Special Education Management for K-12 Education

SPECIAL EDUCATION, SIMPLIFIED.

The ClearTrack Difference

Trusted. Flexible. Unmatched.

We recognize that every district is unique, which is why ClearTrack offers unmatched flexibility to tailor the system to your specific needs. Our solution is trusted by districts statewide, and we provide ongoing support and training through Regional Information Centers to ensure personalized service and attention.

NY-Focused

Originally built by BT BOCES for the unique needs of NYS, and is well known for its awesome service.

Now a Mindex product →

Well Architected

Easily import IEPs from other systems and store them in a relational data structure that facilitates reports and analytics.

Medicaid Included

Unlike other SPED systems, we include Medicaid at no additional cost within ClearTrack.

I find Cleartrack very intuitive and easy to navigate. The support is excellent.

Clinton CSD

User-friendly interface. Nice to have quick access to information. Love the ability to build a report to data I'm looking for. I love the ability to export reports to Excel spreadsheets.

Stockbridge CSD

ClearTrack is extremely user friendly even for the 'technology challenged'. Format is easy to read, enter data, and navigate.

Lake Shore Central School

I have had several veteran therapists say they love being able to use it right out in the field and getting their notes done. The program gives us a much needed form of tracking all the Medicaid requirements and aides us in knowing what we lack.

Cattaraugus County

I think clear track has been implemented relatively smoothly!! I actually like it SO much better than our previous system. I love the report section and being able to break down by clinician, etc....

Tioga County

The ease of use for all faculty and staff makes this affordable application a great tool! The support we receive on this product is excellent. I have been using it for over 15 years and have never felt any need to switch.

Peru Central School District

Best customer service experience from any platform we have ever had.

Fort Plain Central School District

I love ClearTrack, Training, and Support. User-friendly!

New Lebanon Central School

Customizable Security

Manage access by user, group, or document for enhanced control and confidentiality.

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Compliant IEPs
& Templates

Easily create and customize IEPs, letters, and templates, with the ability to generate reports from historical data.

Secure
IEP Sharing

Finalized IEPs can be securely shared as password-protected, encrypted PDFs.

Medicaid
Integration

Full Medicaid module, including a teacher module for streamlined management and reporting.

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Comprehensive
Reporting

Access over 120 pre-built reports, including Data Warehouse, State Aid Form A, RS1/RS2, Office of Civil Rights reports, and more.

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STAC
Tracking

Track STAC high costs, staff costs per student, and submit school-age filings electronically.

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Seamless Data
Integration

Automated daily imports and exports from student management systems.

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Support for
Other Populations

Track 504 plans, AIS, RTI, and other special populations

Individual Education Plans (IEP)

A web-based ClearTrack means IEPs are drafted online, allowing for greater collaboration among teachers and staff to create better IEPs that are more compliant with IDEA, Leave No Child Behind Act and Chapter 408 requirements.

DATA WAREHOUSE

ClearTrack's data warehouse solution meets all of New York State's reporting requirements. With our networking relationship with SED, we ensure our products meet the latest requirements so that districts can rest assured they are submitting the most accurate data.

DOCUMENT STORAGE

ClearTrack offers a complete document storage solution, at no additional cost, with the ability to finalize student IEPs as a PDF and the ability to upload additional PDF attachments for each student.

MEDICAID

Our Medicaid billing module is fully integrated with ClearTrack at no extra cost, which makes it easier for districts to submit and track Medicaid submission online for quicker and compliant funds recovery. ClearTrack is a Medicaid Service Bureau and is able check on student eligibility and to submit claims for reimbursement.

BOCES Integration

Our integrated BOCES system offers seamless database integration between BOCES and local district databases, which makes it easier for BOCES staff to collaborate on student IEPs. The BOCES system also includes a complete billing system.

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Special Education Teachers

ClearTrack's teacher-friendly interface provides quick access to essential data, including IEPs, test results, progress notes, Medicaid input, and reporting tools—all in an easy-to-navigate format.

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General Education Teachers

General education teachers can view finalized, uneditable IEPs for their students in one easy screen. IEPs can be accessed directly from the district’s student information system for efficient tracking.

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CSE Office

Our system offers comprehensive IEP and meeting management tools, including alerts to ensure compliance. It also provides access to hundreds of reports and the ability to create custom queries.

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District Administration

With ClearTrack, district administrators benefit from advanced security features, including SSL encryption and customizable access controls. The system allows for granular control over user permissions, as well as the ability to track when finalized IEPs are viewed. Additionally, custom reporting allows districts to extract vital data from the relational database as needed.

Learn why districts are choosing ClearTrack!

Watch our on demand demo.

We’ll give you an overview of Mindex ClearTrack, take you through the platform, and you can even submit questions to the team while you watch!

Automation

Emailing the agenda – System-generated emails are sent with the click of a button.
Automated email notification sent when a new finalized IEP has been created and when new attachment documents are linked to a student.
Data automatically backfills to screens where it is needed for a complete historical overview.
Year-end processing can be used to prepare the system for the following school year.

Customization

Documents can be easily customized.
Quickview screen can be used to view additional information without leaving current screen.
Questionnaires are form fillable documents (Example: referral forms, functional behavior analysis.
User-defined screens can store miscellaneous information to print in documents.
News alert displays for users to view at login.

Ease-of-Use

Teacher interface module designed for easy IEP development.
Group schedule student meetings/agendas with ease.
Medicaid billing module allows therapists to enter and sign their own session notes easily.

Integration

Seamlessly share data between ClearTrack and RTI Edge at no extra cost.
SMS imports automatically sync demographic data from student systems at no extra cost.
Medicaid component included at no extra cost.
Data conversion from other special education softwares.

Tracking

Progress monitor IEP goals and include student progress graphs with progress reports.
Progress report status allows users to see which progress notes are complete (and not).
Track IEP viewing for each staff member, even when viewing the IEP from an SMS.
District board of education members can view student IEPs.
Complete data warehouse verification screens and reports allow users to easily create extracts, and verify and correct data entry errors.
Enter, sign, and track Medicaid supervision documentation.
Provides “checks & balances” that prevent districts from submitting and receiving payment for invalid Medicaid claims.
Statistical reports – examples include classification changes, results of new referrals, monthly referral statistic summary.
Each data entry screen contains modification history.
Delete log allows users to view records that have been removed from the database.
Summary screens display all student information for that area, such as a meeting summary screen that will display all the meetings the student has had over the years. Summary screens also exist for services, goals, test accommodations, etc.

Security

Edit own security can be set up on all IEP sections.
Customized security per individual user.

Support

Exceptional vendor customer service.
Local affiliation with your BOCES Regional Information Center.

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Like what you've read?

Schedule a personalized live demo specifically tailored to meet your unique requirements.

Along with substantial savings, your entire district can take advantage of excellent benefits including powerful reporting, timely regulatory compliance, extensive reimbursement modules, and automated data integration.

250 Alexander Street
Rochester, NY 14607

(585) 424-3590
(585) 437-0020

Mindex ClearTrack™

Leading the way as the best serviced K-12 Special Education (SPED) Management System in New York State

SPECIAL EDUCATION, SIMPLIFIED.

The ClearTrack Difference

Trusted. Flexible. Unmatched.

NY-Focused

Well Architected

Medicaid Included

Looking for substantial savings?

Fully integrated solution means your district can save in several ways:

ABOUT CLEARTRACK

Key Features

Our user-friendly and flexible system helps districts effectively manage the complexities of special education services.

Customizable Security

Compliant IEPs & Templates

Secure IEP Sharing

Medicaid Integration

Comprehensive Reporting

STAC Tracking

Seamless Data Integration

Support for Other Populations

More than an IEP generator!

A complete special education management system makes it easy for districts to manage New York State Data Warehouse reporting, Medicaid claims, BOCES integration/collaboration on student IEPs and much more.