2025-12-31-accounts - Outreach EMR

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Outreach EMR

Medical Records Save Lives

Annual Report for 12 Months ending 31 December 2025

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.

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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 and Mr. Graham Millar have been in office for the full term of the Report: 01 January 2025 – 31 December 2025.

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

1. Summary of Activities Undertaken

2025 has seen a huge focus on the completion of Project Connect in Uganda, with four out of 6 clinics successfully demonstrating the concept of interoperability. One of the clinics became an Ebola Centre and was therefore withdrawn from the Project. and replaced with an alternative. At the request of the Ugandan Government all data in Ugandan clinics has been transferred to a Ugandan Cloud site. An independent Penetration Test was carried out in November with

recommendations received and an action plan drawn up. On the fund-raising front, over 120 people attended a Fashion Show in April and plans for a large Gala Dinner in January 2026 are at an advanced stage. Social media activity has greatly improved and increased with significant publicity in the local press raising the charity’s profile. We are also in receipt of several very generous donations and remain extremely grateful to everyone who has supported us.

The Charity has now reached a critical stage. Through delivery of Project Connect we have successfully demonstrated interoperability and have secured the support of the Ugandan Ministry of Health to extend the health benefits of the Outreach EMR System more widely. To support this and to ensure sustainability, securing significant, external investment will form the focus of activity for the forthcoming months.

2. Financial Review

1. Reserves policy: The charity has total unrestricted funds of £63,573. These funds are together with expected income in 2026 are sufficient for the charity to operate beyond the end of 2026.

The site to facilitate Donations has been changed from CAF to Zeffy with associated improvements in functionality.
The accounts for 2025 accompany this report.

3. System Developments

Project Connect - to pilot Interoperability (ability to transfer real time data directly from clinics to Central Government in Uganda using the international platform DHIS2) was successfully demonstrated, with all relevant electronic HMIS Reports installed. Videos using aggregated data from clinics were made for demonstration and training purposes. Project Connect was supported by UUKHA (Uganda / UK Health Alliance) with funding from Peter Sowerby Foundation (PSF).
A letter supporting further roll-out of the System was received from the Ugandan Ministry Health.
All Ugandan cloud-based health information was transferred to a Ugandan Cloud site, RENU. The transfer was at the request of the Ugandan Government and has caused some significant issues with systems balance.
A final report was produced and sent to PSF.
In October, Peter Smith (Chairman) visited all Project Connect Clinics to finalise the Project and thank everyone involved.
Dentistry Plug-In for Hope for Haiti is in the final stages of development.
An independent Penetration Test was carried out in November and a report received. Thanks to S-RM for this service.

4. Training and system monitoring

Project manager Daniel Opuch has worked tirelessly to implement Project Connect in Uganda with Project staff, Julius Okello and James Wafula, training all staff in system use and electronic reporting. At times they have faced difficult challenges working in remote clinics, including significant weather changes, unreliable electricity, impassable roads, broken bridges and an Ebola outbreak.

5. Additional Clinics

The Outreach EMR System was successfully introduced into two new clinics in Haiti: Nova Hope and God’s Vision for Haiti. A large Malaria Clinic, Healing Faith Uganda, which had stopped using the system has signed up to re-start. In Zambia, Kafakumba Clinic has decided to transfer away from Outreach EMR to a larger, more complex system.

6. Governance

Two new Members have joined the Committee: Mark Jessop has extensive expertise in IT and Peter Hales in Finance, Sales and Marketing.
The 2025 Annual Report and Accounts secured the approval of an external examiner, as required by section 145 of the Charities Act 2011.
All policies were updated, revised where necessary and displayed on the website
Potential conflicts of interest were declared by all Trustees and Members.

7. Fundraising and Marketing

‘Critical Future’, a market leader in completing strategy and technology projects was commissioned in May to develop a scalable growth and funding strategy in order to help expand impact. Their very comprehensive work included shared ideas for deliverables, contacts, a pitch deck to help potential investors and clients and suggested marketing and sales approaches.
A Fashion Show on 28 April was extremely well attended and raised £1,500.
Plans for a large Gala Dinner in January 2026 are in the final stages.
Social media presence has been raised through the more regular use of Facebook and electronic newsletters.
With the help of Stephen Lewis, former Features Editor of the York Evening Press a number of articles have raised the profile of the Charity and secured donations. Dr. Bill Tams talked about the Charity on a local TV Channel.

Trustees and Members are extremely grateful to the many people who have continued to support Outreach EMR and donated so generously and to Zameel Amsed from Codification who has worked tirelessly on all system developments. Zameel is based in Sri-Lanka

8. Main Achievements We have:

Supported the introduction of relevant sections of electronic HMIS Reports in six Project Connect Clinics.
Undertaken codebase and infrastructure upgrades to the System.
Completed Project Connect by demonstrating interoperability.
Ensured that all cloud- based Ugandan Healthcare data is hosted ‘in-country’.
Improved the marketing of Outreach EMR, particularly via social media and through work with ‘Critical Future’.
Secured support of the Ugandan Ministry of Health for a wider roll out of Outreach EMR.
Strengthened partnerships with the Uganda UK Health Alliance (UUKHA), Foundation for International Medical Relief of Children (FIMRC), Harpenden Spotlight on Africa (HSOA), Hope for Haiti, Peter Sowerby Foundation and a number of NGOs, particularly in Haiti.

9. Objectives for the next 12 months are to:

Secure funding and/or strategic partnerships to ensure sustainability and wider planned roll-out in Uganda.
Bring additional clinics and health care settings online.
Address remaining issues caused by transfer of data to RENU in Uganda.
Continue to build user capacity on current and new system features under development
Demonstrate improved data security through implementation of recommendations from the Penetration Test.
Raise the profile of the charity nationally and internationally
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Income and Expenditure Account

Year ended 31[st] December 2025

Income Notes Donations Grants Received 4a Fund Raising 4b Sales Hosting Charges Total Income Expenditure Project Management Software Development Software and other maintenance Equipment purchased Project Staff in Uganda Travel - Uganda - from UK Training Hosting and Domain costs Bank and professional fees Total Expenditure Surplus/Deficit	Unrestricted Funds Restricted Funds Total 2024 £ £ £ £ 52,974 - 52,974 8,491 - 44,071 44,071 56,800 1,500 - 1,500 2,106 15,137 - 15,137 5,500 2,187 - 2,187 3,225
	71,798 44,071 115,869 76,122
	-2,000 -10,000 -12,000 -19,000 -30,808 -28,892 -59,700 -54,162 -13,724 - -13,724 -11,883 - -554 -554 -10,122 -556 -5,561 -6,117 -5,990 - -1,449 -1,449 -1,021 - -3,183 -3,183 -9,159 - -2,038 -2,038 -6,034 -3,352 - -3,352 -6,072 -6,592 -1,841 -8,433 -3,599 -57,032 -53,518 110,550 -127,042
	14,766 -9,447 5,319 -50,920

Balance Sheet

Year ended 31[st] December 2025

Notes Reserves Balance brought forward Surplus/ Deficit for year Assets Bank 9 Cash in Uganda Debtors Liabilities Creditors Net Assets	Unrestricted Funds Restricted Funds Total 2024 £ £ £ £ 48,807 9,447 58,254 109,174 14,766 -9,447 5,319 -50,920
	63,573 0 63,573 58,254
	77,918 0 77,918 58,886 0 0 0 328 4,550 - 4,550 3,820 -18,895 0 -18,895 -4,780
	63,573 0 63,573 58,254

Signed on Behalf of the Charity’s Trustees

Peter Smith – Chairman, Trustee

Graham Millar – Treasurer, Trustee

Mark Fowler – Trustee

31[st] March 2026

OUTREACH EMR

Notes To the Financial Statements

1 CHARITY INFORMATION

Outreach EMR is a Charitable Incorporated Organisation (CIO), registered with the Charity Commission in England and Wales.

The address of its registered office is Fir Tree Farm, Main Street, Sutton-on-Forest, York YO61 1DP.

2 ACCOUNTING POLICIES

Basis of preparing the financial statements

The financial statements of the charitable company, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)', Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Companies Act 2006. The financial statements have been prepared under the historical cost convention, with the exception of investments which are included at market value.

Income

All income is recognised in the Statement of Financial Activities once the charity has entitlement to the funds, it is probable that the income will be received and the amount can be measured reliably.

Expenditure

All expenditure is included on an accruals basis and allocated to the activity to which it relates.

Taxation

The charity is exempt from corporation tax on its charitable activities.

3 FUND ACCOUNTING

Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees. Restricted Reserves can only be used for Project Connect.

4 INCOME

a The Peter Sowerby Foundation is provided grant aid for Project Connect
an interoperability project in conjunction with the Ugandan

Government. The project shows how health information can be provided in

real time to facilitate central knowledge. The project has been successful.

b Some fund-raising events are held by outside bodies and some by the Charity itself. In both cases the amount shown is the net proceeds. In 2025 the gross proceeds of events run by the Charity was £1,831 (2024 £4,300)
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OUTREACH EMR

Notes To the Financial Statements

5 BANK AND PROFESSIONAL FEES

5 BANK AND PROFESSIONAL FEES
Consultants Fees Accountancy - paid Bank, codification charges Total	2025 £ 2024 £ 6,000 0 435 415 1,998 2,769
	8,433 3,184

6 NET INCOME/(EXPENDITURE)

Net income/(expenditure) is stated after charging/(crediting):

Accountant’s fees - independent examination	2025 £ 2024 £
	435 415

7 TRUSTEES' REMUNERATION AND BENEFITS

There were no trustees' remuneration or other benefits for the year ended 31 December 2025 nor for the year ended 31 December 2024.

Trustees' expenses

Trustees' expenses for travelling expenditure incurred personally, totalling £3,183 (2024: £5,315) reimbursed to two trustees.

8 EMPLOYEES

The average number of employees during the year was Nil (2024: Nil).

9 CASH AT BANK

ASH AT BANK
Bank current account Cash Total	2025 £ 2024 £ 77,918 58,886 0 328
	77,918 59,214

OUTREACH EMR

Notes To the Financial Statements

10 CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

Accruals Deferred income Total	2025 £ 2024 £ 8,429 4,780 10,466 0
	18,895 4,780

11 RELATED PARTY DISCLOSURES

There were no related party transactions for the year ended 31 December 2025 nor the year ended 31 December 2024.

Independent Examiner’s Report to the Trustees of Outreach EMR

Responsibilities I report to the trustees on my examination of the accounts of the above charity and basis of Report (“the Charity”) for the year ended 31 December 2025. 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 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 examiner's statement 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 LLP Heritage House Murton Way York YO19 5UW

Date: 31 March 2026