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AI agent for speech therapists

School Therapy Service Minutes Agent

Every student receives the IEP service minutes owed

SchedulingComplianceHealthcareEducation
See how it worksGet access
School Therapy Service Minutes Agent: what goes in, what the agent does and what you get

What it does

IEPs promise a set number of service minutes, and sessions missed for absences, testing or therapist leave must often be made up. At the end of each week, this agent compares delivered minutes in session logs with IEP minutes for each student. It calculates shortfalls and the reason for each. Therapist-caused misses are always made up; student absences follow district rules. It proposes makeup slots in open times that avoid pulling students from core classes. The staff member approves every schedule change and parent notice. The following week, it checks that makeups happened. If not, it proposes new slots and flags repeated misses to the coordinator. It also prepares service summaries for IEP meetings. Edge case: a session missed because the student was absent may not need a makeup, depending on district rules.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Week ends 2 USES A TOOL Read session logs and IEP minutes 3 DOES Calculate shortfalls and reasons 4 CHECKS THE RESULT Does each shortfall need a makeup under districtrules? If not: log it as not required with the rule. Back tostep 3. 5 DOES Propose makeup slots outside core classes 6 YOU APPROVE Staff member approves schedule changes 7 CHECKS THE RESULT Were makeups delivered the following week? If not: propose new slots and flag repeated misses tothe coordinator. Back to step 5. 8 RESULT Service minutes report
Read the steps as a list
  1. Week ends
  2. Read session logs and IEP minutes
  3. Calculate shortfalls and reasons
  4. Does each shortfall need a makeup under district rules?If not: log it as not required with the rule. Back to step 3.
  5. Propose makeup slots outside core classes
  6. Staff member approves schedule changesThe agent waits here for your OK.
  7. Were makeups delivered the following week?If not: propose new slots and flag repeated misses to the coordinator. Back to step 5.
  8. Service minutes report

How it decides

Delivered minutes are compared with required minutes per period. Shortfalls owed by district rules get makeup proposals.

  • Therapist-caused misses are always made up
  • Student absences follow district rules
  • Makeups avoid core instruction where possible

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Reporting period
  • District makeup rules
  • Times to avoid
  • Report format

What keeps you in control

It always asks you first

  • Schedule changes
  • Parent notices about missed services

Hard limits

  • No changes to IEP content
  • Parent notices sent by staff only

It stops when

  • Done: minutes on track
  • Stop: shortfall cannot be met this term, alert coordinator

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensA speech therapist's two days of training leave in March left 9 students short 30 minutes each. The agent proposed makeup slots across two weeks, avoiding math and reading blocks. The therapist approved. The next week's check found one student missed both makeups because of assemblies. The agent proposed new slots and flagged it to the coordinator, who moved the session to a different period.

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