Webinar Q&A recap with key experts Ruth Patten (Director of Client Development at Medicat), Ryan Seaberg (Founder and CEO of EiRSystems), and Danielle Shippey (Director of Health Services at The Hotchkiss School).

During the webinar, we covered the following key topics:

• What is Medicat’s new eMAR offering and how does it improve medication management workflow?
• How can boarding schools benefit from this specialized solution?
• What features make this eMAR system particularly suited for boarding schools?
• How does the system handle unique scenarios like field trips and school breaks?
• What integration capabilities exist between the eMAR and existing systems?

Q1: What is an eMAR and how can it help boarding school health centers?

Ruth: eMAR stands for Electronic Medication Administration Record. Students need timely access to their medications, and staff need reliable tools to track and administer them safely. And that’s where an eMAR comes in. Our partnership with EiRSystems brings a streamlined, education-focused eMAR solution into our EHR platform, built to support the unique needs of boarding school health teams.

Ryan: Our product’s goal is to give staff a clear view of who’s receiving what medication and when, helping schools run more efficiently and protect student health.

Q2: What are the standout features of this new eMAR system?

Ryan: Our eMAR system features a user-friendly dashboard with color-coded statuses:

• Orange for upcoming medications
• Green for administered medications
• Pink for refused medications
• Red for missed medications

When you log in, you’ll see a comprehensive overview of medication schedules with critical information including administration times, dosage amounts, and patient photos.

The system allows healthcare staff to schedule medications with customizable timing and frequency, view medications for specific timeframes, and receive alerts for missed medications.

Danielle: What’s been particularly valuable from my perspective at The Hotchkiss School, is the system’s adaptability to boarding school needs. The team has been incredibly receptive to feedback about our unique circumstances, where students aren’t always physically present for medication administration (e.g., off-campus weekends, field trips, sports travel).

Q3: How does the system handle inventory management?

Ryan: Our inventory tracking system is comprehensive. You can track both patient-specific and facility-specific medications with automatic updating of medication counts. The system alerts you when medication supplies run low and provides detailed reporting on usage.

When adding medications to inventory, you can document the source, whether it’s from parents, the student, or a doctor, which helps with accountability. The system also distinguishes between patient medications and facility stock, like Advil kept on hand for general use.

For each medication, we track initial stock, how much has been dispensed, and what remains. We’ll alert you when medications get below 30% of their original amount, so you can reorder before running out.

Q4: What makes this eMAR system particularly suited for boarding schools?

Danielle: In boarding schools, we have unique challenges that regular healthcare facilities don’t face. Students go on field trips, have weekend passes, go home for breaks, etc. Plus, our patients are minors! The ability to defer medications and track them properly is a game-changer.

Ryan: With the deferred medication management feature, healthcare staff can assign medications to students when they’re away from campus. You can defer medications for field trips, vacations, or breaks, generate dosing forms for off-campus administration, and track which medications have been deferred and for how long.

We worked closely with Hotchkiss School to refine this feature. For example, if a student is going on a 10-day field trip, you can defer their medications and print out dosing forms, all while maintaining proper inventory tracking!

Q5: How does the system handle security and compliance concerns?

Ryan: Security is built into every aspect of the system. We offer multi-factor authentication options and role-based access control, so you can customize what different staff members can see and do. We have a double count capability for controlled substances where two staff members can verify the count.

The system creates comprehensive audit trails, documenting who handled medications, when they were administered, and any inventory changes. This is crucial for compliance with regulations around medication management, especially for controlled substances.

Q6: How does this integrate with existing systems?

Ruth: The new eMAR system seamlessly integrates with the Medicat One EHR platform. Medications prescribed through Rcopia (our ePrescribing partner) automatically appear in the eMAR system, ready for scheduling and administration.

Ryan: We’ve worked very hard to ensure the integration is seamless. When a medication is prescribed in Medicat, it shows up in our eMAR system with a notification, so you can schedule it immediately. The integration works both ways—administration information flows back to the main Medicat record.

Q7: What reporting capabilities does the system offer?

Ryan: The reporting system provides valuable insights that help institutions improve their medication management processes. You’ll get overdue treatment event reports that show which medications were missed, by whom, and when. You can also access medication dispensing reports, patient stock reports, and custom reports based on your specific needs.

All reports can be exported or printed, and you can set up scheduled reports to be delivered automatically. This data helps identify trends, ensure compliance, and improve efficiency.

Q8: When will this new eMAR system be available in Medicat One?

Ruth: This new solution will be available beginning in summer 2025 as part of the Medicat One Medical platform rollout. We’re excited to bring this advanced solution to our boarding school clients.

Key Takeaways

Our new eMAR solution is designed to meet the unique challenges boarding school health teams face every day.

From tracking medications when students aren’t always on campus, to ensuring safe and timely administration across a 24/7 schedule, this system helps reduce stress, improve accuracy, and support better care for your students.

Want to hear more? Catch the full conversation in the webinar replay below!

The Evolving Landscape of Campus Health Services

The COVID-19 pandemic transformed college health services, forcing institutions to adapt to new challenges rapidly. Now, as campuses settle into a post-pandemic world, student health centers must navigate a landscape that looks very different from just a few years ago. From the expansion of telehealth to increased demand for mental health services, the expectations of today’s students are shifting.

In this blog, we explore the lasting impact of the pandemic on campus health services and how colleges can stay ahead by embracing new processes and tools.

1. The Rise of Telehealth in College Health Centers

Telehealth, once a supplementary service, is now a core component of college health offerings. Virtual consultations for medical and mental health needs provide convenience and accessibility.

Furthermore, telehealth has become essential for college students, with 71% reporting they use telehealth services, compared to just 54% of the general population, according to a 2024 study. This increased adoption is linked to better health outcomes, with college students more likely to report improvements in their health over the past few years.

How Colleges Can Expand Telehealth Support

• Invest in robust and secure telehealth platforms: Ensure your technology supports video conferencing, secure messaging, and integrating electronic health records.
• Ensure mobile-friendly platforms: Optimize telehealth services for accessibility on smartphones and tablets.
• Utilize social media and campus communication channels: Promote telehealth services through various platforms.
• Partner with student organizations: Collaborate to raise awareness and encourage utilization.

Embracing telehealth allows colleges to expand healthcare access, reduce barriers to care, and support student well-being—ultimately enhancing student success and retention.

2. A Growing Emphasis on Mental and Physical Health Integration

Additionally, integrating mental and physical health services is crucial for providing students with a full picture of their well-being.

For example, Research from Bangor University highlights the strong link between mental health challenges and physical well-being in college students, showing that mental illness is closely tied to fatigue. Persistent anxiety or depression can reduce motivation for healthy habits like exercise, increasing susceptibility to illness.

Thus, by integrating mental and physical health services, institutions can address these interconnected challenges more effectively.

Strategies to Promote Collaborative Care:

• Implement Collaborative Care Models – Foster cooperation between mental health counselors, primary care providers, and wellness staff to ensure a unified approach to student health.
• Provide Staff Training on Stress-Related Physical Health Issues – Offer training for staff to recognize and address the physical symptoms of stress, anxiety, and depression in students.
• Promote Campus-Wide Wellness Programs – Develop and encourage programs that support students’ mental and physical well-being, such as stress management workshops and fitness initiatives.

Incorporating a holistic approach not only meets immediate student needs but may also improve long-term health outcomes.

3. Strengthening Immunization and Public Health Preparedness

Maintaining strong immunization programs is vital to prevent outbreaks. Digital solutions like EHRs and VeriVax streamline immunization tracking and compliance, providing a more efficient way to monitor student health records.

Furthermore, colleges can also leverage data analytics to identify gaps in immunization rates and target high-risk groups, further enhancing their preparedness. This not only ensures public health on campus, but also helps institutions stay ahead of potential outbreaks.

How Colleges Can Optimize Immunization Management:

• Implement EHR systems with automated immunization tracking
• Increase awareness through targeted vaccine campaigns
• Establish clear protocols for handling infectious disease outbreaks

Adopting these practices helps colleges safeguard the health of their students and staff, allowing for a more resilient and stable campus environment.

4. Addressing Long COVID and Other Emerging Health Concerns

Long COVID continues to present ongoing challenges for college students. A study conducted at a Saudi Arabian college found that 7% of students are still reporting persistent symptoms.

These health concerns can significantly impact students’ academic performance and overall well-being. As conditions like Long COVID continue to evolve, colleges must develop adaptive strategies to effectively support affected students and ensure their success.

How Colleges Can Support Students With Long Covid:

• Provide specialized care plans that address the unique symptoms of Long COVID
• Partner with local healthcare providers to ensure access to medical care and resources
• Integrate mental health support to help students cope with the emotional toll of persistent symptoms

Implementing targeted support strategies will enable colleges to help students manage the challenges of Long COVID and other emerging health concerns, ensuring their academic success and overall well-being.

5. Enhancing Accessibility and Health Equity

The pandemic highlighted significant healthcare disparities, exposing the barriers many students face when it comes to accessing quality care. Specifically, these disparities include financial limitations, language barriers, and a lack of culturally competent services. To address this, colleges must take the necessary steps to ensure students have access to the care they need.

Actions Colleges Can Take to Support Health Equity:

• Expand low-cost or free health services to ensure accessibility for all students.
• Offer multilingual health resources and culturally competent care to meet diverse needs.
• Increase funding for on-campus health equity initiatives to promote inclusivity.

Taking these steps will allow colleges to break down healthcare barriers and provide every student with the opportunity to thrive.

Key Takeaways

Working in college health requires constant adaptability, a truth highlighted by the challenges of the COVID-19 pandemic.

Embracing digital tools like telehealth and EHRs is essential for expanding access and improving efficiency in student health services, while proactive public health measures and robust health education are key to ensuring campus safety.

Furthermore, addressing healthcare disparities and ensuring equitable access to care is a fundamental responsibility, requiring colleges to remain agile and innovative in meeting the evolving needs of students in a post-pandemic world.

If you found this interesting, consider reading: Managing Shared Data Between Health & Counseling Clinics.

This piece was contributed by Mary Kuchenbrod, VP of Data Operations at Arcadia, an analytics platform for data-driven healthcare organizations. To learn how you can deliver faster decisions and better results using advanced healthcare analytics, visit Arcadia’s website.

The amount of healthcare data generated each year is scaling at 47%. Clinics must adapt their traditional data management processes to handle the rapidly increasing volume of patient data.

Due to the sheer scale of healthcare data, advanced approaches and tools are necessary for streamlined data collection, storage, sharing, and analysis. With strong data management, downstream analytic outputs help providers derive meaningful insights for informed decision-making. Overall, the right strategies and technologies drive improved wellness across patient populations.

In this guide, we’ll discuss how smart data management solves healthcare’s greatest data difficulties.

1. Improve Patient Outcomes

Your clinic’s top priority is its patients’ well-being, and smart data management is the way to achieve that. Readily available and accurate data is key to informed decision-making, directly impacting care delivery outcomes.

Effective data management supports clinical decision-making at every touchpoint, including:

• Diagnosis: Clinicians must have access to comprehensive data for a holistic view of a patient’s health needs. Collecting and centralizing real-time data enables providers to develop precise diagnoses and timely intervention plans.
• Treatment: Comprehensive data allows clinicians to design tailored treatment plans or leverage tools that automate treatment plan proposals. For example, Arcadia’s care management software guide explains this technology facilitates informed intervention strategies by streamlining treatment planning, medication management, and other aspects of patient management.
• Follow-up: Effective data management empowers providers to identify patients at risk of complications or long-term conditions to implement proactive care. Data-driven patient communication increases the likelihood that patients adhere to care plans and stay involved in their care journeys.

Takeaway: Implement a system for organizing existing data and supporting patient interactions at each touchpoint. Look for a solution purpose-built for analytics, including predictive analytics to support future touchpoints with proactive care.

2. Enables Data Interoperability

Proper data management ensures that information is easily accessible by the right parties. Clinicians must collaborate to provide whole-person care that addresses all of a patient’s needs, and this is only possible when information is unified under a centralized database.

Cloud-based data storage systems enhance care coordination by facilitating simple and secure data interoperability. The optimal storage solution should allow for:

• Data organization: Online storage solutions aggregate patient records, eliminating the need for chart chasing and providing timely access to critical data.
• Scalable growth: As clinics grow, data volume will inevitably increase. Cloud-based systems can adapt accordingly, accommodating increasing data loads without major infrastructure changes.
• Robust analytics: In addition to simply storing data, an effective solution should support informed decision-making by extracting actionable insights. This allows clinicians to use aggregated EHR data from multiple sources at the point of care, leading them away from reactive medical treatments and toward preventive medicine.

As a result, these systems facilitate:

• Enhanced care collaboration: An organized repository stores all usable healthcare information from EHR solutions, insurance claims, lab databases, and other critical data sources. With organized data, clinicians can seamlessly share and problem-solve through transferable insights.
• Efficient workflows: Readily accessible data enables employees to make the best use of their time. With greater efficiency, clinicians can improve the patient experience by reducing wait times and minimizing record-keeping errors, and clinics can avoid staff burnout caused by hefty task loads.
• Patient engagement and retention: Cleaner file management empowers providers to bridge communication gaps, streamline patient interactions, and deliver personalized care. This fosters patient trust, increasing satisfaction and loyalty to their providers. 

Takeaway: Evaluate your current data storage system to identify any gaps in interoperability. Implement new systems or integrate existing ones to unify information into a central repository and improve care coordination.

3. Enhances Data Integrity

A substantial benefit of strong data management is that it builds trust in your organization’s data. The right precautions ensure clinicians have reliable and accurate patient information, empowering them to make confident care decisions.

After establishing a scalable data storage solution and improving data sharing, clinicians must implement robust measures to ensure data quality remains high over time. A strong portfolio of safety checks should include: 

• Continuous monitoring: Healthcare data changes constantly. The best ongoing practices assume that something will go wrong, flag it when it does, and isolate that data from moving downstream and negatively impacting your operations. As a result, strong data management allows clinicians to address issues before they escalate.
• Disaster recovery and backups: A comprehensive data restoration strategy ensures clinicians can restore critical patient data after a cyberattack or hardware failure. This way, your clinic can continue operations swiftly, minimizing disruptions to your workflows and patient care.
• Root cause analysis: Identifying the underlying causes of data inconsistencies or errors enables care teams to maintain data integrity. Clinics can then ensure the long-term reliability of patient data by preventing recurrence through data standards. 

Takeaway: Focus on quality in your data management approach, creating a system that prioritizes accurate and consistent data entry. Address any existing errors and take proactive steps to avoid repeating the same mistakes.

4. Smart Data Management Requires Strategic Planning

Healthcare organizations must adopt strong data management tools and techniques to set the pace for improved workflows and outcomes. However, the key to effective data governance in healthcare is developing and implementing a well-structured plan for the future.

Work with your team to determine your data management approach and research the tools needed to execute it. With a strategic approach and the right toolkit, your team can improve its efficiency and increase capacity while minimizing risk.

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.

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.

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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