Each clinician sees the students they are responsible for. Supervisors retain the oversight their role requires.
Manage your school-based
OT caseload.
See what is due, build your weekly schedule, document care, and track completed service minutes.
Monday, August 17
Your weekly schedule.
Service minutes on track91%Up 6% since Monday
Sessions this week2318 documented
Open tasks3Two plans, one review
Open tasks4 items
- Maya R. needs a make-up session120 minutes remain · 18 school days leftAt risk
- Noah K. has a progress report dueDue Friday · 2 goals need an updateDue soon
- One COTA note is readySubmitted by Jordan Lee · 36 minutes agoReview
- Plan review starts next weekOne service statement needs confirmationPrepare
Next sessionsToday
Maya R.30 min · North Elementary
Eli T. + Noah K.30 min · OT group
Plan reviewST-008 · due Friday
Maya R.30 min · make-up
August 17–21 · Week A
Schedule draft
✓
92% of service blocks placedTwo conflicts need your decision. Nothing changes until you accept this draft.
Draft v38 AM9 AM10 AM11 AM12 PM
Mon 17
9:00Maya R.30 min · North Elementary
Tue 18
10:00Eli T. + Noah K.30 min · OT group
Wed 19
8:30Plan reviewST-008 · due Friday
Thu 20
11:15Maya R.30 min · make-up
Fri 21
9:45Eli T.30 min · North Elementary
18 active students
Caseload
StudentService periodProgressStatus
MMaya R.Grade 3300 / 420 minCurrent IEP term71%at risk
EEli T.Grade 5390 / 420 minCurrent IEP term93%on track
NNoah K.Grade 1240 / 300 minCurrent IEP term80%watch
OTR review queue · 1 ready
OTR review
Session note
Practiced opening lunch containers and organizing materials. Maya completed four of five steps with one visual cue.
- Attendance
- Attended
- Minutes
- 30
- Service
- Individual OT
Request changesApprove session
1 of 4
See today’s schedule and tasks.
Service risk, deadlines, unfinished notes, and OTR reviews sit beside the week they affect.
01Service plans
02School-day constraints
03OTR + COTA review
04Goal evidence
05Makeup planning
06Portable reports
Service plans and completed services
Connect service plans, schedules, and completed services. Keep required and delivered minutes together.
There is no hand-built bridge between the IEP service statement, the calendar, and the minutes you report later.
1active service plan
New dates and services never erase the version that came before.
11scheduling rules checked
Student and provider time, restrictions, assignments, credentials, grouping, travel, locks, plan dates, conflicts, and A/B weeks stay visible.
0automatic schedule changes
A new schedule stays a draft until an authorized clinician accepts it.
Everycompleted service minute tracked
Only completed services update delivered minutes.
Caseload workflow
Stop rebuilding the same caseload in different tools.
The current service plan drives the draft schedule. The completed session updates the service pace. Goal observations and consult follow-ups stay with the same student record.
View the productService plan · ST-014
120 minutes remain
300 delivered420 requiredAt risk
18 school days remain. The pace marker shows where service should be today.
Schedule draft · Week A
Two schedule conflicts need review
- Tuesday, 9:00Open block at North ElementaryBest fit
- Thursday, 1:15Campus transition needs 15 more minutesConflict
The draft explains what fit, what did not, and why.
COTA session · ready for review
Pending review minutes are not counted yet.
Practiced opening lunch containers and organizing materials. Four of five steps completed with one visual cue.
Service tracking
See when a student is falling behind on services.
The School OT puts the next decision where you can see it and leaves clinical judgment with the clinician.
See features for solo OTsOTR + COTA
Review COTA services with the full student record.
The note, attendance, service requirement, student context, reviewer decision, and final minutes stay connected. You choose whether review is required, sampled, or optional.
Jordan Lee, COTASession submitted→Avery Reed, OTRReview and decision→Service minutesMinutes completed
Open the session, current requirement, attendance, minutes, and student record without chasing a separate message.
Strict review is the default. Any change to the policy belongs to the workspace owner and enters the audit history.
Build a schedule around the school day.
Draft around availability, no-pull windows, provider credentials, groups, campus travel, locked blocks, plan dates, and A/B weeks.
Document group services in one record.
Share the service context while attendance, credited minutes, and student response remain individual.
Create progress reports from recorded goal observations.
Keep goal observations, consultations, and follow-up dates close enough to explain every summary.
Spreadsheet comparison
Keep plans, schedules, services, and reports connected.
A change to a plan, schedule, session status, or review decision should carry through the rest of the record without another reconciliation pass.
CapabilitySpreadsheet + calendarThe School OT
Service plan historyManual✓Included
Weekly schedule uses school-day rulesNo✓Included
Draft, accept, and restore schedulesNo✓Included
Completed services update delivered minutesManual✓After completion
Goal observations and progress reportsSeparate sheets✓Connected and exportable
Consult follow-up remindersAnother list✓Included
Configurable COTA reviewSeparate process✓Included
Student assignments limit accessFile-level sharing✓Access by assigned student
Pricing
Solo costs $15 a month.
Solo includes service-minute tracking, schedule drafts, documentation, progress reports, imports, and exports. Team adds shared assignments and COTA review.
Start 30 days freeCompare plansNo card required. You will see your plan terms before paid billing begins.
FAQ
What school-based OTs usually ask first.
Can I use it without a COTA?
Yes. Solo includes the full clinical workspace for one OTR.
Does the scheduler change my calendar automatically?
No. It creates a versioned draft, explains conflicts, and waits for an authorized clinician to accept it. The earlier accepted version can be restored.
Does it write clinical notes for me?
No. Documentation is clinician-written. The product handles the surrounding record and never makes a clinical decision for you.
Can clinicians see student names?
Yes. Authorized workspace members see encrypted student names and the record details permitted by their role and assignments. Production use still depends on the release gates and customer agreements described in Security.
Can I bring an existing caseload?
Yes. Download the CSV template, validate up to 500 rows, review every error, and only then commit the import.
Create your workspace
Start with a clear schedule and task list.
Create a blank workspace, add one student, and view the schedule and service record.