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How to create log entries for scheduling?

This article will explain how to create log entries to document scheduling related to therapy sessions, evaluations, and/or meetings.

Use this log type to document scheduling. This may include scheduling initial session, 
addressing no show/cancellation, or rescheduling a session.  Remember to create a log entry even if unsuccessful (left message, phone disconnected, etc.).  

  • About: Student
  • System: Student
  • Location: School Location (Default)
  • Contact Date: Date and Time of Contact
  • Contact Type: Phone Call – Successful, Phone Call – Unsuccessful, Phone Call – Left 
    Message
  • Contactees: Student, Learning Coach, Caretaker(s)
  • Areas and Categories: Special Education>Related Services
    • Choose the applicable type and increment such as "Counseling - 60 minutes," "Physical Therapy - 30 Minutes," or "Occupational Therapy - 15 Minutes."

logtemplate2

Sample Entry for Scheduling an Initial Session: I contacted Isela’s parent to establish a weekly therapy schedule. We reviewed the goals to be addressed and agreed to hold Isela’s sessions on Mondays from 10:00 to 10:30 AM. I have added these sessions to Isela’s planner.

Sample Log Entry to Address No Show/Cancellation: Gavin was scheduled for his biweekly 
therapy session today. I made a reminder phone call when he was five minutes late to the 
session. I kept the LiveLesson room open for 20 minutes, but Gavin did not arrive. I will follow up with a webmail to Gavin and his caretakers.

Sample Log Entry to Reschedule a Session: Chelsea is scheduled for her weekly therapy session on Tuesday, but I will be out of office. I contacted Chelsea’s mother to reschedule, and we agreed to hold next week’s therapy session on Friday instead. I adjusted the appointment on Chelsea’s planner in the online classroom to reflect this change.

If you often schedule evaluation sessions, consider creating a log template specifically for this purpose.

Use this log type to document scheduling evaluation sessions. Remember to create a log entry even if unsuccessful (left message, phone disconnected, etc.).  

  • About: Student
  • System: Student
  • Location: School Location (Default)
  • Contact Date: Date and Time of Contact
  • Contact Type: Phone Call – Successful, Phone Call – Unsuccessful, Phone Call – Left 
    Message
  • Contactees: Student, Learning Coach, Caretaker(s)
  • Areas and Categories: Special Education>Evaluation Scheduled

Sample Entry for Scheduling an Evaluation Session: I contacted Zayden's caretaker to schedule the occupational therapy evaluation.  We've set up the testing session for this Friday at 10 AM.  I let CT know that a link to the virtual testing room would be sent via webmail.