Set the effective period
Record the start and end dates so schedules, services, and reports use the requirement active on the date of care.
Caseload and service plans
Know what each student is due and what has been delivered.
Keep current service requirements, plan dates, completed minutes, remaining minutes, due work, and earlier plan versions together for each student.
Caseload today3 items need attention
- ST-014120 minutes remainFour school weeks remainOn track
- ST-022Progress report due FridayOne draft note remainsDue soon
- ST-031Plan change starts MondayReview future schedule blocksReview
Start with today
See which students and tasks need your attention.
Open the caseload to see plan dates, service pace, missed-service follow-up, COTA reviews, unfinished notes, and upcoming reports in one attention list.
Open a student to see the current service plan, completed and remaining minutes, accepted schedule, documentation, review tasks, and due dates behind that work.
Service-plan record
Keep the current service requirement and every earlier plan version.
Each version keeps the dates and details that governed care during that period.
Describe what must be delivered
Keep frequency, session length, delivery method, provider type, group size, location, and service wording together.
Add availability and no-pull times
Connect the plan to the school-day windows the schedule may use. The clinician still reviews whether each time supports the student.
Keep earlier versions intact
A new plan applies from its effective date forward. Earlier sessions remain connected to the plan that governed them.
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 week
- An absence, plan amendment, unfinished note, or unavailable time
Remaining minutes do not always mean a student is behind. Compare completed minutes with what should be complete today, then review the school days and available sessions left.
When a service plan changes
Update the plan and keep earlier sessions intact.
The new version applies from its effective date forward. Completed work keeps the service details that were active at the time.
End the earlier plan on the correct date
Confirm the last day the previous plan applied so earlier sessions keep the right requirement.
Add the new plan and services
Enter the new dates, frequency, provider requirements, and group limits instead of overwriting history.
Check future schedule blocks
Review every scheduled service on or after the new effective date and update the draft where needed.
Correct an error and keep the history
If an earlier session was entered incorrectly, use the documented correction steps. The plan that governed that session remains unchanged.
A workable weekly review
Review due work, service pace, documentation, and plan dates together.
Review students and tasks that need attention
Check service pace, plan dates, unfinished notes, COTA reviews, missed-service follow-up, and reports or consultations due soon.
Finish the service record
Record attendance, minutes, student response, and any goal observation while the service is still fresh.
Review the schedule draft
Check unscheduled services, groups, travel, locked commitments, and plan dates before an authorized clinician accepts a replacement week.
Complete the source records
Finish notes and required review, compare goal observations, write the clinical summary, and finalize the report when it is ready.
The School OT and district systems
Keep the weekly caseload record ready for your district process.
Your district still determines the official record, required note elements, retention rules, and whether identified student information may be entered.
Plans, due work, minutes, and history
- Versioned service plans and requirements
- Required, completed, and remaining minutes
- Due dates and follow-up work
- Connected schedule, documentation, review, and report records
Official records and local rules
- Where IEPs and clinical documentation must be stored
- How absences and makeup services are handled
- Local documentation and supervision requirements
- Which agreements and authorization apply to identified records
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 delivered minutes?
Check that the session is finalized, attached to the correct requirement, has an attendance result that counts under the workspace rule, and includes credited minutes. Work waiting for required review does 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 requirement that applied when they occurred.
What if the accepted schedule and current plan do not match?
Review future blocks affected by the plan change, create or edit a 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.
Start with one student
See what is due and how many service minutes remain.
Build the first caseload record before bringing over the rest of your students.