Scheduling for school SLPs, OTs and PTs
Put the speech-language pathologists, occupational therapists and physical therapists you send to schools on one schedule. Saving checks every assignment for the right discipline, overlapping shifts, minimum rest and approved time off.
Harbor Therapy Services
Sample department, minimum rest 10 hours
Week of Oct 12
Swipe the board sideways to see the whole week.
| Shift | Mon12 | Tue13 | Wed14 | Thu15 | Fri16 | Sat17 | Sun18 |
|---|---|---|---|---|---|---|---|
| Speech 108:00 to 15:30 | Ellison | Ellison | Ellison | Ellison | Ellison | ||
| Speech 208:00 to 15:30 | Kendrick | Kendrick | Kendrick | Kendrick | Kendrick | ||
| Speech 308:00 to 15:30 | Estrada | Estrada | Estrada | Estrada | Estrada | ||
| Speech 408:00 to 15:30 | Takeda | Takeda | Takeda | Takeda | Takeda | ||
| Speech 508:00 to 15:30 | Boateng | Boateng | Boateng | Boateng | Boateng | ||
| Speech 608:00 to 15:30 | Sokolova | Sokolova | Sokolova | Sokolova | Sokolova | ||
| OT 108:00 to 15:30 | Marchetti | Marchetti | Marchetti | Marchetti | Marchetti | ||
| OT 208:00 to 15:30 | Farouk | Farouk | Farouk | Farouk | Farouk | ||
| OT 308:00 to 15:30 | Ashby | Ashby | Ashby | Ashby | Ashby | ||
| OT 408:00 to 15:30 | Halvorsen | Halvorsen | Halvorsen | Halvorsen | Halvorsen | ||
| PT 108:00 to 15:30 | Pryce | Pryce | Pryce | Pryce | Pryce | ||
| PT 208:00 to 15:30 | Bhatt | Bhatt | Bhatt | Bhatt | Bhatt | ||
| PT 308:00 to 15:30 | Nwosu | Nwosu | Nwosu |
- SLP
- OT
- PT
- Sample names. +1 means the shift ends the next morning.
The shifts in the school therapy template
One school-day shift for each therapist, 08:00 to 15:30, kept by the same person every week.
- Six speech-language pathologists, four occupational therapists and three physical therapists each have their own shift.
- A shift stays with one therapist every week, so each therapist keeps a caseload.
- PT 3 is part time: Monday, Wednesday and Friday. Every other shift runs Monday to Friday.
| Shift | Group | Hours | Who works it |
|---|---|---|---|
| Speech 1 | Speech-language pathologist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| Speech 2 | Speech-language pathologist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| Speech 3 | Speech-language pathologist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| Speech 4 | Speech-language pathologist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| Speech 5 | Speech-language pathologist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| Speech 6 | Speech-language pathologist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| OT 1 | Occupational therapist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| OT 2 | Occupational therapist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| OT 3 | Occupational therapist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| OT 4 | Occupational therapist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| PT 1 | Physical therapist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| PT 2 | Physical therapist | 08:00 to 15:307.5 hours, Monday to Friday | Same person every week |
| PT 3 | Physical therapist | 08:00 to 15:307.5 hours, Monday, Wednesday and Friday | Same person every week |
Set it up in Capillary
- 1
Create the department
Name it for your agency or team, then set its time zone and the minimum rest between shifts.
- 2
Add the template
In Build schedule, pick School therapy under Start from a department template. It fills an empty month with weekday shifts for 6 speech, 4 OT and 3 PT therapists, 08:00 to 15:30, ready to assign.
- 3
Add your therapists
Add them one at a time, or import a CSV file. The role is SLP, OT or PT.
- 4
Assign the shifts
Give each shift to the therapist who works it. A speech shift takes only an SLP, an OT shift only an OT and a PT shift only a PT.
- 5
Publish
Everyone sees the published month, and each person can add their shifts to a phone calendar.
Every save is checked
Saving stops at the first assignment that breaks a rule and names the shift and the rule. Capillary checks role, overlapping shifts, the department’s minimum rest, approved time off and each person’s published shifts at their other sites in Capillary.
Example messages
- Speech 2: clinician does not match the required role.
- OT 1: clinician is on approved time off on Oct 20.
- PT 2: overlaps PT 1 on Oct 14.
Sessions inside the school day
A shift says when a therapist works. Sessions say which students the therapist sees in that time, and at which school. Capillary switches sessions on for a department on request.
Ask us to switch sessions onSchools
Enter each school's hours and closed days, and the travel minutes between schools.
Students and service lines
Students are listed by code. A service line gives the discipline, sessions a week, minutes, one student or a group, and its dates.
Approved groups
List the groups of students approved to be seen together.
Weekly sessions
Place each weekly session inside a therapist's shift by hand, or use Find a time.
Checks on every save
A save checks each session for the right discipline, a therapist or student booked twice, school hours, travel between schools and the service line's dates.
My day
Each therapist has a My day view of their sessions.
What it does not do yet
- Speech-language pathology assistants, occupational therapy assistants and physical therapist assistants (SLPAs, COTAs and PTAs) are not on the schedule.
- It does not record attendance, count delivered minutes or plan make-up sessions.
- It does not produce reports for a district.
- It does not build the week for you. You place each shift and session, and Capillary checks it.
- It does not bill, and it does not write, store or check individualized education programs (IEPs).
What the scheduler does
The same features serve every department. Each has a short guide with a worked example.
- Every staff groupPhysicians, APPs, nurses, veterinarians, vet techs and therapists, with a filter for each.
- Rule checksRole, overlap, rest and time off, checked on every save.
- Drafts and publishingA private draft until you publish, with who published and when.
- Requests and time offDay requests and time off, sent before your due date.
- Shift preferencesFewest, ideal and most shifts, and how you rate each shift.
- TradesSwaps and giveaways, checked before anyone agrees.
- Sick callsAn open shift offered to the group, then backup.
- Two or more sitesOne account and one calendar link for every site.
- Roster CSVImport a roster from a spreadsheet and export the month.
- Hours trackerHours, nights and short rests from any calendar link.
- Shift analyticsYour hardest shifts, with the rest before each one.
- Free swap finderSwaps that work for both people, from your group's calendar.
Start your schedule
Create an account, add the school therapy template and publish your first month. No credit card or patient data is needed.