YMCA CAMP CASE STUDY

CampDoc Keeps Campers Safe and Gives Parents
Peace of Mind at YMCA Camp Thunderbird

Meet YMCA Camp Thunderbird

YMCA Camp Thunderbird, located on the scenic shores of Lake Wylie just outside Charlotte, has been a cornerstone of youth development for over 80 years. Spanning nearly two miles of shoreline, the camp offers a variety of youth programs designed to foster critical life skills such as independence, empathy, and leadership. Whether through traditional day camps, overnight camps, or diverse programs offered during the school year, YMCA Camp Thunderbird provides a safe and nurturing environment where campers can grow, develop lifelong friendships, and create unforgettable memories.

Kids wearing helmets while climbing high ropes at a YMCA summer camp, engaging in a safe and adventurous activity that fosters courage and teamwork.

The Challenge

Managing the daily medication needs of campers was a significant challenge at YMCA Camp Thunderbird, and during peak summer weeks camp staff administered 350 to 400 medications daily. This number does not include rescue, emergency, or as-needed medications. Relying on paper records put a heavy burden on camp staff, with an increased risk of errors.

In addition to managing medications, camp staff were concerned about their ability to respond quickly to emergencies. With hundreds of campers spread across a large property, quick access to accurate medical records during emergencies—such as severe allergic reactions or injuries—was critical. The ability for various camp staff to access camper health records from different areas of the property was essential for ensuring efficient and timely care in these critical moments. With paper-based records, medical information was only stored at the camp’s health center, limiting access during critical times.

“Having accurate and accessible data at your fingertips is really important,” said Karen Hester, Health & Safety Director at YMCA Camp Thunderbird. “That’s what led us to look for a solution like CampDoc—so we could stop shuffling papers and know that our information is accurate all the time when we need it.”

Camper health and safety, along with operational efficiency, are top priorities at YMCA Camp Thunderbird. The camp needed a solution that would not only streamline their medication management process but also improve their ability to respond quickly and effectively in emergencies. This solution had to ensure accuracy, enhance efficiency, and minimize the risk of human error—all while keeping critical information easily accessible.

The Solution

Why CampDoc?

In 2015, YMCA Camp Thunderbird turned to CampDoc to streamline camper health and medication management, enhancing the overall efficiency of their health protocols. The CampDoc solution provided the camp staff with a digital, portable platform that made managing camper medical needs faster and more accurate, especially during peak weeks in the summer.

CampDoc enabled staff to track and manage camper medications digitally from anywhere, reducing the manual effort typically involved in summer camp medication administration. With all records easily accessible, health staff could quickly retrieve vital information, ensuring timely medication administration and faster response times in emergencies. Whether it was allergy details or medical history, CampDoc made it easy to access essential information on the go, minimizing delays and reducing the risk of human error.

The platform also enhanced emergency response times and standardized the workflow for handling emergency scenarios at YMCA Camp Thunderbird. For instance, when a camper experienced a severe allergic reaction during a meal in a dining hall with over 650 campers, staff used CampDoc to quickly confirm the child’s peanut allergy. With the help of CampDoc, rescue medication was sent from the health center to the dining hall within minutes—well before 911 could even be called.

In another instance, when a camper dislocated their knee in the shower room, a camp health assistant accessed CampDoc on her phone to instantly retrieve the camper’s medical history and other essential information. Camp staff could easily transport the camper to the ER without delay, and were able to provide updates to the parents on the way.

CampDoc also improved communication between camp staff, campers, and parents. The ability to send notifications and give real-time updates to parents helped them feel at ease. They knew their children’s medical needs were being handled efficiently and with care.

Through these improvements, CampDoc helped YMCA Camp Thunderbird to manage medications more efficiently, reduced risks, and enhanced staff confidence when handling emergency scenarios. CampDoc streamlined camp health management, ensuring campers stayed healthy and safe while providing parents with peace of mind.

 

With CampDoc, we confidently provide parents with peace of mind, ensuring they feel safe and secure knowing everything is handled with care. We’re big CampDoc fans here!

– Karen Hester, Health & Safety Director
YMCA Camp Thunderbird

With CampDoc, we confidently ensure parents feel safe, secure, and have peace of mind knowing everything is handled with care. We’re big CampDoc fans here!

– Karen Hester, Health & Safety Director, YMCA Camp Thunderbird

The Outcome

Faster Emergency Response
CampDoc equips staff with the tools to respond promptly and effectively in emergencies by providing instant, on-the-go access to critical camper medical information. By enhancing emergency preparedness, the platform enables staff to act quickly, reduce response times, and make well-informed decisions. With real-time access to camper medical histories, allergy details, and other essential data, CampDoc facilitates precise interventions that prioritize the health and safety of campers in unexpected situations.

Streamlined Check-in Process
With over 500 campers to check in within a tight two-hour window, many requiring medication, CampDoc plays a crucial role in streamlining the process. Parents can enter their child’s medication details ahead of time, allowing camp staff to quickly verify and confirm the medications during check-in.

By eliminating the need for manual data entry, staff can focus on ensuring the medications on hand match what parents have listed. With CampDoc, this complex process becomes manageable and efficient.

Risk-Free Medication Administration, On-site and Off-Site
CampDoc’s digital platform tracks every medication accurately and ensures it’s administered at the correct time. The system notifies camp staff to review each medication within its designated time slot and flags any doses that have not been administered. This functionality reduces the risk of missed medications and provides parents with peace of mind that their child’s medications are being managed properly. “With over 200 medications to be given during a 45-minute meal period, we couldn’t manage without the CampDoc eMAR,” said Karen.

Fostering Parent Confidence with Proactive Health Communication
For children with complex medical conditions, such as diabetes or seizure disorders, ensuring their safety at camp is a top priority for both parents and staff. CampDoc enables parents to upload essential medical information, including treatment plans from doctors, ahead of time, ensuring staff have immediate access to the latest details for safe and effective care.

This streamlined process reduces the risk of errors, ensuring care is both efficient and safe. Parents are kept informed and reassured through proactive communication—whenever a camper visits the health center, an email is sent or a call is made to parents detailing the treatment and medications administered. This transparency provides parents with peace of mind and confidence in the care their child is receiving.

The Summary

By adopting CampDoc, YMCA Camp Thunderbird transformed its medication management process, ensuring safety, accuracy, and efficiency across the board. CampDoc’s digital platform streamlined operations, reduced human error, and enhanced communication, giving both staff and parents peace of mind.

CampDoc empowered YMCA Camp Thunderbird to maintain a high standard of care while ensuring a seamless and secure experience for both campers and their families.

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Join programs like YMCA Camp Thunderbird in ensuring the highest standards of camper safety, operational efficiency, and parent confidence.

Hoping to bring peace of mind to your program, too?
Become part of the success story.

Join programs like YMCA Camp Thunderbird in ensuring the highest standards of camper safety, operational efficiency, and parent confidence.

Schedule a Demo Today!

CampDoc Voted #1 by Customers.
Trusted by 1,250+ camps and youth programs.

G2 2024 Fall High Performer badge for CampDoc in the camp management software niche, recognizing its strong performance and positive user reviews.
G2 Leader badge for Fall 2024, awarded to CampDoc for its exceptional performance in the camp management software category, reflecting high user satisfaction and industry recognition.
G2 Best Meet Requirements badge awarded to CampDoc, recognizing its ability to meet user needs and expectations in camp management software.

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