End the earlier plan on the correct date
Confirm the last day the previous plan applied so earlier sessions keep the right service details.
Your caseload, week by week
Know what is due. Build the week. Document the work.
The School OT keeps each student’s service plan, required minutes, schedule, sessions, and progress reports together, so you do not have to compare a spreadsheet, calendar, and unfinished-note list.
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
Start with today
See which students and tasks need your attention.
A student’s service plan changes, but the old calendar block is still there. A missed session needs follow-up. A COTA note is waiting for review. A progress report is due next week. When each item lives in a different tool, it is easy to miss what changed.
The School OT brings the current plan, required and completed minutes, scheduled sessions, unfinished documentation, review tasks, and due dates into one caseload view.
One connected workflow
Move from the service plan to the progress report without entering the same information again.
Each step uses the student information and service details already recorded in the workspace.
- 01
Add the current service plan
Enter the plan dates and each service requirement, including frequency, session length, delivery method, provider type, group size, and location. When the plan changes, the earlier version stays in history.
- 02
See required, completed, and remaining minutes
The School OT calculates the minutes expected for each service period and shows what has already been completed. You can see who is on track and who may need follow-up.
- 03
Build a schedule around the school day
Create a draft using student availability, no-pull times, provider schedules, groups, travel time, plan dates, and A/B weeks. Anything that does not fit stays visible for your review.
- 04
Document the completed session
Open the scheduled session, mark attendance, record minutes, and add each student’s response. Group details can be entered once while attendance and responses stay individual.
- 05
Complete OTR review when required
COTA documentation moves to the OTR review queue based on the workspace policy. Minutes that require approval do not count as completed until the review is finished.
- 06
Prepare progress reports from recorded work
Review the reporting period, goal observations, completed sessions, attendance, and consultation notes. You write the clinical summary and decide when the report is final.
When a service plan changes
Update the plan without changing earlier sessions.
The new plan applies from its effective date forward. Services already completed stay connected to the plan that was active at the time.
Add the new plan and services
Enter the new dates, frequency, provider requirements, and group limits instead of copying details that may no longer apply.
Check future schedule blocks
Review every scheduled service on or after the new effective date and update the week where needed.
Correct errors without erasing history
If an earlier session was entered incorrectly, void it with a reason and create the corrected record through the normal documentation process.
Service-minute example
Know whether a student is on track before the service period ends.
ST-014 receives 30 minutes each week for ten weeks. At the end of week six, 180 minutes are complete. The School OT shows 300 minutes required, 180 delivered, and 120 remaining.
- Status today
- On track
- Minutes remaining
- 120 minutes
- Next question
- Do the remaining four sessions fit before the plan period ends?
- What may change the plan
- An absence, plan amendment, unfinished note, or unavailable time
Remaining minutes do not always mean a student is behind. Compare completed minutes with where the student should be today, then review the school days and available sessions left.
A simpler weekly routine
Open the workspace and know what to do next.
Review students and tasks that need attention
Check for students falling behind, plan dates coming up, unfinished notes, COTA reviews, missed-service follow-up, and reports or consultations due soon.
Finish the session record
Record attendance, minutes, student response, and any goal observation while the session is still fresh. Saved drafts remain on the task list until they are finished.
Review the schedule draft
Check unscheduled services, groups, travel time, locked commitments, and plan dates. The current week does not change until an authorized clinician accepts the new draft.
Finish documentation and review the reporting period
Complete notes and required OTR reviews, compare goal observations, write the clinical summary, and finalize the report when it is ready.
The School OT and district systems
Use The School OT to manage the work between IEP meetings, sessions, and reports.
Your district still decides which system is the official record and which documentation rules apply.
Your day-to-day caseload workflow
- Service-plan versions and required minutes
- Student availability, no-pull times, provider schedules, and travel
- Draft and accepted weekly schedules
- Session documentation, COTA review, goal observations, and consultation follow-up
- Progress reports and permitted exports
Your official record requirements
- Where IEPs and clinical documentation must be stored
- Required note elements, timelines, signatures, and retention
- How absences and makeup services are handled
- Local OTR and COTA supervision requirements
- Whether identified student information may be entered and which agreements apply
Student names appear only in activated workspaces after the applicable agreements are accepted. Product demonstrations and workflow tests use synthetic data.
FAQ
Common questions about service minutes and plan changes.
Why did a completed session not change the delivered minutes?
Check that the session is complete, attached to the correct service, has an attendance result that counts under the workspace rule, and includes credited minutes. A draft or note waiting for required review will not increase the delivered total.
Should I edit the old plan after an amendment?
No. Add a new plan version with the correct effective dates. Earlier sessions remain connected to the plan that applied when they occurred.
What if the accepted schedule and current plan do not match?
Review future blocks affected by the new plan, create or edit a new schedule draft, and have an authorized user accept the replacement week.
Does The School OT decide whether a missed service needs a makeup?
No. It keeps the absence, remaining minutes, available dates, and follow-up task together. The clinician and district decide what action is required.
Try it with one student
See what is due, build a draft week, and document a synthetic session.
Start with one student before bringing over the rest of your caseload.