I’m nine months into leading Customer Experience at Medicat, and in that time, I’ve developed a much clearer picture of how we actually show up for our clients, not in theory, but in the day-to-day.

What’s struck me most is how much intention goes into our partnerships. I see teams wrestling with tough technical problems, advocating for customers, and doing the unglamorous work required to help our customers succeed.

As we continue welcoming new clients and upgrading long-standing customers to our new web-based platform, MedicatOne, our onboarding specialists have been nothing short of remarkable. Their work has also prompted me to reflect on what effective onboarding really means.

Which is incredibly important for us to understand at Medicat, because expert onboarding isn’t just helpful, it’s foundational. It’s the single area that most directly determines whether a customer is set up for long-term success or left struggling to catch up.

Truth #1: Onboarding Is a Project—So We Treat It Like One

At Medicat, onboarding is not an abstract process or a loosely defined orientation. It’s a project, with milestones, dependencies, timelines, and ownership. That’s why we rely on dedicated project management tools to guide every implementation.

From configuring back-end settings, to running essential scripts, to leading tailored training sessions, each step is intentionally sequenced. When tasks connect smoothly, the customer sees a better outcome (and our internal teams work more efficiently and confidently).

This structure also gives our new team members a clear roadmap. Instead of relying on institutional memory or scattered notes, they can ramp up quickly and deliver value early on in their tenure. In other words, a well-designed onboarding process doesn’t just serve clients, it strengthens Medicat’s employee experience and impact.

Truth #2: Great Onboarding Is Consultative, Not Transactional

One of the biggest misconceptions about onboarding is that it’s simply about turning features on and training users. In reality, onboarding is a consultative partnership.

Our onboarding specialists have worked with hundreds of clients, which gives them a unique vantage point: they’ve seen what works, what doesn’t, and what typically indicates that a workflow could be more efficient.

When something sounds more complex than it needs to be, our onboarding specialists don’t just complete the task. They pause and ask thoughtful questions like:

“Tell me more about that workflow.”

That simple invite often uncovers opportunities for streamlining processes, improving efficiency, or rethinking an approach altogether. Onboarding becomes a chance not just to adopt new software, but to modernize and optimize how the organization functions.

Truth #3: Onboarding Is Messy (And That’s Okay!)

Here’s something I’ve asked our onboarding specialists to tell clients up front: onboarding is messy.

There will be surprises, challenges, and moments when we all must pivot. By being transparent from the beginning, we build trust instead of tension. Our clients are more likely to lean in, collaborate, and problem-solve with us because they see us as the trusted advisors we strive to be, not just software providers.

Every onboarding teaches us something. Every implementation makes us better. And we bring those insights back to the team, sharing lessons learned regularly so we can continuously raise the bar.

Looking Ahead

At Medicat, “Enable Success” and “Empower Customers” aren’t just values, they guide the way we show up for our clients and for each other, shaping every innovation, every conversation, and every improvement we make.  I feel more excited than ever for what’s ahead as I approach my one-year anniversary at Medicat.

Eating disorders are among the most misunderstood and often overlooked health challenges on college campuses. Despite growing awareness of student mental health, many institutions still struggle to identify and support those at risk before crises arise.

In this webinar recap of insights from Dr. Joanne Clinch (University of Tennessee, Knoxville) and Dr. Dani Gonzales (University of Southern California), we’ll explore the common misconceptions that hinder effective care and outline practical strategies to strengthen early intervention, coordination, and recovery support on campus.

P.S. You can view the full conversation here.

The misconceptions holding campuses back

Several persistent myths continue to shape how colleges perceive and respond to eating disorders.

Common misconceptions include beliefs that eating disorders:

• Only affects thin students
• Primarily impacts women
• They are rare or nonexistent on their campus

However, new multi-campus research from Washington University in St. Louis (spanning 29,951 students across 26 institutions, published in early 2025) challenges all three. The study found that risk levels were comparable across racial and ethnic groups, including white, Black, Asian, and Latino students—though prevalence varied by diagnosis subtype.

Importantly, two-thirds of survey participants identified as female, reflecting long-standing sampling biases rather than the true scope of the issue. These findings reinforce what campus health and counseling leaders increasingly observe: eating disorders can affect any student, regardless of body type, gender, race, or background.

Bottom line: You can’t “see” an eating disorder. Students of any size, gender identity, or background may be affected. National organizations echo the same message and call for more inclusive research and screening.

What challenges are students really facing

Both Dr. Clinch and Dr. Gonzales emphasized that campus teams diagnose anorexia nervosa most often while under-detecting bulimia nervosa, binge eating disorder, atypical anorexia, and ARFID. For instance:

• Students frequently present for anxiety, depression, sleep issues, or academic stress—not for “eating problems.” Gentle screening questions about eating, movement, sleep, and coping skills can reveal risks earlier.
• Co-occurring mental health concerns are common; depressive symptoms are particularly prevalent among students screening positive for eating disorders, reinforcing the need for integrated physical and mental health care.

This reinforces a strategic point: early identification and coordinated response keep students enrolled and supported academically.

Screening tools that fit higher ed

There’s no one perfect screener, but both Dr. Clinch and Dr. Gonzales highlighted pragmatic options:

• EDE-QS (12 items, past 7 days): quick to administer and useful for baseline and progress checks during a semester. Pair scores with clinical judgment to avoid over-/under-interpretation.
• SBIRT-ED for Eating Disorders (UNC/NCEED): a screening–brief intervention–referral model with built-in language for providers and direct links to care resources. This tool may be ideal for primary care settings on campus.

Tip for clinics: Add a structured ED screener to intake appointments and repeat around midterms/finals, when stress spikes. Track outcomes across the term to inform staffing and referral strategy.

ARFID on campus: what’s different in adults

Clinically, both Dr. Clinch and Dr. Gonzales are seeing more average-to-higher-weight students with narrow safe-food lists, sensory sensitivities, and significant dining-hall challenges—often without classic pediatric malnutrition profiles. These types of students often have an ARFID diagnosis.

Furthermore, partnering closely with the Registered Dieticians on your campus is essential to map dining options, coordinate accommodations, and plan step-downs from higher levels of care.

Building a campus model that works

You don’t need a full specialty program to improve care for eating disorders on campus meaningfully. Dr. Clinch and Dr. Gonzales shared a roadmap any institution can adapt:

1) Stand up a multidisciplinary case review

Create a standing one-hour huddle (primary care, counseling, psychiatry, RDs, case management). Focus on risk review, shared decisions, and clear treatment agreements that define your center’s scope and thresholds for step-up care.

2) Normalize screening beyond counseling

Train medical providers to spot physical “clues”:

• GI complaints
• Syncope
• Amenorrhea/cycle irregularities
• Unexplained weight change
• And to avoid congratulating weight loss—ask about context and functioning first.

3) Strengthen off-campus referral rails

Curate a rapid-access referral network (IOP/PHP/residential) and establish ROI templates for warm hand-offs and returns from leave (aligning with Dean of Students/Campus Support offices).

4) Address culture, not just cases

Collaborate with Campus Recreation teams on weight-neutral messaging and training for fitness staff; partner with LGBTQIA+ centers, student cultural organizations, dance programs, and NAMI chapters to deliver subclinical prevention and body-image programming.

For instance, national tools like NEDA Campus Warriors can help student leaders get others involved.

5) Invest in ongoing training

Point staff to NCEED and for free/low-cost provider education and campus-oriented resources.

Technology that lightens the lift

Technology can operationalize the model above:

• Secure messaging & telehealth: Send post-visit resources (e.g., breathing exercises, nutrition-focused education videos), conduct quick check-ins, and maintain continuity during leaves or travel.
• Risk dashboards & permissions: Track historical risk levels, coordinate care across teams, and protect privacy with granular system access.

Key Takeaways

Eating disorders on campus are more widespread and more diverse than many assume—and they’re treatable when identified early. A practical blend of inclusive screening, brief interventions, coordinated referrals, and stigma-reducing culture change can keep more students safe, well, and enrolled.

To see how Medicat helps clinics streamline risk tracking, secure messaging, and cross-team coordination, explore our campus-ready EHR features and wellness tools.

Anyone who has lived through an EHR onboarding knows it can feel like an uphill battle. Transferring years of student records, migrating files from a dated system, and trying to keep services running smoothly in the middle of it all can feel overwhelming.

But it doesn’t have to be. At Regent University’s Counseling Services Center, Director Dr. Robbie Kuschel recently shared how his team transitioned from their old system to Medicat with less stress, more support, and a surprisingly smooth experience.

In this Q&A, you’ll hear directly from Dr. Kuschel about the challenges they faced before switching, what the onboarding journey was really like, and why Medicat has been a game-changer for their counseling operations.

Q1 – Can you tell us about your role as Director of Counseling at Regent?

Dr. Kuschel: My role is a mix of administrative and clinical. I carry a smaller caseload while overseeing budget, program evaluation, and clinical supervision. I also sit on committees and make sure the counseling center runs smoothly.

Q2 – How busy does your counseling center get, and how is staffing organized?

Dr. Kuschel: Right now, we’re building up after summer and seeing about 20 clients a week, but at full capacity, it’s closer to 40.

We have:

• Four full-time counselors
• An assistant director
• A handful of student clinicians
• A volunteer clinician
• A psychiatric nurse practitioner
• An office manager
• A graduate assistant

Q3 – What challenges led you to look for a new EHR solution?

Dr. Kuschel: We were using another platform for about 10 years. It worked well for private practice but not for a university setting. It focused heavily on billing and insurance, which isn’t our primary concern. We needed better analytics and program evaluation tools, plus CCMH integration for CCAPS assessments. Our old system just couldn’t deliver.

When I came across Medicat, it was an easy decision. It was built for higher education, offered the analytics we needed, and integrated seamlessly with CCMH.

Related reading: The 7 EHR Features Clinic Leaders Love

Q4 – What stood out most when you first saw Medicat?

Dr. Kuschel: The interface and customization options impressed us right away. Most EHRs have analytics, but Medicat’s are designed specifically for university counseling centers. Within just four weeks of going live, I’ve already used the analytics multiple times for administrative requests. That immediate impact has been huge.

Q5 – How was the onboarding process for your team?

Dr. Kuschel: Honestly, as painless as you could expect something like this could be. It’s a big project, and you have to dedicate the time, but Medicat (and you, Katie!) made it organized and manageable. I actually enjoyed customizing forms; it felt like building something new.

The adjustment was not really much of an adjustment at all. The biggest factor in success was our team buy-in. Before even scheduling a demo, I had everyone review Medicat’s website and videos. We agreed to move forward only if we all saw the value. That early buy-in made onboarding a collaborative effort rather than something “done to” the team.

Q6 – So, four weeks in, which features are making the biggest difference so far?

Dr. Kuschel: The integrated workflow. Clients check in through the portal, pop up in the calendar, and we can open charts or start notes right from there. Documentation is faster—we’re often two-thirds done before the client leaves the office.

Staff love the ability to customize calendars, reservations, and blocks. Our assistant director uses the supervision tools heavily. And honestly, every few days someone discovers a new feature and yells down the hall, “Did you know it could do this?!”

Q7 – What advice would you give to other universities starting their onboarding journey?

Dr. Kuschel: Three things:

1. Hit save. When building forms, save constantly. Nothing’s worse than losing hours of work.
2. Schedule a soft launch. We jumped straight from zero to a full lobby of students in one day, which was stressful. A soft launch would have eased the transition.
3. Involve your whole team. From the start, include staff in decision-making, form design, and setup. It builds ownership, excitement, and smoother adoption.

And I’ll say it again—hit save.

Key Takeaways

EHR onboarding can be a positive experience that allows your clinic and providers to learn, grow, and improve your workflow. Regent University’s Counseling Center proves that with the right support, leadership, and technology, the process can actually strengthen your team and set you up for long-term success.

For Dr. Kuschel and his staff, Medicat turned what could have been weeks (or even months) of stress into a smooth transition—delivering faster documentation, streamlined workflows, and counseling-specific insights in just the first few weeks of use.

We’re grateful to Dr. Kuschel and Regent University for sharing their journey.

Ready to see how Medicat can simplify your counseling center’s onboarding and unlock better care? Schedule a demo today.

It’s the same story on nearly every campus: more student demand, fewer dollars, and staff who are already maxed out. Rising student need for medical, counseling, and wellness services continues to outpace the resources available to deliver them. Counselors carry overwhelming caseloads, nurses and providers stretch to cover long hours, and leaders are asked to do more with less year after year.

At the same time, institutional budgets remain tight, leaving many campus health directors asking the same question: How can we expand services without adding unsustainable costs?

One answer lies in grant funding. With the right approach, colleges and universities can secure external funding to launch new programs, invest in technology, and scale student wellness initiatives—all without overburdening institutional budgets (yes – it’s possible!).

Grant Funding Strategies to Strengthen Student Health & Counseling

Grant funding provides colleges with flexible financial support to address urgent health priorities. Unlike tuition dollars, student health fees, or general operating funds, grants are often designed to support innovative or high-impact projects.

For campus health and counseling centers, grants can fund:

• Hiring additional providers to reduce wait times
• Launching peer wellness education programs
• Implementing new technologies (like EHR solutions)
• Expanding telehealth or after-hours services
• Supporting targeted initiatives, such as substance misuse prevention, eating disorder, or suicide prevention programs

Aligning proposals with demonstrated student needs allows institutions to tap into a wide range of funding opportunities—from federal and state agencies, to private foundations and professional associations.

Where to Find Grant Opportunities

The first step in leveraging grant funding is knowing where to look. Some of the most common sources include:

Federal & State Agencies

• Substance Abuse and Mental Health Services Administration (SAMHSA): Offers grants for mental health services, substance use prevention, and crisis response.
• Health Resources and Services Administration (HRSA): Supports workforce development and access to care.
• State health departments: Many states provide funding for local initiatives such as immunization compliance or mental health workforce training.

Professional Associations

Organizations like the American College Health Association (ACHA) or NASPA: Student Affairs Administrators in Higher Education often highlight innovation grant opportunities relevant to student learning and success.

Private Foundations

Foundations such as the Robert Wood Johnson Foundation invest in programs that strengthen student mental health, resilience, and equity in care.

Institutional Partnerships

Colleges can also pursue joint proposals with local hospitals, nonprofit organizations, or community coalitions to broaden eligibility and impact.

Tips for Writing a Strong Grant Proposal

Grant writing can feel overwhelming, but breaking the process into manageable steps helps. Here are key strategies to increase your chance of success:

1. Define the Need Clearly
   Use campus-specific data, such as rising counseling waitlists or immunization compliance gaps, to demonstrate urgency. Pair quantitative statistics with student stories to humanize the need.
2. Align With Funder Priorities
   Funders want to know how your project meets their mission. If a grant emphasizes “mental health access,” be explicit about how your initiative expands access in a way that is relevant to the foundation or agency you’re applying to.
3. Set Measurable Goals
   Funders value impact. Outline specific, trackable outcomes—such as reducing average counseling wait times from three weeks to one week or increasing flu vaccination rates by 20%.
4. Build Partnerships
   Highlight collaborations across campus and with community organizations. It’s important to showcase projects with broad buy-in and shared responsibility.
5. Plan for Sustainability
   Demonstrate how the program will continue after the grant period ends. For example, integrating new workflows into your health center’s EHR system shows a path to long-term efficiency.

Common Pitfalls to Avoid

While grants can be highly impactful, there are challenges to watch out for:

• Overcommitting staff: Whenever possible, assign a dedicated grant manager or team, rather than overloading providers.
• Neglecting compliance: Many grants require careful reporting—failure to track outcomes can jeopardize future funding.
• Short-term thinking: Avoid relying solely on grants for ongoing operations. Use them strategically to launch programs that can later be sustained with institutional or long-term funding.

Key Takeaways

Expanding student health and wellness services doesn’t have to mean stretching institutional budgets. With the right strategy, grant funding can open doors to new programs, technology, and staff capacity that can directly benefit students. And by tapping into federal, state, and private resources, colleges can meet rising student demand while building stronger, healthier campus communities.

Want to see how technology can support your grant-funded initiatives?

Connect with our team to learn how Medicat’s EHR solutions can help you expand services, measure impact, and sustain programs long after funding ends.