Health Prerequisites

Last updated: August 20, 2026

Because medical records and medication schedules contain highly sensitive data, Memberworks utilizes a secure, dedicated Health Module. This module isolates clinical logs completely from standard profiles and standard Case Management.

Only staff with explicit Health Module permissions can access the Clinical Triage Board, view medication plans, or log clinical incidents, protecting member privacy and ensuring compliance.

1. Health Profile Prerequisites

To ensure program safety, you can require a standardized Health Profile as a mandatory prerequisite for specialized programs like overnight summer camps or licensed childcare. All of this setup takes place in the organization Health Info and Exports settings.

  • Standardized Medical Questions: The health prerequisites can be created using custom form as well as questions that map to static profile fields within the health section of a users account, such as medications and allergies.

2. Medication Administration & Session Linking

For participants who require prescription medication while under your care, Memberworks provides an advanced tracking mechanism to prevent errors:

  • Parent-Facing Setup: Inside the member portal, parents input the name of the medication, the exact dosage, delivery method, and scheduling instructions.

  • Mandatory Session Mapping: Parents must check off the specific registered program sessions where the medication should actually be administered. For example, if a child is registered for a 10-week summer camp but only takes their prescription during a specific week, the parent maps the medication strictly to that week's session, keeping other camp rosters clear of unnecessary medical alerts.

  • Health Form Lockouts: To ensure administrative data remains stable during active operations, admins can configure Lockout Windows. This freezes the online health form a set number of days before a session starts (e.g., 3 days), preventing parents from modifying dosages or medication schedules without directly contacting the program nurse.

3. The Point-of-Service Clinical Triage Board

For camp nurses, childcare directors, and emergency responders, the Health Triage Board is the primary operational dashboard:

                     [ Clinical Triage Board ]
                                 │
         ┌───────────────────────┴───────────────────────┐
         ▼                                               ▼
[ Daily Medication Schedule ]                  [ Clinical Incident Logs ]
  • Hourly alarms/reminders                      • Log scrapes, stings, illnesses
  • Staff logs dosage administration             • Isolated clinical Case logic
  • Roster flags "Meds Due"                      • Private and secure data

  • Hourly Medication Schedules: The board displays a chronological, hourly schedule of every participant requiring medication during the active program day.

  • Interactive Administration Logging: When administering a dose, the nurse selects the participant, reviews the parent's instructions, and logs the action with a single tap. The system automatically stamps the nurse's credentials and the exact time of delivery.

  • Clinical Incident Logs: If a child stops by the clinic (e.g., gets hurt on the playground or feels ill), authorized staff can record a Health Log. Administrators can create health log forms and documentation requirements in the Health Info organization settings.

  • Isolated Case Tracking: Health Logs leverage the same lifecycle management as Case Management—supporting photo uploads of injuries, staff notes, and tasks—but remain strictly locked inside the clinical module to preserve participant privacy.

System Setup Checklist for Chapter 14

  • Permission Isolation Audited: Verify that your roles separate standard "Case Management" access from "Health Module" access to maintain medical privacy standards.

  • OTC Medications Configured: Confirm that all approved over-the-counter medications (such as Tylenol) are active and mapped to the correct branches.

  • Lockout Windows Tested: Ensure lockout windows are set so parent medical rosters freeze with enough lead time for staff packing.

  • Verify Session Mapping Options: Confirm that the parent portal successfully displays the session-mapping checkboxes for medication entries