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Your EHR System: 10 Ways Tech Can Help Manage Compliance and Immunization Tracking

1. Real-Time Health Record and Immunization Tracking

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

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

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

2. Seamless Integrations

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

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


3. Flexibility to Include New Tests and Immunizations

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

4. Compliance with HIPAA and FERPA Requirements

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


5. Automatic Alerts and Reminders

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

6. Anytime Student Access

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

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


7. Program Setup Support

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

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


8. Reporting Tools

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


9. Access to Healthcare Professionals

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

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


10. A High Standard of Data Security

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

Boost Compliance and Tracking with a Comprehensive EHR Solution

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

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

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

How Your EHR System Supports Compliance and Tracking

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

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

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

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

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Making Teletherapy Sustainable for Your Campus

Online Therapy

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

Teletherapy has become even more important since the COVID-19 pandemic. Furthermore, this is likely due to students having been isolated from their support systems and possibly experiencing increased stress and anxiety.

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

Invest in Relevant Technology

Investing in reliable and user-friendly technology is essential to keeping teletherapy sustainable on your campus. The right tools not only ensure smooth, uninterrupted sessions for students and staff but also make the entire process more efficient.

For example, some key technology investments might include:

  • Purchasing HIPAA-compliant video conferencing software
  • Providing students with smartphones or tablets for teletherapy sessions
  • Ensuring that your campus Wi-Fi can thoroughly support online counseling sessions

Ultimately, these technology upgrades help create a seamless teletherapy experience. As a result, students can access the support they need without facing technical challenges, making the program more effective and accessible for all.

The Importance of Teletherapy Training for Staff

Teletherapy involves unique skills and techniques that differ from in-person therapy, so it’s crucial to properly train your counseling staff on how to conduct effective virtual sessions. Well-trained staff can provide a higher level of care, ensuring students feel supported even from a distance.

Key areas to focus on during training include:

  • How to build rapport with students over video or phone
  • How to deal with technical issues in the moment
  • How to ensure that students feel comfortable and safe during their sessions

Equipping staff with these skills ensures they can confidently navigate the challenges of teletherapy, creating a smoother experience for all. This training is vital for maintaining a high standard of care in a virtual setting.

Create Clear Policies and Guidelines

To keep a teletherapy program running smoothly and effectively, it’s essential to set clear policies for both students and staff. These guidelines help manage expectations and ensure everyone is on the same page.

Some important areas to cover might include:

  • Guidelines for how students can schedule teletherapy sessions
  • What to do if a session is interrupted due to technical issues
  • How to ensure the privacy and confidentiality of teletherapy sessions

Having these policies in place can help maintain a consistent and reliable approach to offering care. Clear communication goes a long way in building trust and ensuring the program’s long-term success.

Communicate (Even Overcommunicate) With Students

Knowing what resources are available and how to access them is key for students. When it comes to communication, more is better—overcommunicating can help ensure students don’t miss out on important information.

Some ways to keep students aware of the teletherapy services offered include:

  • Sending regular emails or newsletters to students
  • Creating a webpage or portal where students can access teletherapy resources
  • Hosting virtual meetings to discuss the benefits of teletherapy

Constant communication helps students feel connected and aware of the support and resources available to them. The more accessible and visible the information, the more likely students are to use the services when they need them.

Evaluate Effectiveness

To keep your teletherapy program sustainable and successful, it’s essential to regularly evaluate how well it’s working. This means taking the time to see what’s going well and where improvements can be made.

Some ways to assess the program’s effectiveness include:

  • Gathering feedback from students and staff about their experiences with teletherapy
  • Tracking the number of students who access teletherapy services
  • Monitoring student outcomes

Regular evaluations help ensure the program stays on track and continues to meet students’ needs. By listening to feedback and analyzing data, you can make informed adjustments that keep the service valuable and accessible for everyone.

Address Equity Issues

For teletherapy to be truly sustainable on your campus, it’s essential to address equity concerns around access and availability. Not all students face the same challenges, so it’s important to create solutions that help everyone get the support they need. This could include:

  • Providing teletherapy services to students who live in remote or underserved areas
  • Ensuring that students with disabilities have access to teletherapy services
  • Providing resources for students who may not have access to technology or internet connectivity

Addressing these equity issues ensures that all students, regardless of their circumstances, have the opportunity to benefit from teletherapy. When everyone has fair access to care, the program becomes stronger and more inclusive for the entire campus community.

Key Takeaways

Teletherapy is a crucial tool for providing mental health services to students, especially during stressful and uncertain times. To make teletherapy sustainable on your campus, consider investing in technology and training staff.

Additionally, create clear policies and maintain open communication with students. Regularly evaluate the program’s effectiveness and address any equity concerns. These steps will help ensure that all students have access to the support they need to thrive.

Want more tips for improving mental health care on your campus? View our blog, Optimize Your Campus Counseling Center: Strategies for Success, to learn more.

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Weathering the Storm: How to Manage Shrinking Student Health Budgets

Weathering the Storm: How to Manage Shrinking Student Health Budgets

shrinking student health budgetsWe’ve all seen headlines in recent years about declines in enrollment across colleges and universities. When enrollment declines, there are several consequences for the institution. One area that’s often impacted by declining enrollment is the budget for student health clinics.

Student health clinics play a vital role in the health and well-being of college students. These clinics provide a range of services, including primary care, mental health counseling, and preventive care. They’re often a crucial resource for students who may not have access to healthcare outside of school or who may be uninsured.

However, when enrollment declines, the budget for student health clinics can also decline. This can lead to many challenges for clinics, including reduced staffing, limited hours of operation, and less access to resources and services.

How Student Health Is Impacted

One of the main ways that declining enrollment can impact the budget for student health clinics is through reduced funding from tuition revenue. When enrollment declines, the amount of tuition revenue also declines, which can lead to budget cuts in various areas, often the student health clinic.

Another way that declining enrollment can affect the budget for student health clinics is through changes in the student health fee. Many colleges and universities charge a student health fee as part of the overall cost of tuition. This fee is used to fund the student health clinic and other health-related services on campus. When enrollment declines, the number of students paying the health fee also declines, which can reduce funding for the student health clinic.

In addition to the direct impact on funding, declining enrollment can also lead to indirect challenges for student health clinics. For example, if the school is facing budget cuts in other areas, the student health clinic may be asked to do more with less. This can lead to increased workload and reduced resources for staff, which can lead to staff burnout and a reduction in the quality of care provided.

Addressing Budget Challenges

There are a few ways that colleges and universities can address the challenges that declining enrollment can pose to student health clinics. Here are some of our top suggestions:

  1. Diversify funding and support sources: For example, the student health clinic could seek grants from local healthcare organizations to supplement its budget. Additionally, community health organizations may support pop-up clinics, educational programs, or other events to allow your staff to keep up with the regular clinic caseload.

  2. Explore alternative models of care: Examples can include telemedicine or virtual visits, which can be more cost-effective and allow the clinic to reach a wider range of students with less stress on administrative staff.

  3. Billing services to health insurance plans: While this can be a hefty undertaking in the short term due to possible changes in administrative and billing staffing and the need for university administration buy-in, the resources invested can pay dividends in the medium- and long-term.

  4. Develop a strong network of volunteers: When you’re asked to do more with less, it’s time to get creative. Building a network of volunteers, including students, community members, or other university staff, can free up time and resources for your full-time clinic staff. For example, student health ambassadors can help staff educational events and promote clinic services on your behalf, allowing your team to focus on providing exceptional care within the clinic itself.

There’s no doubt that declining enrollment can have significant impacts on the budget and operations of your clinic. Your team plays a vital role in the health and well-being of students, and it’s important to ensure they have the resources and support they need to continue providing high-quality care.

By diversifying funding sources and exploring alternative models of care, colleges and universities can work to mitigate the challenges posed by declining enrollment and ensure that students have access to the healthcare services they need.

Proactively managing resources, staff caseloads, and demand for services is key. Medicat’s college health software solutions help your clinic do just that. Learn more about the power of an integrated approach to supporting practice management and electronic records.

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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Best Practices for Implementing a New EHR

Implementing a new Electronic Health Record (EHR) system can be a daunting task for any clinic. However, it’s an important step towards improving patient care and streamlining operations. With proper planning and execution, the transition to a new EHR can be smooth and successful. Here are some best practices to consider when implementing a new EHR:

Best Practices for Implementing an EHR

1. Identify Key Stakeholders

Before implementing a new EHR, it’s essential to identify the key stakeholders who will be impacted by the change. This may include:

  • Healthcare providers: Doctors, nurses, and other clinical staff who will use the EHR daily. 
  • Campus administrators: Individuals responsible for making decisions about technology investments and resource allocation.
  • IT staff: The team responsible for implementing and supporting the EHR system.
  • Patients: Students who will be directly affected by the new system, including how they access their medical records and schedule appointments.
  • Faculty and staff: Individuals who may need to access student health records or use the EHR for administrative purposes.

By engaging these stakeholders early in the process, you can ensure that their needs and concerns are addressed, leading to a more successful implementation and adoption of the new EHR system.

2. Plan for Training

Training is critical to the success of any EHR implementation. Ensure that all staff members who will be using the new system receive adequate training before it goes live. This can include:

  • In-person training sessions: Provide hands-on training and demonstrations of the EHR system.  
  • Online courses: Offer self-paced online training modules to supplement in-person training.
  • Hands-on experience: Allow staff to practice using the EHR during the testing phase to build confidence and familiarity.
  • Ongoing support: Provide ongoing support and resources to help staff troubleshoot issues and learn new features.

Investing in comprehensive training is essential for helping staff members become proficient users of the EHR system and maximize its benefits.

3. Develop a Data Migration Plan

If you’re transitioning from an existing EHR system, you’ll need to develop a comprehensive data migration plan to ensure a smooth and seamless transition. This process involves carefully transferring data from your old system to the new one, while maintaining data integrity and minimizing disruptions to clinical operations.

Here are some key steps to consider when developing your data migration plan:

  • Inventory existing data: Identify all relevant data sources and types that need to be migrated, including patient records, appointments, billing information, and clinical notes.
  • Assess data quality: Evaluate the quality and completeness of your existing data to identify any issues that need to be addressed before migration.
  • Develop a migration strategy: Determine the best approach for migrating your data, considering factors such as the volume of data, system compatibility, and timelines.
  • Test the migration process: Conduct thorough testing to ensure that data is transferred accurately and without errors.
  • Implement the migration: Execute the migration plan according to the established timeline and procedures.
  • Validate data integrity: Verify that all data has been migrated successfully and that there are no inconsistencies or errors.

Minimize disruptions to your clinic’s operations by carefully planning and executing your data migration. This will ensure a successful transition to the new EHR system.

4. Create a Testing Plan

Before going live with a new EHR system, it’s crucial to conduct thorough testing to identify and address any potential issues or bugs. A well-designed testing plan will help ensure that the system is functioning as expected and is ready for implementation.

Here are some key components of a comprehensive testing plan:

  • Define testing objectives: Clearly outline the goals of the testing process, such as identifying errors, verifying functionality, and assessing performance.
  • Identify testing scenarios: Develop test cases that simulate real-world usage scenarios to ensure that the EHR system can handle various tasks and workflows.
  • Assemble a testing team: Recruit a diverse group of individuals with expertise in different areas, such as clinical staff, IT professionals, and end-users.
  • Execute tests: Conduct thorough testing of all system components, including data entry, retrieval, reporting, and integration with other systems.
  • Document and track results: Record the results of testing activities and track any issues or defects that are identified.
  • Retest after fixes: Retest the system after addressing any identified issues to ensure that they have been resolved.

By following a comprehensive testing plan, you can help ensure that your new EHR system is reliable, efficient, and meets the needs of your organization.

5. Monitor and Adjust

After implementing a new EHR system, it’s essential to continuously monitor its performance and make adjustments as needed to ensure optimal functionality and user satisfaction. This involves:

  • Collecting and analyzing data: Gather data on system usage, performance metrics, and user feedback to identify areas for improvement.
  • Identifying and addressing issues: Proactively identify and resolve any problems or challenges that arise during the implementation and use of the EHR system.
  • Making necessary adjustments: Implement changes to workflows, training programs, or system configurations as needed to improve performance and address user concerns.
  • Gathering feedback: Solicit feedback from staff, students, and other stakeholders to gain insights into the effectiveness of the EHR system and identify areas for improvement.
  • Continuously evaluate and refine: Regularly review and evaluate the EHR system to ensure that it remains aligned with the organization’s goals and meets the evolving needs of its users.

In summary, actively monitoring and evaluating the performance of your EHR system allows you to make informed decisions about optimizing its use and maximizing its benefits for your organization.

6. Ensure Data Security and Privacy

In today’s digital age, cybersecurity is a top priority for healthcare organizations. With the increased use of technology in healthcare, it’s essential to ensure that patient data is protected from cyber threats.

Here are some key steps to prioritize data security when implementing a new EHR system:

  • Choose a vendor with strong security measures: Select an EHR vendor with a proven track record in data security and compliance with industry standards such as HIPAA.
  • Implement robust security controls: Implement a range of security measures, including firewalls, intrusion detection systems, and access controls, to protect patient data from unauthorized access.
  • Train staff on cybersecurity best practices: Educate staff members on identifying and preventing data breaches, such as phishing scams and malware attacks.
  • Regularly update and patch software: Ensure that your EHR system and other software applications are kept up-to-date with the latest security patches and updates.
  • Conduct regular security audits: Conduct regular audits and assessments to identify and address any vulnerabilities in your security infrastructure.
  • Develop a data breach response plan: Create a plan for responding to data breaches in a timely and effective manner.

Prioritizing data security demonstrates your commitment to protect patient information, maintain trust, and comply with regulatory requirements.

Key Takeaways

Implementing a new EHR system can be a significant undertaking, but with careful planning and execution, it has the power to improve patient care and streamline operations vastly.

By identifying key stakeholders, planning for training and data migration, creating a testing plan, monitoring performance, ensuring data security and privacy, and considering interoperability, healthcare organizations can successfully implement a new EHR system.

Dive into our other EHR-related blogs:

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Five Challenges Solved by EHRs

5 Challenges solved by EHR

Electronic health records (EHRs) play an important part in shaping the student experience. EHRs serve as the backbone of modern campus health services. These systems offer a secure, digital platform to access and share student information, streamlining communication between departments and ensuring continuity of care. Moreover, EHRs empower healthcare providers to deliver more coordinated, efficient, and personalized care, while also enhancing the student experience and helping institutions improve overall student well-being.

Together, let’s explore five common challenges faced by college health professionals and how implementing EHR solutions can address them. Continue reading to learn how EHRs can transform your campus health operations.

1. Enhancing Mental Health Support

According to the 2022-23 Healthy Minds Study, anxiety and depression have become more prevalent among college students, with over 40% of students reporting symptoms of depression, and over 36% experiencing anxiety. EHRs can help providers track mental health histories and coordinate care across multiple clinics and departments.

Moreover, the study also notes that only a fraction of students with mental health issues access treatment, which emphasizes the need for better integration of services—something that EHRs can facilitate by ensuring continuous care and timely interventions.

With an EHR system, providers can:

  • Access a student’s mental health history
  • Monitor treatment progress
  • Share information securely to ensure highly coordinated care

Learn more about how EHRs enhance security here

Integrating mental health data into a centralized system, EHRs empower providers to deliver timely, personalized support that meets students’ evolving needs.

2. Supporting Chronic Disease Management

Furthermore, the Centers for Disease Control and Prevention (CDC) reports that 60% of Americans have at least one chronic disease, while 40% live with two or more. These statistics emphasize the importance of efficient chronic disease management systems to support students experiencing these conditions.

EHRs simplify chronic disease management by offering a centralized location for critical health data, including:

  • Lab results and diagnostic reports
  • Medication lists and dosages
  • Individualized treatment plans

With an EHR, providers can monitor symptoms, adjust care plans, and ensure students receive quality care—even during a busy semester.

3. Ensuring Comprehensive Sexual and Reproductive Health

Additionally, sexual and reproductive health care plays a critical role in ensuring the well-being of college students, addressing key areas such as STI testing, contraception, pregnancy care, and gender-affirming care. EHRs significantly enhance the quality and delivery of this care by streamlining provider communication and ensuring secure access to sensitive health information. 

EHRs enhance this type of care for students by enabling:

  • Seamless communication between different providers 
  • Secure access to test results and treatment options for patients

With EHR systems, students can trust their care is both comprehensive and discreet.

4. Supporting Student-Athletes

EHRs play a vital role in managing sports injuries among college athletes, offering a centralized platform to streamline care and improve outcomes. EHRs provide easy access to critical data, including:

  • Injury history and treatment plans
  • Rehabilitation progress and milestones
  • Safe return-to-play protocols

Beyond physical recovery, the mental health of student-athletes is a growing concern. A 2023 NCAA study revealed that 9% of male and 27% of female athletes reported experiencing overwhelming anxiety. Addressing this challenge requires a holistic approach that includes collaboration across multiple clinics and departments.

Additionally, EHRs enhance this comprehensive care by enabling seamless communication between athletic trainers, healthcare providers, mental health counselors, and academic support staff. These systems ensure all aspects of a student-athlete’s health—physical and mental—are considered, promoting faster recovery and better overall well-being. Integrating mental health resources in EHRs also helps identify at-risk athletes earlier, fostering proactive interventions and personalized care plans.

5. Immunization Compliance and Preventive Care

Immunizations are essential for safeguarding community health, particularly in situations where close contact increases the risk of disease transmission. A proactive approach to compliance and care ensures campuses are prepared to protect their communities and prevent outbreaks.

EHRs support this effort by:

  • Consolidating vaccination records in a secure and easily accessible digital platform
  • Sending timely reminders to students about upcoming vaccinations or booster shots
  • Providing tailored preventive care guidelines to meet the specific needs of students
  • Facilitating campus-wide communications that promote campus health and wellness

This streamlined approach enables colleges to foster a culture of health awareness and readiness.

Key Takeaways

EHR solutions , like those offered by Medicat, are transforming the way college health providers deliver care. From addressing mental health challenges, to managing chronic diseases, sexual health, and sports injuries, EHRs empower providers to deliver coordinated, comprehensive care that improves student outcomes.

As technology continues to evolve, the role of EHRs in college health will only grow. These platforms not only facilitate better communication and care coordination, but also help providers focus on what matters most—student well-being .

Want to keep learning? Discover the game-changing benefits of Patient Portals here.

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