2023-12-31-accounts

Outreach EMR

Medical Records Save Lives

Annual Report for 12 Months ending 31 December 2023

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: [e-mail] (+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

Reflecting recovery from the Covid19 pandemic together with a range of other factors, 2023 has been a much more productive year for Outreach EMR. The new IT team (Codification) is working well, Project Connect is making strong progress and Version 4 software is working and stable in

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most clinic settings. Improvements in internet availability, particularly in Uganda, have enabled several former ’desktop’ clinics to be moved onto the Cloud with many associated benefits. A new 5 - year business plan 2023 – 2027 has been developed and reporting against a range of objectives begun. Some successful fundraising has been undertaken with a dinner held in November raising a total of £18,700. We are also in receipt of several very generous donations and remain extremely grateful to everyone who has supported us.

• System Developments

• Contracts have been agreed with Codification for provision and development of IT and are working well. Codification have made very significant contributions to progress during 2023 in stabilising V4, upgrading most current clinics to V4 and developing various ‘plug ins’ towards electronic reporting of Ugandan Health Management Information Systems (HMIS) and subsequent, planned transfer of data using DHIS2.

• 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). The Project had successfully commenced in 4 out of 6 selected clinics by the end of 2023; of these 2 were already using Outreach EMR and 2 Government Clinics were new system users.

• Training and system monitoring

• Committee members visited Uganda in both June and October to assist the project manager first in selecting and setting up the system in relevant clinics and later to monitor progress, identify training needs and undertake initial evaluations.

• Project manager Daniel Opuch has worked tirelessly to implement Project Connect in 4 of the 6 planned clinics, with the remaining 2 scheduled for early in 2024. This has involved procurement and installation of hardware, ensuring relevant internet installations are fit for purpose and with Julius Okello and James Wafula, training all staff in use of the system.

• Additional Clinics The system has been introduced into the following cloud-based clinics:

  • Mbale Municipal Health Centre 2, Mbale Uganda (Project Connect)

  • Bukhaweka HC 2, Naminsindwa, Uganda (Project Connect)

  • Mpunde HC 2, Mpunde, Uganda

  • Kafakumba Clinic, Kafakumba Transformational Church, Zambia

o Governance

• A new 5-year Business Plan 2023 – 2027 has been developed with sub-committees reporting against objectives.

• A new sub-committee structure, reflecting the increasingly complex nature of work being undertaken, has been implemented.

• The 2022 Annual Report and Accounts secured the approval of an external examiner, as required by section 145 of the Charities Act 2011.

• 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 Celebration Dinner was held on 11 November, raising in excess of £18,700.

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

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Main Achievements

We have:

• Agreed contracts to work with Codification for provision and development of IT

• Commenced the implementation of Project Connect with the help of a local Project Manager and supporting local project team

• Stabilised Version 4 and installed it in most existing clinics

• Installed the system in 4 new clinics

• Increased the number of patients registered

• Developed a new 5-year Business Plan 2023–2027 and begun implementation

• 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

• Complete the roll out of Version 4 in all clinics

• Demonstrate the use and benefits of online / offline capability (roaming) in the field

• Ensure relevant sections of electronic HMIS reports are supported in Project Connect clinics

• Pilot test ‘Interoperability’ in designated Ugandan clinics via Project Connect

• Complete certification of independent ‘Penetration Test’ to demonstrate data security

• Improve and develop marketing of Outreach EMR, particularly via social media.

• Raise the profile of the charity nationally and internationally

• Ensure sustainability through a more commercial focus and by seeking a long - term, strategic partner or partners

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Statement of Financial Activities Year Ended 31st December 2023

Unrestricted Restricted Funds Funds £ £ Income Notes Donations 18,550 Grants Received 1 126,666 Fund Raising 2 10,874 Total Income 29,424 126,666 Expenditure Project Management -20,000 Software Development -8,212 -33,311 Software and other maintenance -1,2520 Equipment purchased -8,359 Project Staff in Uganda -226 -2,197 Travel - Uganda - from UK -8,728 Training -1,482 Hosting and Domain costs -3,434 Bank and professional fees -860 Total Expenditure -24,392 -74,937 Surplus/Deficit 5,032 51,729	Total £ 18,550 126,666 10,874 156,090 -20,000 -41,523 -1,2520 -8,359 -2,423 -8,728 -1,482 -3,434 -860 -99,329 56,761	2022 £ 13,254 3,854 17,108 - -10,846 -3,035 -2,603 -258 - - -2,760 - 19,502 -2,394

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Balance Sheet 31st December 2023

Reserves Balance B/fwd Surplus/Deficit for year Assets Bank 3 Cash in Uganda Debtors Creditors	52,413 5,032 57,445 50,674 6,781 -10 57,445	51,729 51,729 52,548 1,681 -2,500 51,729	52,413 56,761 109,174 103,222 1,681 6,781 -2,510 109,174	54,807 -2,394 52,413 64,069 0 998 -12,654 52,413

Outreach EMR

NOTES

• 1 The Peter Sowerby Foundation is providing grant aid for Project Connect an interoperability project under trial in conjunction with the Ugandan Government. The project is showing how health information can be provided real time to facilitate central knowledge of health information.

• 2 Some fund-raising events are held by outside bodies and some by the Charity itself. In both cases both the amount shown is the net proceeds. In 2023 the gross proceeds of events run by the Charity was £19,000.

• 3 Restricted Reserves can only be used for Project Connect

Signed on Behalf of the Charity’s Trustees

Peter Smith – Chairman, Trustee

Graham Millar – Treasurer, Trustee

Mark Fowler – Trustee

6 February 2024

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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 2023.

As the charity's trustees, you are responsible for the preparation of the accounts Responsibilities in accordance with the requirements of the Charities Act 2011 (“the Act”). and basis of Report 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: 16 July 2024

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