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Western New England University Campus
Client Story

Western New England University

Making Student Well-being Operations More Efficient

Western New England University (WNE) operates an integrated Center for Health and Well-being that includes medical and counseling services, along with a separate athletics clinic. Prior to adopting Medicat, each department relied on separate EHR systems, creating inefficiencies, limited visibility, and fragmented student experiences. With enrollment and demand for services increasing, Medicat has positioned WNE to scale effectively, unify operations, expand reporting capabilities, and improve both staff efficiency and the student experience.

Western New England University Logo
  • School
    Western New England University
  • Number of Students
    3,600
  • Medicat Implementation
    July 2023
  • Location
    Springfield, MA

The Problem

Before implementing Medicat, WNE’s health and well-being services operated across three disconnected EHR systems. Staff relied heavily on manual processes, including paper intake forms, student email submissions, and redundant data entry. For example, immunization records were submitted via lengthy email attachments, printed, reviewed, and scanned into charts—often requiring multiple resubmissions when errors occurred.

These workflows were not only time-consuming, but also limited each clinic’s ability to manage appointment data, identify trends, or ensure compliance efficiently. The overall process was outdated, resource-intensive, and difficult to scale as student enrollment grew.

The Solution

By implementing Medicat, WNE consolidated its three disparate systems into a unified and accessible platform. This shift enabled all clinics to share a common infrastructure for the student-facing portal while maintaining appropriate data privacy between departments. 

Key features including the patient portal, immunization compliance management, and mobile self check-in transformed how the university delivers care and communicates with students. The implementation followed a phased approach, allowing staff to adapt gradually while building expertise and confidence across clinics.

The Result

Medicat’s impact has been significant across clinical operations, staffing, and the student experience.

  • 90% immunization compliance rate target achieved
  • 38% increase in medical visits since implementation
  • 30% increase in counseling utilization since implementation
  • Elimination of a full-time administrative role through workflow automation and self-service tools

Student Experience: Medicat provides a centralized portal for scheduling, provider communication, documentation, and form completion, eliminating the need to navigate multiple systems. Features like self-scheduling and mobile self check-in have reduced wait times, improved privacy, and made accessing care much more convenient.

Reporting: Staff have also gained the ability to track, analyze, and report on clinic data for the first time, providing visibility into service utilization, diagnosis trends, and student needs. This has empowered more informed decision-making and improved resource allocation across the clinics.