SLP & OT Private Practice Tracker | Plan of Care, Recert & Re-eval Due Dates, Authorization Visit Counter | Notion Template + Google Sheets

Keep the dates and counts of your speech or occupational therapy private practice in one place, in Notion or Google Sheets.

Plan-of-care, recert and re-eval dates. Enter each client's Evaluation Date, Re-eval Due, Plan of Care Start / End and Recert Due. The tracker counts the days and flags each one: OK, due soon (within your own window) or overdue.

Authorizations that count themselves. Log each authorization with visits authorized and its dates. Visits Used counts attended visits linked to it (plus any visits used before you started), and shows Visits Remaining, scheduled visits and days to the end date. Alerts flag Low visits, Ending soon, No visits left and Pending.

Caseload and waitlist. Status, discipline (SLP / OT), payer type, intake packet status, last and next visit, and days waiting.

Notes to finish. Attended visits whose note status isn't Complete appear in one list. Only the status is tracked: the note itself stays in your own system.

Balances. Amount charged and paid per visit, with what each client owes on the dashboard.

Two ways to use it (both included):

- Notion template: one click to Duplicate into your workspace. The SLP / OT Practice Hub has 3 linked databases (Clients, Authorizations, Visits) with relations and formulas already set up. Views: All Clients, Plan of Care & Re-evals, Waitlist, All Authorizations, Needs Attention, Visit Log, Calendar, Upcoming and Notes to Finish, plus five linked views on the hub page.

- Google Sheet: a Dashboard plus Clients, Authorizations, Visits and Lists tabs, with dropdowns, due-date flags, visit counts and balances.

What you get (instant digital download, one ZIP):

- Google Sheet tracker (.xlsx; open it in Google Sheets)

- One-page Setup Guide (PDF + DOCX) with the Notion template link

- Backup kit for building the Notion version by hand: 3 CSV files, a database structure doc, and an illustrated step-by-step walkthrough (PDF)

The recert window (14 days), re-eval window (30 days), authorization-end reminder (14 days) and low-visits alert (3) are settings you can change. They're your own choices, not rules: plan-of-care, recertification, re-evaluation and authorization requirements vary by payer, state and setting, so verify them with each payer and your licensing board. Fictional sample data is included so you can see how everything works; delete it when you're ready.

Please note: this tracks dates, statuses, visit counts and amounts only. It holds no clinical content and gives no clinical, billing or coding advice.

Not HIPAA-compliant storage. Not an EHR. Not legal or clinical advice. This is an organizational template only. Keep client data wherever your own compliance obligations require.

Privacy & scope: This tracker records statuses and dates only: plan-of-care dates, recertification and re-evaluation due dates, authorized and used visits, visit attendance, note status and amounts. It gives no clinical, billing or coding advice and holds no clinical content: keep evaluations, plans of care, notes and anything about a client's condition in the systems your obligations require. The recert window, re-eval window, authorization-end reminder and low-visit alert are your own adjustable settings, not rules. Plan-of-care, recertification, re-evaluation and authorization requirements vary by payer, state and setting and can change, so verify them with each payer and your licensing board.

All sample data is fictional.