Making the Most Out of Occupational Therapy Schedules

Help Your Occupational Therapists Do What They Do More Efficiently

As a special education administrator, you oversee a multitude of moving parts: people, programs, paperwork. Staying on top of the details, especially those that impact your budget the most, can be very challenging.

occupational therapy scheduleOne of your greatest challenges is making sure your occupational therapists’ (OT) schedules are set up for maximum productivity.

The Bureau of Labor Statistics expects occupational therapy jobs to grow 24% by 2026, with at least 10% of OTs working in schools.

When it comes to your district’s current and potential therapists, how can you figure out which ones are pulling their weight and which ones aren’t? Are your most vocal, “overloaded” therapists really in need of help, or does something else need to change?

There’s one quick and easy way to find out: Look at their schedules.

Evaluating therapists’ schedules takes a little know-how. As a co-founder and managing partner of PTS, Inc., I can tell you where to start.

(By the way, I’m not trying to “pick on” occupational therapists! These guidelines will work just as well for reviewing the schedules your physical, speech, and other therapists follow, too.)

Make Sure Schedules Account for Every Time Slot

When you request a copy of your occupational therapy team’s schedule, you’ll need to give some guidance on what information therapists should provide. If you don’t, you’ll get a simplified list of which buildings they serve on which days. You’re going to need more detail than that.

Ask for a weekly schedule that looks like this one. Note how it accounts for every time slot in the day:

occupational therapy schedule

You’ll want therapists to enter students’ names in each scheduled treatment slot. Next to each name, they should specify whether the student has individual or group services on her or his Individualized Education Program (IEP); that information will be important later.

If therapists see more than one student during a given time slot, they should list both students’ names in that session.

Therapists should clearly designate any time slots when they’re not working with students as one of the following:

  • Preparing for a therapy session
  • Completing paperwork and documentation
  • Providing consultations and diagnostics
  • Taking care of other required tasks

Evaluate How Many Sessions Therapists Cover Per Day

occupational therapy scheduleLook at the number of occupational therapy sessions in your schools each day instead of asking how many kids are on your therapists’ caseloads. Why? Because one student with significant needs in a multi-disabilities classroom can take as much time to cover as four students in learning support.

On average, a typical occupational therapy schedule can accommodate 12 students per day, versus a physical therapy schedule, which has space for ten. Likewise, a speech therapy schedule can fit 13 to 14 students.

In order to have room in their schedules for diagnostics, consultation, and paperwork, therapists should see some students in small groups rather than all students individually. They should base their decisions about grouping on sound, clinical judgment and student need. Ask your team to put “I” (individual) or “G” (group) next to each name on the schedule based on what the student’s IEP requires, so you will know who could be grouped.

Close Any Scheduling Gaps

Gaps in therapy schedules are big productivity suckers.

Of course, therapists need time for paperwork. But beware of multiple gaps in a single day held open for planning, documentation, and diagnostics. One or two diagnostic blocks in a week should provide plenty of time.

Schedule paperwork, diagnostic, and planning times at the start and end of the day. Then, if contracted, therapists end up needing less time for these tasks, they can come in or leave early, slimming their schedules and saving the district money.

Often, schedule gaps are not therapists’ fault. They arise from a lack of student availability. You may need to advocate for your providers to receive more flexibility from teachers in the building.

Ask the Questions You Need Answered

If you see something that looks amiss in a therapist’s schedule, or if you find some team members are carrying an unfair share of the workload, it’s OK to say something. When you are the person responsible for the budget, optimizing schedules is an important component of fiscal responsibility. Streamlining your providers’ schedules is a great first step toward that goal!

Helping your therapists schedule their time is only one important way to analyze and control the cost of related services in your district. To discover even more methods you can use to make your program more efficient and cost-effective, contact PTS today.

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