Keeping one record when your child sees many therapists

Monday is speech therapy. Wednesday is occupational therapy. The school has its own plan, and there is a paediatrician review every few months. Each professional has their own notes, their own goals and their own way of sharing updates.

And in the middle of it all is you, often the only person who sees the whole picture.

Many parents end up as the link between everyone. That is a lot to hold in your head. A single, simple record can make it lighter.

This article covers what to keep, how to share updates, how to make handovers easier, and how to think about privacy.

Why does one record help?

When information is spread across WhatsApp chats, paper reports, email and memory, a few things tend to happen:

• the same question gets asked again by each new professional
• goals from different therapists overlap or pull in different directions
• small wins at home never reach the people who would want to know
• important details get lost when a therapist changes

One record does not replace each professional's own notes. It is your overview, so you can see how things fit together and share the right parts with the right people.

What should I keep in my child's record?

You do not need everything. Aim for what you would want to hand to a new therapist on their first day.

The basics

• your child's name, date of birth and any diagnoses you choose to include
• current medications and allergies, if any
• contact details for each professional on the care team
• the languages your child uses at home and at school

Plans and goals

• the current IEP or school support plan
• each therapist's current plan and goals
• the date each plan was set and when it will be reviewed

It can help to list all current goals in one place, grouped by area, such as communication, movement, self-care and play. You may notice that two therapists are working on similar things. That is useful to know.

Reports and assessments

• assessment reports, with dates
• progress reviews
• letters from doctors or specialists

Keep the originals safe. A scanned or photographed copy is usually enough for day-to-day use.

Notes from sessions and from home

• short notes after sessions: what was worked on, what to practise
• observations from home: new skills, things that were hard, what helped

Dated, specific notes are the most useful. Our guide on what to write after a therapy session has a simple format you can use.

How do I organise it so I can actually use it?

The best system is one you will keep up. Some ideas:

1. Use one place. One notebook, one folder, one shared document or one app. Avoid splitting things across many places.
2. Organise by goal, not just by date. When you add a note, mark which goal it relates to. This makes it easy to see how each goal is going.
3. Put the date on everything. Undated notes are hard to use later.
4. Keep notes short. Two or three lines is often enough.
5. Review it monthly. Spend ten minutes reading back. Note anything to raise with the team.

How do I share updates between therapists, school and doctor?

You are in charge of what is shared. Some simple ways to keep everyone in the loop:

Share a short summary before appointments

A few lines before a session or review can make the time much more useful. For example: "Since we last met: started using two-word requests at meals. Still finding the school bus hard. The OT has started work on pencil grip."

Ask each professional what they need to know

A speech therapist may want to hear about new words. An OT may want to know about dressing or handwriting. The school may want to know about sleep or changes at home. Ask each person what helps them most.

Pass on home practice suggestions

When one therapist suggests something to practise at home, mention it to the others. They can tell you if it fits with their work, or if anything should be adjusted.

Ask for permission to connect professionals

Sometimes it helps for the speech therapist and the special educator to talk directly. Ask both if they are open to it. Always make sure your consent is clear about what can be shared.

How can I make handovers easier?

Changes happen. A therapist moves on. Your child changes school. You move to a new city, or from India to the UAE or the other way around. A good record makes these moments much smoother.

When a change is coming:

• ask the current professional for a written summary of goals and progress
• ask for copies of recent reports and plans
• add a note of what has worked well and what has not
• share your overview with the new professional before the first session

A new therapist who can read a clear one-page summary will usually get to know your child faster. That means less repeating, and less starting from scratch for your child.

What about privacy?

Your child's therapy record is sensitive. It deserves care.

• Share only what is needed. A sports coach does not need medical reports. A therapist may not need every school document.
• Ask before sharing others' notes. If you pass one professional's report to another, that is usually fine and helpful, but be thoughtful about it.
• Be careful with group chats. Messages can be forwarded easily. Consider what you share in large groups.
• Know who has access. If you use a shared folder or an app, check who can see it, and remove people who no longer work with your child.
• Store it safely. Use a password or lock on devices and accounts that hold your child's information.

If you use any app or online tool, read how it handles your data. Look for clear answers on who can see it, whether it is sold, and whether you can delete it.

In closing

You do not need a perfect system. You need one place where your child's goals and progress live, which you can share when it helps. That makes appointments calmer, handovers easier, and the whole picture clearer, for you and for everyone who supports your child.

Some parents use a folder and a notebook. Pravnya is one option: you can upload plans, log notes by text, photo or voice, invite therapists to your child's care team by email, and remove anyone at any time. Your child's data is never sold or used to train AI. Our privacy page explains the details.

This article is general information, not medical advice. Your child's therapists and paediatrician know your child best, so please raise any concerns with them.