Free Templates
School OT SOAP Note Templates
Free, copy-paste ready SOAP, DAP, and Goal-bullets templates for school-based occupational therapists. SHARS and LEA-BOP compliant. No sign-up required.
Note Templates
SOAP Note
Subjective · Objective · Assessment · Plan — the standard format for most school districts and Medicaid billing.
S: [Student presentation at session start. Teacher/parent report. Environmental context.] O: [Measurable observations — trial counts, percentages, assist levels, duration data. Example: "8/10 trials independently (↑ from 5/10 baseline). Sustained seated tabletop activity 3.5 min before seeking movement break."] A: [Progress toward IEP goal(s). Clinical interpretation. Skilled service justification — why an OT is required. Example: "Student demonstrating measurable progress toward IEP fine-motor goal. Skilled OT services medically necessary to achieve annual goal and prevent regression."] P: [Next session focus. Any modifications to approach, task grading, or goal. Example: "Increase task difficulty. Fade verbal cues for letter formation B/D. Target 4.5 min seated tolerance."]
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DAP Note
Data · Assessment · Plan — faster to write, easier to align with IEP goal language. Preferred by many school districts.
D: [Combined subjective/objective data. Student presentation + measurable observations. Example: "Student arrived cooperative. Bead stringing: 7/10 trials with minimal verbal cuing (↑ from 3/10 at baseline). Letter formation B/D with moderate verbal cuing."] A: [Progress toward IEP goal(s). Skilled service justification. Example: "Student on track to meet fine-motor manipulation annual goal by IEP end date. Skilled OT required to grade task demands and provide therapeutic handling."] P: [Next session plan with specific modifications.]
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Goal-Bullets
Per-goal bullet format — ideal for districts that track each IEP goal separately in their documentation system.
Goal 1: [State the IEP goal] • Data: [Measurable performance this session] • Progress: [On track / Progressing / Needs revision] • Skilled service: [Why OT is required for this goal] • Plan: [Next session focus for this goal] Goal 2: [State the IEP goal] • Data: [Measurable performance this session] • Progress: [On track / Progressing / Needs revision] • Skilled service: [Why OT is required for this goal] • Plan: [Next session focus for this goal]
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Completed Examples
Real-world examples showing how the templates look filled in for common school OT IEP goals.
Fine Motor / Bead Stringing
IEP Goal: Student will improve fine-motor manipulation to complete bead stringing 8/10 trials with minimal assist across 3 consecutive sessions.
S: Student arrived alert and cooperative. Teacher reported carry-over of pencil grasp cues from last week's session during morning writing.
O: Bead stringing: 8/10 trials independently (↑ from 5/10 baseline). Weighted lap pad trialed — sustained seated tabletop activity 3.5 min before seeking movement break (↑ from 2.5 min). Letter formation B/D with moderate verbal cuing.
A: Student demonstrating measurable progress toward IEP fine-motor manipulation and seated tolerance goals. Letter formation continues to require moderate verbal cueing; opportunity for further fading identified. Skilled OT services medically necessary to achieve IEP annual goals.
P: Increase bead stringing task difficulty. Add bilateral coordination crossing-midline activity. Fade verbal cues for letter formation B/D. Target 4.5 min seated tolerance next session.
Handwriting / Letter Formation
IEP Goal: Student will improve pencil grasp and letter formation for reversals (B, D, P, Q) with cuing faded to minimal across 4/5 sessions.
S: Student reports feeling tired. Arrived from recess — needed 3 min transition time before engaging. No teacher concerns reported.
O: Pencil grasp: dynamic tripod achieved with minimal tactile cuing (↑ from requiring maximal physical prompt at baseline). Letter B: 5/6 correct orientation with verbal cuing. Letter D: 4/6 correct. P and Q: introduced with visual model, 2/4 correct. Session duration 30 min.
A: Student making expected progress toward handwriting reversal goal. Grasp pattern improving; cuing level decreased from maximum to minimal over 6 sessions. On track to meet annual goal. Skilled OT required to address underlying motor planning deficits driving reversal pattern.
P: Introduce multisensory tracing for B/D. Continue dynamic tripod cueing fading protocol. Target 5/6 correct B orientation without cuing next session.
What Makes a School OT Note Billable?
Every note submitted for SHARS or LEA-BOP Medicaid reimbursement needs:
- Date, start time, and end time
- Student identifier (initials — never full name in AI-generated drafts)
- Specific IEP goal addressed
- Objective data — trial counts, percentages, assist levels, duration
- Skilled service justification — why a licensed OT is required
- Plan for next session
- OT signature and credentials
See our full guides on SHARS documentation and LEA-BOP billing for state-specific requirements.
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