Client Story

Central Methodist University (CMU) struggled with an outdated EHR that couldn’t keep up with the documentation, workflow, and reporting needs of its health, counseling, and athletic clinics. By switching to MedicatOne, CMU aimed to streamline operations, strengthen reporting, and improve data security.

Inefficient Workflow: Their previous EHR lacked functionality, making it difficult for staff to access records, chart efficiently, and send forms to students prior to appointments. This led to staff frustration and lost time throughout the day.

Security Concerns: The old system did not provide adequate safeguards to protect sensitive student information. There was no way to monitor or restrict access to records, raising concerns about privacy and data misuse across clinics. 

Limited Support and Training: CMU’s previous EHR vendor offered minimal onboarding and training. Their ongoing support was also lackluster, leaving staff feeling unsupported and stuck when issues arose.

“Medicat is a huge part of our program because it’s our electronic medical record. It’s where we do all of our scheduling. It really helps keep us organized and streamline some things, like making sure that student forms don’t get missed, compared to past records where we had to utilize some paper forms.”

~ Katie Wooldridge, M.Ed., LPC, Counseling Center Director

By addressing previous challenges and providing a user-friendly platform, MedicatOne has empowered CMU to deliver better mental health support to its students. Their successful implementation of MedicatOne serves as a testament to the system’s capability to meet the diverse needs of student health, counseling, and athletic clinics.

When CMU transitioned to MedicatOne, they experienced several key benefits across their clinics:

• Enhanced Security: MedicatOne provided robust security features, allowing CMU to set restrictions and monitor access to sensitive information. This ensured that only authorized personnel could view specific records, safeguarding student privacy. 

• Streamlined Operations: With MedicatOne, CMU could integrate various forms and assessments directly into the system, eliminating the need for paper-based processes. The ability to access student charts directly from the calendar improved workflow efficiency. 

• Comprehensive Supervision Training Tools: Since CMU relies on counseling trainees to provide mental health services to students, having a robust way to track trainee notes, clinical hours, and progress towards goals has been key.

Precious monthly time savings are making a meaningful clinical impact.

Improved Efficiency: The transition to MedicatOne saves CMU approximately 5 to 10 hours per month in reporting alone. The system’s reporting features allowed for quick access to data, such as the number of appointments per student, without manual counting.

Enhanced Student Experience: Students appreciate the ease of accessing forms prior to their appointments. They also enjoy scheduling appointments through a single portal using their CMU credentials. This streamlined approach has improved the overall student experience.

Getting the Support They Need: CMU staff has had overwhelmingly positive experiences with MedicatOne’s Support Team, which consistently provides timely and effective troubleshooting and ticket support. The ability to resolve issues collaboratively has been a key differentiator compared to their previous vendor.

Client Story

Over the past decade, Georgia Tech has increasingly invested in automating a resource-heavy process: student immunization compliance. Recognizing the increasing demands and inefficiencies of their homegrown systems, Georgia Tech turned to Medicat to further streamline the way their team verifies immunization records.

Georgia Institute of Technology

Initially, Georgia Tech used a homegrown system that required students and staff to upload and verify records manually. This process was labor-intensive and could not keep up with a growing student body. Over a decade ago, they implemented Medicat’s Immunization Compliance Manager to alleviate some of this administrative burden. Fast forward to 2024 – they needed additional tools to increase efficiency and accuracy.

“There is always a seasonal aspect to immunization compliance workflow, which makes it particularly challenging to manage. Training new staff annually became a burden, and the increasing number of incoming students made it clear that even our existing workflow was insufficient.

Our primary staff member handling immunization compliance is nearing retirement. To account for this significant change, we knew we needed additional tools to help automate this process. We wanted to make this process easier for students, and of course, our staff as well.”

~ Theron Stancil, Assistant Director of Health Systems

Georgia Tech implemented two additional tools to bolster their compliance workflow, including a state immunization registry interface (GRITS) and VeriVax, a tool that allows students to enter their address to retrieve immunization records that are automatically marked as verified within our EHR software.

Key features of Medicat’s solution included:

• GRITS Interface: Georgia Tech has a large in-state student population. Through this state immunization registry interface, in-state student records are pulled into the EHR software automatically, drastically improving efficiency and accuracy of the compliance process. 
• VeriVax: Conversely, out-of-state students are now also able to request for their records to be pulled directly into the EHR software, as well. Students from nearly every state in the U.S. can use VeriVax with ease.
• Secure Messaging: This tool enables Georgia Tech to send targeted campaigns to reach students who were not yet compliant with certain immunization requirements.
• Online Forms: Georgia Tech leverages online forms to screen students for TB, amongst other health screens for incoming students and new patients.

Since implementing Medicat, Georgia Tech has seen material improvements in their immunization compliance process:

• Increased Efficiency: Georgia tech achieved a 30% reduction in documents manually reviewed by staff in the first year of this tool being implemented!
• Compliance Rates: As of August 1st, the number of students who were partially compliant increased by 64% after implementing the GRITS interface and VeriVax. Additionally, the number of students who were fully compliant increased by 21% within the same timeframe.
• Student Experience: Now that most students no longer need to manually upload their documents to the student portal, immunization compliance is much less of a headache, especially for incoming students.

Client Story

When the Mendocino Lake Community College District brought on its first full-time mental health provider in early 2023, there were many challenges to overcome. The school knew it needed a secure, easy-to-use EHR to document in-person and teletherapy visits, track referrals to community providers, reduce clinical liability, and measure the impact of vital outreach programs. Across four campuses, the college’s thriving mental health support program is setting the foundation to expand student support services in years to come.

Mendocino was faced with a big challenge – finding an EHR system that fit the needs of their clinic both in the current moment, and for years to come. They were looking for a tool that could support all four campuses across two counties. Their wish list included: SSO capabilities, a granular permission structure, built-in reporting, and an intuitive interface.

“Coming from a background in county mental health services, my first challenge was bringing much-needed structure to the clinic. My goal was to introduce a modern standard of care for our students and reduce clinical liability for the institution.

We had the foundations for a great mental health support program, but we needed the tools to fit our unique workflow that still left room for flexibility and growth.

I provide short-term teletherapy and in-person counseling services at all four campuses across Mendocino and Lake Counties. I was looking for an EHR that would support my clinical workflow and allow me to track referrals to other providers in our rural community.”

~ Lisa Larimer Burtis, LMFT, Mental Health Counselor and Coordinator of Health and Wellness

Setting up granular permission structures for staff and clinicians, increased security through SSO protocols, self-scheduling capabilities, and templatized intake forms and notes have helped bring Mendocino up-to-speed with the latest standards of care in mental health support.

Medicat’s intuitive interface allowed the Mendocino team to quickly get up-to-speed on how to best leverage the tool. Student Support staff were trained on how to schedule students for therapy appointments. 

Clinicians needed to be able to access clinical notes within the EHR, while support staff reduced administrative burden by owning provider calendars and scheduling student appointments at each campus location. The granularity introduced to user permissions reduced security concerns, a major win for college administrators and IT.

Then, clinicians were trained on how to build forms and efficiently document visits. Plus, clinicians could now create and track the impact of outreach events, such as harm reduction workshops.

Implementing Medicat One Counseling has helped Mendocino lay critical foundations for student support services to grow and thrive.

By introducing an EHR tool that meets the unique needs of this school, a new level of modernity, security, and efficiency are now cornerstones of counseling services.

Additionally, new opportunities are on the horizon. The structure and tools in place now mean that Mendocino can apply for additional funding and grants to support students across every aspect of their health and well-being.

Case Study

The University of Texas at El Paso (UTEP) faces unique challenges at its Student Health & Wellness Center, serving a predominantly commuting and international student population. The center, managing both insured and uninsured (self-pay) students, operated for many years using paper charts and outdated billing processes.

“When I arrived at UTEP, an internal audit of the clinic’s operations revealed 22 critical issues. I knew there was a lot of work to be done to get our ducks in a row.  

We needed a practice management and billing solution that could streamline our processes and bring us into the 21st century.” 

~ David Porras Jr., Assistant Director of Business and Clinical Operations

UTEP adopted Medicat 13 years ago, with a full transition to electronic health records (EHR) and electronic billing within six months. This newfound control over billing processes brought the clinic back to a financially healthy state.

“Medicat’s appeal went beyond EHR; it offered robust practice management features, such as electronic claims processing, an integration with Waystar, automatic adjustments, and an easier way to issue refunds.

The implementation also allowed us to roll out electronic consent forms that students love, plus an easy-to-use appointment calendar that keeps our clinic on track throughout the day.

I also can’t overstate Medicat’s exceptional customer support. Their commitment to swift issue resolution and the implementation of new tools to enhance both staff and student experiences is unmatched.”

~ David Porras Jr., Assistant Director of Business and Clinical Operations

Claim processing time dropped from 45 minutes to 1 minute!

UTEP achieved significant operational efficiency and cost savings through staff reduction and streamlined processes. Billing and administrative tasks were optimized, reducing the staff to one front office person and one student employee.

Achieving a remarkable 98% clean record for claims, UTEP established financial transparency and predictability. The team now spends far less time working on painstaking appeals.

Additionally, the time to process claims was drastically reduced from 45 minutes to just under 1 minute, a stark improvement. Payments to the clinic now flow directly into the clinic’s account, instead of taking 30-45 days.

Finally, implementing Medicat positively impacted the student experience, with students expressing satisfaction in navigating consent forms and gaining a better understanding of insurance claims and billing processes.

Case Study

Wesleyan University upgraded from paper records to Medicat’s advanced EHR system, streamlining charting, immunization compliance management, and billing.

Medicat helped to address the limitations they faced previously by improving efficiency across their clinic. Features like secure messaging, note templates, SSO, and advanced reporting have allowed Wesleyan to adapt to evolving industry standards.

For nearly 20 years, Wesleyan solely used a scheduling system to manage their clinical operations. This meant that patient records were all stored on paper, creating confusion, inefficiencies, and frustration for staff, providers, and students alike.

Staff and providers encountered several limitations with their mostly paper-based system. Miscommunications frequently occurred when provider notes were hard to read. Prescriptions were provided to students via paper form or were called into pharmacies by staff. Students called the clinic to see if their lab results were ready. All of this took time and energy away from caring for students, and was subject to human error. 

Clinical leadership realized they needed to switch to an EHR system to stay up-to-date with industry standards and enhance the quality of care they provide to students.

To address the limitations they faced, Wesleyan sought recommendations for EHR systems from other NESCAC schools. They came across Medicat, and quickly realized that the Medical EHR and Immunizations Compliance Management (ICM) solutions would allow their health clinic to streamline their everyday workflow.

Medicat’s Immunization Compliance solution now allows students to upload records to an online portal. Then, staff can quickly review records and mark them as verified. Or, student records available through Connecticut’s Immunization Registry, CT WiZ, are automatically imported to the EHR and verified.

Additionally, Medicat’s secure messaging system replaced unsecure email communication, ensuring more efficient and confidential communication between staff and students.

Medicat also helped Wesleyan build templates for commonly used clinical notes, implement single sign-on (SSO), and optimize the Student Portal to ensure an intuitive experience for both incoming and existing students.

Wesleyan was due for an upgrade.
And they sure got one!

• Reducing Paper: Staff and providers at Wesleyan initially had reservations about transitioning from paper charts to an EHR system. However, having easy access to patient information in one online file facilitates quick charting and secure communication.
• Enhanced Immunization Compliance Management: Tedious manual verification is no longer necessary.  Plus, providers now have a clear overview of compliance status, and administrators can report on campus-wide compliance with ease.
• Time Savings: Medicat significantly reduced administrative tasks for office staff. They no longer needed to handle paper charts, print, and scan SOAP notes, or perform end-of-day filing. The integration of all tasks within the EHR improved collaboration, eliminated manual workflows, and enhanced overall efficiency and clinic morale.
• Streamlined Billing: Medicat’s billing features simplified the process for Wesleyan University, providing transparency in documenting services and facilitating accurate billing to student accounts.

Case Study

The College of Coastal Georgia struggled to integrate Disability Services and Counseling data with Student Health records, hindering their ability to provide comprehensive care. The shift to Medicat streamlined collaboration between departments, allowing for holistic student care, efficient case load tracking, and proactive identification of support needs. The implementation resulted in time savings, improved reporting capabilities, and going 100% paperless.

Data was scattered, and in the case of Disability Services, records were still kept on paper. Collaboration between Counseling, Disability Services, and the Health Center was disjointed. Manual data manipulation for reporting was becoming increasingly burdensome.

“Not having a solution to track Disability Services was  hindering my workflow. I felt it was impacting my ability to serve our students to the best of my abilities.

Paper files related to disability accommodations were piling up on my desk, and I was unable to report on the types of accommodations we were granting on a campus-wide scale. 

Plus, our Counselors were using an outdated EHR to track their sessions. This system did not provide the integrated reporting we needed to demonstrate the impact we were having on students.”

~ Tashania Garner, M.Ed., Director of Student Well-Being & Support

Medicat’s tools allowed each clinic to reach their full potential, improving student care and outcomes. Features such as advanced reporting, granular data permissions structure, and the ability to seamlessly share data between clinics proved most impactful.

A single, unified portal for Counseling, Disability Services, and Student Health brought CCG’s quality of care to the next level. Students can now schedule appointments and message their providers at all three clinics through one simple platform.

Other features like secure messaging, automated reminders for accommodation-related tasks and deadlines, as well as a comprehensive view of a student’s well-being, made for a much better provider and student experience.

For Disability Services in particular, they are now able to report on accommodations granted based on transaction codes, making end of year reporting a breeze.

Plus, after an accommodation is granted, students now receive a Memo of Accommodation Summary, which arms students with the information they need to advocate for their needs across campus.

Disability Services, Counseling, and Student Health are fully integrated!

Time Savings: Now that CCG has access to online scheduling, secure messaging, and other time-saving tools, time spent on administrative tasks has been nearly eliminated, saving the Counseling & Disability Services clinics hours each week.

Going 100% Paperless: Gone are the piles of files on Director Gardner’s desk! A paperless system means files are no longer misplaced. Plus, aggregated disability accommodations data is easy to report on.

Full Integration: Now that the Disability Services and Counseling clinics have a system that integrates directly with the Student Health Clinic, student care quality has improved. The teams have always worked together closely, so this formal integration of data and workflow feels like a natural evolution of the campus’ growth.