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Tag: Medicat

Azusa Pacific University – Digitizing Paper Charts

azuza pacific university

Case Study

Azusa Pacific University

Azusa Pacific University Student Health Center has left paper charts in the past and reclaimed resources, increased efficiencies, and improved delivery of services.

Details

  • School

    Azusa Pacific University

  • Number of Students

    10,000

  • Medicat Implementation

    June, 2018

  • Solutions Required

    Medical EHR

  • Location

    Azusa, CA

The Problem

Drowning in paper charts. Within two years of implementing Medicat, not only were we using the EHR 100% for documentation, we archived all of our old paper charts!

“Our office was lined with large metal cabinets that were continually breaking due to the excessive weight. When drawers would break, we had patient charts stacked on the floor while we awaited repair.

Front office staff were overwhelmed with pulling charts, filling new pages, documenting “No Show” appointments, tracking the charts down to file reports, and filing charts back into cabinets. It was not uncommon for a staff member to spend 1-2 hours looking for a chart that might have been on a provider’s desk or misfiled in the cabinets. It was a nightmare of wasted space, wasted time, and wasted resources.”

~ Gidget Wood, FNP-C, Administrative Director,

The Solution

Medicat EHR software solution stored all of our records digitally and eliminated the need for multiple filing cabinets. We reclaimed resources by eliminating paper workflow.

“With Medicat EHR, charts don’t get lost and can be accessed by multiple people at the same time.
Our Patient Forms are attached to appointment reasons, so time is saved for students to fill those out at home, and providers have time ahead to review the forms and anticipate needs for the appointment. Students have increased their use of secure messaging, which often eliminates the need for an additional office visit.

An added bonus is that now we can provide accurate numbers for board reports and year end reports, and we can validate our worth in the assessment process.”

The Result

Medicat has been a definite win for our clinic, staff, and students!

azuza pacific aerial

Provider productivity has increased 40% and they are ending their shifts on time.

Freedom from metal filing cabinets gave us a bigger front waiting room, it is now more than twice the size for our students. The space is comfortable and welcoming. Within one year of implementation, two of our full-time office staff retired, and we did not need to replace them.

It used to be the exception if providers were able to go home on time, now it is the opposite: it is the exception for a provider to stay late!

Staff morale has improved, the environment is less stressful overall, and students LOVE the online scheduling!

By the end of the first year of implementing online scheduling, 60% of students were scheduling their appointments online. Two and half years later, 90% of students are scheduling online.

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Georgia Southern University – Service & Efficiency Innovation

Georgia Southern University

Case Study

Georgia Southern University
Innovation for Service & Efficiency

Medicat understands the challenges of College Health and partners with our clients to support student well-being and success. Together with Medicat, Georgia Southern University Student Health Services has increased efficiencies, improved delivery of services, and decreased no-shows.

Details

  • School

    Georgia Southern University

  • Number of Students

    20,500

  • Implementation

    August, 2015

  • Solution

    Immunization Compliance
    Management

  • Location

    Statesboro, GA

The Problem

Throughout each school year, students come into the clinic and present with symptoms that could be a communicable disease. There was no definitive method to monitor and manage communicable diseases. Furthermore, when students did make appointments, often they would “no show.”

“Our office was lined with large metal cabinets that were continually breaking due to the excessive weight. When drawers would break, we had patient charts stacked on the floor while we awaited repair.

Front office staff were overwhelmed with pulling charts, filling new pages, documenting “No Show” appointments, tracking the charts down to file reports, and filing charts back into cabinets. It was not uncommon for a staff member to spend 1-2 hours looking for a chart that might have been on a provider’s desk or misfiled in the cabinets. It was a nightmare of wasted space, wasted time, and wasted resources.”

~ Gidget Wood, FNP-C, Administrative Director,

The Solution

Immunization Compliance Management: “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.”

With the leadership of Director Diane Norris, RN, BSN, and Medical Director Brian M. DeLoach, M.D., Georgia Southern University Student Health Services utilizes Medicat’s Immunization Compliance Management system to monitor and manage communicable diseases.

Georgia Southern implemented the Georgia Registry of Immunization Transactions and Services (GRITS) in 2015. This immunization registry interface allows GSU staff to obtain student immunization records from outside providers, as well as submit information on immunizations given at the Health Center to the registry seamlessly.

Combining the features of Patient Portal, Self Check-In, and text message reminders, GSU SHS has also gained efficiencies throughout their facility by customizing their appointment scheduling, which has resulted in a significant decrease in “no-shows.”

The Result

Overall no show rate decreased 33%!

GSU Result

By using Medicat’s reporting function, we were able to identify most patients want appointments within the same day or next day; and, most no shows occur in appointments that were booked further than 48 hours in advance.

In Fall 2017 we used Medicat’s appointment module and online Patient Portal to set up our appointments based on what we call a rolling 24-hour advanced access program. This means that when a student logs into the portal to search for an appointment at any given time, the portal will show them all available appointments over the next 24 hours beginning one hour later than the time they logged in.

For instance, if I log in at 10am on Monday, I will see all available appointments between 11am Monday and 10am Tuesday. However, I cannot book an appointment beyond those 24 hours. If I log in an hour later (11am), it will show me appointments between 12pm Monday and 11am Tuesday.

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