Requirements checklist
What to ask for when choosing software for occupational therapy clinics.
A checklist built from how occupational therapy clinics work, to print or save as a PDF and bring to any supplier meeting.
What the software should cover
Tick each one that matters to your business.
- Referral and assessment record
- Goals and outcome measures
- Session booking and room use
- Session notes and home programmes
- Funding, sessions approved and invoices
- Splints, aids and equipment orders
- Reports and review letters
Roles that need their own access
Who logs in, and what each person may see or change.
- For the clinic owner
- For therapists
- At the front desk
- For therapy assistants
Reports to ask for
Ask to see each one with your own sample data.
- Referrals received by source, waiting time and outcome
- Sessions delivered by therapist, setting and service
- Funding approvals nearing their end by client
- COPM and other outcome measure scores before and after a plan
- Splints, orthoses, seating and aids ordered, fitted and overdue
- Progress reports due and sent to referrers
- Funder invoices outstanding and contractor payouts
Systems it may need to connect to
Note which ones you already run.
- SMS
- WhatsApp or other messaging
- Payment gateway
- Accounting software export
- Calendar sync
Questions for any vendor
Put these to every supplier you are comparing.
- Is it built for occupational therapy or for any clinic?
- Can notes be linked to client goals?
- How are funded sessions tracked?
- Can therapists record visits outside the clinic?
- Can we track splints and adapted equipment?
- Can it produce reports for referrers?
- Can we bring our existing client files in?
- Who owns the client data?
- What does it cost?
Where the work usually breaks today
Circle the ones you recognise. They set the order of the project.
- Goals and sessions are recorded apart
- Approved sessions run out unnoticed
- Rooms and equipment clash
- Reports to referrers are late
- Splints and aids are hard to track
Prefer to talk it through? See the occupational therapy clinics page.