Client Story

Augusta University operates a busy student health center serving an expanding student body. As a long-time Medicat customer, Augusta has steadily layered in new tools to move away from manual and time-consuming student health workflows. Medicat has helped their team cut immunization processing backlogs, empower students to manage their own care, and free up staff time for higher-value work.

Before standardizing their immunization compliance workflows, Augusta University’s student health center juggled documents across several channels. Students could email immunization records, upload them, and call in — often doing all three. With multiple staff members working in parallel, the team was often duplicating efforts while chasing down the status of records that had arrived through different paths. 

The result was a processing backlog of five to seven business days for student immunization records. Manual review and redundant data entry made it difficult to keep up, particularly during peak periods when incoming students were submitting records for the first time.

Working closely with their Customer Success Manager, Augusta University consolidated submissions to a single channel: the online student portal. Students now upload all immunization documentation through the  portal, as email submissions were retired to eliminate duplicate work. Built-in logic routes submissions appropriately: some records are auto-accepted, others are flagged for staff approval, and conditional questions guide the record along the right path from there.

Beyond immunizations, the portal has become the hub for all things student health. Students complete health questionnaires, self-schedule appointments at any time, view their lab results, and receive visit summaries directly in the portal. Most recently, Augusta University introduced a medication refill request form on the portal, which is another step in shifting time-consuming staff tasks to a much more efficient option.

Medicat’s impact shows up across processing speed, staff workload, and the student experience. 

• Immunization review backlog reduced from 5–7 business days to 1–2 (most often handled same day!)

• Only allowing students to submit documents via the portal eliminated duplicate work from overlapping email, upload, and phone submissions

• Fewer inbound phone calls and reduced phone tag for routine refill requests

Student Experience: A single student portal allows students to schedule appointments, complete questionnaires, view lab results and visit summaries, upload and download immunization records, and request medication refills — without phone calls or emails back-and-forth. Self-scheduling gives students the flexibility to act in the middle of the night or between classes, while introducing newly independent students to managing their own healthcare. The medication refill form, routed automatically from student to nurse manager to provider, has been especially popular and has cut down on the phone tag that used to slow routine requests. 

Service and Support: Augusta University’s team consistently points to Medicat’s support as a standout. They work with familiar faces who understand their unique needs, and describe a collaborative, problem-solving approach, rather than being left to sort out challenges alone. 

Client Story

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.

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. 

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

• 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.

Client Story

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.

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.

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.

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.

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.