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School Based OT Caseload and Service Minutes Tracker

Multi-building scheduling. Every other caseload tracker assumes one campus. This one has a Buildings tab, a per-student building assignment, a travel-day schedule grid, and a Minutes By Building rollup — so the OT can show a supervisor exactly where the deficit is. It opens in Microsoft Excel and in Google Sheets, has no macros and nothing to install, and is yours to reuse as often as you like.

What it does

Multi-building scheduling.
Built around the dates that actually bite: IEP service minutes owed per week, Medicaid documentation windows, annual review dates.
Roster tab
Buildings tab
Session Log tab
Service Minutes tab
Makeups tab
Student Snapshot tab
Every threshold and dropdown editable on the Lists tab, nothing hardcoded
Two files included: a blank workbook and a filled example to learn from
Works in Excel and Google Sheets, no add-ons or macros
Opens in Excel and in Google Sheets

$16.99one-time, no subscription

Buy on Etsy

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School Based OT Caseload and Service Minutes Tracker — the workbook open in Excel

See it in action

What it looks like

School Based OT Caseload and Service Minutes Tracker screenshot

Every tab in the workbook

These are the actual sheet names in the file, in order, read out of the workbook itself.

Getting Started
Dashboard
Roster
Buildings
Session Log
Service Minutes
Makeups
Student Snapshot
Lists

Works in

Microsoft Excel 2016 or later, Windows and Mac
Google Sheets — upload to Drive and open
No macros, no add-ins, no subscription

Honest scope

This is an organizational template. It reports the data you enter. It does not determine mastery, eligibility or compliance, and it does not replace your district or clinic documentation system — those stay your professional judgement.

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School Based OT Caseload and Service Minutes Tracker$16.99Buy on Etsy