Santosh Cancer Foundation
Forms & Documentation

One field system.
One evidence trail.

This page translates SCF's village books, programme registers and continuity trackers into a digital documentation architecture. Patient-identifiable operational records remain controlled.

Village & Activity Forms

From village entry to weekly review.

01 · Village Entry RecordActivation and stakeholder readiness
GeographyDistrict · Zone · Cluster · Village
EntryDate · field team · reporting week
StakeholdersSarpanch · ASHA/ANM · Anganwadi · school · local influencer
ReadinessPermission · community engagement · access notes
Public summary / internal operational
02 · Village Profile & Risk LandscapePopulation and targeting intelligence
PopulationChildren · women · adult men · elderly
RiskTobacco · alcohol · awareness · known cases
Local concernsENT/hearing · NCD · child-health · access signals
PriorityLow / medium / high with source remarks
Aggregated public
03 · Daily Activity LogEvery field day becomes traceable
ActivityDate · area · activity type · programme
ReachTarget group · participants / people reached
ObservationKey issue · suspected cases · field finding
ActionAction taken · follow-up required · responsible person
Aggregated public
04 · Awareness Session LogAudience-specific health literacy
AudienceSchool · women · tobacco-exposed men · elderly · community
TopicCancer · hearing · NCD · paediatric/family health
SessionDate · setting · facilitator · attendance
Follow-upQuestions · concerns · cases needing action
Public summary
Patient Continuity Forms

UCID connects identification to next action.

05 · Identification / UCID RegisterOne person · one stable identifier
UCIDUnique person identifier
SourceAwareness · home visit · ASHA referral · self-report · other
ConcernSymptom / risk signal · priority · immediate action
GovernanceField suspicion/referral only; diagnosis only when officially confirmed
Controlled patient-level
06 · Referral & Follow-up TrackerPreventing loss after referral
ReferralDestination · reason · date · status
Follow-upLast contact · family response · next action
BarrierFinancial · distance · fear · low awareness · family hesitation · other
OutcomeHospital visit · treatment/support status · closure where documented
Controlled patient-level
07 · SPARSH Home-Care RegisterRepeated supportive / palliative continuity
VisitUCID · visit date · visit number · team
NeedCondition · pain/symptoms · functional/support need
SupportMedicines · counselling · caregiver guidance · nursing procedure
ContinuityEscalation · next visit · follow-up status · outcome
Confidential clinical
08 · Weekly Village SummaryVillage-level management snapshot
AwarenessTotal sessions · people reached
IdentificationSuspected cases · UCIDs / cases identified
ConversionReferred · hospital visit · treatment start where documented
NextSPARSH active cases · barriers · next priorities
De-identified management summary
Open working dashboard prototype →
Evidence Control

Every form should finish in a controlled evidence cycle.

Create / assign ID → Record → Attach supporting evidence → Review completeness & privacy → Consolidate into master register → Reconcile duplicates / inconsistencies → Verify → Lock for annual reporting
TraceabilityUse stable form, activity and UCID identifiers.
CompletenessMandatory fields should not remain blank where data is available.
PrivacyPatient names, phones and clinical details stay outside the public reporting layer.
Evidence statusReported · Verified · Under Reconciliation · Planned / Projected.
LevelPrimary sourceOutputPublic status
VillageEntry/profile/activity/weekly summaryVillage dashboardAggregate / de-identified
Patient pathwayUCID/referral/SPARSHContinuity and conversion KPIsAggregate only
ProgrammeMonthly / annual programme reportsProgramme funnel and target/achievementApproved figures
InstitutionGovernance, finance, partnership and evidence registersAnnual evidence lockApproved disclosure only