Therapy Assistant Rise Module 

The Assistant Voice Podcast

Google Forms

Google Sheets are a very important tracking tool used within the TAP and MUST BE utilized by both the COTA/PTA and Supervisor to track supervisory visits, recertifications, summary Google Sheets are a very important tracking tool used within the TAP and MUST BE utilized by both the COTA/PTA and Supervisor to track supervisory visits, recertifications, summary of care, and metrics.

Watch this video for a detailed overview of how caseload tracking sheets are used

Therapy Assistant Caseload Tracking Sheets

Each therapy Assistant has their own sheet in Google Drive

Color coding is used to create a clear visual of when patients are on hold and when supervisory  visits will be completed

Visits will be placed in chronological order based on next supervisory visit due date

Assistants and Supervisors share the responsibilities when it comes to updating Caseload Tracking Sheets. Assistant and Supervisor teams are responsible for understanding all aspects of the caseload tracking sheet. 

Supervisors focus on:

Updating the supervisory visit completed date (Every 60 days, a supervisor MUST complete a supervisory visit)

When a supervisor completes a supervisory visit they will update the Last supervisory visit or eval COMPLETED column

Updating the recert period end date (Every 60 days, a supervisor MUST complete a recertification), This is completed between 14-30days of recert period end date

When this recertification is completed, the supervisor will update the Recert period ends column

Updating the CPA/Discipline Column if they are the case manager

Using the Next supervisory visit due column, Plan of care due column, Day/Time Typically Seen column as well as Skedulo, the supervisor will plan when they will complete the next supervisory visit

Adding and reviewing the notes section as needed

Assistants focus on:

Updating Patient Names

Updating Day/Time Typically Seen 

Color Coding as needed. Utilizing the color coding system if a child is on hold

Reviewing upcoming supervisory due dates and coordinating with supervisor as needed

Adding CPA dates being completed by other disciplines

Adding and reviewing the notes section as needed (e.g. reason for service hold or changes)

Reading and understanding the tracking sheet

Supervisors and assistants have very distinct responsibilities on the caseload tracking sheet based on natural workflow. If changes to these responsibilities are expressed by your supervisor assistants are encouraged to advocate for Kate Needham. 

CPA Process for Clinicians

Please use the video below to understand the CPA process as it relates to the Assistant

2023 Q1 TAP Assistant Meeting

Exciting announcements for the TAP Assistant program at the 2023 Q1 meeting. Please navigate the following resources and communicate any questions to kathryn.needham@solacehealthcare.com or your respective RCM.

TAP Overtime Process

Occupational Therapy Assistants and Physical Therapy Assistants are required to record hours actually worked accurately. Metrics tracking forms have been provided to facilitate accurate tracking. Therapy Assistants are eligible for overtime compensation if completing over 40 hours per week or over 12 hours in one working day. All overtime must be approved by the TAP Manager or Assigned Supervisor prior to initiating any overtime and all overtime must be claimed using the following overtime form along with sending an email to the TAP Manager and respective supervisor. Additional support will be provided to any assistant claiming overtime to ensure optimal efficiency is being achieved with caseload and time management thus improving work-life balance and reducing the risk of burnout.