Follow-up and charges

A Screening Camp Coordinator records a follow-up task against a participant, assigns it to a person and gives it a due date. Screening Staff can update the action through Open, in progress, Completed, Escalated or Cancelled. A completion date tells the team when the assigned work finished. The Open follow-up view gives coordinators a way to see what still needs attention, while My follow-up narrows the same records to an assignee.

The app also keeps a service charge against a screening camp. The charge includes a service description, amount and status. A coordinator can prepare a Draft charge and review it before it is Approved or Invoiced. Participant payments are recorded separately with receipt date, amount, reference and a Pending, Confirmed or Refunded status. The records support a register of service and money received, while the team’s finance procedure determines reconciliation.

• Assign the next step. Tie a task, due date and staff member to the participant who needs follow-up.
• Track closure. Use the action status and completion date to distinguish active work from finished work.
• Record the service. Keep the camp-linked charge and participant-linked payment as distinct entries for review.

The coordinator manages follow-up and charges. Screening Staff manage assigned actions. The coordinator can read payments; an Admin can manage payment records during setup or correction.

Agree which screening outcomes create a follow-up action, who sets its due date and when Escalated is appropriate. Decide how a staff member records completion and how the coordinator checks overdue work. For charges, define the service descriptions and who may change a Draft amount before approval. Decide who confirms money received and how the team handles a refund. Because a payment belongs to the participant and a charge belongs to the camp, agree how the finance owner will match each receipt to the service delivered.

If invoices or payment collection run in another system, design the connection around clear references and status ownership. Do not treat a local Confirmed status as proof that an outside processor settled funds without that processor’s acknowledgement.

Finish a camp and create a follow-up task for its participant, assigning a staff member and due date. Ask that person to find it in My follow-up, move it in progress and record completion. Give another task an Escalated status and confirm the coordinator sees it in Open follow-up. Prepare a Draft charge for the camp, review the amount, then record a participant payment with its reference. Compare the two registers with the team that owns financial reconciliation before moving the charge to its next status.

• Open follow-up — Active and escalated tasks with assignee and due date.
• My follow-up — A staff member’s own tasks and completion dates.
• Draft service charges — Camp charges awaiting coordinator review.

See follow-up and charges and evidence review.