Case Study

Wofford College’s Counseling Services transitioned from Medicat’s Legacy Counseling product to Medicat One Counseling. The clinic has realized time savings that add up to truly make a difference in their clinical operations. Plus, onboarding new providers is streamlined, meaning new providers can start doing what they do best quicker – supporting students’ mental health and well-being.

As a small but mighty clinic, resources and time are precious. After leaving paper records in the past and adopting Medicat’s Counseling EHR in 2017, clinic leaders knew they had gained many efficiencies. However, they knew they had the possibility to take their clinic’s operations to the next level.

“Even in just the last four years, our clinic has expanded a lot. We brought on a Counseling Director, additional providers, and I knew we needed a solution that could fit our growing clinic’s needs.

As Assistant Director of the clinic, I’m responsible for training our team on using our EHR. So when I saw how modern, intuitive, and easy-to-use Medicat One Counseling was, I knew I needed to take a deeper look.”

~ Kellie Nakatsu Buckner, Ed.S., LMFT, Assistant Director of Counseling

Transitioning to Medicat One Counseling was the catalyst behind further streamlining Wofford’s clinical workflows. Improvements to provider schedules, student waitlists, customized forms, and templatized clinical notes became a reality.

“Writing notes and collecting student data is never something that counselors love doing. A goal of mine as Assistant Director is always to make charting as easy as possible for our providers.

We’ve built out a suite of customized forms that we’re able to tweak as we go. Plus, our note types and treatment plans are highly templatized, saving providers precious time between appointments or at the end of the day when they’re focused on charting student progress.

Just the fact that Medicat One Counseling is web-based saves providers time throughout the day, which adds up to be pretty significant. We’re no longer spending time opening a desktop application on our computers – we just open our browser and we’re good to go!”

~ Kellie Nakatsu Buckner, Ed.S., LMFT, Assistant Director of Counseling

Medicat One Counseling saves the clinic about 10 hours per week of time!

By the end of the first year that Wofford implemented Medicat One Counseling, the clinic saved an average of 10 hours per week on administrative tasks. This created the opportunity to use this time to see more students and carve out time for professional development.

Through the transition process, Wofford’s mental health providers have enjoyed continuous support from the Medicat team, optimizing their use of the software to fit their campus’ exact needs.

Finally, getting new providers up-to-speed on their new EHR software has been a breeze.

In fact, on average, new provider training decreased from two weeks to two days!

Case Study

ACU is a small, private university in western Texas. Their health and counseling clinics are co-located and work together closely. However, issues surfaced when each clinic’s EHR system could not communicate with the other, impeding operations and care quality. When Medicat One Counseling became available, ACU took the opportunity to integrate with the Health Center (which already leveraged Medicat) to improve the student experience.

“Our front office staff were doing a lot of redundant work. For example, we have a psychiatrist who works for our Counseling Center, but we scheduled his appointments within the Health Clinic’s EHR. Our admins had to run over to the Medical Clinic, print out files, then scan records into our old EHR software.

Plus, redundancies in billing and other processes were putting our staff under a significant amount of stress. Frankly, we needed to address these issues as quickly as possible.”

Tyson Alexander – Director of the Medical and Counseling Care Center

Medicat One Counseling: “We were looking for a web-based solution that could integrate with the Health Center, so that was a huge selling point. With some staff on Macs and others on PCs, using a web-based application made things so much easier.”

Under the leadership of Director Tyson Alexander, ACU’s Counseling Center now shares some student data with the Health Center using a role-based permissions structure. This has transformed the shared goal of caring for the “whole student” a reality.

Additionally, features like automated messaging allow staff to send key communications, just like the Health Center. This eliminated the tedious task of manually sending reminders and resources to each student, allowing providers to stay on schedule.

ACU also integrated Medicat One Counseling with CCAPS. Instead of having students fill out forms on an iPad before their session, forms are automatically emailed. ACU expected there to be a learning curve with students completing these forms. However, because students were used to completing forms online before any Health Center appointment, adoption of this new process was painless.

A single platform that helps staff care for student mental and physical health

Staff are now able to point students, parents, faculty, and other campus partners to a single online portal that empowers students to take care of their physical and mental health.

This has improved the referral process and allowed more students to be seen at the clinic. In fact, the Counseling Clinic saw 20% more students last year, more individuals than ever before. This figure makes up almost 25% of the student body!

Finally, the efficiency gained by automating appointment reminders allowed the clinic to reduce their “no show” rate by 12% last year. Students even remarked that they loved receiving the reminders via text message, citing a better student experience.