Productivity Hacks for Occupational Therapists | The OT Toolbox

Productivity Hacks for Occupational Therapists

School based Occupational Therapists are busy bees!  The jobs of a school based OT are many: supporting academic, lunchtime success, development of skills needed throughout the day, social skills development, math, reading and writing (i.e., literacy), behavior management, recess participation, participation in sports, organization and executive functioning skills, self-help skills, prevocational/ vocational participation, transportation, and more.

One of the biggest strategies to improve productivity is organization for the school based occupational therapist.  The ideas listed below are designed to help with organization in order to help the school based OT through their day.

Most school based OTs have a full caseload that involves several or many school buildings within a school district and/or a variety of school districts.  Each building has it's own schedule, lunch times, special events, and holidays that must be tracked.

Within each building, the students who receive therapy services have a schedule of classes, special scheduling needs, and teacher preferences that require specific scheduled OT treatment timing.  parents, school principals, and other professionals have input into therapy scheduling as well.

Scheduling for the school based OT is a yearly nightmare of charts, calendars, lists, erasers, and crumbled papers.

Once schedules are finished, it's time to begin treatment as each week and month brings new intervention minute requirements.  However, there are school delays, special assemblies, and sick kids to keep in mind.  Fitting make-up times into those already jammed schedules is a continual round of nightmares!

Some school based OTs are lucky to have a designated space to house all of their supplies, tools, charting, and supplies.  Others need to cart their intervention from school to school and work from the trunk of their vehicle as they think ahead to the needs of that particular day's student needs.  Then they drop their supplies at a hidden desk in the stairwell and make their way through the schedule, pushing into classrooms, intervening in gym class, or addressing needs in the lunchroom or playground.

The school based OT's day is never the same and always changing.

With all of these scheduling, planning, equipment, and space issues that interfere with productivity standards, any hack that makes us more organized can help!

These tools for productivity may help keep the school based OT organized and on track for a successful school year..  They are intervention strategies, productivity ideas, and generally tricks to help the school based OT get through their day in an easier way.


School based Occupational Therapists can use these productivity hacks to help with organization and productivity during the school day when treating students in the school environment.



Tools for Getting Organized as a School Based OT

Affiliate links are included in this post. 

Organization Tricks for the School Based OT A therapist who travels from classroom to classroom or building to building needs to stay organized! Try these tricks to stay sane.

Use Google Drive to create folders for each student as a way for  students would save multiple documents to a folder in Google Drive.

Create an organized caseload list and adjust to fit workload with time for consult services.

Create tracking tools for therapy attendance, contact information, assessment dates, consult records, daily and weekly schedules, school contact information (secretaries, teacher extension numbers and emails), equipment records, data sheets, goal sheets, etc.  Use Google Docs to create record sheets that meet specific needs.

These Google Sheets Caseload Management, Lesson Planning, and Data collection were made for SLP, but they could work for the OT, too. 


Printable Sheets for the School Based OT:

Create a file of regularly used printable sheets like:
Back to School OT Folder Covers (free download)
The Therapy Planner with tracking sheets, schedules, note pages, treatment planners, calendars, planning templates, IEP trackers, and more. 
Visual Processing Problems School Checklist
Occupational Therapy Tool: Perception, Executive Function, Motor Control (free download)
Parent/Therapist Communication Log (free download)
End of the Year Parent Letter (free download)



Tools for help the school based Occupational Therapist with monitoring goal achievement:

Using Rubrics to Monitor Outcomes in Occupational Therapy  Improve Critical Thinking and Clinical Reasoning by Adding Rubrics to Assess Goal Progress with this book to improve data collection methods and documentation style with teachers in order to enable concise development of the IEP and goals targeted toward the student’s individual needs.  The book provides rubrics but also shows how to design your own for improved organization planning and data collection. When annual review time comes around, goal progress is also easy to report.

The Therapy Planner is a tool that can be printed and used year after year to track progress.


Sensory Strategies for the School Based Occupational Therapist:


Provide parents, teachers, and paraprofessionals with this Sensory Processing Disorder information packet (free printable)

A Buffet of Sensory Interventions provides solutions for older children in middle school and high school age ranges.  The book emphasizes the importance of fostering independence, self-advocacy and self-regulation in a period of growth that transitions into adulthood. 

Free Sensorimotor Classroom Activities (free printable)


Handwriting Tools for the School Based Occupational Therapist:

Handwriting Speed Norms by Grade Level

Keyboarding Speed Norms

The Ultimate Free List of Printable Adaptive Paper

Google Chrome Extensions for Struggling and Special Needs Students

Activities for Handwriting Problems- Tons of creative ideas to work on handwriting skills 


Additional Information for the School Based OT:


Check out all of the resources on our School Based OT Pinterest board.  There are a ton of intervention strategies, tools for getting organized, and more. 

School Based OT Resources from AOTA

Productivity Tricks for the School Based OT on scheduling from Tx Source


Understand the Special Education Process (Go To For OT)

Caseload to Workload from AOTA

So many school based OTs have purchased and used the Printable Therapy Planner.  It's back for the new school year and for a limited time, is bundled in a can't-be-beat package of school-based therapy tools:





The Back to School Bundle will include:
  • Wiggle Worms: A Guide to Alternative Seating for the Classroom (ebook)
  • The Inspired Treehouse Printable Therapy Planner (digital download)
  • Creative Pediatric Treatment Strategies Based on the Evidence (webinar)
These three products together would regularly cost $62.97, For one week only (8/15 through 8/21), the bundle will be only $34.99!


The printable planner includes:
-Data collection sheet
-Monthly attendance log
-MFE/IEP date tracker
-Daily and weekly schedule formats
-Monthly and weekly calendars
-To do lists
-Equipment order list
-Therapy supplies inventory
-Home exercise sheet
-Classroom suggestion sheet
-Treatment planning form
-Blank notes pages
-Student information sheet
-Caseload tracker
-Family contact form

The planner, webinar, and alternative seating guide are perfect tools for the school based OT's productive and organized days in the classroom.


SPECIAL BONUS: If you order the school based OT bundle listed above through this link or the links in this post, let me know at theottoolbox@gmail.com.  I will send you a special bonus offer of 31 printable pages that can be used by the school based OT.  These include:
Cursive writing letter order
Cursive handwriting practice ideas
Fall Sensory Experiences activity guide
Fine Motor Skills needed in the classroom
Playdough Fine Motor Activity
Shoe Tying Step by Step
Visual Processing Problems Checklist
Farm Themed Brain Breaks
Bear Themed Brain Breaks
Calm Down Strategies for the Classroom
Free Classroom Sensory Motor Ideas
Strategies to Help with Impulse Control in the Classroom
Sensory Coping Strategies
Keyboarding Club Guide
Pre-Writing Skills in Preschool
Dinosaur Visual Perception Sheet
Monkey Visual Perception Sheet

These include free and for-sale items bundled in a digital PDF format that can be printed off and added to a file folder to be pulled out and easily used or distributed to teachers and parents. 

Remember: First,  Buy the Back to School Bundle HERE
Then email Colleen at theottoolbox@gmail.com and I will email you the School Based OT Handouts.  Be sure to let me know your email address when you email me so I can confirm your purchase.

School based Occupational Therapists can use these productivity hacks to help with organization and productivity during the school day when treating students in the school environment.

Working on Handwriting?