2022-12-31-accounts

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Outreach EMR
Medical Records Save Lives
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Annual Report for 12 Months ending 31 December 2022

Outreach EMR is a Charitable Incorporated Organisation (CIO), Registered Charity No: 1159060

Charity Address: Fir Tree Farm, Main Street, Sutton-on-Forest, York YO61 1DP

Contact: peter.smith@outreachemr.org (+44) (0) 7712 586822

Website: www.outreachemr.org

Objective: The relief of sickness and the preservation and protection of health by developing and making available an electronic medical records system for use in resource challenged settings.

Trustees and Governance

Outreach EMR is governed by the Constitution of a Charitable Incorporated Organisation with voting members other than its Charity Trustees. The policies and procedures for election of Trustees are set out in Section 13 of the Charity’s Constitution.

Trustees are:

Dr. Peter Smith MBChB DCH MRCGP (Chairman)
Mr. Graham Millar FCA (Treasurer)
Mr. Mark Fowler

Dr. Peter Smith, Mr. Mark Fowler Mr. Graham Millar have been in office for the full term of the Report: 01 January 2022 – 31 December 2022.

Ex-officio committee members are: Dr. Peter Burnett, Dr. Elizabeth Fowler, Dr. David Longworth, Mrs. Margaret Millar, Mr. Rex Parry, Mrs. Helen Smith, Mr. Bass Stewart, Dr. Bill Tams and Mrs. Gail Tams.

Summary of Activities Undertaken

Fallout from the Covid19 epidemic continued to affect partner NGOs and clinics. Some clinics using the EMR system were forced to close temporarily or, on occasions, permanently, because of a lack of funds or trained personnel. Within Outreach EMR, software problems have delayed both the implementation and roll out of Version 4 and the beginning of Project Connect. Despite this, the System continues to work well in many clinics. A new IT Team has been appointed and a re-designed website completed. The Version 4 (V4) system has also been installed in three new clinics.

• System Developments

Version 4 rollout – A new IT Team is in place. Clinics have been prioritised but implementation delayed because of issues with syncing desk-top systems to the Cloud.
Project Connect - The Project will pilot Interoperability (the ability to transfer real time data directly from clinics to Central Government in Uganda using an international platform known as DHIS2) and is supported by Uganda UK Health Alliance (UUKHA) with funding from Peter Sowerby Foundation (PSF). A Project Manager has been appointed to lead implementation and three existing clinics selected to participate. Permission has been obtained from the Ugandan Government to continue with existing hosting arrangements for the duration of the Project.

• Training and system monitoring

The Chairman visited Uganda in June to -

 - Assist with the re-opening of the large FIMRC Clinic in Bushika

 - Assess progress of all clinics using the system in Eastern Uganda

 - Appoint a project Manager for Project Connect in conjunction with UUKHA. This trip was self-funded.

Discussions were held with Royal College of General Practitioners (RCGP) and NHS England Global Health Programme, where a future ‘Lunch and Learn session’ is planned.
Our Ugandan representative, Julius Okello, has obtained a degree in Computer Health and worked throughout the year to train staff and solve problems.
Additional Clinics The system has been introduced into the following cloud-based clinics:
- Malaria Centre 1&2, Healing Faith, Mayuge, Uganda
- Centre Médical d’Access a la Santé, Forêts des Pins, Haiti
- Haiti Endowment Fund, Hinche, Haiti.

`o` Governance

All policies have been updated and displayed on the website.
Potential conflicts of interest have been declared by all Trustees and Committee Members.

Fundraising
A very successful Summer Garden party was held on 21 August in Malton
A hugely enjoyable musical evening was held on 22 October, again in Malton, with profits split between Outreach EMR and MIND. These two events raised a total of £3,854.
A lunch held at the White House in York on 11 December resulted in donations of almost £2,100 (without gift aid).

Trustees and Members are extremely grateful to the many people who have continued to support Outreach EMR and donated so generously.

Main Achievements

We have:

Installed the system in 3 new clinics
Increased the number of patients registered
Appointed a Project Manager and secured support from Government of Uganda for ‘Project Connect’, which will pilot test interoperability in a number of clinics in Uganda
Appointed a new IT Team
Re-designed and improved the website
Strengthened partnerships with the Uganda UK Health Alliance (UUKHA), Foundation for International Medical Relief of Children (FIMRC), Harpenden Spotlight on Africa (HSOA), Peter Sowerby Foundation and a number of NGOs, particularly those working in Haiti.

Future Objectives

Objectives for the next 12 months are to:

Bring additional clinics and health care settings online
Install version 4 in all clinics
Change the contracting arrangements for IT provision and development
• Demonstrate the use and benefits of online / offline capability (roaming) in the field
Begin pilot testing of ‘Interoperability’ in designated Ugandan clinics via Project Connect
Complete certification of independent ‘Penetration Test’ to demonstrate data security
Raise the profile of the charity nationally and internationally
Enhance sustainability by finding a long - term, strategic partner or partners
Develop a new, 5-year business plan.

Outreach EMR Statement of Financial Activities Year ended 31[st] December 2022

Notes Income Donations Donations with gift aid Fundraising Events1 Total Income Expenditure Project Connect2 Software Development Software Maintenance Hosting and Domain Charges Local Support Fundraising Costs Total Expenditure Surplus/(Deficit)	2022 £ 9842 3412 3854 17108 -2603 -10846 -3035 -2760 -258 0 -19502 -2394	2021 £ 13564 8620 11426 33610 0 -12016 -3057 -3186 -954 -43 -19256 14354

Balance Sheet 31st December 2022 Reserves 3 Balance brought forward 54807 Surplus (Deficit) for the year -2394 Total 52413 Assets Bank 64069 Debtors 998 Creditors 4 -12654 Total 52413	40453 14354 54807 63891 1363 -10447 54807

Notes

Some fundraising events are held by outside bodies and some by the Charity itself. In both cases the amounts shown are the net proceeds. As a consequence of such events the Charity has received donations and these amounts are included in the appropriate donation headings.
Project Connect is an interoperability project being conducted in conjunction with the Ugandan Government. The Peter Sowerby Foundation has agreed to grant fund these trials. To date because of a software problem these trials have not yet commenced and no monies have been drawn down. The expenditure shown is for hardware in anticipation of the commencement and has so far been borne by the Charity.
Reserves. All reserves are unrestricted
A £10,000 retention has been held pending full and final commissioning of two major projects.

Signed on behalf of the charity’s trustees

Signature(s), Full name(s), Position, Date

Peter Smith - Chairman / Trustee

Graham Millar – Treasurer / Trustee Mark Fowler - Trustee

Date: 14 February 2023

OUTREACH EMR

Independent Examiner’s Report to the Trustees of Outreach EMR

I report to the trustees on my examination of the accounts of the above charity (“the Charity”) for the year ended 31 December 2022.

Responsibilities and basis of report

As the charity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).

I report in respect of my examination of the Charity’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:

the accounting records were not kept in accordance with section 130 of the Charities Act; or
the accounts did not accord with the accounting records; or
the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Examiner: Harry Howley Chartered Accountant

UHY Calvert Smith Heritage House,Murton Way, York, YO19 5UW

Date: 14 September 2023