Embrace helps schools manage Individualized Education Programs (IEPs), 504 plans, and Medicaid billing in one connected solution. By bringing student information together, simplifying documentation, and reducing time spent searching for records, Embrace helps educators spend less time on administrative tasks and more time doing what matters most, supporting every learner.
Results at a glance:
- Easier access to student service records across the district.
- Greater confidence in demonstrating that required IEP services were delivered.
- Better documentation and data to help staff monitor student progress.
- Less time spent searching for paperwork.
Alpine School District serves approximately 79,000 students across 90 schools and programs in northern Utah County, supporting learners from early childhood through 12th grade.
EmbraceThe challenge
For Alpine School District, supporting students means making sure educators have the information they need, when they need it.
Serving almost 79,000 students across 90 schools and programs in 2019, Alpine faced a significant administrative challenge.
Its Medicaid billing process relied heavily on paper records, with documentation stored across different schools. Finding evidence of services delivered to students could mean travelling between locations and searching through files.
This made it difficult to verify service delivery, track student progress and demonstrate compliance with state and federal requirements.
Alpine needed a simpler, more reliable way to manage information. One that would help staff spend less time searching for records and more time supporting students.
“If we got audited, we would have to travel from school to school to try and find the files in a file folder and dig through all the paperwork.”
The solution
In 2014, Alpine began looking for a new Individualised Education Programme (IEP) and Medicaid billing solution.
The district wanted to move away from paper-based processes and make documentation easier to access, manage and review.
After evaluating different providers, Alpine chose EmbraceDS®.
A key factor was the opportunity to work collaboratively with the Embrace team to develop a system that met the district's needs.
“A lot of [our decision] had to do with your vision, what you told us you could do for us...we were able to build something that we needed.”
With EmbraceDS®, administrators could access student service information electronically, rather than relying on paper files held at individual schools.
This gave staff a more straightforward way to find service notes and review documentation across the district.
As Ryan explained:
“It’s fairly simple to log in and get your notes. You don’t have to access a bunch of different boxes, it’s all right there and easy to use.”
The impact
For Alpine, the value of accessible information went beyond administrative efficiency.
Having student service records available in one system helped the district strengthen its approach to documentation and data analysis.
Staff could more easily demonstrate that services required by a student's IEP had been provided. They could also use the information collected to monitor progress and inform ongoing support.
“We can comfortably know we can provide proof that we are providing services that are required by the IEP, and not hope it’s written down in a file somewhere.”
— Ryan Hemming
The system also supported better data collection among staff, helping them build a clearer picture of student progress.
These changes helped Alpine create a more consistent approach to managing information across its schools.
For educators and administrators, that meant easier access to the records needed to support students and demonstrate service delivery.
Building a stronger foundation for student support
Alpine's experience shows how improving the way schools manage information can support better day-to-day practice.
By moving from scattered paper records to accessible electronic documentation, the district gained greater confidence in its processes and more useful information about student services.
The result was a stronger foundation for tracking progress, supporting individual learning needs and helping staff focus on what matters: the students they serve.
Because when educators have the right information, they're better equipped to support every learner.
“We are able to track student progress, and [staff] are keeping better data in general because of the system."
Help your educators spend less time searching for paperwork and more time supporting students with Embrace's connected IEP and Medicaid billing solutions. Simplify documentation, improve access to student information and track progress with greater confidence.
