SLP Caseload Spreadsheet: Free Template + What to Track

Speech-language pathologists carry some of the largest caseloads in pediatric therapy — and when you're itinerant, the caseload isn't just a list of kids, it's a list of houses, daycares, nap windows, and drive times. A caseload spreadsheet only helps if it tracks the things that actually go wrong.

Here's the free one we built, and the five things an SLP's version should track.

Get the free caseload tracker (Google Sheets) · Excel download

1. Sessions delivered vs. sessions authorized

The number that matters at the end of the month isn't how many sessions you did — it's how many you did per child against what was authorized. A child authorized 4x/month who got 3 is a problem you want to see on the 20th, not the 31st. The template's Authorization Tracker counts completed sessions from your log automatically and flags "at risk" while there are still days to recover.

2. Ages in months, not years

For an early intervention caseload, "2 years old" is too blunt — eligibility, goals, and transition planning run on months. The template calculates age in months from date of birth so you never do the math during a phone call.

3. The note you haven't written

Documentation debt is invisible until it's due. A simple "note done?" column per session — and a dashboard count of notes still owed — keeps the backlog honest.

4. Caregiver contacts with relationships

"Mom" isn't always mom. Foster parents, grandparents, and guardians all answer the door in EI work, and calling someone by the wrong relationship is a small trust cut. Track the name and the relationship.

5. Miles, at the moment they happen

Home-visit SLPs drive for a living, and unlogged miles are unclaimed deductions. One tab, one editable IRS-rate cell, a running total. (We wrote a full guide to mileage rules for home-visit therapists.)

What a spreadsheet can't do

It can't tell you that seeing Mateo at 9:00 and Harper at 10:00 means 40 minutes on the freeway between them, or that Thursday's cancellation opened a window another family on your list could fill. Tracking is backward-looking; scheduling is forward-looking.

When your caseload gets big enough that building the week is the hard part, that's what Casedaisy does — it plans around each child's availability and naps, paces authorizations so units never expire, and computes the actual driving route from your home through every visit and back. It imports this exact spreadsheet, columns and all.

FAQ

Does the template handle IFSP and IEP authorization periods? Yes — authorization frequency (weekly or monthly), start date, and review date per child, with an amber flag when review is inside 60 days.

Does it work for SLPAs under supervision? Yes — track your own sessions normally; a "co-signed?" column on the session log covers supervision workflows.

Google Sheets or Excel? Both — same file, all formulas work in each.