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

November 03, 2020

Manage compliance and immunization trackingThe electronic health records (EHR) system isn’t just for doctor’s 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 11 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 coronavirus symptom tracking, COVID-19 testing, notifications, and reports. Students can also access a mobile dashboard to help them comply with COVID-19 contact tracing and symptom monitoring requirements.

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, it can be challenging to track your progress against important deadlines. 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 or immunizations. Your EHR system can also be configured to provide alerts to 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 with 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. Setup support and tools 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 “Template 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 rotation or residency programs, verification is necessary for making 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 Immunitrax by VerifyStudents, you can access Medicat’s cutting-edge technology and a supportive team of healthcare professionals to help you achieve an efficient health and immunization tracking program. To learn about more ways to boost your program’s overall effectiveness, read the guide Improving Immunization Compliance.


Get the Guide to Improving Immunization Compliance Management and discover the key components of effective immunization tracking programs, learn how to bring your program into full compliance, and understand the benefits of an immunization compliance management system that integrates with student background and drug screening.Medicat_Immunization_Compliance-ebook-image

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