Author: Medicat

Switching to a new EHR system may seem daunting. At Medicat, we strive to make the process as smooth as possible. One of the ways we do this is with our thorough implementation process. This blog contains information that will help give you better insight into our implementation process, and how you can prepare for a successful launch with Medicat.

Our Implementation Team will walk you through setting up your software and demonstrate how to use it. The following questions are answered by one of our Customer Onboarding Specialists, Katie Gray, who provides specific information on how the implementation process works while offering recommendations and strategies to maximize the benefits of implementation.

With a thirty-year track record, Medicat has established itself as the foremost provider of software solutions for college health, serving more colleges and universities than all other EHR vendors combined. To optimize the transition to Medicat’s software, careful planning, effective communication, and comprehensive training of key clinic personnel are essential for maximizing the software’s potential and ensuring the best user (and student) experience. Through it all, we want you to know that we are here to support you and your team.

Allow Medicat’s EHR software to function as a valuable tool for your clinic to improve patient care and administrative efficiency. Reach out today to learn more about our implementation process.

The electronic health records (EHR) system isn’t just for doctors’ offices and hospitals. An effective and well-designed EHR system can help you simplify communication and track student health records for greater compliance and efficiency.

How Your EHR System Supports Compliance and Tracking

The student health software solution you use impacts your ability to manage compliance and immunization tracking efficiently. With a paper-based or spreadsheet system, it’s hard to stay on top of what students have submitted, and information can easily fall through the cracks. Using inefficient tracking methods can lead to the following problems:

• Difficulty keeping student records up-to-date
• Student reminders must be sent manually
• Students must submit materials via email or mail
• Students have no online access to status updates, which increases phone calls to administrators

On the other hand, with comprehensive student immunization tracking technology, you can communicate with all key stakeholders and always know where you stand with student compliance. Instead of manually tracking forms and immunization requirements, an EHR provides you with one centralized point of access for students, program administrators, and third-party integrations.

In addition to its storage capacity, a comprehensive EHR solution also automates data collection and verification. It organizes the data so you can improve student follow-up and reporting. Here are ten benefits you should expect from your EHR system.

1. Real-Time Health Record and Immunization Tracking

The American College Health Association (ACHA) recommends several immunizations for college students, for diseases such as meningitis, measles, and polio. Many of those immunizations must be delivered in multiple doses during specific time frames, making it necessary to track dozens of data points for a single student. A cloud-based EHR system allows you to manage large amounts of student data without feeling like you’re buried in paper. With the aid of one easy-to-use EHR, campus health center staff can track student immunization data and share it with authorized clinical partners when needed.

An EHR streamlines immunization tracking by helping you see what items students have submitted and which ones remain outstanding. In addition to immunization histories, an EHR also allows you to track other health information, such as the following:

• Health history forms
• Confidentiality agreements
• Immunization waivers
• Driver’s license or other proof of identity, such as a valid photo ID
• COVID-19 antibody or viral test results

2. Seamless Integrations

An EHR system can be configured for seamless integrations with state immunization registries, increasing accuracy and helping you reduce double entry. Instead of students having to track down their immunization histories, you can obtain immunization records directly from the state registry, depending on their state of permanent residence. It’s one less thing for students to submit and upload into the EHR.

The EHR can also integrate with your student background screening and drug screening system, making it easier to meet other screening requirements set by clinical sites accepting your students for rotation or residency programs.

3. Flexibility to Include New Tests and Immunizations

As health and safety requirements change, you need an EHR with the capability to include new immunizations and tests as they become available. The ideal EHR system provides the tools and support you need for tracking, testing, notifications, and reports. Students can also access a mobile dashboard to help them comply with any requirements you may have.

4. Compliance with HIPAA and FERPA Requirements

Since EHR systems contain sensitive health information, all student health and immunization data must be stored and shared according to HIPAA and FERPA rules for data protection. With the aid of HIPAA-compliant messaging and trained EHR support staff, you have the benefit of encrypted, secure communication about student health data. You can also limit EHR access to authorized individuals.

5. Automatic Alerts and Reminders

Without an efficient method for monitoring student compliance, tracking your progress against important deadlines can be challenging. An EHR automates the compliance tracking process by sending out communications and reminders, so you don’t have to do it manually. The system can send mobile alerts to students via text, giving them instructions for follow-up and details about outstanding documents. Your EHR system can also be configured to alert program administrators when students submit documents or need assistance.

6. Anytime Student Access

Using digital tools makes it easier for busy college students to provide their requested health and immunization data. An EHR with an online portal for students allows them to upload medical history and immunization data, so you avoid manual re-entry and unsecured communications about health data.

In addition, an EHR provides students with tools for completing forms, scheduling appointments, and messaging program administrators. Students who don’t need to visit or call the campus health center can get assistance online.

7. Program Setup Support

When you begin using an EHR system, you can hit the ground running and make the most of your new technology and features. Implementation support and resources help you begin collecting and tracking student documentation more efficiently.

For example, a template library with 250+ college health templates allows you to design your program without reinventing the wheel. Also, an easy-to-use “Form Builder” helps you create custom forms, so you can tailor your program to meet changing requirements from clinical site partners.

8. Reporting Tools

An EHR system organizes health and immunization data so you can run reports and identify trends across your student population. With dynamic reporting tools, your EHR can help you analyze student compliance and identify pockets of concern or areas requiring additional follow-up. Also, a responsive dashboard allows you to view and compile data to help you see year-over-year trends and understand your program better.

9. Access to Healthcare Professionals

Collecting immunization records, testing results, and other medical data requires a mechanism for verifying accuracy. Furthermore, for students participating in clinical rotations or residency programs, verification is necessary to make sure the information you receive meets clinical site requirements. Without proper verification, you can unknowingly accept invalid or incomplete student immunization and health data.

When your EHR is supplemented with HIPAA-trained medical specialists, you can verify student-submitted data within a secure environment and provide students with guidance for re-tests, boosters, and other follow-up appointments as needed.

10. A High Standard of Data Security

Data security is a must when dealing with sensitive student health information, so your EHR must allow you to collect and store sensitive information without breaching student privacy. You will benefit from working with a compliance provider who understands meaningful use standards for electronic health records in educational settings. Moreover, when you work with a college health EHR system with Type 2 SOC 2 certification, you get best-in-class cloud-based data security.

Boost Compliance and Tracking with a Comprehensive EHR Solution

EHR technology transforms your immunization tracking program and helps you collect, verify, and report on student health data efficiently. With automated reminders, a portal for student access, and alerts to guide compliance, you can protect the student population from contagious illness and meet clinical site program requirements.

Medicat offers a total integrated EHR solution to help you track student immunizations as well as COVID-19 contact tracing and testing. With Medicat, you can access cutting-edge technology and a supportive team of healthcare professionals to help you achieve an efficient health and immunization tracking program.

In today’s fast-paced world, customer experience has become a crucial factor in determining the success of any business, whether it’s a retail store, a software company, or a healthcare organization. A critical aspect of customer experience is customer effort.

Customer effort refers to the amount of effort a customer has to put in to achieve their desired outcome when interacting with a company. The less effort required, the better the experience. For healthcare providers, clinical directors, and university administrators, this translates to the ease of finding key information and accessing support to optimize their use of EHR software.

Solutions providers like Medicat reduce customer effort by leaning into active listening. Lauren Pragoff, Medicat’s Chief Customer Officer, is a huge proponent of focusing on active listening to resolve customer issues efficiently and effectively.

In a recent podcast interview with J.D. Power, Pragoff remarked:

“I think active listening, at the end of the day, is the most important skill for a customer service representative to get right. Without active listening, you are at a much greater risk of misdiagnosing the customer’s issue, missing out on important clues (possibly for an upsell or cross-sell opportunity), and having the customer repeat themselves. So, making sure that you’re really listening to what the customer is saying leads to all of the good things we want from a customer interaction.”

Our team actively listens to each customer’s concerns or questions through our online ticketing system, over the phone, or during educational workshops and webinars. We also use scalable methods like Voice of Customer Surveys to listen to our customers holistically. By deeply understanding the importance of minimizing customer effort within the college health environment, we’re able to alleviate pain points and reduce the time and effort it takes to resolve challenges our customers face.

When you need a question answered, you need it answered now (and without having to jump through hoops to get it). That’s why we’ve developed a support strategy that minimizes customer effort, therefore improving the overall user and patient experience.

Interested in learning more about the importance of customer effort and how it impacts your clinic’s day-to-day operations and efficiency? Listen to the podcast below, featuring Lauren Pragoff’s powerful insights:

Like what you’re hearing? Schedule a demo to learn more about getting Medicat to help make your clinic effortless. Connect with a member of our team.

As the world becomes increasingly digital, teletherapy has become a popular way for students to access mental health services. Teletherapy is a form of therapy that is conducted over video, phone, or text messaging. It allows students to receive the help they need without having to physically visit a therapist’s office.

Teletherapy has become even more important during the COVID-19 pandemic, as students have been isolated from their support systems and may be experiencing increased stress and anxiety.

Here are some ways to make teletherapy sustainable for your campus:

Invest in relevant technology

To make teletherapy sustainable for your campus, it’s important to invest in technology that’s reliable and user-friendly. This may include purchasing video conferencing software, providing students with smartphones or tablets for teletherapy sessions, or ensuring that your campus Wi-Fi is strong enough to support online counseling sessions.

Train your staff

Teletherapy requires different skills and techniques than in-person therapy. It’s important to train your counseling staff in how to conduct teletherapy sessions, including how to build rapport with students over video or phone, how to deal with technical issues, and how to ensure that students feel comfortable and safe during their sessions.

Create clear policies and guidelines

To ensure that teletherapy is sustainable and effective for your campus, it’s important to create clear policies and guidelines for both students and staff. This may include guidelines for how to schedule teletherapy sessions, what to do if a session is interrupted due to technical issues, and how to ensure the privacy and confidentiality of teletherapy sessions.

Communicate (even overcommunicate) with students

To ensure that teletherapy is sustainable for your campus, it’s important to communicate with students about the availability of teletherapy services and how to access them. This may include sending regular emails or newsletters to students, creating a webpage or portal where students can access teletherapy resources, or hosting virtual meetings to discuss the benefits of teletherapy.

Evaluate effectiveness

To ensure that teletherapy is sustainable for your campus, it’s important to regularly evaluate its effectiveness. This may include gathering feedback from students and staff about their experiences with teletherapy, tracking the number of students who access teletherapy services, and monitoring student outcomes.

Address equity issues

To ensure that teletherapy is sustainable for your campus, it’s important to address equity issues related to access and availability. This may include providing teletherapy services to students who live in remote or underserved areas, ensuring that students with disabilities have access to teletherapy services, and providing resources for students who may not have access to technology or internet connectivity.

Teletherapy is an important tool for providing mental health services to students, especially during times of stress and uncertainty. By investing in technology, training staff, creating clear policies, communicating with students, evaluating effectiveness, and addressing equity issues, you can make teletherapy sustainable for your campus and ensure that students have access to the support they need to thrive.

Ready to expand your clinic’s capabilities by investing in teletherapy? Medicat is here to be your partner in this endeavor. Connect with a member of our team.

Suicide is a significant public health issue, and college students are particularly at risk. In recent years, there’s been a growing awareness of the high rates of suicide among college students and the need for effective prevention efforts. Let’s explore some of the trends in college student suicide rates and discuss strategies that have been implemented to prevent suicide on college campuses.

In addition to these prevention and intervention strategies, there’s also been a focus on research and data collection to better understand the factors that contribute to suicide among college students. This includes the development of tools and resources to help colleges and universities identify and intervene with students at risk of suicide.

Overall, it’s clear that the issue of suicide among college students is a complex and multifaceted problem. While progress has been made in terms of prevention and intervention, there is still much work to be done to address this pressing campus health challenge. By implementing a range of strategies and working together to promote mental health and support students in need, colleges and universities can play a crucial role in reducing the rates of suicide among students.

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

Sharing Inspiring and Motivation:

When inspiration and motivation are lacking, productivity, patient outcomes, and campus impact tend to wane. That’s why it’s so important to focus on fostering inspiration amongst both staff and students.

Setting a positive example and creating a supportive and positive work environment involves encouraging growth and development. Great leaders also recognize the importance of recognizing and rewarding the achievements and contributions of their staff and students, which can help to foster a sense of ownership and commitment.

Effective Communication:

Communication is key! This includes the ability to clearly articulate your vision and goals for the clinic, as well as your expectations for staff and students. Great leaders are also skilled at listening to and responding to the needs and concerns of their staff and students, plus fostering open and honest communication within the clinic.

Problem Solving:

Great leaders in college student health clinics also have strong problem-solving skills and can effectively navigate challenges and setbacks. This involves being able to identify and analyze issues, develop and implement effective solutions, and adapt to changing circumstances. A recent example of a massive challenge was navigating the COVID-19 pandemic, which had a massive impact on even the most seasoned of student health leaders! Great leaders are also able to delegate responsibilities and empower their staff to take on leadership roles, which helps to build a strong and collaborative team.

Fostering Lifelong Learning:

In addition to these characteristics, great leaders are also committed to continuous learning and improvement. Staying up to date on the latest research, best practices, and learning opportunities shows your team you’re invested in their professional development and growth.

Committing to Diversity:

Another key characteristic of leaders in college student health and counseling clinics is their commitment to diversity, equity, and inclusion. This involves creating a welcoming and inclusive environment for all students, regardless of their background or identity, and working to address any inequities or disparities. Exceptional leaders also recognize the importance of cultural competence and are committed to understanding and respecting diverse student experiences.

Leading with Empathy:

Finally, great leaders in college student health balance their professional responsibilities with compassion and empathy. This involves being able to connect with and support students and staff in a caring and compassionate manner, plus recognizing and responding to their needs in a meaningful way.

Great leaders in college student health clinics possess a range of characteristics that enable them to effectively guide and support the clinic and its staff, and to create a positive and supportive environment for students. By fostering these characteristics in themselves and their staff, college health leaders can create a thriving and supportive environment within their clinic.

Interested in exploring tools to help your clinic thrive?  Connect with a member of our team.

In recent years, there’s been a growing awareness of the importance of mental health and the impact it can have on an individual’s overall well-being. This has led to a greater focus on mental health services within college and university settings, as students face a range of challenges and stressors that can affect their mental health.

Mental health counseling programs within colleges and universities provide support and resources to students struggling with their mental health and can play a crucial role in helping students to thrive and succeed in their academic pursuits.

The Rise of Telehealth

One important innovation in college mental health counseling programs has been the integration of technology and teletherapy services. With the rise of telehealth and the COVID-19 pandemic, many counseling programs have had to adapt to remote delivery models to continue providing support to students. This has involved the use of video conferencing platforms and other technologies to enable counseling sessions to take place remotely.

Teletherapy has a number of benefits for both students and counselors. For students, it provides greater access to counseling services, particularly for those who may have difficulty physically accessing a counseling center due to location, mobility issues, or other constraints. It also allows students to access counseling services from the comfort and privacy of their own homes, which can be particularly helpful for those who may be hesitant to seek out in-person counseling due to stigma or other concerns.

For counselors, teletherapy can allow for greater flexibility in terms of scheduling and the ability to see more clients each day. It can also reduce the need for physical office space and other overhead costs, making it a more cost-effective way to provide counseling services.

A Focus on Diverse Providers

Diversity and representation are crucial for college students who are undergoing mental health counseling. When individuals seek counseling, they often feel vulnerable and are looking for a safe and supportive environment to share their experiences. Having counselors who reflect the diversity of the student body can help create a sense of trust and comfort for those seeking help.

It can also lead to better communication and understanding between the counselor and the student, which is essential for effective therapy. Additionally, representation can help reduce stigma and increase awareness of mental health issues within different communities, making it easier for students to seek help without fear of judgment or discrimination.

Overall, promoting diversity and representation in mental health counseling can improve access to care and promote better mental health outcomes for college students.

Group Support Is Picking Up Steam

Another innovation in college mental health counseling programs has been the incorporation of group counseling and peer support groups. Group counseling can be an effective way for students to connect with others who are facing similar challenges and benefit from the support and perspective of their peers. Group counseling can also be more cost-effective and efficient for counseling centers, as it allows for the delivery of support to multiple students at the same time.

Peer support groups can also be a valuable resource for students struggling with mental health issues. These groups can foster a sense of community and can be particularly helpful for students who may not feel comfortable seeking out traditional counseling services.

Improving the Patient Experience

In addition to these innovative approaches to delivering counseling services, there has also been a focus on improving the structure and resources of college mental health clinics. This includes efforts to increase staffing levels and the availability of mental health professionals, as well as efforts to create more welcoming and inclusive environments for students seeking help.

One way that colleges and universities have sought to increase the availability of mental health professionals is by leveraging the use of trainees and interns. These individuals, who are typically graduate students in psychology or related fields, can provide valuable support to students while also gaining important hands-on experience and training.

Specialized Clinics and Programming

Colleges and universities have also invested in the development of specialized mental health clinics and centers, which can provide more comprehensive and specialized care for students with more severe or complex mental health needs. These clinics can offer a range of services, including individual and group counseling, medication management, and other forms of support and treatment.

Opening Conversations About Mental Health

In addition to these structural changes, colleges, and universities have also increased awareness and understanding of mental health issues among students, faculty, and staff. This includes efforts to educate and train individuals on the signs and symptoms of mental health issues, as well as strategies for promoting mental well-being and resilience.

Innovations in college counseling clinics have brought about significant changes in the delivery of mental health services to college students. These innovations have also helped to destigmatize seeking mental health support and have created a more inclusive and welcoming environment for students.

However, it’s important to acknowledge that there’s still room to improve the accessibility and effectiveness of college counseling clinics, particularly for underrepresented and marginalized student groups. This will require a continued investment in innovative solutions and a commitment to addressing systemic barriers to mental health care.

Overall, the advancements in college counseling clinics are a crucial step forward in supporting the mental health and well-being of college students. By embracing these innovations and continuing to prioritize the needs of students, counseling clinics can help to create a healthier and more supportive campus environment for all.

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

College campuses can be an exciting, yet stressful environment for many students. From academic pressures to financial stressors, it’s no surprise that many students struggle to maintain their physical and mental health during their college years.

Recently, there’s been a growing trend towards bringing a holistic approach to wellness to college campuses. This approach considers many aspects of student well-being and aims to support them in achieving optimal health and well-being. Here’s an example of a “wellness wheel” that illustrates just the interconnectedness of all these aspects of well-being:

Graphic courtesy of the University of Nevada, Las Vegas

Let’s dive deeper into how college campuses can lean into a holistic approach to wellness:

Mental Health Support

College can be a challenging time for students, and mental health issues such as depression and anxiety are becoming increasingly common. To support students’ mental health, colleges must provide resources such as counseling services, mental health clinics, and access to mental health professionals. Additionally, college staff should be trained to recognize signs of distress and to refer students to proper resources.

Innovations are also being made in the form of state-of-the-art wellness facilities on campuses, such as the brand-new Well-Being Center at the University of Richmond, which features a Meditation Garden, a Salt Therapy Room, and a Self-Care Resource Center. Sounds amazing, right?!

Physical Health and Fitness

Physical health is a vital component of wellness, and college campuses can provide a variety of resources to support students’ physical well-being. This can include gym facilities, intramural teams, nutrition counseling, and health clinics. In addition to these resources, colleges can also promote healthy lifestyle choices, such as regular exercise, healthy eating, and getting enough sleep. Also, exercise can have a positive impact on mental health, further reinforcing the need for taking a holistic approach to student wellness.

Social Support

Social support is crucial to supporting overall well-being, and colleges can provide a variety of resources to support students’ social connections. This can include allocating greater resources towards inclusive social events, clubs and organizations, and mentorship programs. By fostering a sense of community on campus, students are more likely to feel connected and supported, which can definitely have a positive impact on their overall well-being.

Spiritual Wellness

While not often talked about in a college setting, spiritual wellness is an important component of overall well-being. Colleges can offer resources such as meditation and mindfulness classes, spiritual counseling, and spaces for prayer and reflection. By recognizing the importance of spiritual wellness, colleges can support students in finding meaning and purpose in their lives, which can have a positive impact on their mental and emotional health.

Bringing a holistic approach to wellness to college campuses is not just beneficial for students, but also for the campus community. By addressing all aspects of health, including mental, physical, emotional, and spiritual well-being, colleges can support students in achieving their health and well-being goals. Plus, colleges can create a more supportive and inclusive environment, which benefits students, staff, faculty, and administrators alike.

Integrating data and operations across various university clinics and departments can be a challenge. And even with student health and wellness budgets tightening, our solutions can help your campus work towards comprehensive college health integration.

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