.
The medication and health tools let you keep each camper's (or staff member's) medications on file, record every dose that gets handed out, and print a clean health report for the nurse's station or a doctor's visit. Families can enter and maintain their own camper's medications from the parent portal, so the list is ready before opening day.
Where it lives
| Where | Who uses it | What they do |
|---|---|---|
| Profile → Health tab (admin) | Camp staff, health office | Add/edit medications, dispense a dose, view the dispense history, download a health report |
Parent portal → Medications (/medication/) | Families | Add/edit their camper's medications for a season, carry meds forward, certify the list |
| Medication Log report (admin) | Health office | See every dose recorded across camp |
| Combined Health Reports (admin) | Health office | Print one PDF of health reports for everyone in a season |
The medication features only appear when the Medication module is turned on for your camp. Until it is enabled, the Health tab, the parent Medications page, and the medication settings are hidden.
Before you start
Two things control who sees what:
Turns the whole feature on. Enable it under your camp's medical settings (Reports → Medical Settings). Without it, the medication pages return "Medication module is not enabled."
Staff need the Medical information permission to open the profile Health tab and to run the health reports. Gate this to your health office and directors, since medications are sensitive.
Required (together with Medical information) to open Combined Health Reports.
Recording a camper's medications
A medication record captures what the camper takes, how much, when, and who prescribed it. The same record is shared between the admin Health tab and the parent portal — a med a family enters shows up for your staff, and vice versa.
The fields you capture
The name of the medication (for example, "Albuterol" or "Children's Tylenol").
How much to give — "1 tablet", "5 mL", "2 puffs", and so on.
Free-text timing, such as "After breakfast" or "As needed for headaches." On the parent portal this can be paired with reusable When options (see below) and specific days of the week.
On the parent portal, families can check the specific days a dose is given. When all seven are checked, the record simply reads "Every day."
The prescribing doctor's name.
The prescriber's phone number.
The window the medication is active. If both are set, the end date must be on or after the start date.
Why the camper takes it (for example, "Seasonal allergies").
Anything else staff should know — storage instructions, side effects to watch for, and so on.
Adding a medication as an admin
Open the camper's profile
Search for the camper (or staff member) and open their profile, then click the Health tab.
Add the medication
Choose the person, enter the Medication and Dosage (both required), and fill in any of the other fields above.
Save
The medication is added to the list. Use the row's menu to Edit or Delete it later.
Adding a medication as a parent
Families open Medications from the parent portal menu for the camper they want. The parent form captures the same fields, plus the reusable When options and the day-of-week checkboxes. Parents can add, edit, and delete meds on any season that is currently open (active) for your camp.
The When dropdown options (for example, "Breakfast," "Lunch," "Bedtime") are managed by your camp under Medical Settings with the New Option for 'When' Dropdown button. Setting these up gives families consistent timing choices instead of only free text.
Medication seasons
Every medication belongs to a season (your camp's product group / year, such as "Summer 2026"). This keeps each summer's medication list separate — a camper's allergy meds for last year don't clutter this year's list.
- You pick which season is the medication season under Medical Settings. If you leave it unset, the feature falls back to your default season.
- The configured season only decides the default season shown. Families can still switch to and edit any season that is currently open (active) for your camp using the season selector on the Medications page.
- On the parent page, the default season is the active season the camper is actually enrolled in (usually exactly one), falling back to your configured medication season.
- Older medications that were saved before seasons existed have no season attached; those legacy records always show up in whichever season is being viewed, so nothing gets lost.
When a season is closed (inactive), its medication list becomes read-only — families see "Medication entry for [season] is closed" and can no longer add or edit meds for it. Reopen the season if entries still need to change.
Carrying medications forward
So families don't re-type the same meds every year, the parent Medications page offers a carry-over tool.
View the new season
Switch the season selector to the season you're filling in.
Choose a previous season to copy from
The carry-over card lists the earlier seasons where the camper has meds on file.
Pick the meds to copy
Select one or more medications and confirm.
Each copied medication becomes a fresh record in the new season with its own, empty dispense history. Any med that already exists in the target season (same name and dosage) is skipped so you don't get duplicates.
Certifying the list (parent portal)
For each season, a family can certify that their camper's medication list is complete and correct — a checkbox on the Medications page records who certified it and when. Your staff see this on the profile Health tab under Medication certification.
Adding a medication (or carrying one over) clears an existing certification, because the list changed and should be reviewed again. Simply editing or removing a med does not clear it.
Dispensing and the medication log
When a dose is actually handed to a camper, staff record it from the Health tab. This builds a running medication log — a legal record of every dose given.
Click Dispense
On the camper's Health tab, find the medication and click Dispense. The dosage is pre-filled from the medication record, and the most recent dispense history is shown so you can see when it was last given.
Confirm the details
Adjust the Dosage if needed, set the Dispensed at date/time (defaults to now), and add any Notes.
Optionally notify the guardians
Check Send email notification to guardians and/or Send SMS to the guardians to let the family know the dose was given.
Save
The dose is written to the medication log with your name as the recorder.
Dispense records store the medication name, dosage, and notes encrypted at rest, since they are protected health information.
The Medication Log report
Reports → Medication Log lists every recorded dose across camp for the selected season, with columns for the camper, medication, dosage, date and time, whether guardians were notified, the notes, and who recorded it. Use it for end-of-day reconciliation or an audit of what was given.
Health reports
A health report gathers everything a nurse or doctor needs about one person onto a single, print-friendly PDF.
What's on the report
- Guardian contact blocks for the camper (or the staff member's own contact line).
- Health information — the profile fields you've flagged for the health report (see below), plus an Insurance information section when those fields exist.
- Medications — every active medication on file, with dosage, schedule, days, prescriber, dates, reason, and notes.
- Latest medical notes — the most recent medical notes from the profile.
- Emergency information — any profile field whose name or label mentions "emergency."
The "Include on health report" flag
Health reports don't show every profile field, only the ones you choose. To add a field from Profile Fields:
Open the field
Go to Admin → Profile Fields and edit the field you want on the report.
Turn on the flag
Enable Include on health report and save.
You can also manage the same set from a profile Health tab with Manage fields. That dialog updates which fields appear on the Health tab and health report for that user type across your camp. See Health Report.
The report shows each person's latest answer for the flagged fields. If a person's user type has no flagged fields, the report says so instead of showing a blank section.
One camper's report
From the profile Health tab, click Download health report (PDF). The file downloads immediately, named for the person.
Combined Health Reports (bulk)
To print health reports for a whole group at once, go to Combined Health Reports (requires the Reports and Medical information permissions).
Pick a season
Use the season selector at the top of the report.
Choose a user type
Switch between campers, staff, volunteers, and so on. The list reloads for the selected season and type.
Select who to include
Everyone active for that season and type is listed and pre-checked. Uncheck anyone you want to leave out.
Generate one PDF
Click Generate One PDF. Because a large batch can take several minutes, the finished combined PDF is emailed to you as a download link rather than generated on the spot.
Every person's page in the combined PDF uses the same layout as the single-camper report, so the two always match.
Permissions at a glance
| Capability | What's required |
|---|---|
| See the profile Health tab, add/dispense meds, download a health report | Medical information permission (and the Medication module enabled) |
| Configure the medication season and When options | Medical Settings (module enabled) |
| Run Combined Health Reports | Reports and Medical information permissions |
| Add/edit meds and certify the list from the portal | The family, on any open (active) season |