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Optimize Your Campus Counseling Centers

Optimize Your Campus Counseling Center

Written by Medicat on . Posted in Industry Articles.

Optimize Your Campus Counseling Center: Strategies for Success

Q&A with Medicat’s Customer Onboarding Specialist, Joelle Koka

Navigating the complexities of modern counseling clinics on college campuses requires innovative solutions and a deep understanding of student needs.

In this interview, we delve into the insights of Medicat’s very own Customer Onboarding Specialist, Joelle Koka, to uncover strategies for optimizing counseling clinic operations and enhancing student support.

1. How can a counseling clinic improve its intake process for new students?

A. To enhance the intake process, clinics can automate intake forms using the Medicat Patient Portal and allow self-scheduling of appointments, making services more accessible.

This change benefits students, who often prefer to schedule appointments online. It also reduces some administrative burden on staff members to create and manage new appointments manually.

Additionally, our Mobile Self Check-in (MSCI) feature enables students to complete assessment questionnaires on their phones in the waiting room, ensuring accurate and timely insights into their well-being.

This also reduces administrative burden and helps keep appointment time focused on care, rather than assessments or paperwork.

2. What are the most common ways you can help counseling clinics optimize their workflow?

A. One way I help counseling clinics optimize their workflow is by implementing standardized documentation through note templates and forms.

Using standardized documentation provides reportable data that provides valuable insights in decision-making and process improvement.

Note templates and forms also reduce decision fatigue and help documentation to be completed sooner.

Another way I help clinics optimize their workflow is by streamlining tasks.

We have many features in Medicat that can help decrease repetitive tasks such as adding transaction codes to your notes.

Using the Manage Default Codes function in your note types can post common transaction codes automatically to decrease searching and adding transaction codes to your note.

3. How can college counseling clinics enhance communication with students?

A. Utilizing our patient portal’s secure messaging, blaster, and notification tools can significantly enhance communication.

Automated messages for appointment confirmations, reminders, cancellations, and surveys, including notifications via text, ensure students stay informed and engaged.

It’s super easy to set these automations and templates up in the platform – it’s one of my favorite features to help clients set up!

4. What do you suggest clinics do to reduce no-shows and student wait times?

A. To reduce no-shows and student/client wait times, I suggest utilizing our notification tool for appointment reminders!

College students are busy, so having a tool to send reminders via secure message or text can have a dramatic effect on minimizing no-shows and late cancellations.

Additionally, using charting efficiency tools like auto-replace shortcuts and templates reduces time spent on documentation, ensuring students are seen in a timely manner. 

5. What strategies or tools can improve the success of outreach programs?

A. The new Outreach module in Medicat One helps manage and track outreach events.

By generating reportable data on attendance and event details, clinics can make informed decisions on which outreach events to continue or cut back on based on student interest and participation.

6. How can counseling centers collaborate with other campus departments to promote overall student wellness?

A. It’s becoming increasingly common to have integrated clinics on college campuses. Integrated clinics within college health encourages collaborative care, leading to improved student outcomes and a focus on patient-centered care.

Counseling centers can collaborate with other campus departments by educating staff and faculty on available services and empowering them to be mental health advocates.

7. How do you help counseling clinics effectively measure and report on impact?

A. First, I help clinics identify which data is most important to them. Then, we leverage our platform’s capabilities to track and analyze this data.

For instance, by utilizing transaction codes, clinics can gain insights into areas like call volume and identify potential service gaps.

Our team provides training on data customization and reporting to ensure clinics can effectively measure and communicate their impact.

Key Takeaways

By implementing these strategies and leveraging technology, counseling clinics can significantly enhance their services, improve student outcomes, and create a more supportive campus environment.

Medicat is committed to partnering with college counseling centers to achieve these goals.

What tools are counseling clinics using?

Hundreds of clinics leverage our EHR software (that’s built specifically for counselors) to power day-to-day workflow. Explore our solution via an interactive product tour.

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Improving Health Communication

Improving Health Communication in Higher Education

Written by Medicat on . Posted in Industry Articles.

(Best Practices and What to Avoid)

We all know what happens when communication breaks down – chaos erupts! Effective health communication is vital for promoting wellness and managing health concerns on college campuses. Understanding and applying best practices in health communication can significantly enhance health services utilization and the overall well-being of the student population.

Let’s dive into the essential elements of effective health communication, the application of health literacy models and plain language guidelines and identify common errors and opportunities for improvement.

Best Practices in Health Communication

1. Know Your Audience

Understanding the diverse backgrounds, experiences, and needs of your student population is crucial. Tailor your messages to address the specific concerns and preferences of different student groups, such as international students, students with disabilities, or those from various cultural backgrounds.

2. Utilize Multiple Channels

Students access information through various channels, including social media, email, campus websites, and physical materials (flyers, bulletin boards, etc.). Ensure your health messages are distributed through multiple platforms to maximize engagement. Use engaging visuals and multimedia content to capture attention and make information more accessible.

Learn more about promoting campus resources through social media here.

3. Be Clear & Concise

Clarity and brevity are essential in health communication. Avoid medical jargon and complex language that may confuse or overwhelm students. Use plain language guidelines to ensure your messages are easily understood. For example, instead of saying “administer medication,” use “take medicine.”

4. Foster Foster Two-Way Communication

Encourage feedback and dialogue with students. Create opportunities for students to ask questions, share concerns, and provide input on health initiatives. This can be done through online forums, in-person events, anonymous surveys, or suggestion boxes. Two-way communication builds trust and ensures that your messages are relevant and effective.

Applying Health Literacy Models and Plain Language Guidelines

Health Literacy Models

Health literacy involves the ability to obtain, process, and understand basic health information to make informed health decisions. Applying health literacy models can enhance the effectiveness of your communication efforts.

The Health Belief Model (HBM): The HBM can help predict and explain health behaviors by focusing on individuals’ beliefs about health conditions, perceived benefits of action, and barriers to action. Use this model to design messages that address perceived risks and emphasize the benefits of adopting healthy behaviors.

For example, to encourage students to get flu vaccinations, you might highlight the perceived severity of the flu by sharing stories of severe cases and the high risk of contagion in a campus environment.

Simultaneously, emphasize the benefits of vaccination, such as increased immunity, reduced absenteeism, and protection for vulnerable peers and campus staff. Address barriers by providing information on convenient campus vaccination clinics, reducing cost concerns, and dispelling myths about vaccine safety.

The Socio-Ecological Model (SEM): The SEM considers the complex interplay between individual, interpersonal, organizational, community, and societal factors. Use this model to develop multi-level interventions that address various determinants of health and create supportive environments for behavior change.

For example, to encourage college students to take care of their mental health, you could implement individual-level strategies like providing access to online self-help resources and counseling services. At the interpersonal level, facilitate peer support groups and mental health awareness training for student leaders.

Moreover, advocate for policies that reduce academic stress, such as flexible deadlines and mental health days. Community-level interventions might include partnerships with local mental health organizations to provide workshops and resources. Lastly, at the societal level, engage in advocacy efforts to reduce stigma around mental health and promote broader cultural acceptance of seeking help.

Plain Language Guidelines

Plain language guidelines emphasize clear and straightforward communication. Here are some key principles:

  • Use simple words and sentences: Replace complex terms with simpler alternatives. For example, use “high blood pressure” instead of “hypertension.”
  • Be direct: State your main message at the beginning and keep sentences short.
  • Use active voice: Active voice is more engaging and easier to understand. For example, “Wash your hands” is better than “Hands should be washed.”
  • Organize information logically: Use headings, bullet points, and numbered lists to break down information and make it easier to scan.

Common Errors and Opportunities for Improvement

Error 1: Overloading Information

Providing too much information at once can overwhelm students and reduce the likelihood of them retaining key messages. Focus on delivering essential information in manageable chunks.

Opportunity: Prioritize and segment information visually. Use infographics and summaries to highlight key points.

Error 2: Ignoring Cultural Sensitivity

Health messages that do not consider cultural differences may be ineffective or even offensive to some students.

Opportunity: Engage with diverse student groups to understand their perspectives and tailor messages accordingly. Use culturally relevant examples, images, and language.

Error 3: Lack of Visual Appeal

Plain text messages may be ignored or overlooked, especially in today’s visually-driven digital landscape.

Opportunity: Incorporate visuals, such as images, videos, and infographics, to make messages more engaging and easier to understand.

Error 4: Inadequate Follow-Up

Sending out a health message without follow-up can lead to low engagement and missed opportunities for behavior change.

Opportunity: Use automated reminders and follow-up communications to reinforce messages. Provide support to encourage sustained behavior change.

Key Takeaways

Effective health communication on college campuses requires a strategic approach that considers the diverse needs of the student population. By applying health literacy models, adhering to plain language guidelines, and addressing common pitfalls, colleges of all sizes can enhance their communication efforts and promote a healthier campus environment.

Take health promotion a step further on your campus with Strategies to Boost Immunization Rates.

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gen z & Social Media

Health Promotion Through Social Media

Written by Leyna Weakley on . Posted in Industry Articles.

Health Promotion Through Social Media:

Effective Strategies and Best Practices

Social media has become an indispensable tool for promoting health initiatives, especially among Gen Z students. This demographic, born between 1997 and 2012, is the first truly digital native generation, making them a crucial audience for college health campaigns.

Understanding how to effectively leverage social media to connect with Gen Z can significantly enhance your health promotion efforts on campus. Here are some tips, trends, and best practices for colleges to consider.

1. Promote on the Right Platforms

According to Morning Consult’s report, YouTube is the most-used platform for Gen Z, with over 80% spending time on the app. Instagram follows closely in the second spot at 75%, indicating that the platform remains highly popular. TikTok (69%) and Snapchat (63%) are also significant players, demonstrating their continued relevance among Gen Z users.

This stresses the importance of ensuring that your college is utilizing these platforms for health promotion to reach the greatest number of students.

Gen Z Social Media Stats

2. Leverage Influencer Partnerships

Leverage influencer partnerships by collaborating with student influencers or popular figures on campus who resonate with Gen Z. These individuals can provide credible and relatable voices for sharing health messages. Micro-influencers, with their smaller but highly engaged followings, can be especially effective in fostering a sense of community.

Colleges can effectively advertise health promotion initiatives by leveraging YouTube’s extensive reach among Gen Z, creating engaging video content that resonates with students. Additionally, maintaining an active presence on Instagram, TikTok, and Snapchat with creative and authentic posts will ensure that health messages are seen and embraced by this tech-savvy generation.

3. Utilize User-Generated Content

User-generated content (UGC) is defined as “consumer-generated content.” You can incorporate this on your campus by encouraging students to create content themselves, such as photos, videos, and stories about their experience utilizing health services on your campus.

Schools may also consider launching campaigns with specific hashtags, hosting contests, and highlighting student contributions on their official social media platforms, fostering a sense of community and engagement. (P.S. – this could be great for marketing majors to take part in).

4. Focus on Authenticity and Transparency

According to Forbes, Gen Z highly values authenticity and transparency. Share real stories, and behind-the-scenes content, and be transparent about your mission and values. Avoid overly polished or corporate-sounding messages.

5. Provide Value with Educational Content

Provide value with educational content by sharing tips, tutorials, and educational posts that offer real benefits to your audience. Use features like Instagram Stories’ “Swipe Up” or link stickers to direct followers to additional resources.

For example, one idea could be to create a series called, “Wellness Wednesdays,” where each week, your clinic shares valuable health tips and tutorials on topics like stress management, healthy eating, exercise routines, and mental health awareness.

For example, an Instagram Story might include a short tutorial on how to do a particular mindfulness meditation technique, followed by a swipe-up link directing followers to a detailed blog post or video on the college’s health center website on the topic.

A video on YouTube could showcase a nutritious, budget-friendly recipe with step-by-step instructions and a link directing students to a downloadable meal plan. Access to information about the Basic Needs Hub for students struggling with food insecurity could be included in the video’s caption section.

6. Engage in Real-Time Interactions

Engage in real-time interactions by utilizing live streaming features on Instagram, TikTok, and YouTube to host health and wellness Q&A sessions, webinars, or live discussions. You may find that more students attend virtually than you would think. Respond promptly to comments and messages to foster a sense of connection and community.

Additionally, colleges can record these live sessions and upload them to their YouTube channel, blog, or website as “evergreen content.”

7. Promote Mental Health Awareness

Gen Z is more open to discussing and addressing mental health than other generations. For instance, less than 3 percent of individuals aged 65 and older have received treatment directly from mental health professionals, whereas over a third of Gen Zers have reported receiving medical treatment or therapy from such professionals.

Continue to promote mental health awareness in new and fun ways by focusing on the wide variety of wellness-related support available on campus. Share content that normalizes seeking help and provides practical mental health tips that students can easily implement in their daily (and busy) lives.

8. Use Data-Driven Insights

Finally, to improve the content you share over time, track key social media metrics like your follower count, impressions, interactions, shares, and comments to understand what content resonates most with your audience. Adjust your strategy based on these insights to continually improve your reach across campus.

Best Practices for Connecting with Gen Z

  1. Stay Current with Trends

    To effectively connect with Gen Z, stay current with the latest social media trends and platform updates. Gen Z quickly adopts new features and trends, so staying updated can help keep your content relevant!

  2. Encourage Interaction

    Encourage interaction by using polls, quizzes, and interactive posts to engage your audience. Interactive content not only boosts engagement but also provides insights into your audience’s preferences and opinions.

  3. Focus on Diversity and Inclusion

    Highlight diversity and inclusion by ensuring that your content reflects a wide variety of voices, perspectives, and stories across your campus community. This creates an inclusive environment and resonates with Gen Z’s values.

  4. Be Consistent

    Be consistent by maintaining a regular posting schedule to keep your audience engaged. Consistency helps build trust, “feeds the algorithm,” and keeps your content top of mind.

Key Takeaways

Promoting health initiatives through social media is an evolving and dynamic process, especially when targeting the digitally savvy Gen Z.

By understanding their preferences and behaviors, and implementing these best practices, colleges can create impactful and engaging physical and mental health promotion campaigns.

Gain unique tips to promote campus resources to your students by downloading our free guide.

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Non-Traditional College Students

8 Tips to Empower Non-Traditional College Students

Written by Medicat on . Posted in Industry Articles.

When people think of college, they often picture students in the traditional 18-22 age range. However, a significant and growing portion of the student population is comprised of non-traditional students. Non-traditional students can include those returning from military service, part-time students, parents, or those simply seeking a degree later in life. These students bring diverse experiences and face unique challenges that require tailored support to ensure their success and well-being.

In this blog, we explore eight tips designed to enhance the experience of non-traditional students on your campus and ultimately, improve retention.

1. Promote Regular Health Screenings

Encourage regular health screenings for non-traditional students. Given their often busy schedules outside of school, providing these services on campus offers significant convenience and ensures they have easy access to essential health care.

These screenings can help detect potential health issues early, allowing for timely intervention. If your campus doesn’t offer them, partner with local healthcare providers to offer on-campus screening events for blood pressure, cholesterol, vision, and hearing, etc.

2. Create a Supportive Environment

Ensure that the campus environment is accessible and inclusive for all students. This can include:

  • Installing ramps and elevators for easy mobility
  • Offering plenty of seating areas throughout campus
  • Ensuring accessible restrooms and gender-neutral bathrooms
  • Offering assistive listening devices and captioning services in lecture halls and event spaces
  • Creating family-friendly spaces and childcare facilities for students with dependents
  • Offering flexible class schedules and online learning options for part-time students
  • Providing military-specific support services and spaces, such as lounges or resource centers

Learn more about creating an inclusive college campus here.

3. Encourage Physical Activity

Physical activity is vital for maintaining health at any age or stage of life. To accommodate the diverse needs of non-traditional college students, consider organizing a variety of inclusive and accessible exercise options such as:

  • Low-impact exercise classes, like yoga, tai chi, & walking groups
  • Schedule classes at various times to accommodate students with other obligations such as full-time jobs or dependents
  • Ensure fitness facilities are accessible and offer adaptive equipment for students with disabilities
  • Create a welcoming gym environment with clear signage, approachable staff, and supportive policies for students who may feel intimidated or out of place
  • Offer virtual fitness classes and resources for students who may prefer or need to exercise at home

By implementing these strategies, you can foster a welcoming and supportive fitness environment that encourages all non-traditional students to stay active.

4. Foster Mental Health and Well-Being

Mental health is just as important as physical health. Ensure that your campus offers  counseling services tailored to the needs of ALL students. For instance, create support groups for parents enrolled at your school where students can share their experiences and connect with peers. Additionally, provides resources for stress management and mindfulness practices.

Need help connecting students to resources available on your campus? Download our guide: 22 Innovative Ways to Promote Campus Resources.

5. Nutritional Support and Education

Nutrition plays a key role in a healthy life for all college students. Offering educational workshops on balanced diets and nutritional needs tailored to student’s diverse needs can be highly valuable.

For example, host a “Healthy Cooking on a Budget” workshop for students with families or a “Quick and Nutritious Meals” session for part-time students with busy schedules. By addressing the unique nutritional requirements of these students, you can support their overall well-being and academic success.

6. Professional Development and Lifelong Learning

Encourage all non-traditional students to engage in lifelong learning and professional development. Offer workshops, seminars, and courses that cater to their diverse interests and career goals (and ensure evening or weekend sessions are available to accommodate working students and those with family responsibilities).

Colleges can also create opportunities for mentorship programs where experienced students, such as veterans or older adults, can share their knowledge and experience with younger peers. Additionally, virtual career fairs and networking events can connect non-traditional students with potential employers and widen their professional networks.

7. Promote Social Connections

Evidence shows that social isolation and loneliness can significantly harm health, increasing the risk of Alzheimer’s disease, heart disease, anxiety depression, and more. Social connections are vital for emotional well-being.

To support this, colleges can host social events and activities, encouraging interaction among all non-traditional students. This can be achieved by creating family-friendly events like campus picnics or movie nights to accommodate students with children.

Additionally, support groups or social clubs specifically for veterans or working students can be invaluable in fostering a sense of community and providing peer support. Events like book clubs, cultural outings, and volunteer opportunities can help build a supportive network and foster a sense of belonging among non-traditional students.

8. Utilize Technology for Health Monitoring

Technology can elevate the support and well-being of all non-traditional college students. Colleges can provide regular informational and training sessions to help students become comfortable using health technologies, catering to different technological literacy, schedules, and availability.

Make sure health tech tools are accessible for all students, offering adaptive features and support as needed. Additionally, promotes virtual health consultations and telehealth options for students who may have limited access to on-campus health services.

Key Takeaways

Supporting the health and well-being of non-traditional students can enrich your campus community. By implementing these tips and utilizing available resources, we can help to create an inclusive, supportive environment that promotes a positive college experience for all.

Discover effective strategies for linking students to essential resources by checking out a recording of one of our recent webinars, Connecting Students to Key Resources: What, Where, and How.

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Inclusive Health and Counseling Centers

Creating Inclusive Health and Counseling Centers

Written by Medicat on . Posted in Industry Articles.

Your Guide to Best Practices

In recent years, there has been a growing recognition of the importance of creating inclusive health and counseling centers for LGBTQIA+ students. Ensuring that all students, regardless of their sexual orientation or gender identity, feel safe and supported is crucial for their well-being and academic success.

Let’s walk through some best practices that will make your health and counseling centers more inclusive for LGBTQIA+ students. Plus, continue reading to learn what top schools like Rutgers, Tufts, and Ohio State are doing to support their campus communities.

1. Staff Training and Education

Provide ongoing training for healthcare providers and counseling staff on LGBTQIA+ health concerns and challenges. This includes understanding the specific mental health needs of LGBTQIA+ students, as well as using inclusive language and respecting students’ preferred names and pronouns. Staff should be well-versed in cultural competency to create an environment where LGBTQIA+ students feel seen and respected.

2. Inclusive Policies and Practices

Work with campus leadership to develop and implement policies that explicitly prohibit discrimination based on sexual orientation and gender identity. Ensure that these policies are clearly communicated to both staff and students. Incorporate inclusive practices such as providing gender-neutral bathrooms within your clinics and offering a range of options on intake forms to capture a student’s gender identity and preferred name. Make sure this information is prominently displayed in your EHR and scheduling systems so that staff can refer to a student the right way, the first time.

3. Visible Support and Resources

Display LGBTQIA+ affirming materials, such as posters, brochures, and pride flags in health and counseling centers. This visible support can help create a welcoming atmosphere. Additionally, provide resources and referrals to LGBTQIA+-friendly healthcare providers, therapists, and support groups both on-campus and in your local community.

Note: Unique strategies for promoting resources to students can be found here.

4. Confidentiality and Privacy

Ensure that confidentiality and privacy are prioritized, as many students may be concerned about being outed or facing discrimination. Reassure students that their information will be kept private and that their healthcare needs will be handled with sensitivity and respect.

5. Student Feedback and Involvement

Engage LGBTQIA+ students in the development and evaluation of health and counseling services. Solicit feedback through surveys, focus groups, and advisory committees to ensure that services are meeting their needs and to identify areas for improvement.

6. Comprehensive Coverage

Advocate for student health insurance plans to include comprehensive coverage for LGBTQIA+ healthcare needs. This should encompass routine care, mental health services, and specific needs such as hormone replacement therapy, gender-affirming surgeries, and other gender-affirming treatments. Ensuring that insurance plans do not exclude this type of care is critical for the health and well-being of LGBTQIA+ students.

7. Policy Guidelines

Refer to established guidelines and best practices, such as those provided by the American College Health Association (ACHA). ACHA provides a Trans-Inclusive College Health Programs guide for creating inclusive healthcare environments, for example. This guide provides recommendations on medical records, health informatics, mental health services, and continuing education and training.

8. Equitable Access

Promote equitable access to well-being services to ensure that all students can achieve their full academic potential. Addressing chronic or acute physical and mental health needs promptly can meaningfully contribute to their success on campus.

Real-World Examples and Best Practices

Drawing inspiration from successful initiatives in higher education, we can create more inclusive health and counseling centers.

Here are some examples of how schools across the country are prioritizing LGBTQIA+ health and wellness:

  • Rutgers University offers comprehensive care for transgender and gender non-binary students through the Rutgers Center for Transgender Health. This center provides medical counseling, hormone therapy, hormone-level monitoring, and assistance with referrals to external providers such as surgeons and endocrinologists. Additionally, they help students with signing official name-change documents.

    Health services include continuous hormone therapy, laboratory testing, genital and chest reconstruction surgery, psychotherapy, and surgery to change secondary sex characteristics. Rutgers Student Health ensures gender-affirming care for all registered students, regardless of their insurance coverage, including those on the Student Health Insurance Plan (SHIP).

    Counseling services include individual and group counseling, crisis management, substance abuse assessment and treatment, and psychiatric services. The center is dedicated to improving transgender and non-binary health through evidence-based care, research, and education, aiming to create a welcoming and supportive environment throughout the gender affirmation process.

  • Tufts University offers comprehensive, inclusive health services for LGBTQIA+ students, including specialized trans health care, hormone treatment, and gender-affirming surgery information. Students can self-identify their name, gender identity, and pronouns in records.

    Gender-affirming hormone Treatment (GAHT) and surgeries follow World Professional Association of Transgender Health (WPATH) guidelines, with support for medication and ongoing care. Insurance and billing assistance is available, and mental health support is provided throughout the process. The university also offers additional resources for ongoing support and name changes.

  • Ohio State University offers extensive mental health support for LGBTQIA+ students through one-on-one counseling, drop-in consultations, and specialized workshops and support groups. Several therapists specialize in LGBTQ+ concerns. CCS supports groups for queer undergraduate and graduate students, plus transgender/non-binary students.

    The Gender Affirming Primary Care Clinic offers transition-related care, primary care, STI testing, HIV PrEP, vaccinations, hormone therapy, and referrals for gender-affirming surgery. The clinic emphasizes teaching future medical professionals to provide affirming care to the transgender community.

Key Takeaways

Creating inclusive health and counseling centers for LGBTQIA+ students is not just about meeting regulatory requirements; it is about fostering an environment where all students can thrive.

By implementing practical steps such as staff training, inclusive clinic policies, and comprehensive healthcare coverage, institutions can ensure that LGBTQIA+ students feel supported and valued. This, in turn, contributes to their academic success and overall well-being.

As we move forward, continuous engagement with the LGBTQIA+ community will be essential in refining these practices and addressing emerging needs.

Continued Reading: Learn more about how and why campuses are focusing on LGBTQIA+ mental health, in particular.

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Community Referrals

Optimizing Community Referrals for Mental Health

Written by Medicat on . Posted in Industry Articles.

Webinar Q&A recap with Michael Baker, CEO of ThrivingCampus and Courtney Nugent, Care Manager at Tufts University

The need to refer students to off-campus providers is an increasingly common reality. However, there are many challenges when it comes to successfully connecting your students with quality community providers!

1. Courtney, can you provide insights into how your campus manages mental health referrals to the community?

Certainly! At Tufts, we serve both undergraduate and graduate students across our campuses in Medford, Massachusetts, and Boston, including the SMFA Arts Campus.

Typically, we offer short-term care, although there’s no formal session limit. Some students prefer immediate off-campus referrals, while others require more complex care.

Approximately a quarter of our student population utilizes short-term care, facilitated by our sizable staff of over 20, comprising clinicians, prescribers, and urgent care providers. While clinicians primarily manage their referrals, as a care manager, I assist students needing additional support, particularly with insurance or navigating the healthcare system.

Additionally, I keep track of referrals from campus partners and students who self-refer. Our goal is to ensure seamless access to care for all students, regardless of their needs or circumstances.

2. What does the follow-up process look like for you, Courtney?

Typically, I schedule follow-up visits with students, either in a week or two weeks, depending on their plans. Additionally, I offer to stay in touch through the Medicat portal, providing students with the option to communicate with me securely.

After scheduling a follow-up, I send secure messages via Medicat at intervals of one week, two weeks, and three weeks if I haven’t heard back from the student. My outreach efforts cease after three attempts if there’s no response, although I always confirm that students have started outreach to providers before pausing my own communications.

3. Michael, are you seeing similar trends in other colleges?

Within ThrivingCampus, there’s a feature that functions similarly, sending students nudges to encourage engagement. Typically, we send the first nudge immediately after a student connects with care, then wait seven days before sending a second nudge if necessary. After three attempts, outreach ceases. Many schools express a desire to follow up with more students but must prioritize outreach for those in greatest need due to limited resources.

4. How do you ensure successful referrals?

Courtney: To ensure a successful referral, it’s crucial to establish rapport with students and create a safe space for them to express their preferences and needs. By encouraging students to voice their preferences aloud, we empower them to take charge of their mental health journey. I also emphasize instilling hope by highlighting the increased availability of providers over the years and reassuring students that we’re here to support them every step of the way. Additionally, I help students prioritize their preferences and set realistic expectations by discussing must-haves versus nice-to-haves. Normalizing roadblocks is also essential, as it’s common to encounter challenges during the referral process. By guiding students through these obstacles and encouraging persistence, we can navigate the journey together towards finding the right provider for them.

Michael: Ensuring successful referrals involves providing students with accessible pathways to care, whether they seek support independently or through a facilitated process like Courtney’s team. 60-70% of students use resources like ThrivingCampus to search for care independently, often facilitated by prominently placed links on counseling service websites. The remaining 30-40% of utilization occurs through team-led referrals, where customized referral lists are created for students. While technology aids in this process, our primary focus is on addressing low-tech challenges, such as ensuring provider availability, insurance acceptance, and basic compatibility. By streamlining access to care and prioritizing ease of communication between students and providers, we aim to maximize students’ opportunities to connect with suitable resources for their needs.

5. Michael, why is keeping the provider list up to date so important?

Providers have explained that they find it difficult to keep updated information on providers. I soon discovered that many counseling centers relied on outdated methods, such as Excel spreadsheets or physical notebooks, to track provider details like weekly availability and accepted insurance.

These methods were often inefficient, with sporadic attempts to update information annually, if at all. Clinics really need a tool that creates a centralized platform for providers to easily update their information, so it’s right at students’ fingertips.

6. What kind of trends are you seeing in telehealth availability?

Michael: The trend toward telehealth is growing, spurred by COVID-19’s impact. While some prefer in-person care, we’ve adapted our search results to highlight licensed telehealth providers. It’s about offering options—both in-person and virtual—to meet individuals’ changing needs and preferences.

Courtney: In the past year or so, I’ve noticed a shift in student preferences towards in-person care, especially in areas like Boston where there’s a high concentration of providers. However, as students begin their outreach, they often reconsider and opt for telehealth due to factors like convenience and availability. It’s critical to offer flexible options to meet students’ evolving needs and realities.

7. Do you have any tips for ensuring privacy during telehealth appointments?

A: We’ve collaborated with campus partners to establish a dedicated telehealth space in our library, which students can reserve online. Additionally, there are systems in place where students can register to book a classroom for their appointments.

While this initiative is relatively new, students have found success in using these reserved spaces for their privacy needs during telehealth appointments. It’s important to provide students with resources like reservation software to address challenges they may face in finding a private space for their appointments.

8. Courtney, how can schools streamline the referral process for students?

Courtney: Sharing these resources with students and empowering them to do research on their own is key. Many students are used to using these types of search tools, so they don’t need a ton of coaching there. Introducing the resource early in the process is what really makes the difference. I also schedule a short follow-up message once everything from our first meeting has digested a bit.

9. How can clinics prioritize student privacy throughout the referral process?

Michael: Student privacy is important and especially when we’re trying to share enough information about a student with a provider to coordinate a referral, you can consider doing that in a deidentified way. You can ask a provider if they have the capacity to work with a student on a particular type of concern, or if they take certain insurance, without providing any identifying information about the student.

Courtney: I try as much as I can to communicate through secure messages within the Medicat platform, instead of communicating over email. That’s the main way I keep student information and communication as private and secure as possible. If they’re not responding to secure messages, I’ll shoot them a quick (very generic) email prompting them to check the student portal for new messages from me.

Interested in watching the full webinar replay? Click here to access it.

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Campus Resources

5 Strategies to Promote Resources on Your Campus

Written by Medicat on . Posted in Industry Articles.

How You Can Maximize Resource Visibility

  1. Email Signatures, QR Codes & Flyers
  2. Campus Newsletters
  3. Bus Banners and Mascots
  4. Host Interactive Events
  5. Collaborate With Student Organizations

Need help ensuring your students are aware of the resources available to them? You’ve come to the right place!

A recent survey by Tyton Partners involving over 2,000 college students nationwide revealed a concerning trend: less than half utilized academic advising, and only about 20% sought help from resources like tutoring, financial aid counseling, career advising, or mental health counseling.

This low utilization rate is problematic, as research suggests that neglecting student resources can negatively impact performance, enrollment, and graduation rates.

In this blog, we’ll explore creative ways to promote resources and ensure that every student knows where to turn for help.

Keep an eye out for the chance to download additional resource promotion ideas at the end of this article!

1. Blending Tradition with Innovation: Email Signatures, QR Codes, & Flyers

To effectively promote resources on college campuses, it’s important to employ a combination of traditional methods and innovative strategies. One way you can do this is by incorporating QR codes into campus flyers. QR codes provide an easy way for students to access resources directly from their smartphones.

Based on the 2023 Statista statistics report, around 89 million smartphone users in the United States have utilized QR code scanners, representing a surge of 20 million compared to the previous year. Projections suggest this number will surpass 100 million by the end of 2025.

Some other suggestions include distributing cards with QR codes on orientation tours to engage students early on. Additionally, waterproof stickers placed on outdoor furniture offers a subtle yet effective method to raise awareness among students.

Erin Halligan-Avery, CEO of ConcernCenter shared these tips on our recent webinar. View the replay here.

Additionally, ensure widespread awareness of your resource directory by including links to helpful resources in email signatures and presentations to student leaders, faculty, and staff.

2. Incorporate Resources into Campus Newsletters

To maintain consistent exposure of resources to students, faculty, and staff, consider regular inclusion of helpful resources in newsletters. While newsletters may be overlooked by busy students, featuring resources regularly ensures students will come across them over time.

According to an analysis by Vero, including visuals like images or infographics in emails can increase click-through rates by 42%. By consistently including resource links in newsletters and leveraging engaging content types, you can increase the chances of students, faculty, and staff seeing and accessing the resources they need.

3. Get Creative with Bus Banners and Mascots

Students love their mascot. Leveraging mascots to promote important campus resources during events like sports games can add a fun and engaging element to promotions, capturing students’ attention and encouraging interaction. Placing a QR code to access resources on a sign held by your mascot as students enter the arena or field is one idea. Imagine your resources displayed up on the jumbotron as your mascot hypes up the crowd!

Furthermore, Erin Halligan-Avery, CEO of ConcernCenter, mentioned during our recent webinar that she’s even seen some schools utilize buses to display banners with information and QR codes that point students to relevant support. This type of campaign can significantly enhance the visibility and accessibility of student resources across campus.

4. Host Interactive Events

Another effective way to promote resources on your campus is by hosting interactive events that highlight support services. Consider organizing workshops, seminars, or panel discussions focused on mental health, academic success, career development, or any other relevant topics.

For instance, research from the American Psychological Association suggests that students who participate in workshops focused on mental health resources report a greater understanding of available services and an increased likelihood of utilizing them. These events provide opportunities for students to learn about the resources available to them in a more engaging and interactive setting (and they can invite their friends!).

5. Collaborate with Student Organizations

Collaborating with student organizations can be another effective strategy for promoting resources on your campus. Reach out to various student groups, such as student government, academic clubs, cultural organizations, or wellness clubs, and offer to partner with them on awareness campaigns or events.

For example, you could co-host a mental health awareness week, a resource fair, or a peer support group session. By utilizing the networks and platforms of student organizations, you can reach a wider audience and make the promotion of resources more relatable and accessible to students.

Help your students thrive. Discover tips on how your campus can foster first-year success through wellness.

Key Takeaways

Promoting resources on college campuses requires a well-rounded approach. From traditional methods like flyers and emails, to QR codes for smartphone access, it’s important to test different strategies and see which ones are most effective for your students. Using a multi-pronged approach ensures students have the resources they need for a positive college experience.

Want to explore more creative ideas for promoting campus resources? Check out our brand new resource, “22 Innovative Ways You Can Promote Campus Resources.”

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Key Resources for students

Connecting Students with Key Resources

Written by Medicat on . Posted in Industry Articles.

Webinar Q&A recap with Erin Halligan-Avery, CEO of ConcernCenter and Darlene Schmitt, Associate Director of Counseling at SUNY Brockport.

Many college students struggle to find the support they need. While the stigma around seeking help is lessening, navigating a maze of resources can be overwhelming. This strains college health and counseling centers, which are often tasked with connecting students to resources available on and off campus.

This blog summarizes the highlights from our most recent webinar featuring Erin Halligan-Avery, CEO of ConcernCenter, and Darlene Schmitt, Associate Director of Counseling at SUNY Brockport.

We dive into how schools can leverage a centralized resource directory (like ConcernCenter) to more seamlessly connect staff, students, faculty, and administrators with vetted resources to support student well-being.

Q. Do you provide information about off-campus resources?

Darlene: Our school does both. We focus on-campus resources and promote some vetted community options for specific needs. We’re expanding community resources in an upcoming summer update.

Erin: I’ve seen schools offer a mix of campus and nearby community resources. Virtual resources are also increasing in popularity for broader support such as apps and videos.

Q. Darlene, can you share an example of a resource that your campus has available on your resource directory?

A: Of course. One resource we offer is a Student Mental Health Fund which grants up to $1,000 for mental health-related financial needs. Students may come across this resource when they enter “money” into our platform. This is a resource that not many students (and even staff and faculty) know about and probably wouldn’t have otherwise found unless they utilized our resource platform.

Q: Darlene, where does your campus place your resource directory on the school website?

A: Our resource platform is integrated across our school’s main landing page, health center site, and departmental websites.

Q: Darlene, how do you promote the tool across Brockport?

A: We started with promoting via a social media campaign, distributing flyers, and other traditional methods. However, in the past year, we’ve been more intentional. We’ve plastered flyers across campus with QR codes, included links in our email signatures, and incorporated it into every presentation we do for student leaders, faculty, and staff. This helps ensure that those who work on our campus have a “one-stop-shop” they can go to if they’re trying to help a student get connected to resources to help them thrive. We also feature the link to the platform in our newsletters, although I know those can be notoriously overlooked by busy students.

Q: Erin, how are you seeing other schools promote the tool? 

A:  Schools promoting their resource directory get creative. I’ve seen schools hand out postcards with a QR code that links to ConcernCenter on admissions tours. I found this to be an incredibly proactive approach to connecting students to resources, as these aren’t even enrolled students yet! I’ve also seen folks add waterproof stickers to outdoor furniture that the students use. One school even had their mascot standing outside with a sign that featured a QR code pointing students to resources, too! Additionally, I’ve even seen buses around campus displaying banners with information and QR codes for accessing platforms like ConcernCenter. It’s super fun to get to be as creative as possible when getting the platform in front of as many people across campus as possible.

Q. What were the top five concerns students searched for on ConcernCenter nationwide?

  1. Food
  2. Housing
  3. Anxiety
  4. Stress
  5. Mental Health

Q: What were the top five searches specific to SUNY Brockport?

  1. Food
  2. Roommate
  3. Accommodations
  4. Anxiety
  5. Clubs

Q: Erin, did you find these results surprising?

A: I rarely encounter any surprise about the top concerns. Whether I’m speaking with administrators or counseling colleagues, the consensus is usually the same – the top concerns, such as food and housing insecurity, are expected. These results aren’t only validating but are also crucial for guiding where to allocate resources and funding across campus.

Q:  It’s interesting how “mental health” is such a broad term but was one of the most frequently searched topics. Erin, what’s your take?

A: Oftentimes, search engines fall short, particularly in mental health-related searches. For example, searching for “mental health” can yield irrelevant results, which can be frustrating. However, utilizing a reverse resource directory allows students to express their concerns in their own words, enabling them to find specific resources efficiently, (i.e. “I hate my roommate, I can’t sleep,” etc.).

Q: Erin, what searches are most popular for different types and sizes of schools?  

Mid-sized public institutions (5,000 to 8,000 students):

  1. Anxiety
  2. Food insecurity
  3. Stress
  4. Career issues
  5. Housing challenges

Small, private institutions (fewer than 5,000 students):

      1. Food insecurity
      2. Housing challenges
      3. Counseling needs
      4. Anxiety
      5. Tutoring

      Q: What days and times during the week do students search the most, and why do you think that is?

      A: Erin: Nationwide, students search most on weekdays at midday. This might suggest challenges in finding support during regular office hours, even when resources are available. 

      Q: Darlene, how have you been using the data from ConcernCenter and what do you plan on doing next?

      A: Erin’s team does a fantastic job of pulling insights for us. This summer, we’re planning to dive deeper into the data. Specifically, we want to explore the top five issues on campus and identify any other student concerns that may have slipped under our radar. For instance, clubs seem to be a significant concern for our students. I’d like to collaborate with Campus Recreation to enhance our outreach efforts and offerings when it comes to student activities. One of our goals is to ultimately enhance students’ sense of belonging, so I think collaborating here will have a big impact.

      Key Takeaways

      The gap between students and the resources they need persists. While the number of resources available on college campuses has increased overall, finding, and navigating options remains difficult.

      Tools like ConcernCenter offer hope with vetted campus, community, and virtual resources. Natural language search personalizes the experience for students and allows them to find more quickly what they’re looking for. However, data analysis and cross-campus collaboration can help institutions of higher education tailor outreach and ensure students get the help they need, whenever they need it.

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

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      Accommodation Requests

      Six Ways Software Can Help Your School Manage Accommodation Requests

      Written by Medicat on . Posted in Industry Articles.

      The number of students who registered for accommodations at Texas A&M tripled between 2010 and 2020. With the increasing number of students requesting accommodations, schools must implement effective systems to optimize this process.

      This is where tools like our accessibility services software can come into play. Let’s explore the features that can make the biggest difference for your team:

      1. Secure Messaging

      One of the key benefits of using accessibility services software is the ability for staff and students to communicate securely.  The software provides a secure messaging platform that allows for encrypted communication between students, staff, and healthcare providers. This ensures that confidential information remains protected and only accessible to authorized individuals.

      2. Self-Scheduling Appointments

      Gone are the days of long waiting times and scheduling conflicts. Students can easily schedule their appointments for accommodation services at their own convenience. This not only streamlines the appointment booking process but also empowers students to take control of their needs and well-being.

      However, the benefits of self-scheduling extend beyond just convenience for students. The accommodation services staff also reap the benefits of this innovative feature. By having a clear overview of scheduled consultations and testing appointments, staff members can stay organized and allocate resources efficiently.

      Learn more about the benefits of Patient Portals here.

      3. Documentation Abilities

      Custom Templates

      Accurate and comprehensive documentation is crucial for staff to effectively manage accommodations for students. With appropriate tools in place, staff members can create custom templates and forms to manage various accommodation requests, allowing for a more personalized and efficient approach to documentation.

      Memorandum of Accommodations

      Moreover, staff can leverage this software to generate and securely store a Memo of Accommodations for each student. Plus, these documents can be securely messaged to the student once they have been finalized.

      4. Simplified Clinic Management

      SIS Interface

      Integrating this tool with your Student Information System streamlines clinic management and improves efficiency. The integration eliminates the need for duplicate data entry, as student demographic information is automatically pulled in from the SIS.

      Automated Task Reminders

      Moreover, automated task reminders help staff stay organized. Reminders can be set for various tasks, such as following up with students, scheduling appointments, or reviewing accommodation requests. This helps to prevent any missed or delayed actions, ensuring that students receive timely and appropriate support.

      Inter-Clinic Collaboration

      Furthermore, accessibility services software allows for inter-clinic collaboration. Different departments and clinics within the college can easily share information and collaborate on accommodation plans for students. This promotes a coordinated approach to support and ensures that students’ needs are addressed holistically.

      5. Robust Reporting Capabilities

      Cross-Clinic Data and Trends

      Utilizing software also allows for powerful reporting capabilities that can enable staff to analyze cross-clinic data and identify trends. This information can be used to better understand student needs, make data-driven decisions, and improve the overall quality of accommodation services.

      Easy End-of-Year Reports

      In addition, generating end-of-year reports becomes a breeze. Software can automatically compile relevant data and generate comprehensive reports, saving valuable time and effort for staff. These reports can be used for internal review, resource planning, or communicating outcomes and trends to college administrators and other stakeholders.

      Uncover the impact of utilizing software-generated reporting throughout your entire campus.

      6. Safeguarding Student Health Information

      Lastly, using software (rather than paper and email-based systems) ensures compliance with HIPAA. A software system provides the necessary safeguards to maintain the privacy and security of sensitive student data, helping colleges avoid legal repercussions and safeguard student trust.

      Take a deeper look into how EHRs safeguard student privacy.

      Key Takeaways

      The benefits of using accommodation services software on college campuses are significant. From secure messaging to efficient reporting, accommodations management software streamlines processes enhances communication, and promotes data privacy. By implementing this tool, colleges can ensure a seamless and effective accommodation experience for students, ultimately contributing to their academic success and well-being.

      Interested in learning more? Connect with our team to see Medicat’s Accessibility Services Management Software in action!

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      UTEP College Health Billing

      Best Approaches to College Health Billing

      Written by Medicat on . Posted in Industry Articles.

      UTEP’s Clinical Finance Journey

      In our exclusive interview with David Porras Jr., Assistant Director of Business and Clinical Operations at the University of Texas at El Paso (UTEP), we delve into the transformation of their Student Health & Wellness Center. Learn about their journey with Medicat, the challenges they faced, and the remarkable improvements in service delivery and clinical efficiency.

      David Porras, Jr.
      Assistant Director of Business and Clinical Operations

      Q: Can you give a brief description of UTEP and your Student Health & Wellness Center?

      A: I’d describe UTEP as having a diverse student body, mainly comprised of commuting and international students. Our Counseling and Psychological Services is a completely separate service. We send plenty of referrals to Counseling and Psychological Services, but then the prescriptions for depression and anxiety get sent back over to us in Student Health. We see a variety of insured and uninsured (self-pay) students. Plus, we comply with the requirements for academic programs like nursing and pharmacy.

      Q: When did you first start using Medicat?

      A: We started using Medicat 13 years ago. I implemented the software about 1-2 years into my position, transitioning from a paper-based system for charting and billing to going fully electronic within six months for all of our college health billing.

      Q: What challenges necessitated transitioning to using an EHR product?

      A: Billing was not administered by practice management personnel specialized in business operations. There were no fee schedules, and since we had outsourced to a billing company, they took a significant cut of the payments. Eventually, an internal audit revealed 22 critical issues that we needed to address. We discovered that Medicat offered practice management features, electronic claims processing, and an intuitive interface, addressing these challenges.

      Q: What made Medicat’s EHR & billing and insurance solutions work for your clinic?

      A: Choosing an EHR that had practice management features and front-office capabilities was our main goal. The other features Medicat offered were just the cherry on top. Practice management features such as electronic claims processing, ease of use of issuing credits and refunds, and appointment scheduling were some of the most helpful features to our clinic at the time. We integrated Medicat with Waystar, which vastly reduced processing time for all of our payments.

      Q: How did you go about introducing our solution to your team? Was there pushback? A sigh of relief? Celebration?

      A: Some of our staff were initially hesitant to switch to an electronic system. Our on-site training sessions with Medicat staff helped overcome resistance. Once trained, they found the system to be more intuitive and user-friendly than our previous paper-based system.

      Q: Has working with students improved since implementing Medicat?

      A: Absolutely! Students appreciate the ease of filling out consent forms and gaining a better understanding of insurance claims and billing, as these services are no longer outsourced. I really enjoy educating students on insurance and working with them to ensure they can afford the care they need.

      Q: What have you been most impressed with during your Medicat experience?

      A: The collaborative approach to quickly resolving issues and implementing new features that enhance both the staff and student experiences.

      Key Takeaways

      By addressing the University of Texas at El Paso’s unique challenges and streamlining its operations, Medicat has played a pivotal role in enhancing efficiency and improving the overall student experience. We take pride in our commitment to helping college health centers run more efficiently, offering not just an EHR solution, but a partnership dedicated to the success of student health services. UTEP’s journey is a testament to our shared mission of making a positive impact on the healthcare landscape of college campuses.

      Continue On to Read the Full Case Study

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