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Spotsylvania County Public Schools

Case Study

At a Glance:

Fredericksburg, VA
preK-12 Enrollment

Frontline Solutions Used:

Frontline School Health Management, EHR & School Nursing Management, including the Health Portal Add-On
Frontline Medicaid & Service Management
Frontline Special Programs Management
Frontline Recruiting & Hiring

Spotsylvania County Public Schools

Together, Spotsylvania County Public Schools (SCPS) staff, families, and community partners prepare children for the future. SCPS wants every student to develop the knowledge and skills relevant to their future aspirations and dreams. Even as the district makes significant strides, they are always focused on continuous improvement.

Challenge Spotsylvania County Public Schools

The Challenge:

In a district with over 23,000 students on 30 different campuses, the challenge of maintaining accurate records is immense. While school leaders, teachers, and support staff focus on academic progress, it’s up to the school nurses to monitor student health. Alejandra Wilmer, Director of Health Services for Spotsylvania County Public Schools, knew it was time to replace the outdated health tracking system.

The system nurses were using wasn’t set up to track individual student data, even events as simple as regular hearing and vision screenings. When a new crop of kindergarteners enrolled every fall, nurses had to make spreadsheets by hand, listing which students needed to be screened. They followed the same process when older students transitioned to middle or high school.

Medicaid billing was done by hand, managed by a single specialist. As diligently as she worked, written plans of care weren’t always available, and sometimes things fell through the cracks. She often had to track down records all over the district. Clearly, time could be better spent helping children instead of making lists or searching for documents.

“It was kind of like having an iPhone 4 when we’re on iPhone 10.”

Alex Wilmer, Director of Health Services

Solution Spotsylvania Public Schools

The Solution:

“We use Frontline to document, put in all our medications, track our inventory of medications—pretty much everything. It automatically picks up how many students each nurse needs to screen. We rely on the reports for immunizations, we use the letters, we use everything under the School Health Management system. We don’t use paper in any way.”

Alex Wilmer

In the past, users had three different and separate programs to work with—electronic health records, reports, and Medicaid billing. With Frontline, everything is accessible with a single login. Nurses can see student records, run reports, and document every student interaction. Medicaid billing is automatically linked. The quality of care plans, tracking, and reports have improved significantly. No handwritten lists or records needed.

In addition, Frontline integrates with the Virginia Immunization Information System (VIIS), a statewide registry system for immunization records. It helps the school nurses ensure student vaccinations are up to date in advance, so students don’t have to miss school days. While COVID vaccines are not required, parents appreciate that access to those records allows children to avoid quarantine.

Results Spotsylvania County Public Schools

The Results:

Because they had to maintain HIPAA and FERPA, it just wasn’t a thing to take home children’s information in the past. When COVID-19 showed up unexpectedly, school districts had to rethink how they managed student health records. Fortunately, nurses found they could access records from home. They could monitor student immunizations and run reports. Parents could be contacted by phone or email, and documentation of each conversation uploaded into the system. That access alone was a major benefit of the EHR and Nursing Management System.

When SCPS added Frontline Medicaid Billing and Service Management software, the Medicaid specialist was thrilled because her job got so much easier! As soon as a student’s IEP is finalized, a plan of care is created in the Frontline program. A nurse enters the medical problem, procedures, and medication schedule. Nothing is left to chance. Billing can be done at the front end; no sleuthing required.

And that’s not all. Using Frontline Medicaid Billing and Service Management saves the billing specialist at least 15 to 20 hours a week. No surprise—Medicaid reimbursement has increased substantially because of the new system.


“It’s been a huge change since the RNs automatically bill for every daily med and every daily procedure, which is much more efficient than at the end of the year.”

Alex Wilmer



About Frontline Education

Frontline Education is a leading provider of school administration software, empowering strategic K-12 leaders with the right tools, data and insights to proactively manage human capital, business operations, student information and special education.

Educational organizations representing over 80,000 schools and millions of educators, administrators and support personnel have partnered with Frontline Education in their efforts to develop the next generation of learners. Frontline is dedicated to driving engagement across K-12 school systems and supporting the continuous improvement of employee effectiveness and efficiency with solutions for proactive recruiting and hiring, absence and time, professional growth, student information systems, special education, school health management, payroll, benefits and financial management.

Frontline Education corporate headquarters are in Malvern, PA, with offices in Roseville, CA; Salinas, CA; Andover, MA; Walled Lake, MI; Rockville Centre, NY; Williamsville, NY; Brecksville, OH and Austin, TX.

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