Speech therapy scheduling software

Speech therapy scheduling software can help aspiring SLPs achieve their dream of owning and managing their own practice, offering benefits such as flexibility and the ability to deliver impactful therapy.

In reality, it often involves a non-stop juggling act: managing appointments, completing documentation, and communicating with clients.

Summary

• Efficient scheduling directly supports practice growth. Reducing time spent on appointment management frees SLPs to focus on client care and revenue-generating activities.
• Speech therapy scheduling software is built for healthcare, not generic calendars. Therapy-specific tools support HIPAA compliance, clinical workflows, and EHR integration.
• Automation reduces admin friction. Features like reminders, streamlined communication, and integrated documentation minimize scheduling conflicts and errors.
• An all-in-one EHR platform improves both clinician and client experience. Centralizing scheduling, documentation, billing, and telehealth leads to smoother operations and better continuity of care.

Streamline your practice with One EHR

• Scheduling
• Flexible notes
• Template library
• Billing & payments

• Insurance claims
• Client portal
• Telehealth
• E-fax

Learn More

Efficient scheduling is crucial for growing or managing a successful private practice. Any time spent on administrative tasks is time taken away from session prep or treating clients.

A streamlined scheduling system reduces administrative time, minimizes frustrating scheduling conflicts, and ultimately improves the client experience.

What is speech therapy scheduling software?

Speech therapy scheduling software is a specialized practice management tool that helps private SLP practices manage client information, coordinate appointments, and automate communication.

Unlike general scheduling apps, therapy-specific tools are tailored to healthcare workflows.

Key differences include:

• HIPAA compliance: Any therapy software must follow strict privacy standards and federal security regulations to ensure Protected Health Information (PHI) remains secure.
• Therapy-specific workflows: Integration with an Electronic Health Record (EHR) system provides a more seamless workflow that connects scheduling to treatment notes and billing.
• An integrated solution allows SLPs to manage scheduling, documentation, billing, and telehealth in one secure platform. This can streamline workflows and reduce errors compared to standalone scheduling tools.

Practice Management + EHR + Telehealth

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Key scheduling challenges for private practice SLPs

Private practice SLPs often face scheduling challenges such as these:

• Juggling multiple clients and session types (individual, group, teletherapy)
• Frequent cancellations and reschedules
• No-shows that disrupt schedules and impact revenue
• Manual calendar entry and back-and-forth phone/email communication with clients

These challenges can create a significant administrative burden for SLPs, which can spill into personal time.

According to a 2021 ASHA SLP Health Care Survey Report, 49% of SLPs who were paid per hour or per visit reported working unpaid “off the clock” time in the last 12 months.

Tools that can automate these tasks can reduce this additional time.

Must-have features in speech therapy scheduling software

When considering speech therapy scheduling software, private practice SLPs should look for these essential features:

• HIPAA compliance and secure client data: Ensures confidentiality and compliance with privacy regulations
• Client self-scheduling via portal or app: Allows clients to independently book available times, cutting out back-and-forth communication
• Automated reminders (Text, Email): Reduce no-shows and late cancellations. Reminders can often be customized (e.g., 24 hours or 48 hours before the appointment)
• Calendar integration (Google, Outlook, iCal): Seamlessly sync your personal and professional calendars to keep them aligned.
• Recurring appointments for ongoing clients: Important for the typical SLP model of care for clients seen weekly, biweekly, or monthly.
• Waitlist and cancellation management: Keep your schedule full by automatically offering available time slots to clients on the waitlist when a cancellation occurs.
• Multi-location or multi-provider support: Facilitates scheduling for growing practices by integrating schedules in one place.
• Teletherapy integration: Schedule and launch virtual sessions seamlessly through the scheduling system.
• Easy rescheduling and confirmation workflows: A simple process lets clients confirm or change a session efficiently.

Benefits of using scheduling software in speech therapy private practice

Shifting from manual scheduling to an automated software provides several tangible benefits for your practice:

• Frees up time spent on administrative work, reducing time spent on unpaid tasks
• Reduces missed appointments, increasing consistent revenue
• Enhances client satisfaction with flexibility and easily accessible options
• Enables better focus on therapy, letting SLPS focus on direct therapy and preparation can lead to improved outcomes
• Scales with your practice, supporting your SLP practice as it grows without increasing the administrative burden.

How to choose the right scheduling tool for your private practice

Selecting a scheduling system is a strategic business decision that should include consideration of these factors:

• Solo vs. team-based practice needs
• Budget and pricing model (flat rate vs. per provider)
• Integration with EHR, billing, and telehealth tools
• Training, onboarding, and customer support
• Client experience and ease of use

Implementation tips for speech therapy scheduling software

After choosing a platform, set yourself up for success to ensure a smooth transition to the scheduling software:

• Start with a free trial: Test all features before integrating the software into your practice
• Set up your availability: Define session types/lengths, working hours, and block documentation time.
• Customize reminders and booking rules: These should align with your cancellation policy and ensure clients follow scheduling procedures that follow your recommendations and expertise.
• Train your team (if applicable) and inform clients: Provide clear instructions on how to use the new system
• Track improvements: Monitor any changes in no-show rates and time spent scheduling

Questions to consider as you're testing speech therapy scheduling software

Considering these frequently asked questions can help guide you to the right speech therapy scheduling software.

What’s the best scheduling software for SLPs in private practice?

Software designed specifically for therapy practices that offers HIPAA compliance and integration with documentation and telehealth is the best option for SLPs managing a private practice.

Can my clients book appointments online with scheduling software?

Yes. Modern platforms offer client self-scheduling portals.

Is this type of software HIPAA-compliant?

Reputable scheduling tools should be HIPAA-compliant, with access controls and encryption to protect client data.

Will I lose data if I switch from a manual or outdated system?

The right software vendor will provide data migration support. There will be a transition period, but you should not lose essential client data or scheduling information when moving to the new, secure, integrated system.

Does scheduling software integrate with other EHR tools?

Yes, many scheduling software solutions are part of an integrated EHR suite that also manages billing and telehealth systems. Look for this feature to ensure your SLP practice has an overall workflow that is cohesive and efficient.

Administrative tasks, particularly the complexities of scheduling, can be overwhelming to SLPs running a private practice. Efficient scheduling software is essential for SLPs looking to simplify administrative tasks and grow their practice.

Investing in the right tool improves productivity, revenue, and client satisfaction. SLPs should consider a practice management software that is HIPAA-compliant, automates reminders, and provides your clients with independence and flexibility in scheduling.

Don’t let scheduling overwhelm you—there’s a better way to manage your practice and protect your time.

TheraPlatform offers therapy scheduling software integrated with HIPAA-compliant video conferencing, automated billing, and documentation. Start a free trial with TheraPlatform today!

Streamline your practice with One EHR

• Scheduling
• Flexible notes
• Template library
• Billing & payments

• Insurance claims
• Client portal
• Telehealth
• E-fax

Learn More

Resources for speech therapists

TheraPlatform is an all-in-one EHR, practice management, and teletherapy software with AI-powered notes built for therapists to help them save time on admin tasks. It offers a 30-day risk-free trial with no credit card required and supports different industries and sizes of practices, including speech-language pathologists in group and solo practices.

More resources

• Therapy resources and worksheets
• Therapy private practice courses
• Ultimate teletherapy ebook
• The Ultimate Insurance Billing Guide for Therapists
• The Ultimate Guide to Starting a Private Therapy Practice
• Insurance billing 101
• Practice management tools

Free video classes

• Free on-demand insurance billing for therapist course
• Free mini video lessons to enhance your private practice
• 9 Admin tasks to automate in your private practice

References

Ayer, M. (2023). Relieving administrative burden on clinical staff with streamlined workflows and speech-recognition software. British Journal of Nursing, 32(Sup16b), S1-S9. DOI: https://www.magonlinelibrary.com/doi/abs/10.12968/bjon.2023.32.Sup16b.S4?journalCode=bjon

Li, Y. H., Li, Y. L., Wei, M. Y., & Li, G. Y. (2024). Innovation and challenges of artificial intelligence technology in personalized healthcare. Scientific reports, 14(1), 18994. https://www.nature.com/articles/s41598-024-70073-7

Mallipeddi, N. V., Mehrotra, A., & Van Stan, J. H. (2023). Telepractice in the treatment of speech and voice disorders: What could the future look like?. Perspectives of the ASHA Special Interest Groups, 8(2), 418-423. Telepractice in the Treatment of Speech and Voice Disorders: What Could the Future Look Like? | Perspectives of the ASHA Special Interest Groups