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West Valley Mission Community College District
Client Story

West Valley-Mission Community College District

Unifying Student Wellness Across Two Campuses

West Valley-Mission Community College District (WVMCCD) needed a better way to support integrated student wellness services across two campuses. The district required an EHR that could streamline workflows, strengthen collaboration, and support both care delivery and trainee supervision. By moving to MedicatOne, WVMCCD created a more connected and secure system for both health and counseling teams.

West Valley Community College
  • School
    West Valley-Mission CCD
  • Number of Students
    20,000
  • Solution
    MedicatOne
  • Medicat Implementation
    Fall 2025
  • Location
    California Bay Area

The Problems

Outdated and unreliable system

WVMCCD’s previous EHR was difficult to use and suffered from stability issues. Counseling staff risked losing entire notes due to system instability, while student health clinic staff struggled with an outdated and unintuitive user interface.

Limited collaboration and supervision tools

Although the district operated an integrated care model, the previous system lacked structured workflows to facilitate collaboration. Counseling supervisors had no efficient way to review trainee documentation or provide feedback.

Manual and fragmented workflows

Staff relied on different systems for charting, lab ordering, and communication with students. Intake and documentation processes were often paper-based or required manual workarounds like spreadsheets.

Inefficient check-in and scheduling

At the student health clinic, front desk staff had to interrupt providers to notify them of arriving students. For counseling, supervisors manually managed scheduling to balance trainee caseloads, often requiring multiple emails with students.

Security and communication gaps

Sensitive communication relied on encrypted email outside the EHR, creating extra steps and inefficiencies while increasing student security risk. 

The Solution

By implementing MedicatOne, WVMCCD unified student health and counseling workflows into one system that supports integrated care, trainee supervision, and student communication. 

After making the switch, they experienced several key benefits: 

  • Real-time visibility into student visits: Front desk staff can mark students as ready, allowing providers to immediately see who is waiting. Custom appointment types give clinical staff an idea of what the student is experiencing before each visit.
  • Stronger support for integrated care: Nurses and counselors work side by side and can easily coordinate care through shared records, enabling warm handoffs and more holistic support for students.
  • Standardized, structured documentation: Pre-built note templates and clickable fields reduce the need for free-text documentation while improving consistency and reporting capabilities.
  • Improved counseling supervision workflows: Trainees can route documentation directly to supervisors, who can provide feedback, request revisions, and track completion through timestamps and soft-signing. This creates a more structured and efficient supervision process.
  • Secure, centralized communication: Secure Messaging has eliminated the need for encrypted email communications with students. All communication can be managed in one place, making it easier for staff to provide critical information to students quickly.
  • Integrated lab ordering and results: Clinical teams can order labs through Quest Diagnostics and communicate results securely through MedicatOne, eliminating the need for multiple systems to manage labs.
  • Outreach and reporting support: Staff can track workshop attendance and outreach efforts directly in MedicatOne, providing better visibility into student engagement. 

“I really appreciate that trainees can route notes directly to me and that I can give them valuable feedback. We can go back and forth, and everything is time-stamped.”

~ Melissa Johnsguard, Mental Health Services Supervisor, Mission College 

The Results

A more integrated and reliable system is helping WVMCCD deliver high-quality student health and counseling services across both campuses.

West Valley Mission Community College District
  • More efficient day-to-day workflows: Staff no longer waste time navigating multiple systems or dealing with manual processes. Providers and clinicians can focus more on student care.
  • Improved supervision and training outcomes: Counseling supervisors now have clear visibility into trainee documentation, timelines, and performance, improving both operational efficiency and quality of care.
  • Reduced documentation burden: Features like autosave, standardized note templates, and integrations with lab and immunization registries have significantly reduced the time spent on documentation and eliminated the risk of lost work.
  • Stronger communication and coordination: Student health and counseling teams can collaborate within one EHR platform, improving continuity of care for students with complex needs.
  • Enhanced security and student experience: Secure messaging and centralized records provide a safer experience for students.