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Tag: Clinic Management

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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      Benefits of Patient Portals

      Benefits of Patient Portals

      Written by Medicat on . Posted in Industry Articles.

      Interview with Bethany Baughman, RN BSN CPN, and Customer Onboarding Specialist at Medicat.

      Is your school considering switching to an EHR and wanting to learn more about how the Patient Portal would work? Or are you a current client looking for some more tips and tricks on best utilizing the Patient Portal? Well, you’ve come to the right place!

      One of our amazing Customer Onboarding Specialists, Bethany Baughman, is here to help. She has guided over 70 schools in implementing the Patient Portal and has firsthand experience with Medicat from the college perspective, having worked as a nurse at the University of Tulsa’s Health Center.

      Keep reading to become a Patient Portal expert!

      1. In simple terms, how would you describe the Patient Portal?

      The Patient Portal is an online tool that allows students to log in and:

      • Securely communicate with their provider(s)
      • Enter immunization records and view their compliance status
      • Schedule appointments across multiple clinics
      • Upload documentation to their record
      • Complete any required forms

      2. Does the Patient Portal integrate with most Student Information Systems?

      Yes, the portal does integrate with most SIS systems. This is especially helpful when it comes to billing student accounts. Plus, we’re able to create student profiles in the Patient Portal based on information imported from the SIS (Demographic Feed). We work with the school to set this up as soon as the onboarding process begins.

      3. What features of the portal do you think are most helpful?

      • Self-scheduling based on clinic parameters: This is often an underutilized feature because many clinics are not used to exposing their calendars to their campus population. However, there are plenty of opportunities to set controls so that self-scheduling works for your specific clinic or campus. College students are already using apps and websites to schedule appointments, so they really appreciate the option to schedule online.
      • Utilizing secure messaging: I love that Medicat automatically records provider-student interactions in the chart. It eliminates the need to copy and paste emails into patient records, and it ensures privacy since email is not a secure or HIPAA-compliant communication method.
      • Simplified prescription refills: Prescription refill forms can be completed on the portal and sent directly to providers for review. This feature is fantastic, not only for prescription refills but also for requests for services in Accessibility/Disability Services Clinics. It really helps remove barriers to care. 
      • Sending educational resources to students post-visit:  I frequently used this feature when I worked as a nurse. I created educational handouts on various topics and attached them to notes so students could access them anytime on the portal. Instead of giving students paper handouts that might get left behind or lost, they can easily access relevant educational resources through their phones.

      Take a peak at our Patient Portal below!

      4. Do you have specific tips for helping a Student Health Clinic maximize the power of the Patient Portal?

      Of course! One of my favorite tips is using the portal to collect subjective data related to the patient’s issue prior to the appointment with appointment-specific forms. This better prepares providers for the appointment and helps save time!

      Bethany’s Advice for ALL Clinics: The more you reference the portal and send students to the portal, the more they will utilize it! It can be as simple as being firm on not accepting any documents or appointments that are not submitted via the portal.

      5. Any specific tips for Counseling Centers?

      Be open-minded about the features that are available. You can start small and add on to the features you utilize as you become more comfortable with the system and its options.

      6. What about tips for Immunization Compliance?

      I have clients who make videos to walk students through the process of submitting their Immunization Records. This helps reduce the amount of cleanup needed for student records with duplicate entries, and more. Check out this awesome tutorial a student from Eastern University created to show other students how to use their school’s Patient Portal.

      7. What efficiency or productivity gains have you seen from a clinic implementing the Patient Portal?

      So much time is saved by allowing students to self-schedule appointments, submit their immunization records, and upload supporting documentation through the portal. This gives clinic staff more time to listen to students’ concerns, plan outreach events, and analyze clinic-wide reports. In other words, your clinic will have the space and time to grow, rather than just trying to stay on schedule each day!

      8. Is there a feature you feel is underused that more clients would benefit from?

      1. Self-Scheduling: There are so many controls around self-scheduling, but many people don’t want to feel like they’re “losing control” of their schedules. I think that the campus populations are pretty tech-savvy and can navigate more than we think.
      2. Subjective data collection prior to the appointment: This is a powerful way to gather information ahead of the appointment so that providers are better prepared for the appointment. Plus, the clinic tends to run more efficiently.

      Key Takeaways

      In conclusion, the Patient Portal is at the forefront of healthcare’s digital revolution, offering numerous benefits for both students and providers. It transforms how patients access and interact with medical information, fostering greater transparency, convenience, and engagement. With features like secure messaging, self-scheduling, and simplified prescription refills, the Patient Portal significantly enhances your clinic’s workflow.

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      First-year Student Wellness

      Navigating New Beginnings: Fostering First-Year Success through Student Wellness

      Written by Medicat on . Posted in Industry Articles.

      Navigating New Beginnings

      Fostering First-Year Success through Wellness

      In today’s fast-paced and demanding world, the transition to college life can be an overwhelming experience for many first-year students. With new responsibilities, academic challenges, and social pressures, it’s crucial for colleges to provide support systems that help students navigate and succeed. This blog explores various strategies that college leaders can employ to support first-year student success through wellness.

      Continue reading to learn how your campus can foster a positive experience for first-year students and increase retention rates.

      Promoting Wellness and Self-Care for First-Year Students

      Adjusting to college life can be both exciting and stressful for first-year students. To help ease the transition, colleges can encourage wellness and self-care through simple, accessible practices. This might include offering workshops on stress management, mindfulness, or ways to handle challenges in healthy, effective ways.

      In addition to workshops, colleges can create designated wellness spaces on campus where students can take breaks, meditate, or practice relaxation techniques. Peer support programs or wellness ambassadors can also play a role in promoting self-care by providing students with relatable guidance and encouragement. Additionally, colleges can offer resources like wellness apps or access to online self-care tools, making it easy for students to integrate healthy habits into their daily routines. Encouraging students to prioritize their well-being early on can lead to long-term benefits, helping them not only manage stress but also improve their overall academic performance and mental health.

      Making Students Aware of the Health Center

      Amid the whirlwind of classes, assignments, and campus activities, many students might not realize all the resources available to them—especially the health center, which is crucial for their well-being.

      Campus health centers do more than treat illnesses; they promote self-care and help students build resilience. For many first-year students, it’s the first time they’ve had to make their own healthcare appointments, which can feel daunting. Colleges can make this process easier by ensuring the health center is well-known, approachable, and accessible. This can include creating clear, student-friendly materials that explain how to access services, what to expect during a visit, and the types of care offered, such as routine checkups, mental health services, and sexual health support.

      Along with outreach efforts, health centers can partner with other departments to embed information into orientation programs, student handbooks, and campus tours. Social media, emails, and push notifications through student apps can also help raise awareness. Having health center staff engage in events or set up booths during club fairs or wellness days can further build familiarity and reduce any apprehension students might feel about seeking care. Normalizing visits to the health center can help students feel more comfortable accessing the care they need for a successful college experience.

      Increasing Counseling Center Awareness

      Having access to mental health support is key for the transition to college life. That’s why making sure students know about campus counseling center services is so important.

      In addition to promoting counseling services through emails, campus announcements, and orientation sessions, colleges can use social media to reach students more effectively. Sharing mental health tips, anonymous student testimonials, and reminders about counseling resources can help reduce the stigma around seeking help. Hosting informal meet-and-greets with counselors can also make services feel more approachable.

      Training faculty, staff, and resident assistants to spot signs of mental health struggles ensures that students get support even if they don’t actively seek it. Furthermore, peer support programs and mental health ambassadors can also play a role in spreading awareness. Thus, by making counseling services more visible and accessible, colleges help students feel supported and more willing to seek the help they need.

      Bringing Awareness to Available Resources

      Colleges offer a wide range of resources to help first-year students succeed both academically and personally. For example, libraries, career development offices, group exercise classes, and nutritionists all play a role in supporting students throughout their college journey. However, simply introducing these resources once is not enough. Therefore, colleges must consistently promote them through different channels to ensure students remain aware and can take full advantage of what’s available.

      Additionally, colleges can increase awareness by organizing workshops, information sessions, and events that highlight these resources. They can also develop online platforms where students can easily access support and guidance. Moreover, by creating opportunities for students to connect through activities like club fairs, cultural festivals, and student-led discussions, colleges not only provide academic tools but also foster a sense of community and personal growth. This, in turn, helps students build friendships, explore new interests, and feel more integrated into campus life.

      Key Takeaways

      Inarguably, starting college can be tough on first-year students. This is why creating a campus where students feel supported and have easy access to help is essential for making a difference in their lives. Encouraging students to get involved in clubs and activities can also help foster community among students. Moreover, ensuring that students have access to health and counseling services gives them the tools they need to handle whatever comes their way. Combining these strategies can result in more supportive environments for first-year college students.

      Need help connecting students with the right resources on your campus? Check out these expert insights.

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      Counseling EHR Frequently Asked Questions

      Your Top Counseling EHR Questions Answered

      Written by Medicat on . Posted in Industry Articles.

      How is patient privacy safeguarded? What sets Medicat apart from other solutions? How well does it integrate with your health clinic?

      We’re here to answer these questions and more! We understand that transitioning to a new EHR can be challenging, so we’re committed to providing you with all the details needed to make an informed, confident decision. Read on for answers to frequently asked questions about Medicat’s Counseling EHR Solution.

      • 1. How quickly can we implement Medicat’s counseling solution?

        Implementation can take as little as one month. We provide implementation “boot camps” to rapidly configure the solution to your needs and train your team. Timelines can vary depending on your organization’s unique requirements (e.g., historical record import, 3rd party system interfaces, etc.).

      • 2. How much does the Medicat Counseling solution cost?

        Pricing depends on several factors including the number of people in your clinic and your workflow. Please contact our team to learn more.

      • 3. Is Medicat’s counseling solution cloud-based?

        Yes. Medicat’s counseling solution is easily accessed via any web browser (e.g., Chrome, Edge, Firefox, Safari, etc.). The benefits of being cloud-based and web-based include better data protection, increased flexibility and scalability, and greater integration abilities.

      • 4. How is Medicat’s counseling solution different than Titanium?

        There are many differences between Medicat and Titanium. Most notably, Medicat’s Counseling solution is entirely web-based and hosted on servers that Medicat maintains with 99.99% uptime.

        Titanium, on the other hand, is installed locally at your institution (i.e., it is “on-premise” software), requiring your IT team to provision infrastructure to support the tool and any required integrations.

        View key differences between Medicat and Titanium here.

        For a more comprehensive comparison between Medicat and Titanium, please contact our team.

      • 5. Does Medicat support Single Sign-On (SSO)?

        Medicat supports the SAML protocol, which enables a number of SSO solutions such as Azure and Shibboleth.

      • 6. Does Medicat support integrated clinics?

        Medicat provides software tailored to the unique requirements of both health and counseling clinics AND enables integrated clinics to share patient information where appropriate.  The platform’s robust permission features ensure that every system user only has access to the data you want them to have access to.

        Alternatively, if your college prefers to run the health and counseling clinics separately, all patient records can be kept separate.

        Learn more about managing shared data between health and counseling centers here. 

      • 7. Can I use Medicat to manage my counseling trainees?

        Yes, The Medicat counseling solution has a dedicated supervision module to make trainee management painless.

        Many clinics employ interns that require training, documentation management, hours tracking, note review and feedback, etc.

        The Medicat Counseling Supervision Module minimizes the burden of managing counseling trainees with smart, purpose-built features that fit seamlessly with the rest of your clinic’s workflow.

      • 8. How does Medicat ensure client data is secure?

        Medicat’s systems and processes are designed to be consistent with HIPAA guidelines as well as the Service Organization Control Type 2 (SOC 2) framework, a cybersecurity compliance framework developed by the American Institute of Certified Public Accountants (AICPA).

        In addition to managing system performance and security day to day, Medicat performs SOC 2 audits on an annual basis. Learn more about Medicat’s industry-leading security. 

      • 9. My counseling center is a member of CCMH – does Medicat contribute to the Standardized Data Set (SDS)?

        Absolutely! College counseling centers using Medicat One are able to integrate the Standard Data Set client information questions into any form they use with students.

        See our integration with CCMH in action here.

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      Power of EHR

      Unlocking the Power of EHRs: Enhancing Student Education and Empowerment

      Written by Medicat on . Posted in Industry Articles.

      Powerful EHR at your fingertips

      Electronic health records (EHRs) are essential for keeping health and counseling clinics organized and for promoting efficiency among providers and staff members.

      Patient Portals in particular are a key tool to help enhance the student experience. At first thought, many may think that EHRs solely enhance clinical workflow and efficiency, but an exceptional EHR system can benefit both providers and their patients.

      Here’s how EHRs can enhance student education and empowerment:

      Enhancing Accessibility for All Students

      EHRs can help promote patient education by giving students the freedom to easily access their health information and any associated educational resources online.

      When students have virtual access to this information, it’s much more convenient for them to engage with their health anytime, anywhere. Although providers verbally communicate information during appointments, students may forget details or wish to share the information with others.

      By providing a way for students to review this information, they can ensure they didn’t miss anything, leading to better engagement in their health. This empowerment can reduce anxiety, improve medication adherence, strengthen patient-provider relationships, and enhance health outcomes.

      The Power of Secure Messaging

      Within your EHR system, you likely have the option to securely message students to further boost patient education and empowerment. With secure messaging, patients and providers can communicate with each other in a safe, confidential manner.

      According to, The HIPAA Journal, secure messaging has been shown to “accelerate clinical workflows and help accelerate patient throughput, reduce the potential for medical errors, increase patient satisfaction, improve clinical outcomes, and significantly reduce costs while ensuring compliance with HIPAA.”

      Furthermore, with secure messaging, students can easily reach out to clinic staff with questions as they arise, eliminating the hassle of phone tag or waiting until their next appointment.

      As a result, this significantly increases patient satisfaction, as students get their questions answered much more quickly and responses are tailored to them and their health history. Students may even feel more comfortable disclosing information via a secure messaging portal rather than face-to-face with their provider, resulting in more thorough patient care.

      Moreover, students may choose to provide health information to their providers through secure messaging. For example, students may be able to take their own blood pressure or glucose level readings, so that their provider can easily provide additional care.

      Digital Documents and Resources

      Additionally, providers can attach or upload digital documents into their EHR system for students to view.

      For example, following an appointment, providers can attach relevant educational materials, discharge paperwork, or test results. This empowers students to access detailed information about their visit, conduct further research, and take an active role in managing their health.

      Moreover, adopting digital documentation can significantly reduce the administrative burden on staff. By eliminating the need for paper-based records, clinics can streamline processes, save time, and create a more organized and efficient workspace.

      This allows healthcare professionals to focus on providing high-quality care and building stronger relationships with their patients.

      Optimizing Outreach Events

      Along with informational resources and medical documents, clinic staff may also want to promote upcoming events.

      For instance, student health centers may want to promote their upcoming flu clinic, and counseling centers may want to notify students of a meditation workshop during finals week. This helps students take advantage of the programming clinics work so hard to organize.

      The possibilities for boosting patient education and engagement through an EHR system are virtually endless! With strategic planning and effective communication, clinics can use their EHR to maximize outreach efforts and provide students with the support they need to thrive.

      Learn more about connecting students with key resources here.

      Key Takeaways

      EHRs do more than just help with clinic productivity and efficiency. They also help promote patient education. Furthermore, an effective EHR system allows students to easily access their health records, communicate with clinic staff, receive valuable resources, and attend helpful events.

      Rather than having to worry about patients forgetting what was stated during an appointment, EHRs can do all the work for clinic staff while also giving patients the tools they need to further their knowledge to reach their health and wellness goals.

      Curious about the impact an EHR can have on your campus? Check out how Abilene Christian University improved the student experience using automated messages, simple check-in forms, and text reminders.

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      Healthcare Provider Burnout

      Enhancing Provider Well-Being in College Health Centers: How to Prevent Burnout

      Written by Medicat on . Posted in Industry Articles.

      Healthcare Provider Burnout
      The Campus Healthcare Provider Burnout Struggle is Real!

      Healthcare providers play a vital role in keeping the world (and especially campuses!) running smoothly. Because of the demanding nature of their careers, they are especially susceptible to becoming overwhelmed. In the college and university setting, this fatigue can teeter on the edge of burnout. Even the National Library of Medicine asserts that burnout in the healthcare setting can leave a detrimental impact on providers, patients, and the institution itself. Taking the right measures to ensure your staff’s well-being can help offset these risks.

      There are several strategies that clinics can implement to prevent and combat provider and staff burnout:

      1. Foster Positive Work Environments

      Healthcare providers thrive in environments that support ethical and meaningful care. Creating a supportive workplace starts with maintaining an organized office. A clean and tidy workspace—both physical and digital—reduces stress, improves focus, and supports mental well-being. Intuitive EHR systems and clear organization help providers access the tools and information they need, boosting productivity and lowering frustration.

      Strong communication is another pillar of a positive work environment. Ensuring smooth and effective communication between team members keeps appointments, documentation, and workflows on track. Clinics that emphasize open dialogue reduce misunderstandings, enhance collaboration, and create a more harmonious workplace.

      Acknowledging employees’ efforts is equally important. Regularly expressing appreciation fosters a culture of value and respect. Staff who feel recognized are often more motivated, engaged, and committed to their roles. A simple gesture of gratitude can go a long way in building team morale and workplace satisfaction.

      2. Offer Technological Solutions

      Outdated systems and inefficient tools can contribute to frustration and burnout. Clinics equipped with modern, user-friendly technology can optimize daily operations and improve overall productivity. Implementing an advanced EHR system simplifies administrative tasks like scheduling, record-keeping, and patient charting.

      Centralized software reduces the need for multiple programs or manual paperwork, creating a more organized and secure system for managing student data. Efficient tools also enable providers to spend less time on documentation and more time delivering quality care. Features like one-click input and streamlined charting save time while improving accuracy and reducing stress.

      Investing in the right technology ensures that staff can easily handle higher patient volumes, keeping clinics running smoothly and providers focused on what matters most—student care.

      3. Offer Options for Flexible Work Environments

      Flexibility in the workplace can also reduce burnout. Allowing providers to work remotely or offer telehealth appointments gives them greater control over their schedules. Flexibility helps staff balance work and personal commitments, leading to better mental health and job satisfaction.

      Incorporating per diem staff is another way to support flexibility. On-call staff can step in when needed, preventing full-time employees from feeling overwhelmed. Flexible scheduling options, like shorter or alternative shift lengths, also enhance work-life balance.

      Research shows that nurses working shifts of ten hours or longer are significantly more likely to experience burnout, job dissatisfaction, and an intention to leave their roles compared to those working shorter shifts. Thus, adequate staffing and thoughtful scheduling are both crucial to preventing provider fatigue.

      Finally, when staff have input on their schedules, they feel empowered and valued. This approach reduces fatigue, increases motivation, and helps clinics maintain a high standard of care.

      Key Takeaways

      Taking care of healthcare providers ensures better outcomes for everyone. Burnout can result in fewer students being seen, a decline in care quality, and increased turnover—all of which impact clinic efficiency and the student experience. 

      Creating a positive workplace, integrating modern tools, and offering flexibility can alleviate these challenges and help teams thrive. Prioritize staff well-being to create a workplace where providers feel supported, students receive exceptional care, and your clinic continues to succeed.

      Learn about the impact Medicat’s EHR can have on your campus. View Wesleyan’s success story. 

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      EHR Implementation Q & A

      EHR Implementation Q&A

      Written by Medicat on . Posted in Industry Articles.

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

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

      • Q1. Why is implementation so important?

        We want to provide our clients with the best outcome during their transition to Medicat. Because we’re able to tailor the software to our clients’ needs, our Implementation Specialists collaborate very closely with our clients to personalize the implementation process to meet shared goals and timelines. We aim to demonstrate how to use the many tools available through our software so that our clients feel empowered to use the platform once they’ve officially “gone live.”

      • Q2. What does the implementation process generally look like?

        Each implementation is tailored to the unique needs of the clients we’re working with. However, here’s a taste of what the implementation process generally looks like:

        1. After a client has signed their contract, they are assigned to work with an Implementation Specialist.
        2. A kick-off call is scheduled to bring key client stakeholders, the Implementation Specialist, and the Sales Executive together to discuss what implementation will look like.
        3. During the kick-off call, the Implementation Specialist will help the client set goals and agree on expectations for the process. Some clients may come in with a “launch day” in mind, which we try our hardest to accommodate. We also have the option to launch certain parts of the EHR software for clients who would prefer to take a more gradual approach to implementation.
        4. Next, the Implementation Specialist will dive into the initial setup. This includes setting up the database, adding the client’s custom branding to their new Patient Portal, organizing requirements for the demographic import file, setting up single sign-on, and creating the first user’s credentials and profile within the software. 

        From this point on, Medicat follows a standard Implementation Plan that we adjust to our client’s unique needs. After the kick-off call, there are typically 1-hour calls scheduled weekly between the Implementation Specialist and the client. In the first implementation call, we determine who will be involved in the implementation process, and a go-live date will be established based on the timeline that was discussed on the kick-off call.

      • Q3. How long does implementation take on average?

        Implementation can take as little as one month. Medicat provides implementation “bootcamps” to rapidly configure the solution to your needs and train your team. Timelines can vary depending on your organization’s unique requirements (e.g., historical record import, 3rd party system interfaces, etc.).

      • Q4. Should your IT Department be involved with implementation?

        Yes, after assessing the clinic’s needs and requirements, we then establish the key contacts from your IT Department and make introductions. We always encourage the key IT person professional who supports the clinic to be at least involved in the demographic file and single sign-on authentication setup process. Sometimes, we work with IT to plan the software installation and configuration process, as well. Finally, we work through any potential roadblocks to data migration.

      • Q5. What do you consider to be most important when it comes to change management? How about end-user adoption of the EHR?

        What’s most important when it comes to change management is ensuring that the client understands that Medicat is here for them. We want to help our clients meet their clinic’s goals and ensure a seamless transition.

        In addition to the implementation process, we have a dedicated team of Customer Support Specialists available to troubleshoot with clients as needed. Medicat also offers a robust online Help Center with a wide range of information that covers many common questions, details on product updates, video tutorials, and more. We never want a client to walk away from implementation feeling like they are on their own; they will always have ongoing support beyond the implementation phase.

      • Q6. Are there other trainings or resources available during the implementation process?

        Depending on the products purchased, clients may have the opportunity to participate in “boot camps” conducted by Medicat, where they can gain a deeper understanding of how to utilize the software. These boot camps involve a collaborative process, allowing clients to exchange ideas and support one another as they go through implementation together.

      • Q7. What key factors make an implementation successful?

        There are several factors that significantly contribute to a successful implementation:

        1. Quickly and clearly identify someone on the client’s team who acts as the “Super User” for their clinic. That way, we can work with this individual one-on-one using a sort of “train the trainer” model.
        2. It’s key that both the client and the Implementation Specialist enter this process with the goal of creating a true partnership. It’s super helpful when the client is comfortable providing us with feedback, is thoroughly engaged, and asks questions to aid their learning.
        3. Selecting a core group of staff and providers to go through implementation always streamlines the process. This allows us to be efficient with our weekly meetings. Of course, we can adjust certain weekly training to include a larger group of staff members, but having a core group to champion the transition and dive deep into the product tends to make all the difference.

      • Q8. Are there better times than others to plan to go through the Implementation Process?

        We’ve noticed schools tend to maximize the benefits of implementation when they start in the middle of the fall semester, or at the beginning of the spring semester. This timing is usually when the staff is regularly available and keeps the information fresh.

        It’s common for a school to want to kick off the implementation process at the beginning of the summer, but with vacation scheduling, logistics can be tough. Plus, staff and providers are not able to test their knowledge in the clinical environment until late August or early September, which makes it hard to truly integrate the product learnings into their daily practices.

      In Conclusion

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

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

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