Scheduling Tips for Virtual School SLPs (That Actually Make Your Life Easier)

Perri Waisner
Apr 21
2 min read

If you work with virtual school students, you know that scheduling can feel like its own part-time job, especially at the start of the year when you're trying to wrangle availability, build groups, and get everyone on the books for sessions.

After doing this for a while, I've landed on a process that works really well for me, and I haven't seen a lot of people talking specifically about the virtual school side of scheduling. So here's what I do:

Ask "When Doesn't Work?" Instead of "When Works?"

This is probably my biggest tip. Instead of asking families when they're available, I ask when they're NOT available.

It sounds like a small shift, but it makes a huge difference, especially when you're building groups. If I need to schedule multiple kids together, I need as much flexibility as possible. Knowing their conflicts gives me a much wider window to work with, rather than trying to match up a handful of specific "available" time slots that may never overlap.

Confirm the Time, Then Send the Attendance Policy

Once I figure out a time that works on my end, I email the family and ask: does this time work for you?

When they confirm, I send a follow-up with the school's or company's attendance policy, so right from the start, families know what to expect if they need to cancel, how much notice is needed, and whether makeups are an option. Getting that out of the way early prevents a lot of confusion down the road.

Offer a "Get to Know You" Call Before the First Session

I always let families know that I'm happy to set up a quick call before I meet with their student. Most families do not take me up on it, but it's a nice option, especially for families who have questions or just want to know who their kid will be working with.

By the time I'm making that offer, I've already read the IEP. If I have any concerns about engagement or participation in those first sessions, I might also ask the family about their child's specific interests and try to weave that into our sessions to help build that connection early on.

Set Expectations Around Rapport Building

If I sense that a family might be expecting drill-style therapy right out of the gate, I'll give them a heads up that the first few session may be more about building rapport than jumping straight into structured practice. Some families need to hear that this is intentional and valuable, not just playing games or talking about fun stuff.

A Note on Brick-and-Mortar Sites

For in-person or brick-and-mortar teletherapy positions, a lot of this looks different. You may be handed a schedule, or you're working around bell schedules and pull-out times, and the school often drives a lot of those decisions.

But for virtual schools, the scheduling process is much more in your hands, and I haven't seen a ton of guidance out there for how to navigate it. Hopefully this gives you a starting point!

Have a scheduling tip that works for you? I'd love to hear it.