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Tag: Immunizations

Unlocking the Power of VeriVax

An Implementation Guide for Colleges

Verifying out-of-state immunizations can be a headache – but it doesn’t have to be. With VeriVax, immunization compliance is simplified for colleges and universities!

Join us as we sit down with Beth Nettleton, Medicat’s Director of Customer Success, to explore the implementation process and benefits of VeriVax for your institution.

Q: How would you describe VeriVax to someone who has never heard of it?

A: VeriVax is a streamlined tool that enables students to input all addresses they lived at during the time they received vaccinations. The system then retrieves their immunization records, and this discreet data is seamlessly integrated into your school’s EHR to ensure compliance with immunization requirements.

Q: When is the best time to implement VeriVax?

A: The ideal time to implement is typically in March or April, just before incoming fall students are required to meet immunization requirements. However, we’ve had schools implement through all months of the year with great success.

Q: How long does VeriVax implementation take?

A: Standard implementation takes 3-4 weeks from contract signature until go-live. If you are on a tighter timeline, please connect with a member of our team to discuss how we may be able to launch VeriVax on your campus on a condensed timeline.

Q: Who should be involved in the implementation process?

A: This is really campus-specific. I recommend key staff who manage incoming student immunization compliance be involved in implementation.

Q: What does the VeriVax implementation process consist of?

A: Once a client finalizes their contract, they’re partnered with an Onboarding Specialist. A kick-off call convenes key campus stakeholders, the Onboarding Specialist, and the Sales Executive to outline the implementation process. During this call, goals are set and expectations are agreed upon. Then, the Onboarding Specialist and our technical team proceed with initial setup, including database configuration. A follow up call is scheduled once the application is set up. On this call, the Onboarding Specialist will advise the client on how to word student instructions that will be added to the Patient Portal. A final call will be conducted after go-live to answer any questions and review reporting capabilities.

Q: What contributes most to a smooth VeriVax rollout on campus?

A: From my experience, clear and concise instructions on your student portal and school website are crucial. I love getting to work with schools to fine-tune the copy that guides students through the immunization compliance process. I’ve even seen colleges post video walk-throughs that provide another format for students to follow.

Q: How does VeriVax integration impact clinic workflow and efficiency?

A:  VeriVax significantly enhances compliance with incoming student immunization requirements, eliminating the need for manual entry of records by students, and thus hours of grueling manual verification by clinic staff. It’s a huge time and resource saver for campuses of all shapes and sizes.

Learn how your campus can enhance student immunization compliance with these six tips.

Q: How many other schools have implemented VeriVax programs?

A: Since we announced the availability of VeriVax just a few months ago, we’ve worked with eight schools to implement the tool. Many more are nearly live. They’re super excited to welcome the next incoming class of students with a more streamlined immunization compliance process. I can’t wait to support even more schools through implementation!

Key Takeaways

VeriVax has emerged as a game-changer in the realm of immunization compliance in higher education. From its user-friendly interface, to its significant impact on clinic workflow efficiency, VeriVax sets the standard for modern vaccine management.

We hope you found these insights valuable, and we look forward to supporting your institution in implementing this cutting-edge solution.

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Guide to Automating Immunization Compliance

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Strategies to Boost Immunization Rates

Level Up Campus Health:

Immunization compliance in higher education is a critical issue that institutions must navigate effectively to ensure the health and safety of their student populations. With the complexities of managing and enforcing vaccine policies, schools are seeking strategies to maximize compliance and streamline processes.

Innovative Approaches to Enhancing Compliance

1. Registration and Building Access Holds

While most institutions have moved away from financial penalties for non-compliance, many still use registration holds as an effective tool. Some colleges like the School of the Art Institute of Chicago use a service indicator to notify students of non-compliance, but this doesn’t prevent them from registering for classes. However, they do take measures such as blocking building access to encourage compliance.  For instance, the school may station staff members near major building entrances, informing students on how they can regain building access once they are compliant.

2. Partner With Other Campus Organizations

To ensure timely compliance with immunization requirements, it can be beneficial to utilize a multi-pronged approach. Partnering with the Orientation Team on your campus can help integrate these requirements into the pre-orientation “Things to Do Before Arriving on Campus” list. Further reminders can be sent via email and presented at resource fairs. Collaboration with Residence Life can result in withholding of housing assignments until immunization records are received.

3. Choose the Right Communication Methods

Additionally, an effective communication strategy should utilize progressively urgent email and text reminders to students. When it comes to incoming first-year students, communicating with parents, as well, can prove incredibly effective. You may even consider having the messages leading up to a “lockout date” that restricts access to essential campus systems like their student email. For persistent non-compliance, some schools may find it beneficial to have the Dean of Students get involved with final warnings and other potential restrictions.

4. Make Requirements Impossible to Miss

Some other unique strategies include incorporating shortcuts on school computers and your school’s website with easy-access instructions for how to upload immunization records. Notification banners could also be added to the top of students’ emails or the school’s website. Another strategy to consider implementing is distributing QR code cards with vaccine requirements at events and hanging reminder posters with QR codes around campus. These printed materials should point students to an immunization requirements page with clear instructions for how to upload missing immunization records.

5. Best Practices for Verifying International Records

International students often face unique challenges with immunization compliance due to vaccine availability and record translation issues. Some institutions allow students to translate their own records and use tools like Google Translate to verify the information.

Additionally, the CDC’s Pink Book Appendix B provides translations of common vaccination records. Many schools will also accept the “yellow card” which is used in many countries and typically also includes the English translation. Finally, for specific needs, professional translation services can be valuable for ensuring accurate representation of student health and counseling documentation. These combined approaches can help bridge the communication gap and support international student success.

6. Once You’ve Implemented These Strategies, How Can You Effectively Report on Your Compliance?

Reporting on immunization compliance is a struggle for many schools, with 63% of institutions unable to report on this data

This lack of reporting capability can leave schools without a clear understanding of compliance rates, making it difficult to respond effectively in the event of an outbreak.

To address these challenges, schools can leverage immunization compliance software, which can offer powerful features:

  1. Customized cohorts: Create cohorts based on various demographic filters such as class (first-year, sophomore, etc.), vaccination status, or by academic program. This feature enables administrators to tailor their approach to managing compliance according to the specific requirements of different student populations across campus.
  2. Advanced filtering: Efficiently manage large datasets of immunization records by applying filters such as vaccination type, date of administration, expiry dates, and compliance status. This functionality streamlines the process of tracking immunization status, allowing staff to quickly identify students who are non-compliant or due for vaccinations.
  3. Robust reporting: Generate detailed reports on trends like vaccine coverage rates, immunization trends over time, and compliance levels among different cohorts. These reports not only facilitate compliance monitoring but also support data-driven decision-making for immunization policies and initiatives over time. Additionally, accurate and efficient reporting helps schools demonstrate compliance with state compliance requirements and provides documentation for external audits of campus vaccine compliance.
  4. Real-time compliance status: Access up-to-date information on the immunization status of individual students or cohorts. This real-time visibility allows for prompt intervention in case of an outbreak.

Key Takeaways

Immunization compliance in higher education is a multifaceted challenge that requires a combination of effective communication, robust reporting tools, and strategic enforcement mechanisms. By leveraging smart technology and adopting proven best practices, institutions can improve compliance rates and ensure a safe environment for students, faculty, and staff.

Witness firsthand how Medicat can help elevate compliance rates on your campus. Dive into our interactive demo.

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Taming Immunization Compliance Chaos

Webinar Q&A Recap with Emily Lenz, Director of Health Services at School of the Art Institute of Chicago

Looking for firsthand advice on ways to enhance immunization compliance? You’ve come to the right place!

During our recent webinar, Taming Immunization Compliance Chaos, we gained valuable insights from our guest speaker, Emily Lenz, Director of Health Services at the School of the Art Institute of Chicago.

Emily shared her expertise when it comes to managing immunization compliance on college campuses. From managing waivers to communicating effectively with students, she provides valuable strategies for ensuring compliance and enhancing student health outcomes.

Here are some of the questions we received during the webinar and what Emily had to say:

Q: When are students notified of immunization requirements?

A: Students receive notifications about immunization requirements in their welcome packets which they receive once they confirm their enrollment at SAIC. Additionally, once students’ information is entered into Medicat, they start receiving messages from me. They also receive reminders through campus life communications, including welcome emails and other pertinent notifications.

Q: How do you communicate requirements with students?

A: We prioritize early and frequent engagement. As soon as incoming students enroll, our immunization requirements are front and center on their enrollment checklist. We initiate contact with incoming students through biweekly emails, followed by weekly emails and secure messages. This ensures they are well-informed about immunization requirements, even from their earliest moments as a part of our campus community.

Q: How do you get students to pay attention to the messages you’re sending telling them they’re non-compliant?

A: We’ve noticed that students are more likely to open our compliance messages when we use all caps in our subject lines, emphasizing phrases like “PAST DUE” and “ACTION NEEDED.

Q: What methods or systems does SAIC use to manage compliance?

A: We use Medicat One Immunization Compliance Management and an integration with the Illinois State Immunization Registry (I-CARE). This combination helps us stay organized and automate compliance to the best of our ability.

Q: What are the consequences for students who are not compliant?

A: Non-compliant students face administrative holds. We have an interface with PeopleSoft that places a service hold on accounts and notifies students if they’re not compliant. However, we don’t enforce a registration hold, which I know a lot of other campuses use.

Q: How did you get most students to use the portal and not fax/mail records?

A: Depending on what time of the year we receive them, we’ll just tell students to please upload records to the Medicat Student Portal. We still receive a few by mail and fax, so our front desk staff will just scan them and then enter the dates.

Q: Are you allowing students to enter their own dates for each immunization record they upload?

A: Yes, we do allow students to enter their own vaccination dates and upload their records. When students enter their dates, our system flags the entries for review, allowing us to easily identify records needing attention. Our staff ensures that the information entered matches the records provided. While we have encountered occasional errors, particularly in vaccine names, most students accurately report their vaccination dates.  

Q: What challenges do you experience with verifying international vaccines?

A: When verifying international vaccines, we encounter several challenges. While some records come with English translations, others require students to translate them themselves – which we then verify.

Q: What tools do you use to make verifying international records easier?

A: We utilize Google Translate to help us verify international records. In some cases, we do require that students have their records translated for us. If you have a lot of international students from a particular country, you start to pick up on patterns in the formatting of the immunization records, which makes manually reviewing them a lot easier.

Q: Does SAIC offer immunizations to students, and how are they billed?

A: Yes, we provide all required immunizations for free to students. We bill the SAIC student insurance plan using ledger billing, while we do not bill other insurance plans.

Q: Do you accept religious or medical waivers on your campus?

A: Yes, we do accept both religious and medical waivers at SAIC. During the period when we had a COVID vaccine requirement, we established a committee to review religious waivers. We’ve reverted to having health services staff handle waivers since then. Religious exemptions are evaluated carefully, and medical exemptions are accepted, provided they are signed by a medical provider.


Thank you again to Emily Lenz for sharing SAIC’s effective strategies for managing immunization compliance. We hope these insights help you navigate the complexities of immunization compliance on your campus.

Discover solutions to help take immunization compliance to the next level on your campus. Ready to take that next step? Connect with our team today.

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Automating Immunization Compliance for In-State and Out-of-State Students

Immunization Compliance Automation

Managing immunizations for students arriving from different states poses a significant challenge for clinic staff, especially during the summer months. Staff grapple with tracking and verifying immunization records using antiquated systems, while students face confusion and frustration with tracking down and submitting their records.

Embracing advanced technologies, such as integrating with state immunization registries and using tools like VeriVax, can help automate and streamline compliance processes. Looking to learn more? Let’s dive in.

The Benefits of Integrating with the State Immunization Registry

One effective way to streamline vaccine management for in-state students is to integrate your EHR with your state’s immunization registry. For example, if your campus is located in Georgia, we can help you set up an integration to automatically import any immunization records for students who received vaccines in Georgia. This integration is particularly impactful for schools with large in-state student populations, as many of these students likely received one or more vaccines in that state.  Here are some additional benefits:

1. A Student-Friendly Experience

For many students, integrating with the state immunization registry means convenience. They no longer need to manually submit their immunization records to the clinic. Instead, their records are automatically updated in the registry, which is then reflected in your EHR and immunization compliance management software. This not only saves time for students but also minimizes the risk of human error. Plus,any new immunizations received in the state can automatically be imported and remain up to date.

Moreover, the integration also provides students with peace of mind. They can rest assured that their immunization records are securely stored and easily accessible by clinic staff whenever needed. This eliminates the worry of misplacing important documents. This proactive approach not only ensures their health but also contributes to the overall well-being of the college community.

Elevate the student experience by delving into how EHRs enhance student education and empowerment.

2.Simplifying Workflows for Clinic Staff

College health staff also reap significant benefits from integrating with the state immunization registry. By having access to this data, student immunization status can be updated in a matter of seconds, rather than days or weeks (especially during periods when the number of incoming students is high, like summer).

By integrating with a state registry, records are automatically imported and marked as verified if they meet the requirements designated by the clinic. This means that for the vast majority of students, no manual verification of their records by clinic staff is needed.

Diane Norris, Director of Health Services at Georgia Southern University, emphasizes the transformative impact of integrating with the state immunization registry: “The bi-directional GRITS interface continues to save a tremendous amount of time for our staff and provides timely information on immunization administration from outside providers.”

Additionally, staff can use the registry to help generate reports and statistics, providing valuable insights for future vaccine management strategies. By analyzing trends and patterns in immunization data, college health staff can make informed decisions and implement targeted interventions to improve vaccination rates and overall public health on campus.

Learn more about Georgia Southern University leveraged a state registry integration to streamline their compliance process.

3. Creating a Healthy Environment for the Campus Overall

Integrating with the state immunization registry also benefits college campuses by creating a healthy environment. With accurate and up-to-date immunization records, colleges can ensure certain groups of students are compliant with state and federal regulations. This not only protects the health and safety of students but also reduces the risk of vaccine-preventable outbreaks on campus.

Furthermore, by integrating with the state immunization registry, colleges can contribute to the broader public health goals of the community. Accurate immunization data allows colleges to proactively collaborate with local health departments and participate in public health initiatives aimed at improving vaccination rates and reducing the spread of infectious diseases.

How VeriVax Simplifies Out-of-State Immunization Management

While integrating with the state immunization registry is crucial for in-state students, out-of-state students present a unique challenge – especially students who have received vaccines in multiple states.

Oftentimes, students struggle to track down these records from various doctor’s offices, often requiring their parents to get involved. This can result in unnecessary stress and compliance delays. To address this, colleges can utilize VeriVax.

1. The Advantages of Leveraging VeriVax

VeriVax simplifies the immunization compliance process for students. With VeriVax, students simply enter their name, date of birth, and the state(s) that they’ve lived in, and within a matter of seconds, their vaccine history is retrieved and uploaded directly into their student record.  Rather than the “vaccine chase” taking weeks and many phone calls and emails back and forth between students and staff, VeriVax expedites this process to just a few minutes.

Moreover, once the immunization records are submitted into our system, compliance status is automatically marked as verified. Students can then readily identify any outstanding vaccine requirements and upload necessary documentation.

2. Efficiency Boost for College Health Staff

VeriVax also eliminates the cumbersome reliance on manual processes, whether that includes verifying paper copies or scanned/faxed records. Leveraging a digital platform like VeriVax not only enhances data accuracy, but also mitigates the risks associated with lost or misplaced documents.

VeriVax’s transformative impact extends beyond the immediate realm of immunization compliance, providing a foundation for a holistic approach to well-being. The efficiency gained not only streamlines administrative processes but also empowers clinic staff to redirect their efforts towards more strategic and impactful tasks.

With automated processes seamlessly handling immunization records, staff members can shift their focus to initiatives that enhance the overall health of the campus community. This includes dedicating time and resources to optimizing workflow, implementing health education programs, and releasing new offerings and services to students.

In essence, VeriVax becomes a catalyst for a more comprehensive and dynamic health ecosystem on campus. The tool’s role goes beyond mere record-keeping; it becomes a facilitator of a proactive approach to health management.

Interested in exploring VeriVax? Learn how your clinic can automatically verify over 90% of immunizations.

Key Takeaways

Optimizing vaccine management is crucial for enhancing the health and well-being of college campuses. Combining the power of innovative solutions like VeriVax and state immunization registry integrations empowers colleges to create a healthier campus community, allowing staff to focus on strategic health initiatives and providing an elevated overall student experience.

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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Helping Your Campus Thrive During Flu Season

A Shot of Prevention: Helping Your Campus Thrive During Flu Season

Flu Shot on Campus

Around 57% of college students in a 2022 survey said they had received a flu vaccine within the last 12 months. Although flu shot promotion on college campuses has increased in recent years, there’s still progress to be made. Influenza outbreaks have proven to be a significant cause for concern among college students. Living in dorms and the high levels of social interaction on campuses make college students particularly susceptible to spreading the flu. However, with the right strategies, it’s possible to encourage flu shot compliance and reduce the impact of seasonal outbreaks on college campuses.

The Impact of Flu Shots on Student Health and Well-being

The impact of flu shots on student health and well-being cannot be overstated. Contracting the flu can have serious consequences for college students, leading to missed classes and exams, decreased academic performance, and even hospitalization in some cases. Some studies even suggest that the flu can exacerbate symptoms of anxiety and worsen mood. By getting vaccinated, students not only protect themselves but also contribute to the overall health and well-being of the campus community.

Furthermore, flu shots have been shown to reduce the severity of flu symptoms, even in cases where individuals still contract the virus. Receiving the flu vaccine can prevent students from missing out on their classes, and social events, and most importantly, prevent the spread to other students, faculty, and staff.

In addition to the health benefits, flu shots also have economic implications for some college students. Influenza outbreaks can lead to increased healthcare costs, missed work opportunities, and additional financial burdens for students. It’s essential for administrators to promote immunization adherence to help reduce these possible financial strains and ensure that students can focus on their education without unnecessary worries.

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How to Encourage Flu Shot Compliance on Campus

One of the key challenges in promoting flu shots on campus is overcoming vaccine hesitancy among college students. Many students may have misconceptions about the flu shot or may be skeptical about its efficacy. However, research has consistently shown that the flu shot is safe and effective in preventing influenza. To address this issue, it’s important to provide accurate and evidence-based information about the flu shot to your students (plus faculty and staff).

One effective approach is to partner with student health organizations and health promotion teams to disseminate information about the flu shot. These trusted sources can help debunk common myths and answer any questions or concerns that students may have. Additionally, utilizing social media platforms and campus-wide email communications can help reach a broad audience and provide information about the importance of flu shot compliance.

Furthermore, making getting a flu shot as quick, convenient, and cost-effective as possible is key. Hosting flu shot clinics in highly visible, centrally-located locations can make it easier for students, faculty, and staff to get vaccinated. You can even experiment with offering incentives to those who get vaccinated – such as entering them into a raffle. Creating a positive and rewarding experience around flu shot compliance may motivate more students to get vaccinated.

It’s also crucial to address any financial barriers that may prevent students from getting vaccinated. Offering free or low-cost flu shots can help eliminate costs as a deterrent. Additionally, collaborating with local pharmacies or healthcare providers to offer discounted flu shots can make them more accessible.

Communication is Key

Another effective strategy to encourage flu shot compliance on campus is to host educational workshops and seminars on the importance of vaccination. These events can be led by medical professionals or health promotion specialists who can provide detailed information on the benefits of the flu shot and address any concerns raised by students. By engaging students in interactive discussions and providing them with the opportunity to ask questions, these workshops can help dispel myths and misconceptions surrounding the flu shot.

Along with workshops, campus-wide awareness campaigns can be organized to promote flu shot compliance. These campaigns can include informative posters, flyers, and banners strategically placed in high-traffic areas such as dormitories, dining halls, and classrooms.

Collaborating with student organizations can also be an effective way to encourage flu shot compliance. By partnering with groups that have a large and diverse membership base, such as fraternities, sororities, clubs, and sports teams, the message about the importance of flu shots can reach a wider audience. The message might even be heard more coming from their peers. These organizations can help organize on-campus vaccination drives and promote flu shot compliance among their members through peer-to-peer communication.

Lastly, it’s important to continuously evaluate the effectiveness of flu shot promotion efforts on campus. Collecting data and creating reports that track vaccination rates, plus conducting surveys to gauge student attitudes and beliefs about the flu shot, can provide valuable insights for improving future campaigns. By regularly assessing the impact of these initiatives, universities can refine their strategies and ensure that they’re effectively encouraging compliance on campus.

Key Takeaways

Promoting flu shots on college campuses is vital for preventing seasonal outbreaks among college students. By implementing strategies to encourage flu shot compliance, college administrators can help protect the health and well-being of their student population. It’s crucial to educate students about the benefits of vaccination, prioritize the availability of on-campus flu shot clinics, and tap into various communication channels and student groups to reach a broad audience. By implementing these strategies, campuses can create a culture of compliance and reduce the impact of influenza outbreaks on their staff, faculty, and students.

Ready to boost compliance on your campus? Discover Medicat’s immunization compliance tracking capabilities. 

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6 Proven Strategies to Enhance Student Immunization Compliance

Immunization compliance is an integral part of the college enrollment process. With the rush of students coming in each semester (and especially over the summer months), this can be a stressful and time-consuming task for your clinic’s staff.

For healthcare students who take part in clinical and residency programs, even more vaccines (and therefore verifications) are likely required. With all of the various requirements of the different programs, it can be challenging to efficiently collect and verify student immunization data at scale.

In addition, your immunization verification process also needs to maintain compliance with data protection rules set by the Health Insurance Portability and Accountability Act (HIPAA) and the Family Educational Rights and Privacy Act (FERPA).

Lastly, new standards for health and safety may be periodically established for future infectious diseases, such as COVID-19. This makes it even more critical to efficiently manage an immunization compliance program.

How to Improve Your Student Immunization Compliance Process

Collecting and verifying immunization records is complex and time intensive. Plus, it requires cooperation and communication from students. Despite the challenges of collecting and verifying substantial amounts of student health data, there are steps you can take to make this process less painful for all involved.

Implementing the following measures will enable your clinic to experience the advantages of a streamlined and regulatory-compliant immunization management system:

  1. Establish a reasonable timeline. Ensuring that students are aware of when their immunizations are due is essential for compliance. Letting students know well in advance will give them enough time to properly gather and submit their immunization records. Less stress for them means less stress for you!
  2. Communicate requirements clearly. College students have a lot on their plate, especially incoming first-year students. It’s critical to clearly outline immunization requirements. This is especially true when outlining specific requirements for different academic programs, as mentioned above.
  3. Establish safe and secure reporting. Utilizing an EHR that has reporting capabilities can make a significant impact on immunization compliance efforts. Reporting features allow clinic staff to create customized cohorts, leverage advanced filtering, and view real-time compliance status, allowing for more accurate and transparent tracking.
  4. Automate manual verification processes. Manually verifying immunizations is extremely time-consuming. Having the ability to automate the process with an effective EHR is going to speed up the process significantly.
  5. Use technology to communicate at scale. Automated messaging tools can help you send out reminders to students regarding certain immunization requirements and deadlines. This can alleviate the burden on staff responsible for contacting students via phone or email.
  6. Integrate with applicable systems. A game changer for immunization tracking is the ability to interface with your state’s registry. This will save time and improve efficiency, resulting in a more streamlined and effective clinic.

Discover what your clinic could accomplish with an effective immunization tracking system. Plus, learn how to bring your campus into full compliance. Ready to explore the advantages of an immunization EHR? See how Medicat can transform the way you manage immunization compliance.

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

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

How Your EHR System Supports Compliance and Tracking

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

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

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

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

1. Real-Time Health Record and Immunization Tracking

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

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

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

2. Seamless Integrations

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

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


3. Flexibility to Include New Tests and Immunizations

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

4. Compliance with HIPAA and FERPA Requirements

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


5. Automatic Alerts and Reminders

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

6. Anytime Student Access

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

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


7. Program Setup Support

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

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


8. Reporting Tools

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


9. Access to Healthcare Professionals

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

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


10. A High Standard of Data Security

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

Boost Compliance and Tracking with a Comprehensive EHR Solution

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

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

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