Second Mile School Therapy
Six apps you'll use week to week, and the workflows that move a session from your calendar to a scored objective to a finished note. Written for the people doing the therapy.
Each app is a station. Jump straight to one from the bar above, or read start to finish once to see how the pieces connect. Every app also has its own in-app help: a "?" button on each screen explains what's on that screen, and each app's Getting Started page is its quick map. This guide is the deeper reference for the work you do across all of them.
You rarely touch just one app for a task. A single session travels across the suite, and each app hands the next one real data rather than making you re-enter it.
Trailmark is the app you'll open the most. It holds every student's goals and IEP cycle, it's where sessions get scored day to day, and it turns those scores into progress you can see.
The Students page is the full caseload, searchable by name or teacher and filterable by district, grade, or teacher. There's no separate "my caseload" view on purpose: a student's file has to be reachable by whoever is covering that day, not just their usual therapist. Open anyone to see their goals and objectives with live progress charts, their IEP cycle if one's on file, imported history from before Trailmark, and any notes or flags.
The Today page shows exactly what needs data collection for the date you pick, and only the session types that require it (direct individual, direct group, RTI speech, RTI motor lab). Consults, meetings, and evaluations are left out automatically, so Today never shows you something you don't need to score.
Trailmark's Today page with a student's objectives ready to score (practice-mode data).
RTI is a short 4–6 week cycle, not year-long work, meant to answer one question: does this student need ongoing therapy or a full evaluation? Each RTI period has a start date, a length, and a discipline. For speech RTI you set a baseline, and Trailmark computes the checkpoint for the window live as baseline plus half the gap to the goal's target (start at 20%, target 80%, and the window's checkpoint is 50%). It's never stored, so fixing a baseline later never leaves a stale number behind. At the end of a period, set the outcome: extend, refer for evaluation, or dismiss.
A student with an open note shows an amber "Note" badge right in the caseload list, so concerns are visible before you even open the file.
Pathfinder is where the schedule lives. Building it is mostly admin work, but as a therapist you'll live in your week here: seeing your sessions, keeping the record honest when a day doesn't go to plan, and blocking time that pulls you off the schedule.
Your sessions sit on the weekly grid by day and time. Each one carries its therapy type, session type, and the students in it. This is the same schedule that feeds your Trailmark Today list and your Ledger timesheet, so what's here is the source of truth everywhere else.
Sessions are assumed to have happened unless you say otherwise. For a past session, use Log exception to mark individual students absent with a reason, or cancel the whole session. When a whole school day is lost to a snow day or closure, use Cancel day under that date's header and every session that day is marked cancelled at once.
Exceptions are what keep compliance honest. Compliance is measured against what was actually delivered, not what was scheduled, so an absence you never logged reads as a session that happened.
The purple Block button in a column header adds a therapist time block for an evaluation, an IEP meeting, or anything else that takes you off the schedule without pulling a student. Blocks can be one-time or recurring, and every scheduling path respects them exactly like a real session.
If a student's availability changes, open the session and click Move next to their name. You'll get ranked suggestions, both existing sessions with room and open slots, scored on classroom, grade, and matching goals. Pick one and the student is pulled from the old session and placed in the new one in a single step.
A therapist's weekly grid in Pathfinder with a session open (practice-mode data).
Spark is a library of therapy activities matched to what a student is actually working on. You'll usually meet it without opening it, right inside a Trailmark session, but the library itself lives here.
Inside a live Trailmark session, Spark surfaces ranked activity suggestions automatically for the student in front of you. Want to browse the same matches on their own? Open Spark's Suggest Activities, search a student and a discipline, and see the ranked list without being mid-session.
An activity is scored against a student's active, not-yet-achieved objectives. Discipline and goal area have to match; position (initial, medial, final, phrase, sentence, conversation) is a bonus when it lines up; group-friendly activities rank higher for group sessions; and anything used in the last few sessions is pushed down so the same three ideas don't resurface every time.
In Activity Library you can add an activity and tag it by discipline, goal area, and position. It becomes suggestible to everyone else once a supervisor approves it, so the shared library stays trustworthy.
Because matching leans on a student's objectives, the better your goal areas are set in Trailmark, the sharper Spark's suggestions get.
Most of Ledger is for finance, but every therapist uses My Timesheet. Your scheduled direct sessions flow in on their own; the timesheet is for everything else you do.
Progress notes, unscheduled consultations, documentation, SNOW DAY, L-10 and company meetings, anything not on your regular Pathfinder schedule. Direct sessions from your schedule sync in automatically and can't be edited here; if a scheduled session needs changing, that happens in Pathfinder.
The Log Unscheduled Time form lines up like a spreadsheet row, the same shape you're used to: district, site, date, service, hours, students, and notes across a single line. Fill it in, add it as a Draft while it's still editable, then Submit to lock it for billing. Logging a group? Add more than one student and each is credited the full time, not a divided share; it shows on the invoice as one line with everyone named.
Use Preview / Print to see your whole month in the familiar timesheet layout, ready to print or save as a PDF. Download CSV gives you the same month as a spreadsheet file.
Select "SNOW DAY" as the service type on a day your assigned district cancels school entirely. It pays a flat $110/day, capped at 8 per school year (Aug 1–Jul 31). A running count appears once you've used any, turning amber at 6 and red at the cap. You can still bill documentation done that same day at that same district and keep the snow-day pay, but you can't claim a snow day while serving a different district that day.
The weekly L-10 and the Monthly Company-Wide Meeting both pay a flat $25/hour for the actual time you attend. Mileage is one entry per trip, one-way, to the district only. The Pay column always uses the government rate in effect on the trip date, not whatever add-on a specific district's contract allows, that add-on stays with the company.
The full-width My Timesheet with the single-row entry form and month table (practice-mode data).
Basecamp pulls the pieces into one view: what today looks like, what's been asked of you, and a student's whole story across every discipline.
Today's schedule from Pathfinder, any service requests routed to you, a running summary of what you've logged in Ledger this month, and, when there's something outstanding, a My To-Dos card. A to-do only appears here if someone (usually your team or group leader) assigned it to you with a due date. Check it off here when it's done and the exact completion time is recorded.
Search a student and see every active goal across every discipline side by side, plus their full RTI history if there is one, baseline, current performance, the computed checkpoint, and the target. This is where the continue-versus-refer conversation gets its evidence in one place.
Basecamp's My Day with the schedule, hours, and My To-Dos cards (practice-mode data).
Scribe generates the written documentation that goes with the therapy, progress notes, RTI updates, session notes, evaluation sections, built from the data you actually collected in Trailmark rather than invented from nothing.
The quarterly workflow: pick a date range and select students (a badge flags anyone whose last note is over 90 days old or was never generated), set the verbosity and technicality, and generate a batch. Each note is grounded in that student's real session scores and objective progress for the period.
A similar workflow sized to a 4–6 week window instead of a quarter. One update covers baseline, current performance, the checkpoint, and a plain continue / extend / refer recommendation, written to be shared with both the intervention team and parents as a single document.
Session Notes is for a single on-demand note (a Medicaid billing entry, a specific parent request), not a period summary. Writing Samples lets you add a handful of your own past writing so generated text matches your natural tone and phrasing, it shapes how something reads, not what gets reported.
Because every note is built from your Trailmark scores, the more consistently you log sessions, the less editing a generated note needs.