Tracking Service Minutes, Absences and Make-Up Sessions
Make-up rules are one of the most repeated questions in school groups. One therapist returned from leave to almost 10,000 compensatory minutes. Others keep handwritten "missed sessions" logs. Some states are adding parent notice rules for missed sessions.
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👥 From the clinician community
Shared in a 30,000-member school-based OT and PT Facebook group. Names are blurred.
🧩 Good practice
- Record what happened to every scheduled session: provided, student absent, therapist absent, cancelled, no show or make-up.
- Follow your district's written policy on which misses must be made up. If there is none, ask for one.
- Note which missed date each make-up replaces so the same session isn't made up twice.
🪄 In MyTherapyWizard
- Schedule recurring sessions from the IEP frequency.
- Record the attendance status on each appointment (provided, student absent, therapist absent, cancelled, make-up or no show), plus minutes and units.
- Use the Appointments list to review completed and upcoming sessions.
- Run the Attendance report for any date range, for the School/IEP or Medical/Insurance audience. It shows how many times the student was seen, the number of cancellations and their reasons, and total minutes and units.
📱 Tip: a make-up session isn't linked to the specific missed session, so add the missed date in the make-up's session note.
💡 Why it matters: when a parent, advocate or auditor asks about minutes, the attendance report answers in seconds.
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📚 See other articles in School-Based Practice here.