REGISTERED COMPANY NUMBER: 06848059 IEngl8nd and W818s) REGisfERED CtriARrrf NUMBER: 1129924 REPORT OF THE TRUSTEES AND UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2023 FOR THE VIRTUAL DOCTORS ¢* virtual doctors
TABLE OF coKfEs TRUSTEES REPORT.... &11 INDEPENDENT EXAMINER'SREPORT.............................................. .12 STATEMENTOF FINANCIALACTivimES..........................................................13 BALANCE SHEET.............. ........................................................ NOTES TO THE FINANCIAL STATEMENT....... ...............................................1&20
TRUSTEES REPORT 2023 The Trustees who are also direclors of the Charity for the purposes of the Companies Act 2006, present their report with Ihe financial slatements of the Charity for the year ended 31st Dember 2023. The Trustees have adopted the provisions of Accounting and Reporting by Charities: Slalement of Recommended Practice applicable to charities preparing their accounts in accordan wilh Ihe Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January2019). The Trustees are satisfied that they have complied with the duty in section 17(5} of the Charities Act 2011 to have due regard to public benefit guidance published by the Commission. 1. A Message from the Chalr of the Board As we close 2023.1 reflect on a year marked by growth, innovation, new opportunities and naturally, some challenges. The Virtual Doctors continued its vital work, expanding our telemedicine seNice in Zambia and Malawi, addressing heallhcare inequalities by connecting rural health workers with expert doctors through our telemedicine app. The strides made this year are a testament to the resilience of our teams on the ground, dedicated clinical offirS, and our partnerships with Minislries of Health, both in Zambia and Malawi, and Ihe unwavering support from our volunteer doctors and donors. Our Mlsslon Our mission remains the same.. to improve primary healthcare in rural Africa. reduce unnecessary referrals to distant hospllals, and enhance the medical skills of rural health workers. This is achieved by connecting clinical officers in Zambia and Malawi with UK volunteer doctors via our proprietary app.
** .*4 Refiections on key athievements and challenges In 2023. The Virtual Doctors made significant strides in expanding our telemedicine services. reaching 29 new sites across Zambia and Malawi. In Zambia, we onboarded 14 clinicians in the dislricts of Masaili and Solwezi, while in Malawi, 15 Orthopaedic Clinical OffirS were introdud to our plafform at five new district hospitals in Salima. Ntcheu, Dowa, Zomba, and Machinga. Our volunteer doctors reviewed 3,162 cases this year, a 67Wo increas8 from 2022, with the majority in general practice, general medicine, and paediatrics. These achievements underscore the dedication of our team and the success of new case submission monitoring strategies. Additionally. we continued our "Show-and-Tell' knowledge-sharing sessions, holding seven meetings with clinical officers across both countries. A key technological milestone was the development of our new Virtual Doctors app, which will pilot in early 2024, poised to enhan case management, data analytics.
and reporting. However, challenges remain in sustaining service delivery growth and ensuring ongoing clinician engagement amidst technological advancements. Vlsion for the future At The Virtual Doctors, our vision is lo expand access to quality heallhcare in Tural communities in Zambia, Malawi and further afield in sub-saharan Africa, by leveraging innovative telemedicine solulions. As we look to the future, we are commitled to reducing healthcare inequalities by enhancing our digital pIaffOr, increasing ihe reach of our seNices, and strengthening partnerships with local healthcare providers. By integraling cutting-edge technology with local expertise, we aim to build a sustainable healthcare model thal empowers local practitioners and improves patient outcomes. Our work aligns with Ihe strategic goals of the local Ministries of Health, our global partners, and our donors. in their mission to serve public benefil. and we remain focused on making a lasting impact on global health equity, bridging the gap beeen the healthcare systems of the West and the Global South. Naggib Chakhane Chalr of the Board of Trustees October 2024 2. Executive Directorfs Report Operatlonal Overview Ihe Virtual Doctors continues to provide vital telemedicine seNices to isolated health centres in rural Zambia and Malawi. Through our smartphone app, local clinicians consult volunteer doctors. ensuring better diagnosis and trealmenl in areas where medical support is limited. We remain focused on improving primary healthcare and
reducing unnecessary hospital referrals by empowering local health workers wilh timely and expert advice. Slgnificant Projects and Inltlatlves 2023 was a year of expansion and technological adVanMent. In Zambia. we onboarded 14 clinlcians across 7 health facilities in the Masaiti and Solwezi districts, ensuring that our service now covers every province. In Malawi, we expanded our reach to 5 strategically located hospitals, training 15 Orthopaedic Clinical Officers. Technology In the final quarter of 2022, we initiated the search for a new technology partner, iS5uing a Request for Proposal {RFP) that attracted over 23 responses from global providers. By January 2023. we appointed 3 Sided Cube to collaborate with us on the development of our Tech 4 Good, app. l am pleased to report that the project was a success, with the new app launched on time and within budget in the second quarter of 2024. The developmenl of our bespoke Wirtual Doctors App has been completed. including user acceptance testing, and is now ready for its pilot phas8 in 2024. This app will significantly improve case management and data analytics, enhancing the quality of our seNices. I would like to extend hearttelt thanks to our volunteers. clinical offIrS, donors, and supporters for their unwaverfng dedication to addressing healthcare inequalities. Case Referrals In 2023, our volunteer doctor5 reviewed 3,162 medical cases, representing an increase of nearly 70¥0 compared to the previous year. 2019.. 2,049 cases 2020.. 2,980 cases 2021.. 3,142 cases 2022: 1,888 cases 2023: 3,162 cases
Key Partnershlps and Collaboratlons Our partnerships played a crucial role in driving impact. We worked closely with the J&J and AO Alliance to deliver specialized training for Orthopaedic Clinical Officers in Malawi. Our collaboration with tech partner 3 Sided Cube culminated in the development of our new lelemedicine app. a testament to our shared vision of'tech for good., The continued engagemenl of volunleer doctors from Ihe UK, alongside local medical professionals, underscores the importance of our cross-border collaboralion. Ch8118nges Faced One of the significant challenges fad this year was ensuring consistent case submissions and clinician engagement. To address this, we implemented closer monitoring through regular reporting and engagement with service users, which led to a 670A increase in case submissions compared to 2022. Access to stable intemet connections and data costs remain obstacles for rural clinicians, which we aim to address through partnerships and potenlial donor support for dats provision. Plans for Next Year Looking ahead lo 202415, we plan to roll out the new Virlual Dcctors App across 60 sites in Malawi. further expanding our reach and impact. We will continue to strengthen our Iraining programs and collaborations to ensure clinicians are well-equipped to handle diverse medical cases. Additionally, we aim to enhance our data analyiics capabilities to better track Servi delivery and outcomes. By expanding our network of health facilities and focusing on long-term suslainability, we are confident in our ability lo bring better healthcare to more communities. James R. Phirl ExecutNe Direclor O(knber 2024
- StNcture, Gov8manc8, and Management James R. Phiri, the charity's Executive Director is supported by a contracted fundraiser and a Fundraising and Administration Assistant. The office is also supported by pro bono partners. volunteers, and consultants for specific engagemenls as required. In Zambia there are 4 full time staff, supported by 2 interns and a team of volunteers. Volunteer Truslees are also involved in providing extra time for fundraising. policy development and public speaking to support the Executive Director. Board Governance The Board of Trustees is responsible for overseeing governance, policy. strategy, and financial management of the charity. The appointment of new Trustees is al the discretion of the current Board. in accordance with the Charity's Constitution. which limits the number of new Trustees to per year. In 2023, the Board held six formal Trustee meetings, during which operational matters were regularly discussed with the Execulive Director, Medical Diredor, fundraising team and the new App development third-paty supplier. The Board comprises Truslees with expertise in areas including non-profil management, finance, accountancy. medicine, public health. global business, technology, and fundraising. Trustees typically serve a temi of three years. subject to review. The charity actively recruits Trustees wilh skills relevanl to its work and priorities. All prospecltve Trustees are required to provide references, and a register of conflicts of interest is maintained to ensure transparency and integrity. Mr Graham Precey served as Chair of the Board of Trustees until March 2024, when Mr Naggib Chakhane was appointed to Sued him.
The following Trustees were in place throughout the year: Mr Graham Pretsy Mr David Dutton Trustee & Chair (resigned March 2024) Truslee Mrs Kathy Burke Mr Naggib Chakhane Dr Isabelle Widmer Truslee Trustee Trustee (resigned September 2024) Trustee & Treasurer Mr David Callcott Dr Daniel Gra Truslee (appoinled June 2024) Other Parties Independent Examiner.. Parkers, Cornelius House. 178-180 Church Road Hove, BN3 2DJ Bankers: Co-operative Bank, PO Box 250, Delf House, Skelmersdale, WN8 6 Charity Registered Office Sussex Innovation Cenlre, University of Sussex Falmer, Brighton BN19SB Stratsgy and Management The Virtual Doctors remains committed to delivering high-qualty telemedicine seNices to rural communities in Zambia and Malawi, aligned with our mission to improve access to healthcare in underserved regions. In 2023, we focused on enhancing our digital infrastructure, expanding partnerships with the Ministries of Health in Zambia and Malawi, local health professionals. and increasing the reach of our serVIS to more remote areas. Our strategic goals include sustsinable growth through collaboration with key stakeholders, continuous improvement of our technology, and ensuring the resilience of our seNices in the face of changing heatthcare needs. The Board of Trustees actively monitors our performance and compliance with the Charity Commission's guidelines, ensuring slrong governance and efficient use of resources to maximise our impact.
Rlsk Management Risk management is a key responsibility of the Board of Trustees of the Virtual Doctors, ensuring that potential risks to the charity's operations, finances. and reputalion are identified, assessed, and mitigated in line with the guidan provided by the UK Charilies Commission. The Board regularly reviews both extemal and internal risks, including those related to the delivery of telemedicine seNices in rural Zambia and Malawi. Following best practice, we have established clear processes for risk identification, analysis, and monitoring, incotporating oversight into our strategic planning. This approach ensures that we protect our beneficiaries, staff. and resources, while maintaining operational resilience and wmplIan with regulalory obligations. By embedding risk management into our governan framework, we aim to create a sustainable and secure future for our seNices. 10
- FINANCIAL SUMMARY Flnandal Management The Executive Director, in collaboration with the Treasurer and Board, ensures rigorous financial oversight and strong governance across all operations. A professional accountant maintains detailed. transparent records of all funds, including those allocated to our vital work in Zambia and Malawi. Each month. the Executive Director and Treasurer provide the Board with a comprehensive operational scorecard, facilitating strategic review and proactive decision-making. These measures reinforce our commitment to accountability, ensuring that every pound is effectively utilised to maximise our impact in the communities we serve. Key Flnandals Income for the year totalled £129,960 while operating costs totalled £173,501 resulting in an operating deficit of £43,542. The cost of raising those funds was 19% in 2023. We invested £211,500 in the development of our new technology plalfom. As at 31 December 2023 the Charity's free reserves were £92,223. Our Reserves Policy currently recommends the holding of free reserves greater than 26 weeks of operation costs, but less than 52 weeks. This policy is regularly revlewed to ensure it is appropriate. This report has been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies. Approved by the Board of Trustees on . behalf by.. Zo24-...and signed on its David CalScott- Trustee
INDEPENDENT EXAMINEFYS REPORT TO THE TRUSTEES OF THE VIRTUAL DOCTORS Independant examinerfs repK)rt to the tnjstees (rfThe Virtual Doctors (Ihe Company) I report lo the charity truslees on my examination of the accounts of the Company for the year ended 31 st December 2023. Responslbllltl8S and basls of report As the charity's trustees of the Company {and also its direct¢xs for the purposes of company law) you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Ad 2006 {'the 2006 Act'}. Having satisfied myself that the accounts of the Company are not required to be audited under Part 16 of the 2006 Ad and are eligible for independent examination. I report in respect of my examination of your charity's accounts as carried out under Section 145 of the Charities Acl 20111'the 2011 Act'}. In carrying out my examination I have followed the Directions given by the Charity Commission under Section 145{5} Ib) of the 2011 Act. Independént examinerfs statement I have completed my examination. I confirm thai no matters have come to my attention in connection wth the examination giving me cause to believe: accounting records were not kept in respect of the Company as required by Section 386 of the 2006 Ad. or 2. the accounts do not accord with those records., or 3. the accounls do not comply wth the a¢xounting requirements of Section 396 of the 2006 Act other than any requirement that the 8co)unts give a true and fair view which is not a matter considered as part of an independent examination., or 4. the accounts have mt been prepared in accordance with the methods and principles of the Statement of Recommended Practice for a¢xounting and reporting by charities (applicable to charities preparing their accounts in accordan with the Financrdl Reporting Stsndard applicable in the UK and Republic of Ire5and (FRS 10211. I have no COnrnS and h8ve come across no other matters in connection wtth the examination to which attention should be drawn in this report in order to enable a pro understanding of the accounts to reached. Annette Watson PhD Bsc FCA Parkers Cornelius House 178-180 Church Road Hove East Sussex BN3 2DJ 12
THE VIRTUAL DOCTORS STATEMENT OF FINANCIAL ACTIVITIES (INCORPORATING AN INCOME AND EXPENDITURE ACCOUNTI FOR THE YEAR ENDED 31ST DECEMBER 2023 2023 Total funds 2022 Total funds UnTeslricled Restricted fund funds Notes INCOME AND ENDOWMENTS FROM Donations and gaCleS 128,605 128,605 168,L%9 Investment income 1,355 300 Totsl 129.960 129 960 188,369 EXPENDITURE ON Raising funds 23.987 23,987 38,550 Charltable activities Virtual Doctors Servre 112,889 149,51S 153,832 Total 136.876 36.626 173 502 192,382 NET INCOMEIIEXPENDITUREI {6,9161 136.6261 143.5421 14,0131 RECONCILIATION OF FUNDS Total funds brought fOard 99,139 348,192 447.331 451.344 TOTAL FUNDS CARRIED FORWARD 311566 447.331 The notes fomi part ofthese financial statements Page 13
THE VIRTUAL DOCTORS BALANCE SHEET 31ST DECEMBER 2023 2023 2022 Notes FIXED ASSETS Intangible assets Tangible assets 211,500 503 214,272 503 CURRENT ASSETS Debtors Cash al bank and in hand 73 452.004 221,675 221,675 452,077 CREDITORS ArrY)unls falling due wf(hin one year 32.1581 15,249} NET CURRENT ASSETS 189 517 446.828 TOTAL ASSETS LESS CURRENT LIABILITIES 403,789 447,331 NET ASSETS 403.789 FUNDS Unrestricted ftjnds Reslricled funds 92,223 311 566 99,139 TOTAL FUNDS 447.331 The charitable eompany is entitled to exemption from audit uThJer Section 477 of the Companies Act 2006 for the year ended 31st December 2023. The members have not required the company to obtain an audit of ts financial slalemenls for the yeaT ended 31st December 2023 in accordance wf(h SectK)n 476 of the Companies Act 20C6. The trustees acknowledge their responsibilf(ie5 for {al ensuring Ihat the charitable company keeps accounting records that comply with SectDn$ 386 and 387 of the Companies Act 2006 and preparing financial slalernenls which give a true and fair view of the slate of affairs of the charitable company as at the end of each financial year and of ils surplus or deficit for each financial year in accordance with the requirements of Sections 394 and 395 and which otherwise comply with the requirements of the Companies Act 2006 relating to financial stalemenls, so far as app5icab5e to the charitable company. Ibl The notes form part of these finaneial statements Page 14 continued...
THE VIRTUAL DOCTORS BALANCE SHEET. ¢ontlnu•d 318T DEceMBEII 2023 These financial staterrts have bèen prepared In accordance wrth the provisfons appllcable to charitab ¢ompanlès subject to tha small compani85 regime. The financ¢al statements were approv¢d by the Board of Trustsès and aulhorised for issue on .7 o... ,').F.1-....I:- ..Q..k..-. and were signed on its behalf by, D Call¢ott- Trustee The notes fomi part of the8e financial 5:a:a*S- Page 15
THE VIRTUAL DOCTORS NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST DECEMBER 2023 ACCOUNTING POUCIES Basls of preparfng the financial statements The financial slalements of the charitable company, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP IFRS 1021 Accounting and Rewrting by Charities.. Sialemenl of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland IFRS 102} leffeclive 1 January 20191,, Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland. and the Companies Act 2008. The finan¢ial statements have been prepared undef the historical cost convention. The charitable company has taken advantage of the following disclosure exemptions in preparing these financial slalemenls, as pemirtted by FRS 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland,: the requirements of Section 7 Slatemenl of Cash Flows., the requirement of paragraph 3.17ldl-, the rgquirements of paragraphs 11.42, 11.44, 11.45, 11.47, 11.4818}liil. 11.48lalliv}, 11.48lbl and 1148lcl. the requirements of paragraphs 12.26, 12.27, 12.29la}, 12.29lbl and 12.29A., the requirement of paragraph 33.7. Preparation of consolidated flnancial statements The figures for VDrs Zambia Ltd have not been consolidated into these accounts as the incomes are below required thresholds. Zambia 15 limiled by guarantee, so VDrs UK holds no shares, bul has a controlling interest through membership. Income All income is recognised in the Slalemenl ol Financial Aclivrtie5 once the charity has entr(lement lo the funds, il is probable that the income will be received and the amount can be measured reliably. Expenditure Liabilities are recognised as expenditure as soon as there is a legal or conslrudive obligation ommitting the charity lo that expendrture. il is probable that a transfer of economie benefrts will be required in settlement and the amount of the obligation can be measured reliably. Expendf(ure is accounted for on an accruals basis and has been classrfied under headings that aggregate all cost related lo the category. Vvhere costs cannot be attributed to particular headings they have been allocated to actThirties on a basis consislenl with the use of resources. Grants offered subject lo condi(ions which have not been met al the year end date are noted as 8 commitment but not acerued as expenditure. Tanglble flxed assets Depreciation is promded al the folbwing annual rates in order lo wrf(e off each asset over rts estimated useful lrfe. Fixtures and fittings Computer equipment 33ts on cost 330 on cost Taxatlon The charity is exempt from Corporation tax on rts charitable aclivilies. Fund accounting Unrestricted funds can be used in accordance with the charitable objectives at the diseretion of the trustees. Restricted funds con only be used for particular reslricled purposes within the objects of the charty. Restrictions arise when specified by the donor or when funds are raised for particular reslrided purposes. Page 18 conlinyed...
THE VIRTUAL DOCTORS NOTES TO THE FINANCIAL STATEMENTS- continued FOR THE YEAR ENDED 31ST DECEMBER 2023 ACCOUNTING POLICIES- contlnued Pension costs and other post•retlrement benefit5 The charrtable company operates a defined contribution pension scheme. Contributions payable lo the charitable company's pension scheme are charged lo the Slalernenl of Financial Activities in the period lo which they relate. INVESTMENT INCOME 2023 2022 Deposit account interest 300 NET INCOMEIIEXPENDITUREI Net incomellexpendf(urel is slated after chargingllcredf(ingl.' 2023 2022 Depreciation - owned assets 603 TRUSTEES. REMUNERATION AND BENEFITS There were no trustees, remuneration or other benefits for the year ended 31$1 December 2023 nor for the ye8r ended 3181 December 2022. Trustees. expenses There were no trnslees, expenses paKI for the year ended 315t December 2023 nor for the year ended 31st December 2022. STAFF COSTS The average nth number ol employees during the year was as follows". 2023 2022 Fundraising Project No employees reiVed emoluments in excess of £60,000. Page 17 continued...
THE VIRTUAL DOCTORS NOTES TO THE FINANCIAL STATEMENTS - continued FOR THE YEAR ENDED 31ST DECEMBER 2023 INTANGIBLE FIXED ASSETS Computer soflware COST Additions NET BOOK VALUE At 31st December 2023 At 31st December 2022 Computer Soare costs have not been arnorti5ed as the development of the underfying software application was not completed until the current year. TANGIBLE FIXED ASSETS Fixtures and fittings Computer equipment Totsls COST Al 1st January 2023 Additions 385 13.259 3.301 13,644 3,301 At 31st December 2023 385 16,945 DEPRECIATION Al 1st January 2023 Charge for year 385 12,756 13,141 Al 31st Dember 2023 385 NET BOOK VALUE Al 31st December 2023 2,772 Al 31st December 2022 503 503 DEBTORS.. AMOUIUS FALLING DUE WITHIN ONE YEAR 2023 2022 Other debtors 73 Page 18 continued...
THE VIRTUAL DOCTORS NOTES TO THE FINANCIAL STATEMENTS - continued FOR THE YEAR ENDED 31ST DECEMBER 2023 CREDITORS: AMOUNTS FALLING DUE THIN ONE YEAR 2023 2022 Trade Creditors Social security and other laxe$ Other creditors Accrued expenses 2,754 170 1,293 30,695 1,295 1,200 10. ANALYSIS OF NET ASSETS BETWEEN FUNDS 2023 Total funds 2022 Total funds Unrèstricted Restricted fund funds Fixed assets Current assets Current liabililies 2,772 121.609 32.158) 211,500 100.066 214,272 221,675 32,158} 503 452,077 5,2491 311.566 403,789 11. MOVEMENT IN FUNDS Nel movement in fun¢Js Al 31112123 Al 111123 Unrestrlcted funds General fund 99.139 16.9161 92,223 Restricted funds Zambia Expansion Fund Malawi Pilot Fund Bursary Fund App Development Fund 626 346.405 661 500 16261 {35,5001 310,905 661 348.192 36.6261 311.566 TOTAL FUNDS Nel movement in funds. inclLtded in the above are as follows.. Incoming reSoUrS Resources expended Movement in funds Unrestrlcted funds General fund 129.960 {136,8761 16,9161 Restricted funds Zambia Expansion Fund Malaw Pilot Fund App Development Fund 16261 {35,5001 16261 135,5001 36.626 36.626 TOTAL FUNDS 129960 Page 19 continued...
THE VIRTUAL DOCTORS NOTES TO THE FINANCIAL STATEMENTS - contlnued FOR THE YEAR ENDED 31ST DECEMBER 2023 11. MOVEmEfr IN FUNDS- continued Comparatlves for movement In funds Net movement in funds Transfers between funds At 31112122 At 111122 Unrg$tricted funds General fund 93.862 111,7231 17,000 99,139 Restricted funds Zambia Expansion Fund Malawi Pilot Fund Bursary Fund App Developrnenl Fund 1000 Club 2.516 336.805 661 500 17.000 11,8901 9.600 626 346,405 661 500 170001 357 482 17,0001 348.192 TOTAL FUNDS Comparative net movement in funds, included in Ihe above are as foll¢)ws'. Incoming resources Resources expended )vemenl in funds Unrestricted funds General fund 112,769 1124,4921 111,7231 Restricted funds Zambia Expansion Fund Malawi Pilot Fund 60,000 15,600 161,8901 6,0001 11.8901 9,600 67.890) 7.710 TOTAL FUNDS 188,369 192,3821 12. RELATED PARTY DISCLOSURES There were no related paty transactions for the year ended 31st December 2023. Page 20