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.

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.

Navigating the complexities of modern college health centers requires innovative solutions and a deep understanding of student needs.

Together, let’s uncover strategies for optimizing health center operations and enhancing student support.

1. How can student health centers improve their intake process for new students?

A. Starting at the very beginning of the student experience, clients can use the Blaster tool to email newly enrolled students instructions on how to access/utilize the Patient Portal.

Clients can then use the Patient Portal to instruct students on how to schedule an appointment – either by utilizing the Self Scheduling functionality, or by directing them to call your clinic or send a secure message.

For full optimization, we recommend implementing the self-scheduling functionality to allow for other uses of client resources.

Once the student is scheduled for their appointment, we can set up online forms to present prior to their appointment (up to 7 days in advance) or as the student is checking in.

By setting up longer, nonacute forms (such as the Health History form) for the student to complete in the days prior to their appointment, it will save valuable time during the check-in process, improving your clinic’s efficiency.

These small changes can add up to vastly improve the student experience.

2. What are the most common ways we’re able to help college health clinics optimize their workflow?

A. If a clinic is looking to optimize their workflow, we normally suggest the following:

• Setting Up Automated Intake Forms: Automating intake forms can streamline the patient onboarding process. For instance, using tools like the Template Txn Linker, clinics can automatically populate the EHR Patient Summary Screen with relevant information from these forms, saving time and reducing errors.

• Setting up Note Favorites and Quick Type: Creating template notes and quick type options can expedite documentation. By having pre-set templates for common scenarios, clinicians can quickly complete notes, ensuring consistency and accuracy. This saves critical time that allows clinicians to focus on student care, rather than tedious documentation.

• Utilizing Preload Answer Template Options: This feature enables clinics to preload answers from previous check-ins or allow students to complete them during their current visit. By integrating this data directly into the notes, clinicians can have a comprehensive view of the patient’s history, improving the quality of care.

3. How can technology be leveraged to streamline appointment scheduling and reduce administrative burdens?

A. Effective appointment scheduling is crucial for the smooth operation of college health clinics. Leveraging technology can significantly streamline this process and reduce administrative burdens. Here’s how:

• Guided Scheduling with Message Boxes: For clinics that have self-scheduling in place, they can also include various message boxes which can provide additional guidance to students. For example, special instructions for each specific appointment reason can be displayed during the scheduling process, ensuring students have all the necessary information.

• Self Check-In for Walk-In Appointments: For clinics that allow walk-in appointments, the Self Check-In module is invaluable. It allows students to schedule walk-in appointments using a kiosk, bypassing the need for front desk assistance. This not only streamlines the process, but also frees up staff to focus on other tasks.

4. Do you have tips on how to enhance communication between health centers and students?

A. Sure do! Here are several tips to enhance this communication:

• Use the Blaster Tool: The Blaster tool allows you to send the same message to a large group of students simultaneously. This is perfect for general announcements or updates that need to reach many students at once.

• Implement the Notification Tool: The Notification tool can be set up to automatically notify or remind students of important items. For example, you can schedule notifications to go out one day before a student’s appointment. These reminders can also direct students to complete any necessary forms, ensuring they are prepared for their visit.

• Utilize Secure Message Templates: Secure Message Templates make one-off communication faster and more efficient. By having pre-written templates, staff can quickly send common messages without having to write them from scratch each time.

• Leverage Secure Messaging: Secure messaging can be very beneficial for direct communication with students. If there are concerns about allowing students to message specific providers, consider setting up a generic provider (like “Front Desk” or “Health Clinic Team”) that multiple users can monitor. This ensures that all messages are addressed promptly.

• Maximize Patient Portal Message Boxes: Utilize the message boxes in the Patient Portal to their full potential. You can create a checklist of steps that students need to complete, with hyperlinks that take them directly to the relevant section. This streamlined approach helps students easily navigate and complete required tasks.

By implementing these tools and strategies, health centers can significantly improve their communication with students, leading to better-prepared appointments, reduced no-shows, and enhanced overall student engagement and satisfaction.

5. How can colleges improve the immunization verification process on campus?

A. These are the four main suggestions we give to those looking to improve the immunization verification process:

• Student Submissions via Patient Portal: Allow students to enter their immunization dates and upload associated documents directly on the Patient Portal. This eliminates the need for email or paper submissions, making the process more efficient and accessible.

• Mandatory Document Uploads: Implement a system where students must upload a document when entering an immunization date. This ensures that clinics receive the necessary proof before verifying immunizations.
• Clear Instructions on the Patient Portal: Use the blue immunization headings on the Immunization Page and the message box at the top of the screen to provide additional instructions to students. Clear guidance helps students understand the requirements and process better.
• Automated Verification with VeriVax and State Registries: For a fee, clients can use VeriVax and/or integrate with their state immunization registries for automatic verification of vaccine records. VeriVax can be particularly beneficial for campuses with a significant percentage of out-of-state students, as all vaccines from these interfaces are automatically verified, without a need for staff to manually review student records.

6. How can clinics utilize data analytics to improve their health services?

A. Clinics can significantly improve their health services by leveraging data analytics and reporting tools within their systems. Here’s how:

• Identify Common Appointment Reasons: Utilize reporting tools to determine the most frequently used appointment reasons. For instance, if many students visit for flu-like symptoms in November, consider hosting a flu shot clinic in October as a preventative measure.
• Analyze Peak Times: Use data to identify the busiest times of the year or days of the week. This information helps optimize staffing, ensuring adequate coverage during peak periods, especially for part-time employees.
• Export Data for Further Analysis: Reports can be exported to Excel for deeper data management and analysis, allowing clinics to tailor their services and outreach programs based on specific trends and needs identified through the data.

7. How can health centers collaborate with other campus departments to promote overall student wellness?

A. Some successful strategies that I’ve seen implemented on campuses of all types include:

• Utilizing Referrals: Health centers can use the Referral Manager in Medicat One to track and manage referrals between various clinics, ensuring coordinated care and streamlined communication.

• Internal Messaging: Clinics can enhance communication by using internal messaging to share patient-related information with other users or clinics. The ability to link specific client charts to internal messages facilitates seamless information exchange.

• Permission Setup: By configuring permissions, clinics can control the amount of information automatically shared across departments, ensuring privacy while fostering collaboration.

Key Takeaways

Optimizing college health center operations requires a multifaceted approach that prioritizes student needs and harnesses the power of technology.

By implementing strategies such as streamlined intake processes, efficient workflows, and enhanced communication, health centers can significantly improve the overall student experience.

Additionally, leveraging data analytics and fostering collaboration across campus departments are essential for achieving optimal outcomes.

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