Frequently Asked Questions
Find answers to common questions about our platform.
General
What is Prism K12?
A platform built for service provider companies delivering Pre-K to 12 special education services. It is available today for physical therapy practices, with occupational therapy and speech therapy coming soon. It covers scheduling, session documentation, IEP and goal tracking, progress reporting, and caseload management in one place.
Who is this platform for?
Service provider companies and therapy practices delivering Pre-K to 12 special education services, particularly those coordinating several providers across multiple schools and districts.
How do we get started?
Press Request Access and answer a few questions about your company — it takes a couple of minutes. We set up your organization, then you invite your team, import your students, and start scheduling.
How do we talk to someone about plans?
Get in touch through our contact page and we will walk you through the options that fit the size of your team and caseload.
For Service Provider Companies
How do we manage multiple team members?
Company admins invite team members by email and assign them a role. Each provider gets their own dashboard showing today’s schedule, their caseload, and any SOAP notes still outstanding.
Can we track caseloads across our team?
Yes. Company admins see every student in the organization along with who is assigned to them, while each provider sees the caseload assigned to them. Assignments can be changed at any time as coverage shifts.
Can providers see students who are not on their caseload?
No. Provider access is scoped to their own caseload and enforced in the database itself, not just hidden in the interface. Company admins retain visibility across the whole organization.
How does session scheduling work for our team?
Providers work from day, week, and month calendar views. Recurring schedules can be generated across the school year rather than booked one session at a time, and attendance is recorded on each session, including days marked as school closures.
How do we document sessions?
Providers write SOAP notes against a session and capture data for each goal as they work. Everything is stored against the student and stays available to the rest of the organization according to their role.
Can we manage multiple schools and districts?
Yes. Schools and districts are both part of the roster, students are assigned to a school, and service delivery can be tracked across every location your company covers.
Can we import our existing student roster?
Yes. Students can be imported in bulk from a CSV or Excel file rather than entered one at a time.
IEPs, Goals & Progress
How do we track IEPs?
Each student can hold IEP records with start and end dates, and the platform raises an alert as an IEP approaches expiry so renewals are not missed. Goals are linked to the IEP that governs them.
What are prescribed service lines?
A prescribed service line records what the IEP document says a student is owed — the service, the amount, and whether it is delivered on an A grid (consultative), B grid (push-in), or C grid (pull-out). It is kept separate from the schedule a provider actually works, so what was prescribed and what was delivered can be compared.
How are progress reports created?
Progress reports are built from the goal data your providers already captured during sessions, so they are not re-keyed from scratch. Finished reports can be downloaded as a PDF.
Documentation & Compliance
Can we attach documents to a student?
Students can be linked to documents your organization already holds in SharePoint or OneDrive, so the record points at the file in your own Microsoft 365 tenant rather than duplicating it.
How do we ensure compliance?
The platform compares sessions actually delivered against the frequency each student was prescribed, and flags where delivery is falling short. Sessions marked as school closures are excluded from what was expected, so closures do not count against you.
Can we get our documentation back out?
Yes. SOAP notes can be exported in bulk — useful for records requests — and progress reports download as PDFs.
Security & Sign-in
Can our team sign in with their Microsoft accounts?
Yes. Sign-in with Microsoft Entra ID is supported, so your team can use the identities your district or company already manages. Email and password sign-in is also available.
How is our data kept separate from other organizations?
Each organization’s data is isolated by row-level security enforced in the database, so the separation does not depend on the application getting every check right. Account and membership changes are recorded in an audit log.
Does it work with Outlook?
Providers can opt in to have their sessions pushed into their Microsoft 365 calendar. It is off until a provider connects their own account, because it places session details in a second system.
Still have questions?
Contact Us