Caseload Challenge

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Woohoo! Who’s ready for a caseload management party?

Caseload management might be a boring and painfully tedious set of tasks for some SLPs, but it isn’t for you! Especially since you have SLP Now by your side!

By taking a few hours to set up your caseload, you will be setting yourself up for success.

  • You won’t have to stress about progress reports. (All the data is there!)
  • You won’t have to wonder if you’re making a difference. (Those graphs!)
  • You won’t have piles of paper, sticky notes, and gum wrappers to shuffle through.
  • You will have all of the tools you need to “work smarter” and manage your caseload with grace.

Let’s get started, shall we?! Use the roadmap below to keep track of your progress.

🎁 You’ll receive a special gift once you complete the setup! 🎁
Be sure to click the checkmarks (in the circles on the right) to track of your progress and unlock your prize.

Step 1: Add Your Students

Let’s add some students to our caseload!

Here’s how to add one student:

  1. Click on the “Caseload” tab.
  2. Click the “Add Student” button (on the top right).
  3. Enter your student’s information.
  4. Click the “Add Student” button on the top right.

Here’s an explanation of the different fields:

TIP: Save yourself some time by importing your students.

Here’s how to import your entire caseload:

  1. Click on the “Caseload” tab.
  2. Click the “Import” button on the top right.
  3. Click “this template” to download the template.
  4. Paste in your students’ information. (Be sure to not delete or change the headings of any columns.)
  5. Drag and drop your file into the dotted lines on the Import page (or double click to upload the file from your finder).
  6. Refresh the page once the import is complete.

Step 2: Add Your Goals

Once you have your list of students, you will want to add their goals.

  1. Click on a student’s name on the Caseload page.
  2. Click the “Add Goal” button.
  3. Enter your goal.
    • Option 1: Search the goal templates to quickly enter a goal.
    • Option 2: Copy and paste the goal from your IEP. Press Enter to save the goal.
  4. Click “Save” to save your changes.

Voila! Your caseload is ready to go!

Step 3: Create Your Schedule

Here’s how to create your schedule:

  1. Click on the “Planner” tab.
  2. Click on the “Add Session” button.
  3. Enter your session details.
    • Title: Include a brief description of the group (e.g., 3rd Grade Language).
    • Activity: Leave this blank if you plan on setting up repeating/recurring sessions. If not, enter the activity that you have planned for the session.
    • Type: This defaults to “Therapy”, but you can also schedule in time for paperwork or meetings!
    • Start/End Time: Enter the times you’d like to start and end therapy.
  4. Click on the “Student” field and select your student from the list.
  5. Click “Add Student” once you select your student. Repeat for the remaining group members.

Here’s where the magic happens… Your student’s goals “automagically” appear!

Repeat this process until your schedule is complete!

 

Tip #1: Recurring/Repeating Sessions

If you don’t want to set up your schedule every week, you will love the recurring session feature! You can set a session to repeat daily, weekly, or monthly by selecting an option under the “Repeat” dropdown menu.

Tip #2: Scheduling Party

If creating your schedule is overwhelming, you might want to consider a scheduling party. It is my favorite way to schedule, and I’ve seen it work for a number of SLPs!

Step 4: Plan Your First Week

You are almost ready to go! Your sessions are scheduled. Now we just need to figure out one last thing before the students start running in… What are we going to do?!

You already have a fabulous start. You know which goals you will be targeting, which is 83% of the equation. (Yup, that’s a very technical number there.)

Now, we just need to figure out the “glue” of the session. Will you be reading a book to target the students’ goals? Will you be using a reading passage from the classroom? Or will you be collecting baseline data?

Whatever it is, add in a quick note! Your brain will thank you come Monday morning.

  1. Click on any session in your Planner.
  2. Type in the activity in the “Activity” box. You can also add additional notes in the “Note” box below.
  3. Click “Save” to save your changes.
  4. Repeat for all sessions.

Step 5: Take Some Data

It’s here… Monday morning and you’re feeling great! You just had your first session, and it went really well. Let’s enter that data, shall we?

  1. Click on the session of your choice.
  2. Click the “Attendance” toggle to mark students who attended the session.
  3. Click the white “Data Collection” button to take data in real-time or manually enter the accuracy for each goal targeted.
    • Accuracy: Enter your probe data here.
    • Accuracy with Support: Enter the accuracy that the student achieved when given the level of support that you described.
    • Level of Support: Describe the level of support that you provided (e.g., verbal cues).
  4. Click on “Load Template” to generate a Medicaid-friendly summary of your session. Feel free to add your own notes here too!
  5. Click on the “Save” button to save your changes.

You are DONE!

Here’s a quick peek at how I collected data for a session using the Data Collection button:

BONUS: If you want quick access to the session summary, click the clipboard next to your student’s name on the dashboard. You can then paste the note into your billing software (Control/Command + V)! How easy is that?!

Step 6: Review Student Progress

One of the best parts of SLP Now is the ability to quickly and easily review student progress. Look at that graph! SLP Now ”auto-magically” makes it for you! If that doesn’t give you heart eyes…

To view your own graphs…

  1. Click on the “Caseload” tab.
  2. Click on a student’s name.
  3. Check out that graph!

You can also mark the goal as “Mastered” in this view.

Why mark goals as mastered? You will be able to see which goals are mastered when viewing your sessions in the Planner. (I don’t know about you, but I sometimes lose track of which goals are mastered or not…! This will help us prioritize and spend time on the goals that need the most attention.)

Why graph progress? Being able to spot trends in a student’s progress give us the tools that we can use to troubleshoot and provide more effective services.

What is a goal line? The graph also includes a goal line (based on the student’s baseline and goal accuracy), making it easy to identify students who aren’t making adequate progress. Ideally, a student’s accuracy will be on or above the goal line.