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EHR Success at Emory & Henry University

The Role of Onboarding in EHR Success

Written by Medicat on . Posted in Industry Articles.

Lessons from Emory & Henry University

Transitioning to an electronic health records (EHR) system can be daunting for any college health center, especially when faced with staffing changes or time constraints. However, Emory & Henry University’s process was made smoother thanks to Medicat’s robust onboarding support and personalized guidance.

In this blog, you’ll learn how Medicat’s onboarding support empowered Emory & Henry University to overcome challenges and achieve a seamless EHR transition.

The Challenge of Transitioning

Emory & Henry College began their journey to adopt an EHR system to modernize their health center operations, shifting away from paper processes. However, the transition wasn’t without its hurdles.

The college experienced a change in leadership during the EHR transition, as their initial director, who had been instrumental in planning and implementing the system, moved on to a new role. This shift brought in a new director who had to quickly adapt to the learning curve while managing a small team.

Hear Emory & Henry University’s Health Director, Jessica Fain, explain why their clinic chose Medicat in the clip below:

Personalized Onboarding Made the Difference

The Medicat onboarding team provided invaluable support, ensuring the new director felt equipped to take on the challenge. “The onboarding has been invaluable,” Fain said. “Joelle and the team were always available, even during off-hours, to answer questions and provide guidance.”

Medicat’s onboarding approach is tailored to meet the unique needs of each client. Here’s an overview of what the process generally involves:

  • Dedicated Support: After officially joining Medicat, clients are assigned an Onboarding Specialist who works closely with them throughout the process. For example, Joelle collaborated with Emory & Henry University, offering one-on-one assistance to set their clinic up for success.
  • Kick-Off Call: The implementation begins with a kick-off call that brings together the client’s stakeholders, the Onboarding Specialist, and the Account Executive. During this session, goals are set, expectations are aligned, and a go-live date or gradual launch plan is determined.
  • Custom Setup: The Onboarding Specialist handles key initial steps, including setting up the database, incorporating custom branding into the Patient Portal, organizing demographic import requirements, configuring single sign-on, and creating initial user credentials. For Emory & Henry, this included helping their team build templates and add transaction codes tailored to their health center’s workflow.
  • Comprehensive Training: Medicat also has an online Help Center which is constantly updated with new information and recorded sessions (more on that later). And concluding the kick-off call, the Onboarding Specialist will typically set up weekly one-hour meetings to help get key team members to feel comfortable with Medicat as quickly as possible.

This structured yet customizable approach ensures every client’s implementation process is seamless and aligned with their specific needs.

Learn more about Medicat’s implementation process in this blog.

Why Onboarding and Customer Support Matter

Selecting the right EHR vendor goes beyond choosing the best technology; it’s about finding a partner who will guide and support your team throughout the implementation process and beyond.

Ensuring a Smooth Start

The onboarding phase is critical to setting the foundation for long-term success. Without strong guidance during this period, health centers may struggle with technical issues, workflow disruptions, or staff frustrations that can derail the implementation process. A vendor with a knowledgeable and responsive onboarding team ensures your staff is empowered to learn the system  and confident in its use from day one.

For Emory & Henry, the personalized attention they received during onboarding was vital in navigating unexpected staff changes. Medicat’s team acted as a true partner, ensuring continuity in the process and equipping the new director with the tools and knowledge to succeed.

Hear directly from Emory & Henry University’s Health Director about their onboarding experience:

Building Long-Term Confidence

A robust customer support team doesn’t stop at go-live; it provides ongoing assistance to address issues, update processes, and adapt the system as your needs evolve. This long-term relationship fosters confidence in the EHR system and helps staff focus on providing high-quality care, rather than troubleshooting technical issues.

Our Support Team is dedicated to ensuring your clinic’s success long after implementation. Our ticketing system allows you to easily log and track support requests, ensuring quick resolutions and minimizing disruptions. Whether it’s a technical question or help navigating new features, our team is just a click away.

We also prepare clients for regular product updates, so you’re always equipped with the latest tools and functionality. Through proactive communication and detailed release notes, your team is ready to take advantage of enhancements without missing a beat.

Moreover, Medicat offers an extensive Help Center, which includes information on upcoming product releases, trainings, and webinars to keep your team informed. Features like the Super User Center, along with comprehensive guides and instructional videos, empower staff to fully utilize the system and enhance their efficiency. With Medicat, you gain not only a powerful EHR, but a partnership committed to your clinic’s continued growth and success.

Choosing the Right Partner

Transitioning to an EHR system is a significant investment, both financially and operationally. Thus, choosing a vendor with exceptional onboarding and customer support, health centers like Emory & Henry can mitigate risks and set their teams up for success.

Whether it’s through personalized training, timely assistance, or ongoing resources, Medicat’s approach demonstrates the value of a partner who prioritizes client success every step of the way.

Curious about how other schools are thriving with Medicat? Explore our library of client stories.

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Customized EHR Solutions

The Importance of Customizing Your EHR Solutions

Written by Medicat on . Posted in Industry Articles.

Lessons from Emory & Henry

Every college health clinic has its own unique needs and workflows. And a rigid, one-size-fits-all EHR just won’t cut it.

In a recent interview, Jessica Fain, Director of Health Services at Emory & Henry University, shared how Medicat’s customized EHR solutions became a game-changer for their clinic. The flexibility and personalization of the system have significantly improved efficiency and empowered their team to deliver higher-quality care.

Let’s explore how the right EHR customization can drive success for your clinic.

Customization That Empowers Users

Firstly, unlike other EHR systems that require IT intervention for even small changes, Medicat empowers users by putting customization directly in their hands. This user-first design means clinics can quickly and easily adapt the system to their unique workflows without waiting for external support.

For Emory & Henry’s team, this flexibility transformed their daily operations. They appreciated being able to:

  • Create and adjust transaction codes to align with their workflow, ensuring billing and documentation reflect real-time needs.
  • Customize templates to make documentation faster, more accurate, and tailored to their services.
  • Modify scanning titles and categories, simplifying the organization and retrieval of important records.

“One of the features I love most about Medicat is being able to tailor things like transaction codes or scanning titles. It’s great to create labels that stand out, rather than being stuck with generic options like ‘lab.’ That flexibility has been a game-changer for us.”
– Jessica Fain, Director of Health Services at Emory & Henry University.

This level of control improves day-to-day workflows and fosters a sense of ownership and confidence among staff, helping teams feel more connected to the tools they rely on. Whether it’s introducing new templates for a specific program or refining data entry processes, Medicat ensures that users have the flexibility to innovate and succeed.

Saving Time and Improving Accuracy

Moreover, tailored templates in EHR systems provide a powerful solution for saving time and reducing the risk of documentation errors. These templates streamline workflows by minimizing repetitive tasks and standardizing data entry, ensuring that every required field is completed with precision. Features like predefined fields and auto-fill options guide staff through the documentation process, significantly lowering the chance of missing critical information.

The benefits don’t stop at the provider level. Students also experience the positive effects of streamlined workflows, with reduced wait times and more focused interactions with their healthcare team. In a time when student care services are navigating growing demands, tools like tailored templates are essential for ensuring operational efficiency and delivering exceptional care to support student well-being.

A System That Grows with You

Customization also makes it easier to scale operations as needs evolve. Whether it’s adding new transaction codes for a specific program, updating templates to reflect new policies, or integrating additional modules, Medicat ensures the system grows alongside your clinic. This adaptability allows clinics to seamlessly accommodate changes like expanding services, onboarding new team members, or meeting updated compliance requirements.

For example, suppose a campus adds mental health counseling to its offerings. In that case, Medicat’s system can be tailored to include specialized documentation templates, unique transaction codes, and reporting metrics specific to counseling. Additionally, scalable solutions mean that as patient volumes increase, the system can handle larger datasets without compromising performance or usability.

Every institution has unique needs when choosing an EHR. Jessica Fain explains what was most important to Emory & Henry University during their selection process in this clip:

With Medicat, your clinic can confidently embrace growth and change, knowing your EHR system will evolve to meet new challenges while maintaining efficiency, accuracy, and high-quality care.

Key Takeaways

For college health centers, flexibility isn’t just about convenience—it’s about effectiveness. Medicat’s customizable features empower teams to work smarter, not harder, ensuring they can focus on delivering the best possible care to students.

Discover the 5 must-have EHR features that college health centers should have.

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Peer Support on Campus

How to Bring Peer Support to Your Campus

Written by Medicat on . Posted in Industry Articles.

A Guide to Building and Sustaining Successful Programs

Peer support programs have become a vital part of supporting student mental health, empowering students to connect and support one another. These initiatives help reduce the stigma surrounding mental health, creating supportive networks where students can openly share their experiences and challenges.

The structuring of these programs can vary, but at their core, they are student-led initiatives that create a safe space for mental health conversations.

In this blog, we’ll discuss the benefits of peer support programs and how to incorporate a peer support program on your campus. We’ll also share insights from Clare Kehoe and Lindsey Kilpatrick from Morgan’s Message, an organization shedding light on student-athlete mental health and peer support programs.

But First – Why Are Peer Support Programs So Important, Anyway?

Peer support programs are designed to foster connections among students, allowing them to share experiences and provide mutual support. The structure of these programs can vary, but at their core, they are student-led initiatives that create a safe space for mental health conversations.

Studies show that 20% of college students engage in formal peer counseling, and another 62% of those who haven’t yet used it express interest in doing so. The most common reasons students seek peer support include:

  • Stress
  • Anxiety
  • Depression
  • Social Life Challenges
  • Loneliness

Moreover, culturally competent peer counseling is especially important, as usage is higher among Black students (39%), Transgender students (39%), and first-generation students (29%). These students often prioritize finding peer counselors with shared identities and experiences.

Not only do students want support, but they also find meaning in giving it. Around 45% of students who provide peer counseling cite “helping others” as their primary motivation. Also, those involved in peer counseling report higher well-being scores than those who do not participate.

A significant portion of students—36%—say that, when facing a serious mental health issue, they would first turn to a friend or romantic partner for support. The desire for peer support has been amplified by the COVID-19 pandemic, with 48% of students reporting they are now more likely to seek peer counseling. This is especially true for Black students (58%), Latinx students (54%), Transgender students (61%), and first-generation students (54%).

The Advisor’s Role in Peer Support Programs: Dos and Don’ts

Having a staff or faculty advisor is crucial for the success of peer support programs. Advisors provide essential support, strengthen the initiative, and help drive meaningful change on campus. They bridge student-led efforts with the broader campus community, ensuring alignment with institutional goals and securing necessary resources.

Here’s a quick guide to maximize their impact:

Dos for Advisors:

  • Facilitate logistics: Help students reserve rooms, coordinate schedules, and manage event setups.
  • Provide administrative support: Ensure compliance with campus policies and assist with communication across departments.
  • Empower student leaders: Offer guidance without overshadowing or micromanaging their initiatives.
  • Foster collaboration: Serve as a bridge between student groups and campus administration to align efforts with institutional goals.
  • Encourage skill development: Help students build skills in organization, communication, and leadership through their roles in the program.

Don’ts for Advisors:

  • Take over decision-making: Allow students to lead and own their programs to maintain the authenticity of peer support.
  • Limit creativity: Avoid imposing rigid structures that could stifle innovation, collaboration, or enthusiasm.
  • Undermine student voices: Always prioritize and respect student input and lived experiences in shaping program initiatives.
  • Neglect program alignment: Ensure that the program consistently reflects the mission and needs of the campus community.

Focusing on these dos and don’ts creates an environment where students thrive, fostering collaboration and lasting impact through peer support programs.

Maximizing the Impact of Peer-Led Programs

According to the College Peer Support Report 2023, peer-led initiatives are uniquely positioned to address a wide range of student needs, from fostering inclusion to supporting academic and emotional well-being. To ensure these programs reach their full potential, campuses should focus on four key strategies:

  1. Empower Students and Those with Lived Experiences to Lead: Student-led programs are uniquely positioned to address broader issues that impact student engagement and inclusion. Unlike staff-led initiatives, these programs often offer group activities, academic support, and opportunities to foster community connections, making them a cornerstone of holistic well-being on campus.
  2. Provide Comprehensive Peer Support Training: While all students involved in peer support programs should feel adequately trained, there is a demand for additional resources. Training that focuses on systems navigation, cultural humility, and addressing specific mental health experiences—such as psychosis or self-harm—can empower student leaders to point fellow students towards critical support.
  3. Adopt a Trauma-Informed Approach: Ensuring that programs are trauma-informed is critical for supporting student mental health effectively. Peer leaders often express the need for tools to redirect students in crisis towards accessible and thoughtful support options that will help, not further harm, their peers.
  4. Invest in Peer Support Programs: Sustainable funding is essential for growing and maintaining impactful peer support initiatives. These programs not only enhance campus well-being but also expose students to potential careers in mental health, creating a ripple effect of positive change. Investments in educational resources and inter-campus collaboration efforts can further expand the reach and effectiveness of peer support programs.

Strategies for Success

Peer support programs thrive when they engage students in meaningful activities, such as mental health education games or mindfulness workshops. These events help students build skills to manage stress while fostering openness and reducing stigma.

Collaboration across campus is another critical factor in amplifying these programs’ impact. Partnering with other groups allows peer-led initiatives to influence broader policies and create a unified approach to student well-being.

For example, at UMass Lowell, Morgan’s Message inspired the Athletic Director to hire the university’s first-ever athletics-specific mental health counselor. This success story illustrates how peer programs can spark transformative change:

To ensure effectiveness, campuses should prioritize:

  • Elevating student leadership and lived experience
  • Offering ongoing training for peer leaders
  • Using a trauma-informed approach
  • Investing in long-term program sustainability

When combined with collaboration and campus-wide engagement, these strategies can create lasting change in supporting student mental health.

The Power of Peer-Led Support

Peer support programs not only reduce the stigma surrounding mental health but also build lasting support systems for students. Empowering students to lead these initiatives fosters a sense of belonging and strengthens campus communities.

Research highlights the unique value of peer-led programs, which often complement staff-led initiatives. While clinical counseling programs address more advanced and specific mental health needs, peer-led programs offer holistic opportunities for students to connect vulnerably with one another. Together, these approaches ensure students have access to a diverse menu of mental health resources to meet their needs.

Creating mentorship opportunities and safe spaces for connection, peer-led initiatives play a crucial role in ensuring no student feels isolated. These programs help students thrive—academically, socially, and emotionally—while reinforcing the importance of shared experiences and mutual support.

Key Takeaways

Peer support programs are essential for fostering a healthy, supportive environment on college campuses. Creating spaces where students can turn to their peers for help improves mental health outcomes and strengthens the sense of connection within the campus community.

Download Morgan’s Message’s education guide to access structured monthly meeting topics.

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Student Well-being Programs

The ROI of Investing in Student Well-being Programs

Written by Medicat on . Posted in Industry Articles.

How Colleges Can Enhance Campus Value

In today’s competitive higher education landscape, colleges and universities face growing pressure to prove their value. One of the most effective ways to do this? Invest in student well-being programs.

By prioritizing wellness programs, institutions improve students’ well-being and positively impact retention, satisfaction, and graduation rates. How these types of programs enhance campus value goes beyond just student success—it strengthens the institution’s overall appeal and value to students and their families.

Why Student Health Matters More Than Ever

Freshman enrollment was down by 5% in 2023 compared to the previous year, but the impact varies across different types of colleges:

Public and Private Nonprofit Four-Year Institutions: Experiencing considerable drops, with freshman enrollment down by 8.5% and 6.5%, respectively.

Four-Year Institutions with High Pell Grant Recipients: Seeing the most severe declines, with enrollment plummeting over 10%.

Community Colleges: Facing a much smaller impact, with only a 0.4% decline in freshman enrollment.

Considering these trends, colleges must focus on improving attrition and retention rates. A supportive environment that addresses mental health challenges is essential for enhancing the overall college experience. A 2022 National College Health Assessment (NCHA) study found that depression hinders academic performance for 24.3% of college students, while anxiety affects 34%.

Clearly, student wellness programs aren’t just a “nice-to-have;” it’s a critical factor in academic success and institutional stability.

Addressing these health challenges allows colleges to show how well-being programs enhance campus value and positively impact students in many ways.

The Financial ROI of Wellness Programs

Investing in wellness programs can be financially beneficial for institutions. Here’s how:

Rising Recruitment Cost
Recruitment costs for colleges and universities are on the rise, placing additional financial pressure on institutions to attract and retain students. For four-year private institutions, the average cost to recruit a single student now stands at $2,795, while public institutions spend around $494 per student.
Improved Student Satisfaction
Health and wellness services are key considerations for students when selecting a college. Yet, only about a quarter of students express satisfaction with their wellness facilities, and another quarter see room for improvement. Investing in comprehensive wellness offerings can be a meaningful way for colleges to boost student satisfaction and support academic success.
Higher Graduation Rates
Furthermore, around half of students report that struggling with their physical health and wellness hinders their academic performance. This emphasizes the need for supportive resources that promote student health to help them succeed academically, and in turn, graduate. Additionally, higher graduation rates improve an institution’s reputation and rankings, which can attract even more students.

Essential Components of a Campus Wellness Program

To maximize the ROI of wellness programs, colleges need a well-rounded approach that meets diverse student needs. Here’s a breakdown of what a successful wellness program includes:

  • Mental Health Support: Quick access to high-quality mental health services can make a world of difference for struggling students.
  • Preventive Health Services: Regular check-ups, vaccination clinics, and health education promote overall health.
  • Wellness Workshops and Training: Stress management, resilience training, and sleep hygiene workshops empower students to take control of their well-being.
  • Digital Health Tools: Telehealth and wellness apps make it easy for students to access support, no matter where they are.

These components highlight how wellness programs enhance campus value by addressing critical aspects of student health, supporting both academic success and personal growth.

Measuring the ROI of Wellness Programs

To justify the investment in wellness programs, institutions should measure their impact on student success. Tracking these metrics can clearly demonstrate how wellness programs enhance campus value:

  • Retention and Graduation Rates: High retention and graduation rates reflect positively on the institution’s ability to support students.
  • Utilization Rates of Health Services: Tracking the usage of mental health and wellness services shows their value to the administration.
  • Student Satisfaction Scores: Surveys can reveal how students perceive wellness services, highlighting areas of improvement.

Evaluating these metrics allows colleges to see firsthand how wellness programs enhance campus value and contribute to long-term success.

Key Takeaways

Well-being programs inarguably enhance campus value. These programs create healthier students, boost retention, and foster loyalty. Colleges that prioritize wellness are not only helping students succeed but also reinforcing the worth of higher education.

Ultimately, how wellness programs enhance campus value is about more than just ROI. It’s about creating an environment where students can thrive, graduate, and look back on their college experience with pride. Making this commitment, colleges position themselves as leaders in the evolving landscape of higher education, and students reap the benefits.

Continued Reading: Mental Health Support Proven to Improve Student Retention

Interested in learning more about how your campus health solutions can become more integrated and impactful?  Connect with a member of our team.

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Wellness on Campus

Rethinking “Wellness”

Written by Medicat on . Posted in Industry Articles.

Rethinking “Wellness”:

How to Drive Collective Impact, Collaborate Better, and Leverage Data to Transform Your Campus

Webinar Q&A recap with college well-being experts Dr. Oliver Tacto from Maryville University, Emily Pagano from UConn, and Kelly Gorman from UAlbany to share their expertise on enhancing student well-being.

During the webinar, we covered the following key topics:

  • What does it mean to truly collaborate? And what are the biggest roadblocks getting in the way of meaningful progress?
  • What steps can you take to effectively implement your most ambitious well-being ideas and initiatives?
  • What is the Okanagan Charter and why should you know about it?
  • What tools and infrastructure need to be in place before you start to enact change?
  • How can campus leaders develop Key Performance Indicators (KPIs) to better measure campus well-being?

Q1: Wellness and well-being are terms we hear often. Are they the same thing, or is there a difference?

Oliver: Wellness involves actions and habits that support physical, mental, and emotional health. It’s the journey. Well-being is the outcome—a balanced, fulfilled state that results from those wellness practices.

Kelly: I think of wellness as more of an individual construct, while well-being is broader, encompassing personal, communal, and societal levels.

Emily: It’s less about whether this is the “right” definition and more about how we use this term and what it means for us and the community that’s coming together to do this work. This understanding connects to our goals and what we’re trying to measure.

Q2: What are “inputs” in college well-being and what are some examples of inputs that can lead to improved well-being on campus?

Oliver: When we talk about inputs, we’re really talking about what people and resources we’re putting in when we say we’re “investing” in well-being. Inputs can vary widely depending on a campus’s unique environment. Here are a few examples:

  • Counseling and Support Staff: Access to mental health counselors and support staff is fundamental.
  • Health Services: Offering accessible health care and support for students’ physical wellness is a vital input.
  • Financial Resources: Some institutions have larger budgets to support well-being initiatives, which can make a significant difference.
  • Campus Environment: This includes everything from the built environment (like dorms, classrooms, and administrative buildings) to resources that allow for outdoor activities and engagement. Some campuses offer more natural spaces, which can positively impact student wellness.

Essentially, assessing and utilizing these inputs allows campuses to build a stronger foundation for student, faculty, community, and staff well-being.

Emily: Creating alignment across those inputs is a huge part of engaging in health promotion. Often, we have amazing assets on campus, but they’re not aligned, aware of one another, or working towards the same goals. 

Q3: What’s an overlooked asset when it comes to college wellness promotion?

Emily: Our University Planning colleagues have been invaluable allies, as they are deeply considering how the campus environment supports the experiences of students, staff, and faculty. Additionally, our partners in Sustainability, including those in facilities like wastewater management, play a critical role in this work.

Kelly: Two often-overlooked assets are relationships and student leadership. Successful environments combine top-down and bottom-up support, building connections across titles. Additionally, student leadership, including the Student Activities Office and Student Leadership Development, is essential.

Q4: What does the collaboration process look like? And how do you know when you’re collaborating versus cooperating?

Oliver: I view cooperation and collaboration as a choice between planning an event versus a shared vision. We must align our goals toward a common agenda and communicate consistently with stakeholders about this shared goal, ensuring resources are equitable. When collaboration fails, it can feel one-sided, focusing on individual departments instead of highlighting the entire university’s progress toward well-being.

Kelly: Collaboration involves drawing out the wisdom of others in the space. I ask questions to understand the motivations behind our work, the overarching goals, and the mission. For me, it means aligning on shared values, strategic priorities, and vision while committing to express those values healthily throughout our process.

P.S. 60% of our live webinar audience said they can cooperate but struggle to collaborate successfully with their colleagues.

Wellness Poll Results

Q5: What are some strategies for transitioning from cooperation to genuine collaboration?

Emily: I think the biggest barrier often lies in the structural designs within higher education institutions themselves, which are not always conducive to collaboration. For instance, a small but significant challenge we faced was faculty and staff using two separate communication systems (Google for faculty and Office 365 for staff). Even setting up meetings became difficult! So, my advice would be to assess your current structures, identify who’s already invested in these wellness goals, and then start building a strong base. Over time, establishing ongoing communication and even starting small projects together can lay the groundwork for a more extensive partnership.

Q6: What is the Okanagan Charter and why is it valuable for campus leaders to be aware of it?

Oliver: The Okanagan Charter is a foundational document established at an international conference for health-promoting professionals and universities. It provides a global framework for embedding health into all aspects of campus life—from operations and programming to culture and community.

The Charter promotes a holistic approach, ensuring campus-wide well-being through integrated initiatives. Rather than a checklist, it represents a commitment to cultivating a culture of health, signaling an institution’s readiness to make meaningful cultural and structural changes in support of health promotion.

Emily: The Charter’s emphasis on the interdependence of people, place, and planet has been instrumental in bringing together diverse partners from facilities, sustainability, campus planning, and research. We use it as a platform to discuss how our shared spaces and policies can promote health beyond individual departments.

The Charter gives us a language and framework to address well-being holistically, making it easier to collaborate on solutions that impact everyone.

Q7: How can university leaders set effective KPIs to measure campus wellness?

Kelly: At UAlbany, we’ve adopted the Okanagan Charter as our guiding framework, focusing on a systems approach to integrate well-being into all campus operations. Setting effective KPIs starts with agreement on a shared vision of well-being. We’re using realist evaluation to link KPIs to broader social processes, which helps measure complex outcomes beyond immediate results.

Emily: At UConn, we also adopted the Okanagan Charter and recently aligned our wellness KPIs with our new strategic plan. We emphasize relationship-building across departments to ensure equitable access to wellness initiatives. Our core KPIs focus on belonging, which resonates across wellness conversations, and sustainability metrics, as our university moves toward carbon neutrality.

Oliver: At Maryville, we’re developing KPIs using the eight dimensions of wellness framework. This approach helps us measure wellness comprehensively, covering areas like mental health access, active lifestyles, and student belonging. To engage students, we’ve implemented the “MaryWELL” initiative, which tracks their participation across wellness dimensions, from academic support to financial literacy. The framework guides measuring our progress across diverse aspects of campus wellness.

Key Takeaways

In this Q&A, we’ve highlighted key insights from our recent discussion on how campuses can go beyond the “wellness” buzzword to create lasting, measurable impacts on student well-being. We hope you found these expert insights valuable.

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Campus Mental Health Support

Meeting the Growing Demand for Campus Mental Health Support

Written by Medicat on . Posted in Industry Articles.

Adam Cole, CEO

Written by Adam Cole, CEO, Medicat

According to a 2023 survey from the Healthy Minds Network, 41% of college students reported having symptoms of depression, while 36% reported anxiety. These numbers are staggering.

Considering the growing pressure on students and the increasing willingness of students to seek help, college counseling centers are struggling to keep pace with the demand for services.

This gap between supply and demand is leaving many students without timely access to care, leading to sometimes significant delays in services. The strain on college counseling centers is further complicated by the shortage of mental health professionals. The U.S. Health Resources and Services Administration projects that by 2025, the demand for mental health professionals will exceed supply by 250,000 full-time providers. For colleges and universities, hiring more counselors is not only cost-prohibitive but often impossible due to this shortage.

Moreover, the growing mental health crisis among students has a ripple effect on academic performance and retention rates. A survey from the American Council on Education found that 66% of college presidents listed student mental health as a top concern, recognizing the direct link between well-being, student success, and retention.

Clearly, this is not just a mental health issue—it’s an academic and institutional challenge. While many colleges attempt to address the growing demand by expanding their counseling staff, this linear solution falls short of addressing the root causes and exponential growth of the problem. There has to be a better path forward.

The Limits of Simply Expanding Counseling Staff

The most straightforward solution to rising demand might seem to be hiring more counselors. However, this presents several challenges. First, mental health professionals are in short supply, particularly those with experience working with young adults in academic settings. Plus, hiring qualified staff is not only costly, but it also fails to scale at the same rate as demand.

Furthermore, simply increasing the number of counselors doesn’t address the systemic issues that contribute to mental health challenges on campuses. A reactive approach—where students are only supported after they reach a crisis point—leaves many without the preventive care they need to maintain their well-being.

To truly meet the needs of today’s students, we need to rethink how we approach mental health on campus. Instead of focusing solely on reactive measures, colleges should invest in building robust community support systems that focus on prevention, early intervention, and holistic care.

Building Community as a Preventive Measure

One of the most effective ways to reduce the strain on counseling centers is to build a strong campus community that supports mental health and well-being.

College is not just a place for academic achievement; it’s a space where students learn to build relationships, develop life skills, and find their place in the world. A sense of belonging and connection can be a powerful buffer against the stressors that lead to mental health struggles.

Institutions can foster this sense of community by promoting (and providing logistical and financial support to):

  • Peer support/mental health programs
  • Student organizations
  • Group events that encourage socialization and emotional connection

By creating opportunities for students to engage with one another and feel supported, we can prevent some of the issues that lead to mental health challenges like anxiety, depression, chronic stress, and loneliness.

Leveraging Peer Support Networks

Peer support programs have gained significant momentum on college campuses in recent years, and for good reason. These networks empower students to be part of the solution, creating a culture of care that extends beyond the walls of the counseling center. When students are trained to recognize signs of distress in their peers and offer meaningful support, the entire campus benefits.

After talking with a few of our clients, I’ve heard how effective peer support can be in supplementing traditional counseling services. By creating structured and moderated peer support programs, schools can extend their reach and provide help to students who might not otherwise seek it. These programs also serve as a valuable bridge to professional care, offering students an accessible first step in addressing their mental health needs.

The key to success with peer support programs is training and close supervision. While students can be incredibly empathetic and insightful, they are not a replacement for professional counselors.

Instead, they serve as a complement, helping students navigate the challenges of daily life and guiding them toward appropriate resources when needed. With the right infrastructure in place, peer support networks can significantly reduce the burden on counseling centers while fostering a culture of mental health awareness and support. 

Moderated Online Student Communities

In addition to in-person peer support, online communities can also play a pivotal role in promoting mental health on campus. Digital platforms, when moderated appropriately, offer a space for students to connect, share their experiences, and offer each other support from anywhere, at any time.

By creating moderated online communities, institutions can provide students with a safe, accessible space to share their thoughts and experiences. These forums can serve as an extension of the peer support networks, offering students another avenue to seek help and connect with others. Moderators can ensure that discussions remain supportive and productive, intervening when necessary to guide students toward professional help.

Online communities are particularly valuable for students who may not feel comfortable seeking help in person or who struggle to find time to visit a counseling center. Offering multiple options for support—both in-person and online—can create a more inclusive and accessible mental health care system. 

The Pitfalls of Outsourcing Mental Health Care

Some institutions have turned to external, third-party mental health providers to address the growing demand for mental health services. While these services can be convenient and offer a more immediate “release valve” during periods of high demand, they come with significant drawbacks.

Outsourcing care is often more expensive in the long term, and it generally lacks the personalized approach that’s essential for meeting the unique needs of a campus community.

Mental health care is deeply personal, and students benefit most when they receive support from professionals who understand their specific environment and challenges. External providers may not have the same level of insight into campus culture, student demographics, or the issues affecting a particular institution. As a result, the care they provide can feel disconnected and impersonal.

Additionally, outsourcing services can undermine the sense of community that is so crucial for student well-being. When students rely on external providers, they miss out on the opportunity to build relationships with campus staff and peers, which are key components of a robust support system.

A Path Forward: Holistic, Integrated Mental Health Support

The growing demand for mental health services on college campuses requires a comprehensive, integrated approach. Rather than focusing solely on increasing the number of counseling staff, institutions should invest in building community, promoting peer support, and leveraging technology to create a more holistic support system.

At Medicat, we’re committed to helping colleges and universities develop sustainable mental health care solutions that meet the needs of their students. Fostering a culture of care, investing in preventive measures, and providing personalized support ensures that every student has access to the help they need—before they reach a crisis point.

See how Medicat’s Counseling EHR can help you improve clinical workflow and reach more students with a self-guided demo!

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Leadership in College Health

Leadership in College Health

Written by Medicat on . Posted in Industry Articles.

Leadership in College Health:

How to Drive Change and Innovation on Your Campus

In today’s ever-evolving campus environment, college health professionals are in a unique position to drive meaningful change and advocate for innovations that enhance student health services. From mental health support to immunization compliance, the needs of students continue to grow and diversify. Thus, taking on a leadership role in this landscape is essential to ensure that health services remain responsive, accessible, and effective.

Here’s how health professionals can become campus leaders and innovators to improve student well-being.

1. Embrace a Vision for Change

Effective leaders in college health start by cultivating a vision that prioritizes student well-being. Whether you are a health services director, a nurse, or a mental health professional, having a clear understanding of the issues facing your student population allows you to create a roadmap for change.

Action Steps:

  • Assess campus health trends by gathering data on physical, mental, and emotional well-being. Surveys, student feedback, and collaboration with academic and administrative departments can highlight gaps in services.
  • Set specific, achievable goals that align with your campus’s mission. For instance, reducing student wait times for counseling services, increasing vaccine compliance rates, or launching a peer health education program.

2. Advocate for New Programs

Furthermore, innovation in college health often starts with advocating for new programs. Whether you’re pushing for telehealth services, wellness initiatives, or mental health crisis support, gaining buy-in from administration is critical.

Action Steps:

  • Build a business case for your program. Highlight the benefits, including how it can reduce long-term care costs, improve student retention, and enhance academic success.
  • Seek student input to ensure the program meets actual student needs. Involve them in the planning process to create programs that resonate and achieve better engagement.
  • Leverage data and insights from similar programs at other institutions to support your advocacy efforts.

3. Champion Health Policy Changes

Campus health and counseling leaders can play a pivotal role in shaping institutional policies that promote healthier environments. This can include everything from mental health support systems to policies on substance abuse prevention.

Action Steps:

  • Collaborate with key stakeholders—from student affairs and faculty to campus safety officers—to understand their perspectives and build coalitions.
  • Propose policy changes that address pressing health challenges, such as increasing access to health services for underserved students or implementing campus-wide wellness days to reduce burnout.
  • Stay informed on regulations and compliance requirements, like HIPAA and FERPA, to ensure your initiatives align with legal obligations.

4. Leverage Technology and Data

As college campuses increasingly adopt digital solutions, health leaders can spearhead the integration of innovative tools that streamline services and improve student outcomes.

Action Steps:

  • Promote the adoption of Electronic Health Records (EHRs) to improve the accuracy and accessibility of student health data.
  • Encourage the use of telemedicine and virtual mental health services to reach more students, especially those who may have difficulty with in-person services.
  • Use data analytics to track student health trends, such as vaccination compliance or mental health counseling needs, and use those insights to inform decision-making.

5. Cultivate a Culture of Collaboration

Strong leadership in college health requires fostering a culture of collaboration across campus. By bringing together various departments and encouraging cross-functional initiatives, leaders can create holistic solutions to complex health challenges.

Action Steps:

  • Build relationships with campus departments such as athletics, student affairs, and academic departments to promote a comprehensive approach to student well-being.
  • Create interdisciplinary task forces that focus on specific issues, like mental health support systems or substance abuse prevention, ensuring all voices are heard.
  • Encourage peer education programs where students play an active role in promoting healthy behaviors on campus.

6. Engage in Professional Development

Leaders are constantly learning. Health professionals should seek out opportunities for continuing education and stay current with the latest trends in student health.

Action Steps:

  • Attend conferences and webinars focused on college health, such as the American College Health Association (ACHA) meetings, to stay informed about best practices and innovative solutions.
  • Pursue certifications in areas like public health, mental health, or health leadership to enhance your expertise and credentials.
  • Network with other college health leaders to exchange ideas and strategies that can help you lead more effectively.

P.S. – Stay up to date on our upcoming webinars here

7. Mentor and Empower Your Team

A true leader invests in the development of their team. By mentoring staff and encouraging professional growth, college health leaders can create a more effective and engaged team.

Action Steps:

  • Offer professional development opportunities for your team, such as workshops, training, and seminars.
  • Encourage a culture of feedback and innovation, where staff members feel empowered to propose new ideas and take ownership of initiatives.
  • Recognize and reward success to motivate your team and foster a positive, productive environment.

Learn more about the top qualities of college health leaders here.

Key Takeaways

Driving change and innovation within college health requires vision, collaboration, and a commitment to continuous improvement. It’s crucial for those in leadership roles to advocate for new programs. As a leader in college health, your efforts can create healthier, more resilient students who are better equipped to succeed academically and beyond.

Since you’ve read this, you may also be interested in how you can improve your college health center’s operations.

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EHR Solutions for Athletic Departments

Bridging the Gap Between Athletic and Wellness Departments on College Campuses

Written by Medicat on . Posted in Industry Articles.

In the high-pressure world of college athletics, student-athletes juggle rigorous training schedules, academic responsibilities, and the everyday demands of college life. Ensuring these athletes remain in peak physical condition while maintaining their overall health is no small feat.

This challenge is especially prominent when athletic departments and campus health and counseling centers operate separately. That’s unless…You’re utilizing an integrated Electronic Health Record (EHR) system!

EHR solutions offer a seamless, efficient way to coordinate care between departments and ensure that student-athletes receive comprehensive support both on and off the field.

In this blog we’ll cover:
  • The challenges of miscommunication between athletic departments, health centers, and counseling clinics
  • How an EHR can bridge the gap to deliver a better student experience and more coordinated care
  • The critical role of an EHR in supporting both the physical and mental health of student-athletes

The Disconnect Between Athletics and Campus Wellness

Athletic trainers manage student-athlete injuries and performance optimization on many campuses, while campus health centers handle general medical care and counseling handles mental health support.

With these three services operating independently, this makes it difficult to share critical health information that can impact an athlete’s overall well-being. This disconnect can result in delayed or incomplete care and missed opportunities for holistic health management.

The Role of an Integrated EHR in Coordinating Care for Student-Athletes

An integrated EHR platform addresses these challenges by creating a single, unified system that offers multiple benefits, including permission structures to maintain student privacy:

1. Improved Communication Sharing

A comprehensive EHR system allows both athletic trainers and wellness services staff to access shared student records, ensuring everyone involved in a student-athlete’s care is on the same page—but with safeguards in place.

Permission structures within the EHR ensure that only certain types of information or notes are visible to specific staff. For instance, a trainer may access medical history relevant to injuries but won’t see sensitive mental health notes unless permitted. This balance ensures privacy while improving overall care coordination.

Effective coordination among trainers, health services, and counseling services is essential for comprehensive student-athlete care. Here’s how it can look in practice:

  • Trainers can view a student’s medical history before deciding on treatment for an injury.
  • Health services can stay updated on any injuries or physical conditions when providing care.
  • Counseling services can access relevant health information to better support a student’s overall well-being during treatment.

2. Seamless Coordination of Care

When athletic trainers and health services can collaborate through a shared EHR, they can coordinate care more effectively. For example, if an athlete is recovering from a concussion, trainers and wellness professionals can work together to develop a tailored recovery plan. 

This accounts for physical, mental, and academic considerations. With all the information in one place, treatment plans can be updated in real-time, ensuring continuity of care.

4. Enhanced Tracking and Monitoring

An EHR system provides real-time access to data, making it easier to track athletes’ progress, monitor injuries, and manage recovery timelines.

Moreover, health professionals and trainers can quickly identify trends and adjust treatment plans as needed. This tracking is particularly beneficial for preventing recurring injuries or monitoring conditions like stress fractures or overuse injuries.

Hey! If you’re reading this blog, you might also be interested in our other blog, College Athletics and Mental Health. Check it out here.

5. Informed Decision-Making

Whether it’s a decision to return to play after an injury or addressing chronic issues like asthma or anxiety, integrated EHRs empower both athletic trainers and health services to make informed, data-driven decisions.

Furthermore, all clinics having access to comprehensive medical data ensure that student-athletes are not rushed back into play before they are fully ready, reducing the risk of re-injury.

Why Integration Matters for Mental Health

The physical demands of collegiate sports can take a toll on mental health. Anxiety, depression, and stress are common among student-athletes who balance competitive pressures, academic obligations, and personal lives. An integrated EHR streamlines communication and collaboration, improving overall care for student-athletes.

Sharing information on mental health services and treatment plans allows athletic trainers to recognize when an athlete might need extra support. This enables health and counseling services to intervene earlier if mental health issues are affecting athletic performance.

Key Takeaways

Coordinating care between athletic trainers and campus health and counseling centers is critical to ensuring that student-athletes receive comprehensive, holistic care. By implementing an integrated EHR solution, colleges and universities can break down silos, improve communication, and provide better care for their athletes.

And when these departments can seamlessly communicate, student-athletes can perform at their best—both on the field and off.

Want to learn more about how you can bridge the gap between different departments on your campus? Contact us today to see what your options are in helping your campus improve student-athlete care.

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RFP Questions for EHR Vendor

Crafting an Effective RFP

Written by Medicat on . Posted in Industry Articles.

Questions You Need to Include When Selecting an EHR Vendor

When creating a Request for Proposal (RFP) for software that supports Student Health Services (SHS) and Counseling and Psychological Services (CAPS) on campus, it’s crucial to detail your school’s specific needs and expectations. A well-structured RFP ensures that you select the best vendor capable of meeting your institution’s unique requirements.

Here are a few examples of key questions that will help your institution better evaluate an EHR software tool. The full list of our suggested questions can be accessed here.

Integrated Health and Counseling Functions

  • Does the EHR facilitate efficient referrals between departments?
  • Does the EHR allow students to enter their own health information and immunization records?

Patient Portal/Student Experience

  • Are students able to access all health services and records in one place?
  • Does the EHR enable secure communication channels between students and providers?

Clinic Efficiency & Reporting

  • What tools does the EHR offer to help our staff with record keeping, collaboration, and communication?

Health Services Specific Features

  • Does the EHR include vaccine compliance management, or can it interface with other immunization compliance resources? (i.e. Med Proctor).
  • Does the EHR keep track of medication/immunization inventory?

Counseling and Psychological Services Specific Features

  • Does the EHR have a built in Counseling Center Assessment of Psychological Services (CCAPS) with self-scoring feature?
  • Does the EHR facilitate supervisor settings and note reviews, enabling feedback for supervisees?

External Communications

  • How does the EHR system facilitate the exchange of communications with offices external to the EHR, such as referring physicians, laboratories, or insurance companies?

Data & Integrations

  • Does the EHR system integrate with Banner for two-way demographic data exchange and billing information export?
  • Can the EHR support “mining” fields within notes or physical exams for data?

Customizations

  • How does the EHR system assist providers in creating customized notes and templates that align with their specific workflows and standards?
  • Can different roles within the institution (e.g., physicians, nurses, administrators, interns) have varying levels of access to patient data?

Reporting

  • What tools does the EHR have that will help our staff with record keeping, collaboration, and communication?
  • Can the EHR system run immunization compliance reports tailored to the institution’s specifications?

Billing

  • Does the EHR have the ability to set charges for services and are they easily adjustable?
  • Is the EHR able to print a receipt for charges so students can self-submit to insurance if they choose?

Technical Support

  • What level of institutional IT support is required to ensure the effective operation of the EHR system?
  • What type of staff training is provided during and after the EHR system’s implementation? Please specify the method of delivery.

Pricing

  • What is included in the base price of the EHR system?
  • Please provide details about the following additional costs:
    • Ongoing maintenance and support fees
    • Hardware and software requirements
    • Training and education costs
    • Customization and integration fees
    • Data migration fees
    • Upgrades and enhancements

Implementation Process

  • What is the typical process for migrating data from a previous EHR system, including timelines, overlap periods, and go-live strategies?

Additional General Features

  • Does the EHR provide flexibility in note structure and design, allowing for templates, “smart phrases,” and the ability to pull from prior notes?
  • Does the EHR have a built-in telehealth platform for virtual care?

Crafting a comprehensive and effective RFP is essential for colleges seeking to procure the ideal EHR software. By clearly defining your institution’s needs, attracting qualified vendors, ensuring fair competition, and negotiating favorable terms, you can mitigate risks and select a solution that aligns with your goals and objectives.

These are just a few of the questions to consider. You can download the full list of questions here: Download – 60 Questions to Ask When Selecting an EHR Vendor.

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Immunization Compliance made easier

Medicat Makes Immunization Compliance Easier at Leading Universities

Written by Medicat on . Posted in News & Press.

Medicat makes Immunization Compliance easier

Medicat, the #1 provider of Electronic Health Records (EHR) software for colleges and universities, has expanded its immunization compliance management offerings, allowing schools to reduce inefficiency and keep their campus communities safer.

This progress is highlighted through two compelling case studies that explain the impact of these tools at the Georgia Institute of Technology and the University of Florida.

Continue reading to explore how Medicat’s solutions had a major impact on the health and well-being of these two large, public institutions.

Georgia Tech: Automating Immunization Compliance

Georgia Tech faced the daunting task of verifying thousands of immunization records each summer, leading to process bottlenecks and stressed-out staff members. By partnering with Medicat, the university implemented a brand new solution called VeriVax and an integration with Georgia’s State Immunization Registry (GRITS) to automate tedious tasks, increase compliance accuracy, and improve the student experience.

As highlighted in the full case study, Georgia Tech cut the number of immunization records that needed to be manually processed by a whopping 26%, resulting in faster verifications and fewer headaches for both incoming students and health center staff.

University of Florida: Optimizing Student Compliance

The University of Florida needed a solution that could scale to accommodate its growing student body while ensuring campus-wide compliance. Medicat’s flexible platform allowed the university to streamline immunization records and insurance waiver collection and verification, ensuring students met all requirements before stepping foot on campus.

After implementing Medicat, the University of Florida saw immunization record processing time drop from 3 weeks to just 1 week! Getting this considerable amount of time back has expanded their team’s ability to focus on other impactful health and well-being initiatives, rather than being caught in the weeds of compliance management.

Experience Medicat’s Immunization Compliance Solutions for Yourself

Medicat is committed to helping colleges and universities achieve operational excellence. Their immunization compliance solutions empower universities to automate clinical workflows, reduce manual processes, and increase compliance rates—delivering better outcomes for both students and staff.

For those interested in taking a closer look, take an interactive platform tour to see the tools in action.

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