This article will explain how to update the Occupational Therapy fields of the Special Education Vendor Management Data View.
Occupational Therapists are responsible for maintaining Occupational Therapy fields in the Special Education Vendor Management Data View. Verify that the following fields are accurate for your students or update if needed.
- Occupational Therapy Services
- Related service minutes per month
- Occupational Therapist ID Number
- Vendor - Occupational Therapy Services (2024-2025)
Review these fields periodically and make changes if there are adjustments to the IEP.
Auto-Populated Fields
New log options for Related Services have been released, including log options specifically for occupational therapy. The first time that you create a log with the new occupational therapy option and indicate that the student was in attendance, this will auto-populate the date for successful start of services. Similarly, you are now able to keep track of the number of minutes offered to students on a monthly basis. This field "counts" the number of minutes logged in the occupational therapy category for the last 30 days and can be used to check that you are on track with service minutes for your caseload.
- OT Referral Status (please refer to this if your school uses these fields):
- Referral Needed: School selects this to indicate that the service is on the IEP, but
student hasn’t been referred yet. - Referral Sent: School selects this to indicate that a referral has been sent to the
vendor. - Therapist Assigned: School or therapist updates this field to confirm that a
therapist has accepted this assignment. - First Session Held: Therapist updates this field to confirm that the student has had their first therapy session.
- Referral Needed: School selects this to indicate that the service is on the IEP, but
- Related Service Status:
- Receiving Services: Therapist should update this field after the student has had their first therapy session.
- WD: This field auto-populates when a student withdraws from a school. If you see this option selected, it typically means that the student withdrew from the school and re-enrolled.
- Discharged: This field should be selected if the student is dismissed from a related service area or exited from an IEP.
- Services Attempted but Not Attended: This field should be selected by the therapist if they are attempting to hold sessions with the student, but the student has never attended. Be sure to fill out the no show form and notify the special education leader and/or case manager if the continues to occur more than once.
- Date student was dismissed from this service (if applicable): If the student is dismissed
from a related service, the date of dismissal should be entered.